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


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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 2021

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

Wizywebinar White paper



Wizywebinar Video Tutorial - Enable Access

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


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Requirements and features 

Limitations per 1 UC-Wizywebinar license:

Limitations per 1 Company:

Features:

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:


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.




After WMP configuration, associate the previously created contact on WMP and a user in WMS by using Email.

Important: The user email address that you have specified for the contact on WMP should be the same!



Schedule a webinar session

Settings

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


 

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:



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



    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.


  3. (Optional) Set Password and Friendly URL:



    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.


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

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



  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.

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



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):



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



  4. Click on the tab Participants:



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

    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.


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



    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 


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



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



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



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:


Description, Agenda, Recurrent webinar, Calendar link or file

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


Access control: Lobby and Early access

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


Audio & Video: starting audio and video broadcast automatically 

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 


Registration: allowing participants to register for a session

Click on the tab Registration. 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:



Example of the registration page:



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:


Run a webinar session

Join a scheduled webinar session as a host

  1. Click on the Schedule menu from the left-hand panel
  2. Click on the scheduled Webinar to enter the room


The webinar room opens in a new browser tab and you are prompted to set the speakers:



After joining the webinar room, your Collaboration user status changes to DND.

Camera and microphone controls

By default, you enter the room with the webcam and microphone disabled (you can change it in Audio & Video settings).

Click on the Camera and Microphone icons on the left panel to enable them:

You can additionally activate HD video and reduce screenshare bandwidth  in Video and audio settings (see below).


To access Camera, Microphone and Speakers settings:

  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:


Managing the audience

There are two types of user roles: 

To manage Participants you need to open the Participants panel: click on the Participants button on the left panel:


Invite participants during a webinar

Click on the Invite Participants button located on the left panel:



You have two options here: 



Manage lobby

The lobby feature can be either enabled upon scheduling a webinar or during the session. 

Disable/ enable lobby during the session:

  1. Click on the Lock icon in the upper part of the Participants panel to enable/ disable the lobby:



A green dot right next to the Participants icon indicates that the lobby is active. 

When the lobby is turned on, all the participants’ names are listed under the Users Waiting in the Lobby section in the Participants panel. From there, you have the option to (1) Allow into the roomRemove participant, or (2) Allow all users into the room:


  

Manage the audience

  1. Click on the Participants icon
  2. Find your audience member in the list and click on three dots in the upper part of the Participants panel:


Here you have the following options:

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:



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:



Conversations

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

Click on the Message icon on the left panel to open the Conversations panel:


In here, Speakers will see two channels :

You access a channel by clicking on it.

Both Speakers and Audience members can do a lot in Conversations – like react to messages with emojis or format text in different styles.

Speakers can also clear chat history and both Speakers and Audience can export chat history by clicking on the three dots in the upper part of the Conversations panel.

Questions and Answers

When inside a meeting, you have the option to ask questions as Audience and Speakers will be able to answer them.

Click on the Question icon on the left panel to open the Questions & Answers panel:


To answer, click on the question and type your answer below. You can answer privately if you choose to.

Live answer

This option allows you to show the message to everyone on the main screen and to answer it live.

To use the live answer option: click on the queued question and hit Live Answer in the lower part of the Questions & Answers panel (next to Type your answer here) and start answering.

The question shows Being answered live next to it until you hit Stop – then it shows as Answered live:


Request a vote

You can start a vote related to questions with other audience members. 

To request a public vote: click on the three dots next to the question and click Request public vote.

You can see the number change while the audience members cast their votes: 


Screen share

Once inside your meeting, to start screen share, click on the Screen icon on the left panel. 

You can choose among three options:


To stop sharing your screen, click on the Screen icon once again. 

Whiteboard

To open the in-meeting whiteboard, click on the Whiteboard button (Pencil icon) on the left panel. Speakers have a set of whiteboard tools on the right-hand side of the Content Viewer window, for drawing on a whiteboard or annotating shared documents:


Content library 

Content Library is where you manage documents and other media that you plan to share with your audience in a webinar. It supports lots of file types including all office document formats as well as MP4s and many image formats.

To access Content library, click on the Graph icon on the left panel:


Upload file and share it with the Audience

  1. Click on Create new in the upper part of the Content library panel. Click Upload file from the drop-down list and select the file to upload
  2. Once the file has been uploaded, hover the mouse cursor over it and click on the Eye icon next to the name of the file
  3. File preview opens. Click Show from the file preview that file: 



You also have an option to share a file from URL without uploading it or a web app: click on Create new and select the corresponding options from the drop-down list:



You can use the same set of tools available for the Whiteboard (on the right-hand side of the screen), to annotate your documents:



Play a YouTube video 

  1. Click on Create new in the upper part of the Content library panel. Click Add YouTube video from the drop-down 
  2. New dialog Add YouTube video opens, enter the URL of the video into the input field and click Add
  3. Double-click on the name of the video to show it to the Audience:


Start a poll

You can also manage polls through your Content library.

To create a poll: 

  1. Click on the Polls tab from the Content library panel. Click on Create new poll
  2. Type your question into the field Add question. Click the + Add option and type your answer option into the field. You can add more answer options:



  3. When finished, click Save to save the poll in the Content library. Click Save and open to save the poll in the Content library and open it for your audience to vote:



Livestream

Through Livestream you can broadcast your meeting to a larger audience via Facebook Live or YouTube.

To start live streaming, click on the Live streaming button (Broadcast icon) from the left panel:


Then you need to select YouTube or Facebook and enter the Live stream key into the input field.

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

Recording webinars

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


The number of concurrent recordings for Wizywebinar is limited to one per license. 

Access your recordings

To access your recordings:

  1. Open Wizywebinar tab in Collaboration
  2. Click Recordings from the left panel
  3. Double-click on the file to view the recording. Hover the mouse over  and click the green arrow-down icon to download it:


End a webinar session

To end a webinar session, click on the Leave/ End session button (Exit icon) from the left panel:


You have three options here:

Workspace settings

You can enable or disable certain options that are available for your Audience and Speakers during the webinar.

Click the Gear icon from the left panel. A new dialog opens, allowing you to adjust the following settings:




In addition, in this menu, you can change the number of thumbnail videos per page to be displayed for Full Screen Layout/ tiled videos for Tiled Layout and change the Language of the web interface.

Available screen layout modes

Change layout

Participants can choose one of the pre-defined layouts to view the content:

Hover the mouse cursor over the Screen icon located in the lower right-hand part of the screen, and then select the preferred mode:


Tiled and thumbnail modes can be customized by users to fit their viewing experience.

To rearrange:

  1. Hover to the uppermost left corner of the element that you would like to move until you see the Dice icon
  2. Tap and hold the icon and then drag and drop the element to rearrange your workspace:



To resize: 

  1. Hover the mouse cursor over the border between the two elements on the screen, if you would like to resize one of them
  2. The border between the two elements is now highlighted. Tap and hold the mouse on the highlighted border. You can now see the percentage that each element occupies of the total workspace
  3. Drag the border up/down, or to the right/to the left to resize the elements; release the mouse when finished: 


             

Forced layouts

By enabling the Forced layouts feature, you can take full control over how you’d like your Audience to view your content. 

Important: when Forced layouts are enabled, the Audience can no longer change their layouts individually. They can no longer view the Chat and Questions and Answers unless you left this tab open before enabling Forced layouts. 

To enable forced layout: 

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



  3. Enable the menus that you would like your Participants to view: ParticipantsQuestions & Answers, Conversations, Content library

    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. 


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



  5. 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:



To change forced layout (Option 1):

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



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



To change (Option 2) or exit forced layout: 

  1. Hover the mouse on the Locked tiles icon in the bottom right-hand part of the screen 
  2. Click on Create layout to change your forced layout. Click on Exit layout mode to exit the forced layout:



Statistics 

Download the list of attendees

In Collaboration -> Webinar tab:

  1. Click on the Schedule tab from the left panel and then hit history tab. In this menu you can view all the past webinar sessions 
  2. Hover the mouse cursor over a webinar and then click on the Pencil icon
  3. Click Advanced options:


  4. Open the tab Reports. Here you see the Summary Report and you can download it in CSV or Excel:



Usage stats

In Collaboration -> Webinar tab, open the tab Usage Statistics located on the left panel. Here you can see the total duration of connections per day and the total number of users joining across all sessions per day:



   


Integration with Wizyconf HW Station

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


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