Webinar Setup – WebinarJam and EverWebinar User Documentation

Test WebinarJam

This article is for WebinarJam.

Testing a live WebinarJam event involves checking the registration process, the live room features, and your audio and video connections.

Two types of testing are recommended: a soft test and a cloned live test.

Run A Test

The Run a test tool lets you perform a soft test of your webinar configuration to make sure the setup is complete and presenters can access and understand the broadcast room.

Run a test webinar feature

Run a test launches a low-performance test of the webinar broadcast room and features. This method is intended to help you get familiar with how to enter the room and use the controls inside. Because it is only a test environment, WebinarJam does not allocate full database resources to run it. This mode should never be used to host a live audience, as it will result in poor streaming quality for attendees and will not provide you with analytics or engagement data.

In Webinars, click Run a test
Use the attendee or presenter links to launch the live room
Presenters will be prompted to check their audio and video settings
In the live room, check all settings you intend to use:
- Go live to start a test broadcast
- Room settings and customization
- Changing presenter permissions
- Injections like polls or product offers
- Screenshare and whiteboard

Browse the live room to see all the menu options and settings available.

Note: The test attendee and presenter links reset each time Run a test is launched. If you close the room and start a new test, distribute the new access links to any other users participating in the test. Links from a previous test will no longer function.

No data is saved from a test webinar. Complete a cloned test to test the chat history, poll results, attendee analytics, or replay playback.

If the soft test was successful and any necessary changes for the webinar configuration are complete, move on to a cloned test to check the full webinar experience.

Clone the Webinar

Cloning the webinar lets you run a live test of the exact event you intend to run for a live audience, with adjustments for the immediate access needed for your test.

In Webinars, Clone your event
Go to the clone and click Your Links to get presenter or attendee links for the live test

Test Registration and Emails

Check the registration page, confirmation page, survey (if configured), and notification emails.

Use the attendee registration link for your event to go to the registration page
- Find the registration link in Your Links > Attendees
- Review the format and messaging on the page
Register for the event using a valid email address
You will be automatically redirected to the confirmation page
- Review the format and messaging on the page
- If a survey is configured, open it and submit a test
Check your email to see the pre-webinar confirmation email with your unique webinar access link

Test as Presenter

Use your unique presenter link to launch the live room and complete the audio and video check
In the room, click Go Live to start the broadcast
Test all settings and controls in the room (refer to the Run a test checklist for tips)
Recommended: Interact with another person in the room as an attendee to test chat and Q&A interactions
- Deploy each configured injection for attendee interaction (polls, offers, etc.)
Test the panic button

If you are using the Control Panel as a moderator, use the unique moderator link to access the Control Panel during the live test.

Test as Attendee

Log in to the webinar room and test chat, broadcast playback, and injection engagement as an attendee. If you do not have another person to collaborate on the test, you can be both the presenter and attendee yourself.

Enter the room as an attendee from a completely separate browser or private window to make sure each role has a unique access session.

When the webinar is scheduled to begin, use the access link in the confirmation email to go to the countdown page
Enter the room and click to start watching the broadcast
Enter messages in the chat to test the live chat and Q&A
Interact with all injections to see them from an attendee perspective
- If an offer is configured, test the complete purchase process.

Test Replay

If a replay is enabled for the webinar, test the post-webinar follow-up email and the direct access link to the replay room.

Check your email for the post-webinar email containing a link to the replay (if enabled)
Enter messages in the chat to test the question box (if enabled)

Testing Tips

Every function of your webinar should be tested before you launch it to your prospects. This article covers many scenarios, but it is recommended that you create your own custom testing checklist to ensure that every aspect of the setup works exactly as designed.

For example:

If you have Zapier automation configured for your webinar, test every trigger event for your Zaps.
If you are using a custom SMTP or autoresponder and automation rules, test all related scenarios to ensure your automation rules fire correctly and email notifications contain the correct information.
If you are using one-click registration, test the sign-up flow by registering through an email sent from your auto-responder.
If a product offer is configured to appear in the webinar, test the purchase flow and successful sales goal tracking
Check the event analytics after your test to see how your activity as an attendee was recorded

The ultimate goal of testing is to make sure that everyone engaging with your content has an excellent experience. Put on your customer glasses and take a close look at every detail!

Customize pages

This article is for WebinarJam and EverWebinar.

Each new webinar configuration includes three pages that can be customized: Registration, sign-up confirmation, and an event countdown page.

Prospects go to the registration page to sign up for the webinar and are redirected to the confirmation page after submitting their information. The countdown page is the temporary destination of the live event link, which attendees will see if they visit the link before the event begins.

Templates for each page type and a basic page editor are provided inside the webinar configuration wizard.

Page Templates

Registration

Go to the Registration step of the webinar wizard and open Registration page design

Confirmation

Go to the Thank You step of the webinar wizard and open Thank you page design
Default confirmation page must be selected under Default vs Custom confirmation page

Countdown

Go to the Live step of the webinar wizard and open Countdown page design

Hover over a template tile:

Click Preview to view a simple preview of the template design
Click Customize to select a template and launch the page editor

Using the Page Editor

Use the page editor to customize some text, backgrounds, and colors on the page.

Hover over sections of the page to see action buttons:

Click the pencil icon to edit a component
Click the X icon to delete a component

CAUTION: Deleting a component cannot be undone. To undo changes to the structure of the page, the template must be reset.

When you are finished customizing a page in the editor, click the Actions menu in the top right to Save and exit the builder.

Click Reset to discard all changes and restore the original template design.

Pro Tips:

A survey bar is available to edit on a Thank You page if Survey your registrants is Enabled on the default confirmation page.
Choose your preferred format for the sign-up form when launching the Registration page. Customize multiple or all formats if you intend to share more than one with your prospects. Learn more about embedding registration forms.
Enable split testing for the registration page to select and customize two designs for conversion testing.

Survey your registrants

This article is for WebinarJam and EverWebinar.

Configure a survey for your webinar’s registration thank you page to get information and feedback from your audience before the event. For example, you can use the survey to ask your registrants about the topics they’re most interested in and script your webinar content around those topics.

Important: Surveys are available with the Default confirmation page configured at the Thank You step of the webinar wizard. If you are using a custom confirmation page, post-registration surveys are not available.

Go to the Thank You step in the webinar configuration wizard.
Open the Default vs Custom confirmation page module, select Default confirmation page, and Save.
Open the Survey your registrants module that appears.
Choose Yes, survey my registrants and configure the survey. Choose a mix of four question types:
- Poll allowing only one answer: Requires a single response
- Poll allowing multiple answers: Allows multiple response selections
- Question for a short answer: Single-line text response
- Question for a long answer: Multi-line text response
Save the survey module and continue.

Registrants will see a floating survey bar on the default confirmation page after registering. A button opens the survey in a pop-up window.

Add a custom message and styling to the survey bar by customizing the Thank you page design.

The following image shows an example of each survey question type.

EverWebinar broadcast source

EverWebinar uses a pre-loaded source video as the primary content for a webinar broadcast. The first step of the EverWebinar configuration wizard is to select the source video.

External Video File

Use an external video file to load a production video or a replay from another webinar platform. Supported external hosts are YouTube, Vimeo, and any cloud service that provides a direct MP4 link for playback.

Learn more:

WebinarJam Live Session

Use a previous WebinarJam live session to rebroadcast an event you hosted live in the past. Reusing a previous session from WebinarJam is an easy plug-and-play option that automatically populates many of the settings from the original WebinarJam event (including the chat!) for use in the new automated event.

Pro Tips:

The WebinarJam session must be hosted in the same account as the new EverWebinar event
To import a session, an active WebinarJam subscription is required. Your EverWebinar configuration cannot retrive a session from an inactive WebinarJam catalog.

Getting Started with EverWebinar

EverWebinar automates your events, so you can serve your message to anyone, anywhere, at any time.

Use EverWebinar when: You have content you want to share or monetize without hosting a new event many times over. Automated webinars are ideal for content that has longevity and will be relevant for a wide variety of viewers for a significant amount of time.

Pro tip: Use EverWebinar automated events to reach international audiences in time zones where you would have trouble connecting live.

Take Note

You will need a prerecorded video for the main content of the webinar. This could be a replay from an earlier event or recording produced and edited in a studio. To be used as the source for an EverWebinar event, the video must be hosted on WebinarJam, YouTube, Vimeo or a cloud-based host that offers MP4 direct link access.

Content Pre-check

Prepare your content before starting the webinar setup to streamline the process! You can also add these details later.

✓ Video source for the main webinar (link to a previous WebinarJam session or direct URL to a cloud-hosted video)
✓ Names and email addresses for all presenters (Required)
✓ Headshots or other profile images for presenters (Optional)
✓ Schedule for viewing access (including any blackout dates) (Required)
✓ Details of any product offer (Optional)
✓ Elements of a poll or quiz to display (Optional)
✓ Optimized handouts to share (Optional)
✓ Timestamp for each injection in the webinar (when offers, polls, videos, etc. will display)

1. Create a Webinar

EverWebinar events use a pre-recorded source video and timed injection events to give attendees the experience of attending a live event. In the schedule configuration, allow immediate access to the automated webinar or limit registrants to pre-set days and times when the event will play.

Launch the EverWebinar app in your account:

Go to Webinars and click + Add webinar
Set the source video for the event and complete each step of the configuration wizard

The webinar source video is the primary broadcast content of the webinar. It is the presentation your registrants will see when they enter the webinar room. The source can be a previous WebinarJam live session or an external video file hosted on a third-party platform.

Learn more about the EverWebinar setup

2. Test the Webinar

Run a test to ensure every element of the webinar is in place before starting to promote it.

Recommended testing

Test registration sign-up process
Test email notifications and reminders
Log in to the webinar room and watch to confirm that all configured live elements trigger at the correct time
Capture analytics, chat history, and a replay recording
Watch the replay and submit a question in the chat

Learn more

Test EverWebinar

3. Share Registration and Access Links

In Webinars:

Click the Your links button
Click between the Attendee and Presenter tabs to find access links for the appropriate user

Attendees

Under Link to the registration page, copy the link to share it
- Use the registration link for all webinar schedule types to ensure correct analytics

Presenters and moderators

Each presenter has a unique access link that is for their use only
Copy each unique access link to share them directly
- Click the envelope icon to send the access link in an email
Copy and share the moderator link to give access to the Control Panel instead of the Live Room

Learn more

4. Replay and Analytics

After the event, you can retrieve several types of records and analytics.

Traffic, engagement, sales, and notification email analytics

Go to Analytics

Registrant contact details, attendance, and other data related to specific attendees

Go to Registrants

Replay link and download

Go to Webinars > Your links
Note: Just-in-Time sessions are generated on demand and do not appear in the replay download options.

Chat download, poll results, survey results, and pending questions in the replay room

Go to Webinars > Log

Learn more

WebinarJam configurations and event types

This article is for WebinarJam.

In your Webinars dashboard, click + Add webinar to create a new configuration. Choose a configuration and event type to launch the setup wizard.

Express or Full Configuration

Express configuration

Smart defaults preconfigure many details of your webinar for you. Complete basic information and selections for the event:

Webinar name (private name)
Webinar title (public name)
Webinar description
Webinar language
Add or edit host and presenters
Webinar schedule
Select and customize registration page
Customize email notifications and reminders

Important: Access all settings after the express configuration by editing the finished webinar and selecting “full configuration.” Webinar replay is disabled by default in an express configuration.

Full configuration

Fine-tune every setting in your webinar with a multi-step configuration wizard.

Basic configuration, presenters, and streaming service
Schedules and recurring event series
Registration, auto-subscription, pay to register, and password protection
Notifications and your email gateway
Integrations and third-party tracking
Thank You page customization or custom confirmation page
Live broadcast room features, polls, product offers, slides, and more.
Replay enable/disable, controls, expiration, etc.

See related user documentation for more information about individual features and controls.

Event Type

Right Now

Use Right Now to configure and launch a one-time webinar quickly. There are no notifcations or schedule, and you will send attendees the link to access the room.

Right Now webinars are meant to be used one time for unexpected calls.
Right Now webinars are accessible 24/7 eliminating the need to set up a schedule.
Right Now webinars allow only free registration with an opt-in form.
There are no automatic notifications in Right Now webinars. You will need to send your attendees the registration page link displayed in the final step of webinar setup.

Schedule for Later

Use Schedule for Later to plan events and series of events for a later date.

The Scheduled webinar will take place sometime in the future. You can choose to set up your webinar in three ways:
- Single session – Customer chooses one date/time,
- Multiple sessions – Customer registers for all webinars
- Recurring series of sessions – Customer registers to a series of daily or weekly sessions. These can be a predetermined number of sessions or recurring until they cancel the webinar subscription.
Scheduled webinars allow both free and paid registration with an opt-in form.
Your customers will fill out a registration form and receive a webinar link via email.

Always On

Use Always On to create a webinar room that can be used repeatedly, such as for meeting rooms or on-the-spot training. Like Right Now, this has no notification emails or schedule.

Always On webinars are meant to be reused.
- Download the replay and the chat log after each event if you want to save them. Every new event hosted in the live room generates a new replay recording and a new chat log overwriting the old records.
Always On webinars are accessible 24/7 eliminating the need to set up a schedule.
Always On webinars allow only free registration with an opt-in form.
There are no automatic notifications in Always On webinars. You will need to send your attendees the registration page link displayed in the final step of webinar setup.

Custom confirmation page

This article is for WebinarJam and EverWebinar.

Enable Custom Confirmation Page

When a person registers for your webinar, choose to direct them to a default confirmation page or a custom page.

To use a custom confirmation page:

Go to the Thank You step in the webinar configuration wizard
Open the Default vs Custom confirmation page module and select Your own custom page
Enter the link to your custom page in the Post-regisration confirmation page field
- Turn Send register information and webinar information on or off. This option is ON by default.

Send Registration and Webinar Information

If the registration confirmation page is hosted outside the WebinarJam/EverWebinar system, some registration information can be passed as parameters in the URL if you want to display them on the external page. This is optional.

To enable this, make sure Send register information and webinar information is turned ON at the Thank You page step of the webinar configuration.

Important: Using the registration data sent in the URL string requires Javascript coding knowledge. URL parameters allow advanced users with programming skills to customize a confirmation page. Learn more from this SitePoint article.

Registration URL Parameters

Parameters	Example (Decoded)	Description
`wj_lead_first_name`	John	Data entered in the First name registration form field.
`wj_lead_last_name`	Smith	Data entered in the Last name registration form field (if collected).
`wj_lead_email`	[email protected]	Data entered in the Email address registration form field.
`wj_lead_phone_country_code`	+1	Country code selected in the registration form (if collected).
`wj_lead_phone_number`	1234567890	Data entered in the Phone number registration form field (if collected).
`wj_lead_unique_link_live_room`	UNIQUE	Returns a unique system-generated access link for the registrant.
`wj_room_password`	UNIQUE	An alphanumeric password for the webinar room (if enabled in the webinar configuration). IMPORTANT: The password is passed in plain text.
`wj_next_event_date`	Monday, 31 August 2020	Event date displayed as Day, DD MMMM YYYY.
`wj_next_event_time`	1:45 AM	Event time displayed as HH:MM AM/PM. The time displayed will match the standard format used in the country represented by the flag in the webinar’s language selection.
`wj_next_event_timezone`	Pacific Time (US and Canada) GMT-7	Time zone displayed as location and GMT.
`wj_event_ts`	1598863500	Event Unix timestamp.
`wj_event_tz`	America/Los_Angeles	Time zone displayed as TZ identifier.

Take Note

Parameters containing personal data (ie, wj_lead_first_name, wj_lead_last_name, wj_lead_email, wj_lead_phone_country_code, and wj_lead_phone_number) are sent only if Send register information and webinar information is turned on in the webinar configuration.
Parameters are passed to the custom confirmation page automatically. No additional configuration is required.
Parameters are passed every time, even if they are empty.
- Exception: The password parameter is generated only if password protection is enabled in the webinar configuration.
Parameters are UTF-8 encoded and must be decoded for display on a page. Example: email@domain.com will be passed as email%40domain.com.

URL Example

The URL is made up of two parts:

Base URL: https://www.domain.com/YOUR-PAGE
Parameters: ?wj_lead_first_name=John&wj_lead_last_name=&wj_lead_email=johnsmith%40domain.com […]

The parameters portion of the URL begins with ? and individual parameters are separated by &.

Parameters in the following example are shown in blue, with their values in red
Example shows data sent by a registration form that only asked for first name and email address. Note how some parameters carry no value because the fields were not requested in the registration form.

https://www.domain.com/YOUR-PAGE?wj_lead_email=johnsmith%40domain.com&wj_lead_first_name=John&wj_lead_last_name=&wj_lead_phone_country_code=&wj_lead_phone_number=&wj_room_password=&wj_lead_unique_link_live_room=https%3A%2F%2Fevent.webinarjam.com%2Fgo%2Flive%2F12%2F0g02hkd4m8vy&wj_event_ts=1598863500&wj_event_tz=America%2FLos_Angeles&wj_next_event_date=Monday%2C+31+August+2020&wj_next_event_time=1%3A45+AM&wj_next_event_timezone=Pacific+Time+%28US+and+Canada%29+GMT+-7

Important: This code is provided as an example only. Always build a new URL with the parameters needed for your own use.

Activate Confirmation Email Message

If you turn off Send register information and webinar information or choose NOT to include custom parameters in the confirmation page, make sure the confirmation email at the Notifications step is active.

The confirmation email sends registrants a unique link to the webinar room and a reminder of the event’s date and time.

Learn more about Notifications

Scheduling WebinarJam

This article is for WebinarJam only.

Create the Session Schedule

Caution: Do NOT edit a webinar schedule after attendees have already registered for the event. Editing the schedule resets the unique access link for each registrant, so the link sent in their original confirmation email will not work.

Changing the session type (from single to multiple, etc.) deletes the original session in the database. Files and analytics associated with the original session will also be deleted. Instead of changing the session type for an existing webinar, create a new webinar configuration for the new schedule structure.

Go to the Schedules step of the webinar configuration wizard and open Webinar schedule.

Choose a schedule type for the webinar:

One single session
Multiple sessions
A recurring series of presentations

Single Session

Use the single session option when you have one presentation that you want to broadcast once or repeat at different times. With this schedule, attendees will choose the date and time they want from the schedule you create.

Example: An free introductory class designed to be seen once.

Multiple Sessions

Use multiple sessions when you are offering a series of presentations that are all different but related to each other. Attendees register once to attend multiple sessions at the dates and times you create.

Example: A paid workshop consisting of five lessons on a specific topic.

Recurring Series of Sessions

Attendees who register for a recurring series sign up for a daily or weekly series, for as long as it lasts.

To create a recurring series:

Select Daily or a day of the week as the type of recurrance
Select Unlimited or Limited to define the duration of the series
- If limited, enter the number of sessions
Add additional series to the same webinar configuration if desired
- Example: One series runs every Monday, and a second series runs every Wednesday.
Click Add to create each series

Allow Time Zone Conversion

Toggle time zone conversion on or off to show your webinar session times in a viewer’s local time-zone on the registration page and in email notifications. Time zone conversion is ON by default. Switch it off if you prefer to display a specific time-zone for the webinar.

Scheduling EverWebinar

This article is for EverWebinar only.

Create the Automated Broadcast Schedule

Important: Do NOT edit a webinar schedule after attendees have already registered for the event. Editing the schedule resets the unique access link for each registrant, so the link sent in their original confirmation email will not work.

Enabling Just-in-Time or Instant Replay creates on-demand schedules for your webinar.

Disabling either option deletes the on-demand schedule and all related files and analytics. If an attendee has already viewed the webinar through an on-demand option, all records for those sessions will be lost. Instead of disabling Just-in-Time or Instant Replay for an existing webinar, create a new webinar configuration and switch registration promotions to the new event that does not have on-demand access.

Go to the Schedules step of the webinar configuration webinar.

Create one or more schedules for the webinar:

Set the date and time of the broadcast. Choose:
- On a specific date and time
- Every day or every week at a specific time
Click Add to create the series. Add additional schedules if desired.

Fixed time zone

Select a time zone and location from the drop-down field to create the schedule in a fixed time zone. If enabled, registrants can convert the schedule availability to their own time zone on the registration page.

Note: Multiple time zone locations may appear on the registration page when a fixed time zone is selected. This is because the schedule displays all locations that fall in the same GMT+ zone as your selection. For example, The GMT/UTC+3 hours offset is shared by countries on three continents: Europe, Africa, and Asia.

User’s own time zone

Select The user’s own time zone for the schedule to enable time zone auto-detection. In this mode, scheduling and registration information is shown in a potential registrant’s local time zone so they can easily choose the best time.

Note: The time zone selection you make for the first series in a webinar schedule locks all additional series to the same choice. In other words, if the first series is set to the user’s time zone, all additional series in the same webinar will also be displayed in the user’s time zone.

Registration Page Options

Allow time zone conversion

Visible only if a fixed time zone is selected for the webinar schedule. Enabling time zone conversion lets registrants see the time of your event in their local time zone for a more user-friendly experience.

Instant watch replay

Enable this option to display a, “Watch the replay now!” link on the registration page in addition to the other schedule options. Clicking this link takes the attendee to watch the replay immediately.

Important: Enable the replay session at the Replay step of the configuration wizard to enable access to a replay broadcast.

Allow late attendance

Enable this option to allow visitors to join a webinar that is already “in progress.” When attendees enter the “live” room, the webinar will auto-forward to the correct time stamp.

Example: The automated broadcast is configured to begin at 10 am. Allowing late attendance lets a user enter the session at 10:10 am and the broadcast will skip forward 10 minutes to simulate joining a live webinar.

Just-in-Time

Just-in-Time is on-demand scheduling that shows potential registrants a session “starting very soon,” regardless of when they visit the page. Display sessions at 15, 30, and 60-minute intervals:

Every :15, :30, :45 or :00 (15 minutes)
Every :30 or :00 (half hour)
Every :00 (hour)

Hide night time schedules

For Just-in-Time registration, choose Hide night time schedules to create the appearance of a regular working schedule. If someone visits your registration page at 2 am (and you have blocked schedules from 11 pm-7 am) the next available session will be the following day.

Displayed schedules

Define the schedules displayed on your registration page under Displayed Schedules. From the drop-down menu, choose how many available schedules to display to visitors at one time.

Important: If Just-in-Time / Yesterday’s Replay is selected for the displayed schedule and neither option is enabled in the webinar configuration, the webinar will not show any available registration times.

Block short-term registrations

Prevent attendees from registering last minute, up to 6 days in advance.

Block dates

Add holidays or any other days you want to exclude from the webinar broadcast schedule. Viewers will not be able to register for these dates.

Charge a fee for registration

This article is for WebinarJam and EverWebinar.

Important: A third-party payment checkout is needed to collect payments from registrants. The paid registration function of your webinar configuration redirects registrants to the third-party checkout to complete their payment. WebinarJam and EverWebinar do not process payments.

Enable Paid Registration

In your webinar configuration, go to the Registration step:

Open the Free registration vs Paid registration module
Click Charge a registration fee

Enter the amount of the fee (for analytics tracking) and the URL of a third-party checkout page where the customer can complete a payment.
Copy the Post-Payment Redirect URL and set it as the payment success or “thank you” page in your third-party checkout configuration. With the post-payment URL in place, your third-party payment processor will redirect customers to the post-payment registration page to complete their registration for the webinar.
- A “register” button appears on the post-payment registration page. The registrant must click the button and submit the registration form that pops up to complete their sign-up.

Troubleshooting and Tips

Incomplete Registration

If you receive payment for a webinar but no new registrant, the customer did not complete their registration. To resolve this, copy and send the Post-Payment Redirect URL to the customer. This will take them straight to the registration page without having to complete the checkout again.

Skip the Registration Payment

To allow free registration to one specific user, copy and share the Post-Payment Redirect URL with the user. Anyone with this URL will go straight to the registration page without completing a payment, so share it carefully.

Charging with PayPal

Learn more about Charging for registration with PayPal

Charging for registration with PayPal

Before we begin, ensure that you have a business account with PayPal and not a personal account. This process will not work with personal PayPal accounts.

Under “Products & Services,” select Website Payments and click to Update PayPal buttons.

Because a webinar is a one-time sale, select the Buy Now button.

In Step 1, add the basic information for your webinar name under Item Name and registration ticket price under Price.

Leave the rest of the fields blank and go to Step 3.

In Step 3, you will need two links from your WebinarJam or EverWebinar account:

Registration Page URL (marked 3 below)
Post-Payment URL (marked 4 below)

Add a message to the customer if desired (marked 1 above) and disable the request for a shipping address (marked 2 above) unless registration for the webinar includes a hard copy of course materials that you need to ship.

Finally, click Create Button , and you’re ready for the final step. Click the email tab (shown below) and copy the URL in the box.

In your webinar configuration, go to Registration > Free registration vs Paid registration. Paste the PayPal button URL in the settings field labeled, “Your payment checkout.”

Introduction to live injections

This article is for WebinarJam and EverWebinar.

Live injections let you pre-load content for a webinar that can be quickly launched and managed during the live broadcast.

The live options are different depending on whether your configuration is for WebinarJam (true live) or an automated EverWebinar (simulated live).

In both webinar models, live injections are found at the Live step of the webinar configuration.

WebinarJam injections

Live injections for WebinarJam are launched manually by presenters inside the Live Room. Learn more about the live room interface.

Agenda: Add a prewritten or AI-assisted outline for the webinar

Learn more about Live: Agenda

Polls and quizzes: Encourage engagement and feedback from the webinar audience

Learn more about Live: Polls and Quizzes

Product offers: Promote products and services inside the live room

Learn more about Live: Product Offers

Video injections: Plug and play video segments to enhance the presentation

File handouts: Share downloadable handouts and other files with attendees

Slide presentations: Preload a slide deck to share from the WebinarJam server instead of your local bandwidth

Learn more about Live: Slide Presentations

EverWebinar injections

Live injections for EverWebinar are scheduled in the webinar setup to automatically launch at a specific time during the event. At the Live step of the configuration wizard, open the Live content module to add scheduled injections.

Scheduled injections are configured to appear and disappear at specific times during the event.

Schedule live content in EverWebinar — *Example of the scheduling options for an EverWebinar live injection*

Poll: Create and schedule a poll to appear.

Learn more about Live: Polls and Quizzes

File sharing: Upload files and schedule them to be shared in the webinar room.

Announcements: Schedule chat announcements.

Sticky message: Schedule sticky chat messages.

Product offer: Schedule product offers to appear.

Learn more about Live: Product Offers

Live sale announcement: Schedule announcements that tell the room a sale was made (to simulate live purchase engagement).

Redirect: Send all attendees from the webinar room to a specified URL.

Live chat: Add or upload chat messages with timestamps to simulate live chat activity for attendees.

Learn more about uploading an EverWebinar chat CSV file

Display number of attendees: Display the actual or a simulated attendee count for the live room where viewers can see it.

Learn more about the Live Room

Live: Slide Presentations

This article is for WebinarJam only.

Add a slide presentation to your webinar during the configuration process. During the live broadcast, the presentation is available in the live room menu to broadcast to your attendees with the click of a button.

Upload a slide presentation

Upload a presentation from your local computer:

In the webinar setup, go to Live > Slide presentations
Click Add new presentation
Enter a display name for the file
Click Upload the file to locate and add the presentation file
- Accepted file formats: Microsoft PowerPoint (PPT, PPTX), Apple KeyNote (KEY), and PDF.

Important: Google Slide links or other cloud-based presentations cannot be added.

Uploading and encoding for your presentation can take up to 5 minutes to complete.

Benefits of uploading a presentation

You can use the screen share function to present the slides from your local the computer. However, uploading the presentation to the WebinarJam cloud server is recommended for two reasons:

Pre-loaded presentations are delivered by the WebinarJam servers instead of your local internet service. As a result, the image quality on pre-loaded slides is generally better, resulting in a smoother experience for your attendees.
Presentations uploaded to the live room can be shown using custom animations and transitions.

Optimize presentation files

Smaller files load faster and more reliably for attendees so everyone can see your content smoothly, regardless of their internet connection speed.

The maximum file size for an uploaded presentation is 80MB. If your file is over 80MB, the resolution of the images inside the slides may be too high, or there may be media injections (such as video) that should be removed.

Optimization and troubleshooting tips:

Always save images and slides at a maximum resolution of 720p to optimize them for live-streaming
Split the presentation in two if it’s too large to upload
If you have trouble uploading a PowerPoint or Keynote file:
- Look for video or audio media in the presentation that can be removed
- Export the presentation to a PDF with each slide on a separate page. Optimize the PDF to create a smaller file.

Learn more about using slide presentations in the Live Room

Live: Video Injections

This article is for WebinarJam.

Add video injections into a webinar to cut seamlessly from the presenters speaking to pre-recorded video playback. This is useful for inserting short video clips or to create a “hybrid” webinar experience.

Hybrid webinars combine a pre-recorded presentation with a live segment such as a custom introduction or a Q&A session at the end.

Go to the Live step of the webinar configuration:

Open Video injections and click Add new video
Add a name for your reference (you will see this in the live room)
Add the video source URL
Save the video injection window and click Confirm to continue the webinar setup

Saved video injections are available to deploy inside the live webinar room.

Note: Compatible video sources are hosted MP4 files, YouTube, or Vimeo. Hosts like Wistia or Dropbox that do not provide an MP4 file link will not work for this function.

Learn more

Live: Product Offers

This article is for WebinarJam and EverWebinar.

Inject product offers into your webinars and convert attendees to customers. To configure the offer, go to the Live step of the webinar configuration.

WebinarJam > Live

Open Product offers and click Add new offer
Add the details of your offer. The right-side panel shows a preview.
Toggle ON any advanced options you wish to use:
- Broadcast sales in real time
- Apply scarcity in your offer
- Apply urgency in your offer

Advanced Options

Encourage attendees to purchase during the webinar by limiting inventory or sharing sales activity with the webinar room.

Broadcast sales in real-time displays, “Name has just purchased,” each time a sale is completed.
- Important: Sales goal tracking and code installation are required. If the tracking code is not correctly installed, sales will not be displayed.
Apply scarcity displays the number of available units in the offer panel.
- Scarcity is updated automatically during a single webinar session if sales goal tracking is configured.
- In the live room panel, presenters can click to reduce the inventory number manually as sales are made.
Apply urgency displays a countdown timer.
- The timer begins when the offer is first displayed and expires according to your configuration.

EverWebinar > Live

Open Live content and click Add event > Product offer
Add the details of your offer. The right-side panel shows a preview.
Add a Start and End time for the automatic offer
Toggle Apply urgency ON to display a countdown timer

Live: Polls and Quizzes

This article is for WebinarJam and EverWebinar.

Add polls or quizzes to a webinar to survey your attendees and prompt engagement with your presentation. To configure a poll, go to the Live step of the webinar configuration.

WebinarJam > Live

Open Polls and quizzes and click Add new poll
Add the poll question
Add answer options
- Click Add another option at the bottom of the window to add more than two possible answers.
Save the poll or quiz window and click Confirm to continue the webinar setup

Polls are deployed and new polls are added inside the live webinar room.

EverWebinar > Live

Important: Polls in EverWebinar are interactive for attendees to simulate the experience of a live event, but the results are fully preconfigured. No additional poll statistics are generated from attendee interaction in an EverWebinar event.

Open Live content and click Add event > Poll
Click to toggle Make the results public at the end of the poll (Optional)
- If ON, add simulated poll results by entering a percentage after each answer choice. Attendees will see the preconfigured results after submitting an answer during the webinar.
Add the question and answer options
- Click Add Another Option to add additional answer choices.
Add a Start and End time for the automatic poll
Save the poll event and the Live content module to continue the webinar setup

Live: Agenda

This article is for WebinarJam only.

Keep your presentation organized and delivered on time with an agenda. Add a pre-written outline to the agenda module or use the AI Agenda Planner to generated one with AI. The agenda is visible to view and edit during the live event.

In the webinar configuration wizard, go to Live > Agenda

To create an AI-generated agenda:

Click AI Agenda Planner to launch the AI creation tool
- Add details about your webinar to the planner, defining the duration, topic, audience, and goal. Be specific! The AI uses the content in these fields as prompts to create your agenda, so add as much detail as you can.
Click Generate agenda
- Wait for the AI to process your agenda and then it’s ready to review and edit! You will receive an outline broken down into sections that include an introduction, main points, a Q&A, and a conclusion, each with a suggested duration to fill the total time of your event.
Click Replace full agenda to save the content and close the AI Agenda Planner
- Note: This will overwrite any content already saved in the Agenda module of the setup wizard
- To start over with new prompts, click generate a new agenda in the tooltip instead
Save the Agenda module and complete the webinar setup wizard

Pro Tips

AI Agenda Planner will generate an agenda in the language selected under Configuration > Basic settings in the setup wizard.
Check the time estimates in the agenda and adjust them as needed to make sure they match the amount of time you want to spend on each section and overall.
Your agenda will appear in the Live Room and in the Control Panel of your webinar and is visible to all presenters and moderators.
Add notes or edit the agenda during the event to adjust your plan.
If you don’t want to use the AI Agenda Planner, you can manually add an agenda or outline instead. Copy and paste the contents of your agenda into the text field in the Agenda module and save to add it to your webinar resources.

AI Best Practices

To get the best results out of any AI tool, keep a few things in mind:

Be specific about the topic you want the AI to address. This keeps the topic focused and helps prevent vague results. Instead of a generic prompt like, “Talk about personal coaching,” be specific. For example, “Explain three ways that personal coaching benefits small business owners” or “Provide tips for optimizing paid ad campaigns.”
Avoid entering private or personal details into an AI tool that you wouldn’t post publicly online. All AI engines “learn” from the queries they receive, which means that your entries may be stored by the tool.
AI content can be wrong. Always review and fact-check the content generated by an AI tool, especially when the facts are critical to your presentation or field of knowledge.

EverWebinar Chat CSV formatting

This article is for EverWebinar.

Upload a CSV file to quickly add many lines of chat messages to an EverWebinar event.

In the webinar configuration wizard:

Go to the Live step
Open the Live chat box module and click Enable live chat
Configure the chat options to create the ideal attendee experience
At the bottom of the module, click Import from CSV to upload a file with multiple chat lines
- Alternatively, enter chat lines one at a time using the fields in the setup wizard

Pro tip: Download the chat file from a WebinarJam live event and upload it. The WebinarJam CSV is correctly formatted for import into EverWebinar.

CSV Formatting

Resource: Download a CSV Chat Template

CSV file must contain only 7 columns containing chat message values. Each row in the CSV file represents a new chat message.

Hour: Number between 00 and 07
Minute: Number between 00 and 59
Second: Number between 00 and 59
Name: Name of the person
Role: Admin or Attendee
Message: The actual chat comment
Mode:
- If role is Attendee: Chat, Question, or Answer
- If role is Admin: Chat, Question, Answer, Highlighted, or Tip

Example of the correct format:

When the spreadsheet is complete, export or save it as a CSV file with UTF-8 encoding before uploading to EverWebinar.

Maximum Chat Lines

The maximum number of pre-loaded chat lines is 5,000, or 1 MB for a CSV file upload. This limit ensures a good experience for attendees by preventing high demands on the webinar room to load the chat.

In a custom chat file, do not exceed 5,000 lines or 1 MB in file size.

If WebinarJam live is used as the source file for the EverWebinar, the system will not auto-import a chat file that exceeds 5,000 lines. You will see an error message informing you that the chat was not imported.

To resolve this and get a usable chat file:

Go back to WebinarJam and download the chat history for the live webinar you imported.
Open the downloaded CSV file and manually delete chat lines until there are less than 5,000 lines. Save the file and confirm that it’s under 1 MB (delete more lines if needed).
Go back to EverWebinar and the Live step of the wizard. Upload the new CSV file as described in this article.

Pro tip: If you activate the “Save real comments” option, real chat lines will be added to the EverWebinar session until it reaches the limit of 5,000 lines of chat. Any additional lines will be ignored.

Presenter and moderator roles

This article is for WebinarJam and EverWebinar.

Each webinar has one host presenter and the option to add two additional user types:

Presenter (co-host on camera in WebinarJam, and control panel access in EverWebinar)
Moderator (behind the scenes Control Panel management)

Add presenters and moderators at the Configuration > Webinar presenters step of the webinar setup. Click the toggle between Moderator and Presenter to change the role when adding a new user.

Check your plan:

Control Panel and moderators are available for EverWebinar and for WebinarJam Enterprise.
The number of presenters available depends on your WebinarJam plan.

Presenters

In WebinarJam

Presenters are on-camera speakers in a live event. Before the webinar begins, presenters use their unique access link to log in to the live room.

WebinarJam Presenters:

Are listed on the webinar registration page and in notification emails
Perform and audio and video settings check when they enter the live room
Appear on camera during the live webinar
Can turn their camera and microphone on and off during the live webinar
Can access and control the live injection features of the room, such as the agenda, polls, offers, etc.
Can post highlights and tips in the webinar chat
Can send private messages to attendees in the webinar and the other presenters
Can post public messages in the webinar chat
Can remove messages from the webinar chat and block attendees

Host presenter: Starts and ends the live broadcast and can assign admin permissions to other presenters.

In EverWebinar

Presenters have a passive role in EverWebinar because the automated events are not live. Instead of accessing the live room, EverWebinar presenter links give the user access to the Control Panel.

EverWebinar Presenters

Are listed on the webinar registration page and in notification emails
Can access the Control Panel

Moderators

Moderators are behind-the-scenes users that manage activity in the webinar from the Control Panel without being on camera.

Moderators:

Use a unique access link to login to the Control Panel at the time of the live event
Can access and control the live injection features of the room, such as the agenda, polls, offers, etc.
Can post highlights and tips in the webinar chat
Can send private messages to attendees in the webinar and the other presenters
Can post public messages in the webinar chat
Can remove messages from the webinar chat and block attendees

Learn more about Presenter and Moderator access links

Getting Started with WebinarJam

WebinarJam gives you the power of full-featured live events to nurture your audience, sell products and services, and grow your brand.

Get started fast with express or full configuration options and three unique broadcast options:

Right Now to set up and immediately launch a one-time live broadcast
Schedule for Later to plan a future event and registration funnel
Always On to create a room that is live and ready for multiple uses whenever you need it

Use WebinarJam when: You want a live, interactive connection with the audience. Live events are best for webinars where you anticipate high audience participation, those that end with a live Q&A, or if you want to promote audience members to join you as on-camera presenters.

Content Pre-check

Prepare your content before starting the webinar setup to streamline the process! You can also add these details later.

✓ Names and email addresses for all presenters (Required)
✓ Headshots or other profile images for presenters (Optional)
✓ Webinar topic and target audience for your agenda (Optional)
✓ Details of any product offer (Optional)
✓ Elements of a poll or quiz to display (Optional)
✓ Optimized slide deck to present (Optional)
✓ Optimized handouts to share (Optional)
✓ Optimized video clips (Optional)

1. Create a Webinar

Launch the WebinarJam app in your account:

Go to Webinars and click + Add webinar
Choose the preferred schedule and complete each step of the configuration wizard

Pro tip: To automatically send a replay to all registrants after the webinar, configure a Post webinar notification at the Notifications step of the wizard.

Learn more about WebinarJam setup

2. Test the Webinar

Test your event to ensure every element is in place, the host is familiar with the live room interface, and there are no unwanted surprises when it’s time to go live with a room full of attendees.

Recommended testing

Soft test:

Click Run a test for any configured event to test audio and video settings and get familiar with the WebinarJam live room.

Test audio and video
Test live room functions and the live elements added in the configuration
Tests do not capture analytics, chat history, or replay recordings
Important: “Run a test” should not be used to host a live event.

Clone test:

Clone the configured event, bring in some attendees and/or another presenter to help you test, and run the event live. Click Your links to copy links to the live room.

Test audio and video
Test live room functions and the live elements added in the configuration
Test broadcast streaming with standard server resource allocation
Test email notifications and reminders
Capture analytics, chat history, and a replay recording

Learn more

Test WebinarJam

3. Share Registration and Access Links

In Webinars:

Click the Your links button
Click between the Attendee and Presenter tabs to find access links for the appropriate user

Attendees

Under Link to the registration page, copy the link to share it
- Use the registration link for all webinar schedule types to ensure correct analytics

Presenters and moderators

Each presenter has a unique access link that is for their use only
Copy each unique access link to share them directly
- Click the envelope icon to send the access link in an email
Copy and share the moderator link to give access to the Control Panel instead of the Live Room

Learn more

4. Go Live!

Your event is configured, your presenters are ready, and you have a full list of excited registrants–it’s time to go live!

Pre-launch Checklist

✓ The webinar is fully configured with all live elements loaded
✓ Testing is complete
✓ All presenters have their own unique link to access the webinar room
✓ All moderators have their own unique link to access the Control Panel
✓ The webinar host has a hardwired internet connection (Recommended)

Start the Webinar

Log in to the live room using your Presenter access link
Complete the audio and video test (approximately 5 minutes)
When you are ready, click the phone icon in the top left corner of the live room to start the broadcast

Learn more

5. Replay and Analytics

After the event, you can retrieve several types of records and analytics.

Traffic, engagement, sales, and notification email analytics

Go to Analytics

Registrant contact details, attendance, and other data related to specific attendees

Go to Registrants

Replay link and download

Go to Webinars > Your links
Important: Allow the duration of the webinar for replay processing. For example, the replay for a two-hour webinar will be available approximately two hours after the host ends the broadcast.

Chat download, poll results, survey results, and pending questions in the replay room

Go to Webinars > Log