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This document is a complete guide explaining how you can enable access to Wizywebinar and use it to schedule and run your webinars. 

Created: January 2021

Updated: July August 2021

Permalink: https://confluence.wildix.com/x/W4PPB

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Requirements and features 

Wizywebinar Video Tutorial - Enable Access

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Requirements and features 

  • Min. WMS version 5.02.20201207.3
  • UC-Wizywebinar license + UC-Business (or UC-Premium) license for each user who needs access to Wizywebinar

Limitations per 1 UC-Wizywebinar license:

  • Number of people who can speak: 1
  • Number of simultaneous webinar sessions: 1
  • Number of attendees: 100
  • Number of recordings: 1

General Limitations:

  • Max number of concurrent broadcasters/ speakers per webinar: 16
  • Max number of attendees per webinar: 5000

Features:

  • Fully cloud-based, fully web-based, no client. No hardware required
  • Enterprise Security. Data is always protected with the highest level of SHA-256 with RSA Encryption
  • HD video conferencing. Up to high definition video quality and content sharing in 1080p
  • Record your meetings. Full MP4 recordings in HD with a single click, in the cloud
  • Lobby. Set up a lobby for your video conference and let your participants join later
  • Screen sharing
  • Questions & answers. Let your participants ask questions during a video conference
  • Spam control. Ban users straight from the chat or mute it temporarily
  • Hand raise. Call on engaged students with a virtual hand raise for organized participation
  • Content library. Upload and share files with your audience
  • Whiteboard mark-up. Annotate as you present right on your screen
  • Broadcast live. On Facebook or YouTube, wherever your audience is
  • Mobile friendly. 
Connect from any phone, tablet, or mobile device

Enable access to Wizywebinar

Step 1. Purchase licenses

At the first step, you need to purchase a dedicated license for Wizywebinar access. One license is required for each user who needs to have access. 

To purchase a license, proceed with the following steps:

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Step 2. Create an associated contact 

After you have purchased UC-Wizywebinar licenses, create a new associated contact for a user who needs Wizywebinar access.

  • Go to Contacts tab and click to add a new contact:

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  • Fill in First and Last Names and specify Email
  • Tick off Wizywebinar Access 
  • Click Add

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  • Min. WMS version 5.02.20201207.3
  • UC-Wizywebinar license + UC-Business (or UC-Premium) license for each user who needs access to Wizywebinar

Limitations per 1 UC-Wizywebinar license:

  • Number of people who can speak: 1
  • Number of simultaneous webinar sessions: 1
  • Number of attendees: 100
  • Number of recordings: 1

General Limitations:

  • Max number of concurrent broadcasters/ speakers per webinar: 16
  • Max number of attendees per webinar: 5000

Features:

  • Fully cloud-based, fully web-based, no client. No hardware required
  • Enterprise Security. Data is always protected with the highest level of SHA-256 with RSA Encryption
  • HD video conferencing. Up to high definition video quality and content sharing in 1080p
  • Record your meetings. Full MP4 recordings in HD with a single click, in the cloud
  • Lobby. Set up a lobby for your video conference and let your participants join later
  • Screen sharing
  • Questions & answers. Let your participants ask questions during a video conference
  • Spam control. Ban users straight from the chat or mute it temporarily
  • Hand raise. Call on engaged students with a virtual hand raise for organized participation
  • Content library. Upload and share files with your audience
  • Whiteboard mark-up. Annotate as you present right on your screen
  • Broadcast live. On Facebook or YouTube, wherever your audience is
  • Mobile friendly. 
Connect from any phone, tablet, or mobile device

Enable access to Wizywebinar

Wizywebinar Video Tutorial - Enable Access to Wizywebinar

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https://wildix.wistia.com/medias/u5z6zya75b


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Step 1. Purchase licenses

At the first step, you need to purchase a dedicated license for Wizywebinar access. One license is required for each user who needs to have access. 

To purchase a license, proceed with the following steps:

  • Go to WMP -> Customers
  • Select your company and customer
  • Go to PBXes tab -> Select the PBX -> click on More options (three dots) and select Edit:

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  • Add the required amount of UC-Wizywebinar licenses and click Save:
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Step 2. Create an associated contact 

After you have purchased UC-Wizywebinar licenses, create a new associated contact for a user who needs Wizywebinar access.

  • Go to Contacts tab and click to add a new contact:


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  • Fill in First and Last Names and specify Email
  • Tick off Wizywebinar Access 
  • Click Add
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After WMP configuration, associate the previously created contact on WMP and a user in WMS by using Email.

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Schedule a webinar session

Settings

Before creating a webinar session, you can change the Wizywebinar web interface language and timezone settings:

  • Go to Collaboration -> Webinar
  • Click Welcome located in the top left-hand part of the menu and select My profile 
  • Change timezone/ language
  • Click Update to save the changes: 

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Create a webinar 

You can start a webinar in just several clicks: open Webinar tab in Collaboration and hit the Meet Now button located in the top right-hand part of the menu.

If you need more sophisticated scheduling options, keep on reading:

Click New Meeting:

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Fill out mandatory fields: Topic, Start date and Duration:

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Note

Timezone: by default, your sessions are scheduled with your timezone. In case the meeting is going to take place in a different timezone you can change it by clicking change.

(Optional) Set Password and Friendly URL:

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Note

Password: If you would like your webinars to be more protected, you can generate a password for them. You have the choice to make up a password or click on Generate and a password will be created for you. Once you share the Webinar link with a participant, remember that you need to give them the password too.

Friendly URL: You can customize the URL of your webinar. Otherwise, a random session ID will be created for you.

(Optional, you can do it later) Invite participants: 

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Wizywebinar Video Tutorial  - Schedule a webinar sessinon

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https://wildix.wistia.com/medias/qkl2u7rqu8


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Settings

Before creating a webinar session, you can change the Wizywebinar web interface language and timezone settings:

  • Go to Collaboration -> Webinar
  • Click Welcome located in the top left-hand part of the menu and select My profile 
  • Change timezone/ language
  • Click Update to save the changes: 

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Create a webinar 

You can start a webinar in just several clicks: open Webinar tab in Collaboration and hit the Meet Now button located in the top right-hand part of the menu.

If you need more sophisticated scheduling options, keep on reading:

  1. Click New Meeting:

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  2. Fill out mandatory fields: Topic, Start date and Duration:

  3. Click on the Schedule menu from the left-hand panel (1)
  4. Hover the mouse cursor over your scheduled meeting and click on the Pencil icon (Edit meeting) (2):

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  5. Click Save in the lower part of the screen

Once saved, the scheduled meeting will appear on your Schedule (on the left panel, below Dashboard). 

Edit or delete a scheduled webinar

After creating a webinar, you can edit or delete it in the Schedule menu. Click on the Schedule from the left-hand panel.

  • To edit: hover the mouse cursor over your scheduled meeting and click on the Pencil icon (Edit meeting)

  • To delete: hover the mouse cursor over your scheduled meeting and click on the x icon (Delete meeting)

Note

In this menu, you can see webinars scheduled by all the users, but you can edit only webinars scheduled by you.

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Import participants via CSV file and invite them


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    Note

    Timezone: by default, your sessions are scheduled with your timezone. In case the meeting is going to take place in a different timezone you can change it by clicking change.


  2. (Optional) Set Password and Friendly URL:

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    Note

    Password: If you would like your webinars to be more protected, you can generate a password for them. You have the choice to make up a password or click on Generate and a password will be created for you. Once you share the Webinar link with a participant, remember that you need to give them the password too.

    Friendly URL: You can customize the URL of your webinar. Otherwise, a random session ID will be created for you.


  3. (Optional, you can do it later) Invite participants: 

    Write down First Name, Last Name, Email and Role (Audience or Speaker) and click Add

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    Click on Advanced options in


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  4. Click Save in the lower part of the screen: PDF: Avoid Page Break

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    Click on the tab Participants:

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    Scroll down and click on Browse to select the CSV file on your PC (1)

    Note

    Make sure your CSV file is compliant with the required format: first_name, last_name, email, role (1 = speaker, 2 = audience), including headers.

    Example: 

    first_namelast_nameemailrolefirst_name_of_person1last_name_of_person2email@person11first_name_of_person2last_name_of_person2email@person22

    or download a sample CSV file: Sample Wizywebinar participants import.csv.

    Click Upload to import the list of participants

Once saved, the scheduled meeting will appear on your Schedule (on the left panel, below Dashboard). 

Edit or delete a scheduled webinar

After creating a webinar, you can edit or delete it in the Schedule menu. Click on the Schedule from the left-hand panel.

  • To edit: hover the mouse cursor over your scheduled meeting and click on the Pencil icon (Edit meeting)

  • To delete: hover the mouse cursor over your scheduled meeting and click on the x icon (Delete meeting)

Note

In this menu, you can see webinars scheduled by all the users, but you can edit only webinars scheduled by you.


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Import participants via CSV file and invite them

  1. Click on the Schedule menu from the left-hand panel (1)
  2. Hover the mouse cursor over your scheduled meeting and click on the Pencil icon (Edit meeting) (2):

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    Note

    Below the Browse button there are the following checkboxes providing you with additional control options:

    • Add new contacts to address book 
    • Hide user count: when enabled, the total number and names of participants are visible in the participants’ panel
    • Hide all notifications in the live room/ in recordings 
    Participants appear in the list of Speakers/ Audience, depending on their role


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  3. Click on Advanced options in the lower part of the screen:

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  4. Click on the tab Participants:

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    When the list of participants is complete, scroll down and hit Save:

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    A new dialog opens, make your choice, whether or not the invitation emails should be sent to the participants: 

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Schedule a webinar - advanced options

  1. Click on the Schedule menu from the left-hand panel
  2. Hover the mouse cursor over your scheduled meeting and click on the Pencil icon (Edit meeting

  3. Click Advanced options in the lower part of the screen:

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Description, Agenda, Recurrent webinar, Calendar link or file

In the first tab (Schedule), you have the following options to customize your webinar:

  • Set a webinar as a Recurring event (1)
  • Add Description (2)
  • Add Agenda (3)
  • Decide whether or not to attach a calendar link/ file to the invitation email (4) 

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  2. Scroll down and click on Browse to select the CSV file on your PC (1)

    Note

    Make sure your CSV file is compliant with the required format: first_name, last_name, email, role (1 = speaker, 2 = audience), including headers.

    Example: 

    first_namelast_nameemailrole
    first_name_of_person1last_name_of_person2email@person11
    first_name_of_person2last_name_of_person2email@person22

    or download a sample CSV file: Sample Wizywebinar participants import.csv.


  3. Click Upload to import the list of participants (2):

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    Note

    Below the Browse button there are the following checkboxes providing you with additional control options:

    • Add new contacts to address book 
    • Hide user count: when enabled, the total number and names of participants are visible in the participants’ panel
    • Hide all notifications in the live room/ in recordings 


  4. Participants appear in the list of Speakers/ Audience, depending on their role:

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  5. When the list of participants is complete, scroll down and hit Save:

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Access control: Lobby and Early access

Click on the tab Access. In this menu, you can control the access permissions to your webinar:

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  2. A new dialog opens, make your choice, whether or not the invitation emails should be sent to the participants: 

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Schedule a webinar - advanced options

  1. Click on the Schedule menu from the left-hand panel
  2. Hover the mouse cursor over your scheduled meeting and click on the Pencil icon (Edit meeting

  3. Click Advanced options in the lower part of the screen:

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Click on the tab Audio & Video. In this menu, you can decide whether other speakers or broadcasters should join a webinar session with the possibility to automatically enable audio and video 

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Description, Agenda, Recurrent webinar, Calendar link or file

In the first tab (Schedule), you have the following options to customize your webinar:

  • Set a webinar as a Recurring event (1)
  • Add Description (2)
  • Add Agenda (3)
  • Decide whether or not to attach a calendar link/ file to the invitation email (4) 

Note


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Access control: Lobby and Early access

Click on the tab Registration Access.   In this menu, you can activate a registration page for participants. To activate it, check off Allow registration or Require registration. There are predefined fields, but you can customize the way the registration page should look like:

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control the access permissions to your webinar:

  • Private/ Public (1): here you can add your own custom form fields and decide if you want to make any of these fields mandatory during the registration process
  • Friendly URL(2): customize your registration URL rather than use the randomly generated characters to identify your event registration page
  • Require password (3): optionally require a password before a participant can complete registration
  • Limit registrants (4): You may want to cap the amount of people who can register for your event
  • Show message (5): Once someone has completed the registration process – you can modify the message that is shown or redirect them to a webpage of your choice
  • Registration period (6)set a time limit after which participants will no longer be allowed to register for your eventif you choose Private, only registered/ invited guests can enter the webinar. If you choose Public, anyone with the link can join
  • Turn on lobby (2): this feature allows you to manage who enters the room. When enabled, participants show up in the lobby list and are held there, unless the webinar host allows certain participants to enter the webinar or decides to remove a participant from the list 
  • Early access: this option allows you to control how early participants can join the webinar:
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Audio & Video: starting audio and video broadcast automatically 
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audiovideo

Click on the tab Audio & Video. In this menu, you can decide whether other speakers or broadcasters should join a webinar session with the possibility to automatically enable audio and video 

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Example of the registration page:

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Send invitations: Customizing invitation email, reminder and follow-up emails

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Registration: allowing participants to register for a session

Click on the tab Registration. In this menu, you can customize the email sent out to the participants:

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activate a registration page for participants. To activate it, check off Allow registration or Require registration. There are predefined fields, but you can customize the way the registration page should look like:

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  • Custom fields (1): here you can customize the content of your invitation email
  • Send a reminder email/ second reminder email (2): here you can decide when the first and the second reminder emails should be sent, as well as the content of these emails
  • Send a follow-up email to attendees/ absentees (3): customize emails to be sent out to those who attended the webinar, and to those who were invited but didn't attend:

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  • add your own custom form fields and decide if you want to make any of these fields mandatory during the registration process
  • Friendly URL(2): customize your registration URL rather than use the randomly generated characters to identify your event registration page
  • Require password (3): optionally require a password before a participant can complete registration
  • Limit registrants (4): You may want to cap the amount of people who can register for your event
  • Show message (5): Once someone has completed the registration process – you can modify the message that is shown or redirect them to a webpage of your choice
  • Registration period (6)set a time limit after which participants will no longer be allowed to register for your event
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Example of the registration page:

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Send invitations: Customizing invitation email, reminder and follow-up emails

Click on the tab Send Invitations. In this menu, you can customize the email sent out to the participants:

  • Send a customized invitation email (1): here you can customize the content of your invitation email
  • Send a reminder email/ second reminder email (2): here you can decide when the first and the second reminder emails should be sent, as well as the content of these emails
  • Send a follow-up email to attendees/ absentees (3): customize emails to be sent out to those who attended the webinar, and to those who were invited but didn't attend:
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Run a webinar session

Wizywebinar Video Tutorial - Manage a webinar

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https://wildix.wistia.com/medias/s5ktl3rq2n


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Join a scheduled webinar session as a host

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  1. Click on the Settings button (Gear icon) at the bottom of the left panel -> Video and audio
  2. Click on Video and Audio tab:
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Managing the

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Participants

There are two types of user roles: 

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Note

You can remove certain permission (e.g. presentation or broadcast) in the same way as you granted it.

Stop other broadcasts

A Speaker has the ability to stop all other broadcasts in a room, except for their own:

  1. Click the Participants icon
  2. Click on the three dots next to the lock icon and click Stop other broadcasts
  3. A new dialog opens, confirm by clicking Stop broadcast:
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Mute all

A Speaker has the ability to mute all other participants including other speakers. Tick off Mute newcomers if you want to mute new participants as they join a session. 

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Click Mute all located in the lower left-hand part of the screen


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Mute all

A Speaker has the ability to mute all other participants including other speakers. Tick off Mute newcomers if you want to mute new participants as they join a session. 

  1. Click on the Participants icon
  2. Click Mute all located in the lower left-hand part of the screen

  3. A new dialog opens, confirm by clicking Mute all:

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Ask user to unmute

Ask user to unmute is an option available to speakers, which allows them to ask another speaker to unmute their microphone:

  1. Next to the relevant speaker's name click the muted microphone icon. Then, on the pop-up window that appears, press the Ask to unmute button:


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  2. The speaker is then prompted to unmute:

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Conversations

Conversations panel is where you can interact with your Audience, and where they can interact with you and each other throughout the meeting.

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For detailed instructions on how to get the stream key, read the guide: https://training.wildix.com/ubiconf-live-streaming/.How to Start Live Stream.

Recording webinars

To start/stop a recording, click on the Recording button from the left panel:

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To enable forced layout: 

  • Open Settings -> Workspace, check the box Enabled forced layouts and click Apply
  • Hover the mouse over the Screen icon in the bottom right-hand part of the screen and click Layout mode:

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  • In the Layout mode, you can either arrange menus manually or choose one of the 10 predefined layout templates

  • For manual arrangement, select the menus that you would like your Participants to view: ParticipantsQuestions & Answers, Conversations, Content

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  • library 


    Warning

    Important: the Audience will only be able to access the menus that you add to your Forced layout. For example, if you don't add Conversations menu, they won't be able to access chat. 


  • If you want to choose one of predefined layout templates, click the star icon to the left of the Apply layout and Cancel buttons:

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  • Choose the preferred layout template:

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  • Remember that you can also resize and rearrange the elements of your workspace (explained in chapter Change layout). For example: 

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  • When you are happy with the layout, click Apply layout in the bottom right-hand part of the screen

Remember that the Audience can only see the locked menus. In the example below, Audience can only access Conversations and Questions & Answers, but they can't access Participants and Content library:

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  1. Click on one of the locked menus (if any):

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  2. Rearrange your layout
  3. Click Apply layout in the bottom right-hand part of the screen:

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To change (Option 2) or exit forced layout: 

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Starting from Wizyconf App v 1.2.16, Wizyconf Station integrates with Wizywebinar, consult this documentation for details.

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