Schedule a webinar

Create a webinar

1. In Webinars, select New webinar in the page bar.
2. Keep Blank, and enter the Title, Date and Time. The time is read in your own time zone; you can change the webinar's time zone on its page.
3. Select Create webinar.

The webinar will open as a draft, with you as its first host. Nothing about a draft is public: its registration page will open when you publish it. To start from a plan written as JSON, choose Paste JSON in step 2 instead; see Create a webinar by pasting JSON.

The webinar's page

Each value on the page is changed where it is shown and saves on its own. Members with view access read the same page as text.

The first band has the title, a line saying where the webinar stands, and:

• When: the start and the end. In a draft, select it to change it. In a published webinar, use Change time… in More.
• Length: chosen from the list. In a published webinar, a new length emails everyone registered or waiting for approval the new end time, and registered attendees get an updated calendar invitation.
• Time zone: the zone the webinar's times are given in, on its page, its registration page and its emails. Changing it will keep the same moment and will show it on the new zone's clock.

Registration page:

• Address: where people register. It is made from the title. In a draft you can change it; it will open when you publish. Once the webinar is published, the address is fixed, with Copy and Open beside it. To use another address, duplicate the webinar and publish the copy. No two webinars have the same address.
• Cover picture: shown at the top of the registration page and when its address is shared. Choose one from Your images. Remove cover picture will take it off the page and leave it in Your images.

Description is written in Markdown and shown under About on the registration page.

Registration sets who can register and the capacity, and opens the attendee list. Registration questions adds up to 5 questions people answer when they register. Both are in Webinar registration and attendees.

Hosts and speakers

Add person, in the Hosts and speakers band, opens a drawer:

• A member of the team: choose the Member and a Role: Host, Co-host, Speaker or Moderator. Only a member who can edit in the team can be a host or co-host. They will be emailed that they were added: at once in a published webinar, or when you publish a draft.
• Someone outside the team: enter their Name and Email address, and choose Speaker or Moderator. Magpie will email them a personal link: at once in a published webinar, or when you publish a draft. They need no Magpie account.

Each person has one role. Their row opens their page, where you change their role, job title and bio, and for someone outside the team their name and email address. The name, job title and bio of hosts, co-hosts and speakers are shown on the registration page; email addresses are not. A row for someone outside the team says whether their link was sent.

On the page of someone outside the team, Send a new link will email them a new personal link, and the link they had will stop working. Remove from webinar, in More, will take someone off the webinar, and their personal link will stop working. The last host cannot be removed: make someone else a host first.

Everyone running the webinar who has an email address will be emailed 60 minutes before it starts.

During and after the webinar

The bands from During the webinar to Breakout rooms, and After the webinar at the foot of the page, hold the plan for the live webinar. Each list has an add button that opens a drawer; a row is changed where it is shown and taken off with the remove button on its row, such as Remove poll or Remove room.

• During the webinar: switches such as Chat, Q&A and Reactions. In a new webinar, Chat, Q&A, Moderate questions and Reactions start as they are in Webinars settings.
• Polls: up to 50, each a question with 2 to 8 options, one per line, and One answer or Several answers.
• Questions ready for the Q&A: up to 50 questions, each shown as asked by whoever added it when they are running the webinar, otherwise by its first host. Each row names who.
• Resources: up to 20 web addresses, each with a name and From the start or When you show it.
• Call to action: a Button label and the Address the button opens. Leave both empty for none.
• Breakout rooms: up to 20 rooms, each with a name.
• After the webinar: Who can watch the replay, and an Exit survey, which is one of the published Forms of Personal or the team that anyone can answer.

Emails

The Emails band sets the webinar's reminders and messages. Attendees will get its emails from the sender name in Webinars settings followed by "via Magpie", and replies will go to the member who created the webinar, or to another host or co-host once they no longer run it.

• Reminder the day before and Reminder an hour before will email registered attendees their join link before the start. Another reminder will add one more at the time you choose.
• Confirmation, Reminder, Cancellation and Follow-up are your own text for each of those emails. A new webinar starts with the messages in Webinars settings, and a message left empty will use the one in Webinars settings. The confirmation message goes to people registered at once or added by you; people you approve, or who move up from the waiting list, get an email with their join link but without it.

On a published webinar, a change to the reminders will apply to the reminders not sent yet.

Publish

Select Publish beside the title. It asks first and names the address the registration page will open at. Publishing will:

• open the registration page;
• add the webinar to the Calendar of Personal or the team, with its other hosts and co-hosts as going. The event follows the webinar's title, time and length, and is changed from the webinar, not from Calendar;
• email the people running it, apart from you.

Its time has to be in the future to publish it. Before a webinar is published, its registration page's address opens a page saying the page was not found.

Change the time

A draft's time is changed in its When row. For a published webinar:

1. Choose More, then Change time….
2. Enter the new Date and Time, in the webinar's own time zone. The drawer says who will be emailed.
3. Select Change time and email attendees, or Change time when nobody is registered yet.

Everyone registered or waiting for approval will be emailed the new time. Registered attendees will get an updated calendar invitation, and their join link will stay the same. The reminders not sent yet will be replaced by reminders for the new time, and the Calendar event will move. People on the waiting list will not be emailed.

Cancel a webinar

1. Choose More, then Cancel webinar….
2. Check the Message. It starts from the webinar's cancellation message.
3. Select Cancel webinar and email attendees, or Cancel webinar when nobody is registered yet.

Everyone registered, waiting for approval or on the waiting list will be emailed your message, and registered attendees will also get a cancellation for their calendar. Registration will close and the registration page will say the webinar was cancelled. Its Calendar event will be deleted, and reminders not sent yet will not be sent. The webinar and its attendee list are kept, under Cancelled in Webinars.

A cancelled webinar cannot be published again. To run it another time, duplicate it.

Duplicate a webinar

More → Duplicate webinar will make a draft named after the original with "(copy)" added, and open it. The copy will have the original's description, cover picture, length, time zone, registration settings and questions, hosts and speakers, plan for the live webinar, reminders and messages. It will have its own address and no attendees. Its time will be the original's; when that has passed, it will be moved on by whole weeks until it is in the future. People outside the team will get new personal links, emailed when you publish the copy.

Move a webinar to Trash

More → Move to Trash is offered for a draft, and for a cancelled webinar with no one on its attendee list, including people declined or removed. Undo in the message will bring the webinar back, and it can be restored from Trash for 30 days; see Trash. A webinar people registered for stays in Webinars: cancel it to close its registration.

Export JSON

More → Export JSON will download the webinar's plan as a JSON file, which Paste JSON can import as a new draft. Members with view access can export too. On a draft, Import JSON… will replace the plan with a pasted document. The format is in Create a webinar by pasting JSON.

If something else goes wrong, Contact support.