# Event & Portal Setup # About Events & Attendee Portals # What is a Live with Archive event? **Live with Archive** events are presentations broadcast from a **Live Acquisition Source** and automatically recorded for On-Demand access. The archived recording will be an exact copy of the live event, including the slides, surveys, and other content from the original presentation. Archives are posted at the same link as the live event and are typically available within one (1) hour of the event's conclusion. An email confirmation will be sent to the event administrator once the archive is available for viewing. # What is an On-Demand event? On-Demand events can be an archive of a Live event or an On-Demand only event. On-Demand only events can be created by uploading existing media file(s) or, for audio events, audio can be recorded by phone using the **On-Demand Studio**. On-Demand events are available for viewers to watch at any time. # What is a Simulated Live event? If enabled on your account, you may see **Simulated Live** listed as an **Event Type**. Simulated Live allows for previously recorded or uploaded content to be broadcast to viewers at a selected date and time, appearing as if the content is live. This allows you to pre-record and edit your content in advance but still give viewers the experience of a live presentation. When creating a new event as **Simulated** **Live**, you'll need to choose to **Record Media** or **Upload Media Files** as your SimLive Source. **Record Media** requires you to schedule a date and time for the Simulated Live content to be recorded. Like a Live event, you'll use the **Live Studio** to record the content that will be rebroadcast to viewers. **Upload Media Files** requires previously recorded content to be uploaded and assembled. Like an On-Demand event, you'll use the **SimLive Studio** to upload, assemble and publish content that will be rebroadcast to viewers. Once content is recorded or published, use the **Event Settings and Schedule** page to schedule the Simulated Live broadcast. Click **Schedule a New Broadcast** and select the date and time for the broadcast. Previous Simulated Live broadcasts will be listed here. After a scheduled broadcast takes place, the event will be accessible (as an **Archived** or **On-Demand** event) until a new Simulated Live broadcast is scheduled. To re-purpose existing Archived or On-Demand events, visit the **Event Settings and Schedule** page and click **Convert to SimLive** next to the **Event Type**. Then, click **Schedule a New Broadcast** and select the date and time for the broadcast. After a scheduled broadcast takes place, the event will be accessible (as an **Archived** or **On-Demand** event) until a new Simulated Live broadcast is scheduled. # What is a portal? A *portal* is a website that you set up to host multiple events, replays, and other content from a single link. With a portal, your visitors register one time and can attend any of the events on the portal. Reporting is similar to event reports, except the results include all events on the portal. To create a portal, sign in to the Webcast Admin portal. At the top right of the **My Events** tab, click **Create New Portal**. Create the events first and then in portal setup, select the events you would like to include. This article is an introduction to portals and provides some examples. # Portal basics Every portal includes a registration page and a list of events. You can include all types of events: Live, Simulated Live, and On-Demand (or replays). You can also host breakout sessions in any meeting app of your choice; just add the meeting URL. You can choose from different layouts to set up the registration page. Similar to event setup, you can use branding to customize colors, add logos, add background images, and more. For the portal itself, there are several layouts for listing your events, as well as grouping options to organize the events. # Organize your events On a portal, the list of events is called an *agenda* or schedule. Each event linked to the portal agenda is a *segment*. - On the Portal Layout tab, choose how your portal will look once a visitor signs in. - On the Manage Segments tab, select the events and breakout sessions to include on the portal agenda and sort them. The portal sorts events by their scheduled date and time. Depending on the layout you select, you can use automatic grouping to further group events into tabs with their scheduled date or you can create your own custom *categories* (called *tracks*). - The Simple List layout is just as it sounds - a list of events, sorted by date and time. For automatic grouping, select a different layout. - The other layouts add visual elements like expandable accordions and tabs to group events. On the Manage Segments tab, create categories and assign events to them or group events automatically by date. The category names or dates display on the accordions, tabs, etc. - Show checkboxes on Registration is available for Simple List and Custom layouts only. Select this option to allow viewers to select which events they would like to access. [![kA01B000000dnZ0SAI_en_US_1_0.jpeg](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/o9JU6pKVYD7hsFyL-ka01b000000dnz0sai-en-us-1-0.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/o9JU6pKVYD7hsFyL-ka01b000000dnz0sai-en-us-1-0.jpeg) # Example 1 - Simple list of events This example sets up a portal with six events and two breakout sessions for the same date, sorted by time. - Layout: Simple List - Automatic Grouping: None (not available with Simple Layout) - Categories: None (not available with Simple Layout) On the Manage Segments tab, click **Add Segments** and select the events to include. [![Portal-SelectEvents.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/7Puvr3AOeh9v56HO-ka01b000000dnz0sai-en-us-1-1.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/7Puvr3AOeh9v56HO-ka01b000000dnz0sai-en-us-1-1.png) The resulting portal looks like this. [![Portal-SimpleList.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/0sVtcvt8198OrL3L-portal-simplelist.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/0sVtcvt8198OrL3L-portal-simplelist.png) # Example 2 - Events organized into tabs by date This example sets up a portal with six events and two breakout sessions per date. They are grouped into tabs by their scheduled date. The portal displays the dates on the tabs. - Layout: Tabs - Automatic Grouping: Broadcast date tabs - Categories: None On the Manage Segments tab, click **Manage Categories** to access the automatic sorting options. You don't have to create any categories. [![ManageSegments-SortByDate.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/E8oHZ4JJOIWK4znm-managesegments-sortbydate.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/E8oHZ4JJOIWK4znm-managesegments-sortbydate.png) The resulting portal looks like this. [![Portal-DateTabs.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/dLXAgCqnspvdqhSs-portal-datetabs.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/dLXAgCqnspvdqhSs-portal-datetabs.png) # Example 3 - Events organized by categories (tracks) This example sets up a portal with six events and two breakout sessions per date. They are grouped into three custom categories. The portal displays the category names on the tabs. - Layout: Tabs - Automatic Grouping: None - Categories: Yes On the Manage Segments tab, click **Manage Categories** to set up the categories. Then assign the events to the categories you created. [![ManageSegments-Tracks.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/GKXttkPUz8WjUThU-managesegments-tracks.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/GKXttkPUz8WjUThU-managesegments-tracks.png) The resulting portal looks like this: [![Portal-TrackTabs.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/mIi8UpZWs3xeuDj5-portal-tracktabs.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/mIi8UpZWs3xeuDj5-portal-tracktabs.png) # Attendee Portals # Add events to a portal With a portal, viewers can register one time and attend any of the events on the portal. After you select a portal layout, start adding events (segments) to your portal from the Manage Segments tab. You can include Live, Simulated Live, and On-Demand (replay) events and include a description for each event you add. **Note:** An event can be linked to only one portal at a time. If you want to add an event that is used on another portal, go to that portal and remove the event first. **To add events to a portal:** 1. Sign in to the Webcast Admin portal and edit the portal. 2. On the left panel, click the **Manage Segments** tab. 3. At the top right of the tab, click **Add Segments**. The page lists events that are not linked to other portals. 4. Select the events you want to include and then click **Select Events and Folders**. ![Home folder and events selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/cEjsnzxJ0QRmwPoU-portal-foldereventsselected.png) The selected events display on the Manage Segments tab under Linked Segments. ![Linked Segments section shows a list of events linked to the portal](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/ErQuOA9CV0M2TJOo-portal-linkedsegments.png) 5. Click the **Edit** button next to an event to add a description. The description displays under the title of the event on the portal. After adding a description, click **Save Changes**. ![Segment Details section shows the editor with the event description](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/Ma9Nk2DrmmaMNt8S-portal-segmentdetails.png) 6. Click **Save and Continue** to save the events to the portal. Once you've added events, you can [sort them into categories](https://help.webcasts.com/books/event-portal-setup/page/sort-events-and-breakout-sessions-into-categories "Sort events and breakout sessions into categories") and hide or restrict access to them. # Add breakout sessions to a portal Engage your viewers and allow viewers to attend breakout sessions from the portal agenda page. After you select a portal layout, you can start adding breakout sessions (segments) to your portal from the Manage Segments tab and link them to any meeting app you choose, including GlobalMeet Collaboration, Zoom, Microsoft Teams, and more. Breakout sessions display in the list of events on your portal. **Note:** Viewers can access your meeting room link before the scheduled breakout session time. Ensure that your meeting has security features, such as a waiting room, turned on to prevent guests from joining early. Or, you can hide the View Now button after you've created the breakout session. **To add a breakout session:** 1. Sign in to the Webcast Admin portal and edit the portal. 2. On the left panel, click the **Manage Segments** tab. 3. At the top right of the tab, click **Add Breakout**. 4. Enter a name for the session and your meeting link, schedule the breakout session, and optionally add a description. [![Add Breakout Session interface and fields](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/EVBjCdzoneWkfgqT-addbreakoutsession.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/EVBjCdzoneWkfgqT-addbreakoutsession.png) 5. Click **Save Changes** to save the session. Then click **Save and Continue** to save changes to the portal. Once you've added the sessions, you can [sort them into categories](https://helpgm.webcasts.com/books/event-portal-setup/page/sort-events-and-breakout-sessions-into-categories). # Auto-fields for event details on a portal Jump to: [Auto-field Reference](#bkmrk--1) | [Customization Example](#bkmrk--2) The portal agenda displays specific details about each event, or linked *segment*. It uses *auto-fields* - that is, placeholders or variables - to pull in specific details about each event. By default, the agenda includes the date, title, and description for the event, with View Now and Add to Calendar buttons. ![SegmentFormat-Default-Callout.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/LT0E3F9ixiQFgBS8-segmentformat-default-callout.png) To customize the details displayed, go to the Portal Layout tab and under Segment Formatting select **Custom.** This opens the Content Editor, where you can add and apply styling to auto-fields as well as include text, images, and other elements. Available auto-fields are displayed below the edit area. **Important:** Segment formatting sets the content displayed for every event. Only include text or images that you would like repeated with each segment block. # Auto-field reference The format of an auto-field is \_\_AUTOFIELD\_\_ (the auto-field with two underscores before and after). The following table explains the available auto-fields and the text they display.
Auto fieldDescription
\_\_SEGMENTDATE\_\_Scheduled day, date, and time
\_\_SEGMENTTITLE\_\_Event title
\_\_SEGMENTTIME\_\_Scheduled time
\_\_SEGMENTDESCRIPTION\_\_The description you entered on the Manage Segments tab
\_\_SEGMENTVIEWBUTTON\_\_View Now button
\_\_SEGMENTREMINDERBUTTON\_\_Add to Calendar button
\_\_SEGMENTLIVENOW\_\_Add a live indicator to events on the portal when their scheduled date and time arrives
## Per-event registration If you are using per-event registration, you can add event registration to the main registration page. This lets visitors register for the portal and specific events at the same time. For more information, see [Have viewers register for individual events on a portal](https://helpgm.webcasts.com/books/event-portal-setup/page/have-viewers-register-for-individual-events-on-a-portal "Have viewers register for individual events on a portal"). On the Registration tab, scroll to Customize Event Landing Page and next to Landing Text, select **Custom**. The following table explains the available auto-fields.
Auto fieldDescription
\_\_ALLSEGMENTS\_\_All events linked on the portal
\_\_SEGMENTBLOCK1\_\_The first event linked on the portal, based on the order you set on the Manage Segments tab
\_\_SEGMENTBLOCK2\_\_The second event linked on the portal
\_\_SEGMENTBLOCK3\_\_The third event linked on the portal
\_\_SEGMENTBLOCK4\_\_The fourth event linked on the portal
\_\_SEGMENTBLOCK#\_\_The *Nth* event linked on the portal
# Customization example This example adds text before the \_\_SEGMENTTIME\_\_ auto-field to update the first line of each segment block. By default, text on the first line is smaller than other details. In the Content Editor, we selected the updated line and clicked the **Text Size (T)** button to increase the font size. ![PortalAgenda-AutoFields-Agenda.jpeg](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/sxl5oKgZAHYm0AD7-portalagenda-autofields-agenda.jpeg) # Have viewers register for individual events on a portal Available with Simple List and Custom portal layouts (on the Portal Layout tab). With a portal, your viewers register one time and can attend any of the events after signing in to the portal. If you want, you can add checkboxes to the portal agenda and let viewers register for the events they plan to attend. When a viewer enters a specific event from the portal, their registration data is included in the event's reports. # Enable registration checkboxes On the Portal Layout tab, select **Simple List** or **Custom** layout and select **Show Checkboxes on Registration**. [![Post-Registration Agenda Display Options with Simple List and Show checkboxes on Registration options selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/qYItBdbB1SWFqFcA-portalsetup-layout-registration-checkboxes.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/qYItBdbB1SWFqFcA-portalsetup-layout-registration-checkboxes.png) You can use the provided agenda format or scroll to Segment Formatting and select **Custom**. # What your viewers see On the portal agenda, viewers initially see a list of events with check boxes. They select each event they plan to attend and then click **Register for Selected Events**. Registered events are listed events at the top, followed by additional event they could register for. [![Portal with registration checkboxes](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/yZF5HRacLqL1n5VE-portal-checkboxes-beforeafter.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/yZF5HRacLqL1n5VE-portal-checkboxes-beforeafter.jpeg) # Example code Here is the coding from the previous example. ```
__SEGMENTTITLE__
__SEGMENTVIEWBUTTON__
__SEGMENTDATE__
__SEGMENTREMINDERBUTTON__
__SEGMENTDESCRIPTION__
``` **To use this formatting:** 1. On the Portal Layout tab, scroll to Segment Formatting and select **Custom**. 2. At the right side of the editor, click **</>** to switch to code view. 3. Delete all the placeholder code. 4. Paste the example code. 5. Click **Save and Continue**. # Sort events and breakout sessions into categories After you [add events](https://helpgm.webcasts.com/books/event-portal-setup/page/add-events-to-a-portal "Add events to a portal") and [breakout sessions](https://helpgm.webcasts.com/books/event-portal-setup/page/add-breakout-sessions-to-a-portal) to the portal, the portal automatically sorts them by their scheduled date and time. Depending on the portal layout you select, you can further group your events with automatic grouping and sort events into tabs by broadcast date or into custom *categories* (or *tracks*) you create. # Select a layout Before you categorize events and breakout sessions, you must select the correct layout. Sign in to the Webcast Admin portal and edit the portal. **To select a layout:** 1. On the left panel, click the **Portal Layout** tab. 2. Under **Post-Registration Agenda Display Options**, select the: - **Tabs** layout to sort events into broadcast date tabs. - **Accordion**, **Tabs**, **Table of Contents**, or **Tracks** layout to sort events into custom categories. **Note:** Simple List and Custom layouts do not support automatic grouping. [![Portal-AgendaLayoutOptions.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/rcOEtniGBrJF2a8R-portal-agendalayoutoptions.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/rcOEtniGBrJF2a8R-portal-agendalayoutoptions.png) 3. Click **Save and Continue**. # Sort with broadcast date tabs If your conference takes place over several days, you can automatically group them into tabs with their scheduled date. If the date of an event or breakout session changes, it is automatically sorted into the correct date tab on the portal. This is an example of a portal with a Tab layout and events sorted into broadcast date tabs. [![Portal with events sorted into broadcast date tabs](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/SEh7DwEI01j5Wim3-portal-tabsbroadcastdatetabs-cropped.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/SEh7DwEI01j5Wim3-portal-tabsbroadcastdatetabs-cropped.png) **To sort events and breakout sessions into tabs by date:** 1. ​​​​On the left panel, click the **Manage Segments** tab. 2. On the Manage Segments tab, click **Manage Categories**.**** 3. On the Manage Categories window, under Automatic Grouping, select **Broadcast date tabs** and then click **Save**. [![Manage Categories window shows Broadcast date tabs as the Automatic Grouping option](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/DgMBGJnSdXxHtzzt-managecategories-broadcastdatetabs.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/DgMBGJnSdXxHtzzt-managecategories-broadcastdatetabs.png) 4. Then on the Manage Segments tab, click **Save and Continue**. # Sort with custom categories Create your own custom categories to separate different conference days, topics, and more. This is an example of a portal with a Tab layout and events sorted into custom categories. [![Portal with events sorted into custom categories by day](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/w09ufyOdh5Xo7uN7-portal-tabscustomcategories-cropped.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/w09ufyOdh5Xo7uN7-portal-tabscustomcategories-cropped.png) **To sort events and breakout sessions into custom categories:** 1. On the left panel, click the **Manage Segments** tab. 2. On the Manage Segments tab, click **Manage Categories**.**** 3. On the Manage Categories window, under Automatic Grouping, select **None**. 4. Click **New Category** and enter a Category ID and a Display Name for each of your categories. The Category ID is used to assign events and breakout sessions to the category in the Webcast Admin portal and does not display on the portal agenda page. The Display Name is the title of the category that viewers see on the portal. **Note:** Category IDs can't contain any spaces or special characters. [![Manage Categories window shows the None as Automatic Grouping option and 3 custom categories](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/80RJbeFRIV8ctiCZ-managecategories-customcategories.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/80RJbeFRIV8ctiCZ-managecategories-customcategories.png) 5. Once you've created your categories, click **Save**. On the Manage Segments tab, a new Category column displays. 6. In the Category column, select a Category ID for each event and breakout session to assign them to categories. **Note:** You must assign categories to all of your events and breakout sessions for them to display on the portal. [![Manage Segments section shows the events split into categories](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/u4K3LZqN0zQGko8K-managesegments-customcategories-cropped.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/u4K3LZqN0zQGko8K-managesegments-customcategories-cropped.png) 7. After you've assigned your categories, click **Save and Continue**. # Event Scheduling & Setup # Create and schedule a Live event Live events are broadcast live at the date and time you schedule. When setting up a Live event, choose how presenters will speak to the audience (on- or off-camera), the length of the event, and the maximum number of attendees allowed. **Note:** The event can be from 30 minutes to 8 hours long and can be scheduled at any 5-minute interval on the hour (9:00, 9:05, 9:10, etc.). **To schedule a Live event:** 1. In the Webcast Admin portal, at the top of the page, click **+ Create New Event**. ![+ Create New Event option circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/cl2Xy6mpoJkQlUOY-createnewevent-blue-circled.png) 2. On the Event Settings tab, enter the event name. ![Event Name field](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/nko1p7EHJ4EBxRv5-schedule-eventname-cropped.png) 3. Next to Event Type, select **Live with Archive**. ![Live event details](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/c3bfyoVSdiGQ0lIL-schedule-liveevent-eventtypedetails-cropped.png) 4. Select the event date and time, duration, and time zone. 5. For the Live Acquisition Source, select how presenters will broadcast on the day of the event. If you're broadcasting audio only, select **Telephone**. If presenters will broadcast live video, select **Webcam**, **Video Bridge**, or another source, and then select the location you'll be broadcasting from. 6. For Max. Audience Size, select the number of people you expect to attend the event. Access will be limited to this number of simultaneous live viewers. 7. Once the event details are complete, at the bottom of the Event Settings tab, click **Create Event** to proceed with the setup process. # Create an On-Demand event On-Demand events are recordings that can be watched at any time. When setting up an On-Demand event, select whether the primary media clips (typically presenter narration) you plan to include are audio or video files. This Media setting affects what you can upload to the event and present in the video player (headshots with audio or videos) and the video player size (on the Player & Branding tab). You can include overlay videos regardless of the Media type you select. After creating the event, go to the Event Content tab to upload your primary media clips, slide decks, videos, and other content you'll share in the event. Then, open the On-Demand Studio and assemble your event. To learn more about uploading clips and assembling the event, see: - [Upload audio clips for use in a recorded event](https://helpgm.webcasts.com/books/event-portal-setup/page/upload-audio-clips-for-use-in-a-recorded-event "Upload audio clips for use in a recorded event") - [Upload videos for use in a recorded event](https://helpgm.webcasts.com/books/event-portal-setup/page/upload-videos-for-use-in-a-recorded-event "Upload videos for use in a recorded event") - [Assemble or edit an event recording](https://helpgm.webcasts.com/books/reports-recordings/page/assemble-or-edit-an-event-recording "Assemble or edit an event recording") **Note:** The event can be from 30 minutes to 8 hours long. Jump to: [Create an On-Demand event](#bkmrk-) | [Allow attendees to view the event](#bkmrk--0) # Create an On-Demand event **To create an On-Demand event:** 1. In the Webcast Admin portal, at the top of the page, click **+ Create New Event**. ![+ Create New Event option circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/cl2Xy6mpoJkQlUOY-createnewevent-blue-circled.png) 2. On the Event Settings tab, enter the event name. ![Event name field](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/nko1p7EHJ4EBxRv5-schedule-eventname-cropped.png) 3. Next to Event Type, select **On-Demand**. ![On-Demand event details](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/CtgS5p8VkuLhpgxI-schedule-odevent-eventtypedetails-cropped.png) 4. Select the event duration. 5. Select the type of media you'll be uploading as the primary event content. This affects the size of the video player (on the Player & Branding tab). If you will upload: - Audio files to play while displaying presenter headshots in the video player, select **Audio**. - Video files to use as presenter video in the video player, select **Video**. 6. For the Max. Audience Size, select the number of people you expect to watch the recording at one time. Access to your event will be limited to this specified number of simultaneous viewers. 7. Once the event details are complete, at the bottom of the Event Settings tab, click **Create Event** to proceed with the setup process. # Allow attendees to view the event Once the event is ready for viewing, make sure to allow attendees to access the event. By default, the event window is closed to attendees to prevent them from viewing the event before it has been assembled. **To allow attendees to access the event:** 1. Go to the Event Summary tab. 2. In the Event Details section, under Event Access, click **Manage Access**. ![Manage Access option circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/rpxXCuGJjwTA7ALm-eventsummary-eventaccess-playerclosed-manageaccess-circled.png) 3. On the Manage Event Access window, set the Player to **Open**. ![Player open](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/NvVNsmDMJQYe23dA-manageeventaccess-playeropenscheduledclose.png) 4. Optional. Set the player to close at a scheduled date and time and update the message attendees see when they join the event when the player is closed. 5. Click **Save Changes**. # Create and schedule a Simulated Live event Simulated Live events are recordings that are broadcast at the date and time you schedule. You can create a Simulated Live event with pre-recorded media that you upload or schedule a recording session to capture the event content. Either way, you'll use the Simulated Live Studio to finalize and publish the event. Once the recording is ready, schedule the broadcast. You can re-broadcast a Simulated Live event. After the first Simulated Live broadcast is over, go back to the Event Settings tab and schedule another broadcast. **Note:** The event can be from 30 minutes to 8 hours long. Jump to: [Create a Simulated Live event with pre-recorded media](#bkmrk--0) | [Create and record a Simulated Live event](#bkmrk--1) | [Schedule a Simulated Live broadcast](#bkmrk--2) # Create a Simulated Live event with pre-recorded media When setting up a Simulated Live event with pre-recorded media, select whether the primary media clips (typically presenter narration) you plan to include are audio or video files. This Media setting affects what you can upload to the event and present in the video player (headshots with audio or videos) and the video player size (on the Player & Branding tab). You can include overlay videos regardless of the Media type you select. After creating the event, go to the Event Content tab to upload your primary media clips, slide decks, videos, and other content you'll share in the event. Then, open the Simulated Live Studio and assemble your event. To learn more about uploading clips and assembling the event, see: - [Upload audio clips for use in a recorded event](https://helpgm.webcasts.com/books/event-portal-setup/page/upload-audio-clips-for-use-in-a-recorded-event "Upload audio clips for use in a recorded event") - [Upload videos for use in a recorded event](https://helpgm.webcasts.com/books/event-portal-setup/page/upload-videos-for-use-in-a-recorded-event "Upload videos for use in a recorded event") - [Assemble or edit an event recording](https://helpgm.webcasts.com/books/reports-recordings/page/assemble-or-edit-an-event-recording "Assemble or edit an event recording") **To create a Simulated Live event and upload pre-recorded media:** 1. In the Webcast Admin portal, at the top of the page, click **+ Create New Event**. ![+ Create New Event option circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/cl2Xy6mpoJkQlUOY-createnewevent-blue-circled.png) 2. On the Event Settings tab, enter the event name. ![Event name field](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/nko1p7EHJ4EBxRv5-schedule-eventname-cropped.png) 3. Next to Event Type, select **Simulated Live**. ![Simulated Live event details with Upload Media selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/U9R6Uh62gDcDij66-schedule-simliveevent-eventtypedetails-uploadmedia-cropped.png) 4. Next to SimLive Source, select **Upload Media Files**. 5. Select the event duration. 6. Select the type of media you'll be uploading as the primary event content. This affects the size of the video player (in the Player & Branding tab). If you will upload: - Audio files to play while displaying presenter headshots in the video player, select **Audio**. - Video files to use as presenter video in the video player, select **Video**. 7. For the Max. Audience Size, select the number of people you expect to attend the event when it is live. Access to your event will be limited to this specified number of simultaneous viewers. **Note:** You can update the number of attendees when scheduling the Simulated Live broadcast. 8. Once the event details are complete, at the bottom of the Event Settings tab, click **Create Event** to proceed with the setup process. # Create and record a Simulated Live event When setting up a Simulated Live event with a recording session, schedule the session, upload content, and on the day of the session, use the Live Studio to record the event. When the recording is complete, you'll be able to edit it in the Simulated Live Studio. To learn more about editing the recording, see [Assemble or edit an event recording](https://helpgm.webcasts.com/books/reports-recordings/page/assemble-or-edit-an-event-recording "Assemble or edit an event recording"). **To create a Simulated Live event and schedule a recording session:** 1. In the Webcast Admin portal, at the top of the page, click **+ Create New Event**. ![+ Create New Event option circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/cl2Xy6mpoJkQlUOY-createnewevent-blue-circled.png) 2. On the Event Settings tab, enter the event name. ![Event name field](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/nko1p7EHJ4EBxRv5-schedule-eventname-cropped.png) 3. Next to Event Type, select **Simulated Live**. ![Simulated Live event details with Record Media selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/tkjlLJdvqxWhAMgi-schedule-simliveevent-eventtypedetails-recordmedia-cropped.png) 4. Next to SimLive Source, select **Record Media**. 5. Select the date and time, duration, and time zone for the recording session. 6. For the Capture Acquisition Source, select how presenters will broadcast on the day of the recording session. If you're broadcasting audio only, select **Telephone**. If you plan to broadcast live video, select another broadcast type and select the location you'll be broadcasting from. 7. For the Max. Audience Size, select the number of people you expect to attend the event when it is live. Access to your event will be limited to this specified number of simultaneous viewers. **Note:** You can update the number of attendees when scheduling the Simulated Live broadcast. 8. At the bottom of the Event Settings tab, click **Create Event** to proceed with the setup process. # Schedule a Simulated Live broadcast Once your recording has been finalized and published in the Simulated Live Studio, schedule when you want the event to be broadcast. Once you schedule a broadcast, attendees can access the event, but the recording won't be played until the scheduled date and time. **To schedule a Simulated Live broadcast:** 1. Go to the **Event Settings** tab for the event and under Event Type, click **Schedule a New Broadcast**. ![Schedule Broadcast button circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/bw12qSk7uBMSSX1K-schedule-simliveevent-schedulebroadcast-circled.png) 2. Select the event date and time and time zone. ![Broadcast details](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/tOvd7vCrpjiSpKaY-schedule-simliveevent-broadcastscheduling.png) 3. Optional. If the number of people attending the broadcast is different from the number you selected when creating the event, update the Max. Audience Size. 4. Click **Save and Continue**. After you broadcast a Simulated Live event, it is added to the list of previous broadcasts above the **Schedule a New Broadcast** button. The event in this example has been broadcast two times. ![Previous Simulated Live broadcast dates](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/uBosZu2xdaWTTBM6-schedule-simliveevent-previousbroadcasts.png) # Change a Simulated Live event from live acquisition to pre-recorded content If you schedule a Simulated Live event to be recorded and then decide you'd rather upload pre-recorded media, you cannot convert the event directly. Instead: - Before you begin, create a custom calendar reminder for the actual broadcast date and update the event landing page. - Run the event briefly to create an archive that you can edit. - Open the archive in the SimLive Studio where you can upload media and assemble and publish the event. - Go back to the Event Settings tab and schedule the Simulated Live broadcast. - Finally, set up follow-up emails to act as event reminders for registered attendees. For more information, see [Send reminder emails for a converted Simulated Live event](https://helpgm.webcasts.com/books/event-portal-setup/page/send-reminder-emails-for-a-converted-simulated-live-event "Send reminder emails for a converted Simulated Live event"). This article walks you through the process. Jump to: [Before you begin](#bkmrk--0) | [Run and archive the event](#bkmrk--1) | [Upload pre-recorded content and publish](#bkmrk--2) | [Schedule the broadcast](#bkmrk--3) # Before you begin The original + Add to Calendar button has the wrong date and time. Create a custom calendar reminder and replace the \_\_REMINDERBUTTON\_\_ auto-field with the auto-field for the custom reminder (for example, \_\_REMINDERBUTTON1\_\_). To learn more, see custom calendar reminders in [Auto-fields for event landing pages](https://helpgm.webcasts.com/books/event-portal-setup/page/auto-fields-for-event-landing-pages "Auto-fields for event landing pages"). Before you run the event, manually set the event date and time on the landing page so attendees can continue to register and make sure the event window stays closed while you're editing. The event date and time on the landing page will change as you work with the event. To avoid confusion, manually set the event date and time and optionally, update the + Add to Calendar button. **To update the event date and time on the landing page:** 1. On the left panel, click the **Registration** tab. 2. In the Customize Event Landing Page section, open the Landing Page Content section, and next to Date Bar Text, delete the \_\_DATE\_\_ and \_\_REMINDERBUTTON\_\_ auto-fields. 3. In the Date Bar Text field, enter the date and time the event will be broadcast, followed by the \_\_REMINDERBUTTON#\_\_ auto-field for the custom calendar reminder you created. ![Landing page manually edit the date bar](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/jRt947Ue3KtnItdc-landingpagecontent-manualdate.jpeg) 4. Click **Save and Continue**. **To close the event window to attendees:** Because the event is a Simulated Live recording, the player is set to Closed until it is archived. Change the setting so that it remains closed until you are finished editing and publishing. 1. On the left panel, click the **Event Summary** tab. 2. Under Event Access, click **Manage Access**. 3. Next to At the end of the live event, archive will be, select **Closed until it is manually opened**. ![Player closed until manually opened](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/CVErmLYIGBCyzuG4-eventsummary-playeraccess-closeduntilopened.png) 4. Click **Save Changes**. # Run and archive the event To create an archive that you can edit, run the event briefly. When you're ready, set the event date to the current day and time, and then start the broadcast. **To archive the event:** 1. On the left panel, click the **Event Settings** tab. 2. Under Event Type, schedule the event to be captured immediately and click **Save and Continue**. ![Simulated Live event scheduled](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/V4g4Af9b5gtNI6GY-eventsettings-eventtype-liveconvertedtosimlive-schedule-cropped.png) 3. On the Event Summary tab, under Run My Event, click **Launch Live Studio**. 4. In the Live Studio, start the event, let the event run for a few minutes, and then end it. Once you end the event, it will automatically be archived. # Upload pre-recorded content and publish Wait until the event is archived, then launch the SimLive Studio, upload media files, organize them on the event timeline, and finally publish the event. **Note:** You can also upload media on the Event Content tab. Again, wait until archiving finishes or you will only be able to upload overlay videos. **To upload pre-recorded content:** 1. On the Event Summary tab, under Run My Event, click **Launch SimLive Studio**. 2. Delete the content from the broadcast that created the archive. Under Event Timeline, right-click Live Clip 1 and click **Remove Clip**. A warning message is displayed asking if you really want to delete the clip. Click **Yes**. 3. Upload videos and audio files to the event. 4. Drag the clips you uploaded to the event timeline and then click **Publish All Changes**. You'll receive an email when the event has been published. # Schedule the broadcast Now that the event is ready for broadcast, schedule it and reopen the player. **To schedule the new broadcast:** 1. On the left panel, click the **Event Settings** tab, and then click **Schedule A New Broadcast**. 2. Select a date, time, and time zone for the broadcast, and click **Save and Continue**. ![Simulated Live archived from Live event scheduled](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/4oxpQ1X1KpekqVBy-eventsettings-schedulesimlivebroadcast-cropped.png) 3. To make sure attendees can access the event on the day of the broadcast, on the Event Summary tab, under Event Access, click **Manage Access**, set the Player option to **Open**, and click **Save Changes**. # Set up and run a Simulated Live event with live Q&A By default, attendees type their questions in the Ask a Question box during the Simulated Live event and presenters answer them in the Q&A queue. To have a live Q&A session after a Simulated Live event, you can create a Live event for Q&A and automatically send attendees to the event when the Simulated Live event ends. Jump to: [Overview](#bkmrk-) | [Set up the events](#bkmrk--2) | [Set up the exit URL](#bkmrk--3) | [Run the Simulated Live event](#bkmrk--4) | [Run the Live Q&A event](#bkmrk--5) | [After the event](#bkmrk--6) When attendees are redirected, they bypass the registration page for the Live event, so they only need to register for the Simulated Live event. Their registration data is passed from the Simulated Live event to the Live event and is included in the Live event reports. On the day of the event, before the Simulated Live event ends, presenters join the Live Studio to answer questions attendees submitted in the Ask a Question box. **Notes:** - To set up a Simulated Live event with a live Q&A event, you must have access to the Exit URL and Pass Data Fields features. To have the features set up for your account, contact Support. - If you’d like to allow attendees to ask questions over the phone, add an operator-assisted phone bridge to the Live event. To request an operator-assisted bridge, send an email to [GlobalReservations@webcasts.com](https://helpgm.webcasts.com/GlobalReservations@webcasts.com). # Set up the events To set up the Simulated Live event with a Live event for Q&A, create the two events and then set up the redirect from the Simulated Live event to the Live Q&A event. First, [create and schedule the Simulated Live event](https://helpgm.webcasts.com/books/event-portal-setup/page/create-and-schedule-a-simulated-live-event "Create and schedule a Simulated Live event"). Then, [create and schedule the Live event](https://helpgm.webcasts.com/books/event-setup/page/create-and-schedule-a-live-event "Create and schedule a Live event") to begin a few minutes before the Simulated Live event ends. By default, attendees can submit questions during the Simulated Live and the Live events. If you’d like to take questions only during the Live event, go to the Player & Branding tab, and under Audience Questions, clear the **Allow during SimLive** event checkbox. **Notes:** - On the Registration tab, you must select Email and the same registration questions for both events to pass data fields to the Live event. You can’t use anonymous registration. - To give attendees the same experience as the Simulated Live event, upload the same slides and content to the Live event. - If you plan to include a Post-Event Survey, the survey should be setup in the Live event. Including a Post-Event Survey at the end of the Simulated Live event will require viewers to complete the survey first before joining the Q&A. Viewers not completing the survey would need reach the Q&A. # Set up the Exit URL for the Simulated Live event Set the exit URL for the Simulated Live event to automatically send attendees to the Live event for the Q&A session. **Note:** If you plan to convert the Simulated Live to an On-Demand event and make it available for replay, you can also set the exit URL for the Live event so that attendees are sent back to the Simulated Live event when the Q&A session ends. **To set the Exit URL for the Simulated Live event:** 1. Edit the Live event and on the Event Summary tab, under Event Details, copy the event link. ![Event Details section shows the event URL](https://helpgm.webcasts.com/uploads/images/gallery/2022-09/scaled-1680-/IddFlMxjpWrYF8zm-eventdetails-eventlink123copybutton.png) 2. Edit the Simulated Live event. 3. On the left panel, go to the Player & Branding tab. 4. Under Exit URL, paste the link for the Live event and select **Do not show to viewers who exit the event early**. ![Exit URL option directs to the Live event with Do not show to viewers who exit the event early option selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-09/scaled-1680-/uPfoqdnk9SaRXfBJ-exiturl-showforattendeescheckednodatafields.png) 5. Under Pass Data fields to Exit URL, click **Edit Fields**. 6. On the Passed Data Fields window, select the attendee registration data you want to include in the Live event reports. You can select First Name, Last Name, Company, and Email. ![Passed data fields window with First Name, Last Name, Company, and Email selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-09/scaled-1680-/KfCHGl1ajHMk46K4-passdatafields-registrationfieldsselected.png) 7. Click **Save Changes**. 8. Click **Save and Continue**. # Run the Simulated Live event On the day of the event, the Simulated Live event runs automatically at the scheduled broadcast date and time. While the event is running, you can manage the event from the Event Summary tab. You can: - Send a message to the audience - View the total number of attendees watching the event and view a list of attendees and their registration information - Answer, sort, and delete questions attendees submitted ![Event Setup Checklist shows the Simulated Live presentation options](https://helpgm.webcasts.com/uploads/images/gallery/2022-09/scaled-1680-/lPfiRJs5jVnQ9u1T-eventsummary-simulatedlivebroadcastingoptions.png) If you turned on Audience Questions for the Simulated Live event and plan to answer the questions during the Live event, in the Manage Q&A window, you can export the questions as a CSV file. ![Manage Q&A window shows the CSV option circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-09/scaled-1680-/4yfYCkW90ljoCIO8-manageqa-simlive-csv-circled.png) # Run the Live Q&A event At least 15 minutes before the Simulated Live event ends, have presenters join the Live Studio and start the event. This ensures that the event is live and content is visible to attendees when they join. **Tip:** If you plan to make the Q&A session available for replay, make sure presenters are muted while attendees join the Live event. This makes it easier to edit the recording later. When the Simulated Live event ends, attendees automatically join the Live event for the Q&A session. You can check the number of attendees that joined the Live event at the top of the Live Studio. If you exported questions from the Simulated Live event, you can add them to the Q&A queue for the Live event. In the Manage Q&A queue, click the **Ask a Question** button, enter the attendee’s email address and their question, and click **Submit Question**. **Note:** When you add a question to the Q&A queue, only the attendee email address and the question are included in the event reports. ![Manage Q&A window shows the Ask A Question option circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-09/scaled-1680-/jFhNv6rKNR5y0x1f-manageqa-addquestion-circled.png) # After the event By default, Simulated Live events are not available for replay. To make a single Simulated Live broadcast with a Live Q&A available for replay, convert the Simulated Live event to an On-Demand event. Then, edit the recording and remove the content at the beginning of the recording before you start the Q&A session. To learn more see, [Assemble or edit an event recording](https://helpgm.webcasts.com/books/reports-recordings/page/assemble-or-edit-an-event-recording "Assemble or edit an event recording"). You can also optionally send attendees back to the Simulated Live event when the Live event ends. To schedule a new Simulated Live broadcast with a live Q&A session, create a new Live event and update the exit URL with the new Live event link. **Important:** If you schedule a new broadcast without updating the Exit URL, attendees are redirected to the live Q&A event replay instead of the new live Q&A session. # Change the event window layout for a recorded event For Live, On-Demand, and Simulated Live events. Use layout switching in a recorded event to change the view and highlight different types of content. In the editing studio, set layout changes on the event timeline. Attendees will see the different layouts while watching the finished recording. The available layouts depend on the media type (for On-Demand and Simulated Live events) you selected in the event setup or the broadcast type and player size of the original event (for Live event replays). To learn more, see [Enable layout switching for an event](https://helpgm.webcasts.com/books/event-portal-setup/page/enable-layout-switching-for-an-event "Enable layout switching for an event"). To learn more about editing a recorded event, see [Assemble or edit an event recording](https://helpgm.webcasts.com/books/reports-recordings/page/assemble-or-edit-an-event-recording "Assemble or edit an event recording"). **To change the event window layout:** 1. Go to the Event Summary tab and click **Launch On-Demand Studio** or **Launch SimLive Studio**. 2. In the editing studio, under the event timeline, click the **Layouts** button. ![Cursor points to the Layouts button](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/R1u6CdLYma4vlKMI-contentlibrary-layoutsbuttoncursor.png) The available layouts are displayed in the Layout Library. ![Layouts Library shows the layout options](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/jYCBtn1p6SGuzCnY-contentlibrary-layoutlibrary.png) 3. In the Layouts Library, select a layout thumbnail and drag and drop it to the Layouts track on the event timeline. ![Event Timeline shows a Video Only layout being dragged to the Layouts track](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/N5hybuOlKevNYb8t-eventtimeline-insertlayout.png) To remove a layout change, right-click the layout and click **Remove Layout**. ![Layouts track shows the Video Only layout and the Remove Layout option](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/2cXEVaKh7bvPwrXS-layoutstrack-removelayout.png) 4. Once finished, click **Publish All Changes**. ![On-Demand Studio shows the Video and Slides Player with Publish All Changes option circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/5hP3hiHmMiK8U7Wh-odstudio-videoslidesplayer-publishallchangesbuttoncircled.jpeg) # Embed a webcast in another website You can embed your webcast in another website using an iframe element. Depending on your desired setup, you can customize the embed code to show the webcast player immediately or require viewers to register before loading the webcast player. This article includes embed code examples and iFrame and webcast player parameters that can be used to customize how the webcast displays. Support is not able to assist in customizing code. Any customization is the responsibility of the hosting party. Jump to: [Examples](#bkmrk--0) | [iFrame Parameters](#bkmrk--1) | [Webcast Player Parameters](#bkmrk--2) # Examples ## Example #1 - Embed the event Use the following sample code to embed your webcast. Replace the event URL with your Event URL. If your event is set up with registration required, the event's landing page with registration form is displayed and each attendee must register before the webcast player displays. Reporting data for individuals is available. ```HTML ``` ## Example #2 - Let attendees bypass registration If your event is set up with registration required, you may want to bypass the registration form when the webcast is embedded in another website. Because attendees will not be required to register to view the event, reporting data on individuals will not be available. If you customize the event's registration form for viewers accessing the event link directly, you will need to customize the embed code to include any additional parameters in the Event URL. Use the following sample code to embed your webcast and bypass the registration step. In this example, the registration form has four required fields (First Name, Last Name, Company, and Email address); the query parameters fill the required fields with placeholder information. Replace the event URL with your event URL. You can also need to adjust other parameters of the iframe to fit your requirements. ```HTML ``` ## Example #3 - Embed the event in a responsive (resizable) iframe The previous examples set the size of the iFrame to 800 x 600 px. This example sets up basic styling for a responsive "container" to hold the iFrame with the event (notice that the <iframe> code does not set a height or width). The code may need to be customized based on your requirements. This example can be updated to bypass the registration process using the instructions above. Replace the event URL with your Event URL. You can also need to adjust other parameters of the iframe to fit your requirements. ```HTML Responsive iframe example
``` # iFrame Parameters Use standard iframe parameters to customize the iframe used to contain the event. Available options: - name="X" - Specifies a name for the iframe - allow="autoplay" - Allows for auto playback of the event within the iframe - allowfullscreen="true" - Allows you to expand the video to full-screen - width="X" - Specifies the width (in pixels) of the iframe - height="X" - Specifies the height (in pixels) of the iframe - scrolling="no" - Specifies whether or not to display scrollbars in the iframe - style="X" - Specifies the style elements of the hosted content - marginheight="X" - Specifies the top and bottom margins of the content of the iframe - marginwidth="X" - Specifies the left and right margins of the content of the iframe - frameborder="X" - Specifies whether or not to display a border around the iframe # Webcast Player Parameters Use the optional **&tp\_special** parameter to hide standard buttons and messages from the player, set the webcast player to fill the entire iFrame, and set the view when Meeting Room view is enabled for the event. ## Hide webcast player elements Add **&tp\_special=#** to the end of the event URL, where **\#** is the element you want to hide. For example, to hide the lobby message: ```HTML https://example.webcasts.com/starthere.jsp?ei=1234567&tp_key=0999&tp_special=8 ``` The following table explains available options.
Enter this valueTo hide the...
&tp\_special=2Help button
&tp\_special=4Exit button
&tp\_special=8The lobby message displayed before an event begins
To hide more than one element, add their values together. For example, to hide the Help (2) and Exit (4) buttons, add **&tp\_special=6** (2+4=6). The following table explains available options.
Enter this valueTo hide the...
&tp\_special=6Help and Exit buttons
&tp\_special=10Help button, lobby message
&tp\_special=12Exit button, lobby message
&tp\_special=14Help button, Exit button, lobby message
## Have the webcast fill the entire iframe The **&tp\_special=64** parameter makes the embedded video player adjust to fill the entire available iframe space for a more seamless embedded experience. This applies only to events with high-resolution players and no primary tabs for slides, surveys, or custom player tabs. For example: ```HTML https://example.webcasts.com/starthere.jsp?ei=1234567&tp_key=0999&tp_special=64 ``` ## Meeting Room View If Meeting Room View is enabled for the event, by default attendees are given a choice of viewing the standard full webcast or using the Meeting Room View. You can bypass that screen and send them directly to the Meeting Room View or the standard webcast player. Available options are 16 and 32: - &tp\_special=16 - Meeting Room View - &tp\_special=32 - the standard webcast player ## Mute playback (for testing) The **&tp\_player=1** option lets you mute the webcast audio. Attendees can unmute it in the player. This is primarily for use in load balance testing, where you would have several instances of the webcast running at one time and want to mute the audio. For example: ``` https://example.webcasts.com/starthere.jsp?ei=1234567&tp_key=0999 &tp_player=1 ``` # Enable layout switching for an event By default, events with slides or other content tabs show the video player and content side-by-side; audio events show headshots next to content. Layout switching lets you focus on different content - presenters only, video, slides, etc. - by changing the event window layout during the event. You can also set the player layout that is displayed when the event starts. The audience sees this *pre-live* layout while they wait for the event to begin, and it still is set when the event starts. You can enable layout switching for Live, On-Demand, and Simulated Live events. Jump to: [Turn on layout switching](#bkmrk--4) | [Available layouts](#bkmrk--5) | [Examples](#bkmrk--6) # Turn on layout switching **To enable layout switching:** 1. Go to the **Player & Branding** tab. 2. Under Player Layouts, select **Enable Layout Switching**. A preview of the default layout is shown. You can start the event with a different layout. ![Player Layouts section shows Enable Layout Switching on and the Default Layout as the pre-live player layout](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/sZf89vbtqJmObmzI-playerlayouts.png) 3. Optional. Next to Pre-live Player Layout, scroll through the layouts to see previews and select the layout to display to attendees when the event starts. 4. Click **Save and Continue**. # Available layouts The available layouts depend on the broadcast method and player size you select. Before the event, make sure you select the right player size for the layouts you want to use. To see how each layout looks in the event window, see [layout examples](#bkmrk--6).
Broadcast TypeVideo Player SizeAvailable Layouts
VideoHigh resolution 16:9 widescreen - 480p (854 x 480 pixels) - 720p (1280 x 720 pixels) - 1080p (1920 x 1080 pixels) Default (Video and Content) Large Video (with small content) Large Content (with small video player) Content Only Video Only
Audio320 x 240 for headshotsDefault (Headshots and Content) Content Only
# Examples Default layout ![](https://helpgm.webcasts.com/images/EventWindow-Layout-SlidesVideo@800px.png)![Event window in the Default layout](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/vvGlBtvUzLr9cK21-eventwindow-layout-slidesvideo-at-800px.png) Large Video layout ![Event window in the Large Video layout](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/c2Ay6HIVITXXWoVD-eventwindow-layout-largevideosmallslides-at-800px.png) Large Content layout ![Event window in the Large Content layout](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/LIuweJR6TG54El2P-eventwindow-layout-smallvideolargeslides-at-800px.png) Content Only layout ![Event window in the Content Only layout](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/5wJiWrgOwOBXz5XU-eventwindow-layout-slidesonly-at-500px.png) Video Only layout ![Event window in the Video Only layout](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/2Xt4AUennAA8lrfn-eventwindow-layout-videoonly-at-500px.png) # Enable third-party analytics for an event For more detailed metrics on viewer activity, you can use the Third-Party Analytics feature to send data such as page views, unique viewers, and more to your preferred analytics solution. This feature is available for individual events and portals. Supported analytics tools are: - Google Analytics - HubSpot Analytics - Facebook Pixel - Salesforce Pardot Tracking Data options vary depending on your selected analytics platform. For more details on available data, contact the analytics provider. **To enable third-party analytics for an event:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Email & Marketing** tab. 3. Under Third-party Analytics, select your analytics tool, enter your tracking ID, and then click **Update**. ![Third-Party Analytics section shows Google Analytics selected and the tracking ID entered](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/5Td60mDFqdJzDfpb-thirdpartyanalytics-googleanalytics.png) 4. When finished, click **Save and Continue**. # Limit presenter actions in the Live Studio Control what your presenters see and what they can interact with in the Live Studio during the event. By default, all presenters can see the: - Start Webcast and End Webcast buttons - Audience count and audience list - Webcast time alerts when the event is about to end - Phone bridge alerts - Q&A queue You can hide the buttons, audience counter, alerts, and the Manage Q&A section for all presenters at any time. **Note:** To prevent presenters from accidentally starting or ending the event, we recommend hiding the Start Webcast and End Webcast buttons. **To limit presenter actions:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the Event Summary tab, next to the Guest Administrators section, click **Set Guest Admin Permissions**. [![Guest Administrators Section with the Set Guest Admin Permissions button](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/lbTjHQMmXaxDm8aW-eventsummary-setguestadminpermissions.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/lbTjHQMmXaxDm8aW-eventsummary-setguestadminpermissions.png) 3. In the Guest Presenter Permissions window, clear the check boxes next to the buttons, alerts, or areas you don't want presenters to have access to. [![Guest Presenter Permissions window with Guest Presenter options](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/dw9MVB3H8BAYnxEc-guestpresenterpermissions-startendwebcastoff.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/dw9MVB3H8BAYnxEc-guestpresenterpermissions-startendwebcastoff.png) 4. Click **Save Changes**. # Set up an event in another language Language templates contain many common text elements translated from English to other languages. If you're hosting an event in another language, we can assign a language template to a specific folder in your account. When you create new events in the folder, the template automatically translates the text on the registration page and the audience event window to that language. **Note:** Only new events created in the language template folder are translated. Events moved into the folder from another folder are not translated. [![Language Template Folders within company folder](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/H9mOVFYwKTKI5RVg-myevents-languagetemplatefolders.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/H9mOVFYwKTKI5RVg-myevents-languagetemplatefolders.jpeg) To have language templates set up for your account, contact Support. Jump to: [Translated elements](#bkmrk--1) | [Available languages](#bkmrk--2) | [Examples](#bkmrk--3) # Translated elements The following table shows the elements that are translated on the registration page and audience event window. **Notes:** - Language templates don't translate the event \_\_TITLE\_\_ or the \_\_DATE\_\_ auto-fields on the registration page. To customize the title and date, enter them in the Landing Page Content section. To learn more, see [Customize the event title and date | Bar layouts](https://helpgm.webcasts.com/books/branding-customization/page/customize-the-event-title-and-date-bar-layouts "Customize the event title and date | Bar layouts") or [Customize the event title and date | Open layouts](https://helpgm.webcasts.com/books/branding-customization/page/customize-the-event-title-and-date-open-layouts "Customize the event title and date | Open layouts"). - Language templates only set the language for the registration page and the audience event window. They don't set the language for the Webcast Admin portal, the Live Studio, or the editing studio.
PageElements translated
Registration pageLanding page labels Login form fields Meeting Room View page Registration form fields
Event windowAudience Chat tab Event Resources tab Q&A tab Slides tab Video player Welcome message
# Available languages You can request templates in the following languages: - English, American - Chinese, Simplified - Chinese, Traditional - Czech - Danish - Dutch - French - French, Canadian - German - Italian - Japanese - Korean - Polish - Portuguese, Brazilian - Romanian - Spanish - Turkish - Vietnamese # Examples The following examples show an event created within a folder with a Spanish language template. Notice that the Add to Calendar button, registration fields, buttons, and tabs and other text on the event window are in Spanish. [![Attendee registration page with Spanish labels and buttons](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/M53cHJhel0oxPWZI-spanish-at-800px.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/M53cHJhel0oxPWZI-spanish-at-800px.jpeg) [![Attendee player page with Spanish labels and buttons](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/gN7qHJ4PRnp0VIHm-eventwindow-spanish-at-1000px.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/gN7qHJ4PRnp0VIHm-eventwindow-spanish-at-1000px.jpeg) # Set up Guest Administrator accounts After scheduling an event, invite your presenters, moderators, and schedulers and give them Guest Administrator access to allow them to manage aspects of the event. To create Guest Administrator accounts, you must create Guest Admin Access Types. Access Types allow you to set permissions for multiple Guest Administrator accounts at once. For each Access Type, you can allow Guest Administrators to upload event content, edit the On-Demand event or replay, deliver the event, manage Q&A, and generate event reports. **Note:** To limit what Guest Admins can see and do during the Live event, see [Limit presenter actions in the Live Studio](https://helpgm.webcasts.com/books/event-portal-setup/page/limit-presenter-actions-in-the-live-studio "Limit presenter actions in the Live Studio"). There is no maximum number of Guest Administrators that can join the Live Studio for an event. However, if the event is using Video Bridge or Telephone as the acquisition source, only 20 presenters will be able to join the bridge. **To create Access Types and Guest Admin accounts:** 1. On the Event Summary page, select **Guest Administrators** and under Access Type, click **Create New**. [![Guest Admin segment with create new button](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/xzpF153P6wzq7KMP-guest-admin-create-new.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/xzpF153P6wzq7KMP-guest-admin-create-new.png) 2. In the Create Guest Admin Type window, keep individual passwords enabled. **Note:** You cannot create individual Guest Admin accounts if you disable Individual Passwords. Instead, presenters will share a PIN and use it to sign in to the event. 3. Select the event activities you want to give Guest Admins access to. You can select: - **Live Studio** to join and deliver the Live event. - **OD Studio** to upload media clips and headshots to the On-Demand event or replay, and edit the event timeline. - **Reports** to generate Audience Details and Event Analytics reports for the event. - **Content** to upload slides, event resources, and headshots (audio events only). - **Q&A Only** to manage Q&A for a Live or Simulated Live event. [![Create guest admin type, with individual passwords turned on and all access](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/Aro7zGVynttUhy2t-create-guest-admin-type-and-access.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/Aro7zGVynttUhy2t-create-guest-admin-type-and-access.png) 4. Click **Create Guest Admin Type**. 5. In the Manage Guest Admin Type window, click either: - **Create Individual Accounts** to set up accounts for each of your Guest Admins. Enter their names and email addresses. Click **+ Add Another Account** to create more accounts. Select who you want to send email notifications to and the email content you want to send, and click **Create Accounts and Send**. **Note:** By default, emails are sent to yourself and to individual Guest Admins. Select **ONLY send to me** to send the email to yourself. Click **Send My Custom Message** to edit the email content. [![Create new guest admin account on left side, with invite template on right side](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/SjW4dADL5NhAve6n-create-new-guest-admin-account-and-invite.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/SjW4dADL5NhAve6n-create-new-guest-admin-account-and-invite.png) - **Enable Sign-up Portal** to allow Guest Admins to register for the event and create their own accounts. In the Send Sign-up Portal Invitations to box, enter the email addresses of the people you want to make Guest Admins and click **Send Invitations**. [![Manage guest admin type- example guest presenter emails in invite field](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/0rWK1i5tu4hXvp84-manage-guest-admin-type-signup-portal.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/0rWK1i5tu4hXvp84-manage-guest-admin-type-signup-portal.png) 6. Repeat these steps to add additional accounts with different access levels. Each Access Type you create displays in the Guest Administrators section where you can add new and manage existing accounts. To add new Guest Admin accounts to an Access Type, click **Manage Admins** or the **Edit button.**After you've created the accounts, Guest Admins receive an email with a link to the Guest Admin site where they can manage the event. **To update a Guest Admin account:** 1. In the Guest Administrators section, next to an Access Type, click **Manage Admins.** 2. Click the **View Existing Accounts** tab. 3. Next to a Guest Admin account, you can click the: - **Reset Password** to send a new Guest Admin email with a new, randomly generated password. **Note:** Existing passwords cannot be resent. Accounts that require resending login details will receive a new password from the system and the old password will no longer be valid. - **Edit** button to change the name on the account. - **Delete** button to remove the account from the Access Type. # Accessing events and attendee portals in China Due to internet restrictions on China, some viewers may have trouble accessing the standard Event URL for a presentation. For viewers in China, the Event URL can be updated to allow them access to a local Chinese server. Please refer to the example below, which has the required update **highlighted**. The link needs to be updated to replace "webcasts.com" with "cnwebcasts.cn". Standard Event URL Example: [https://event.**webcasts.com**/starthere.jsp?ei=1283888&tp\_key=2760b09e10](https://event.webcasts.com/starthere.jsp?ei=1283888&tp_key=2760b09e10) Chinese Event URL Example: [https://event.**cnwebcasts.cn**/starthere.jsp?ei=1283888&tp\_key=2760b09e10](https://event.cnwebcasts.cn/starthere.jsp?ei=1283888&tp_key=2760b09e10) This update will work for all Live, On-Demand, or Simulated Live presentations. Both links will point to the same event and all users show up in one report. You will not need to run two events, just distribute the appropriate link to your audience based on their viewing location. This also works for portals. When you provide a China-based link for the portal, the change flows down to all linked events. All events accessed from that alternate portal link automatically go to a China-based event URL. # Registration & Landing Pages # Add custom questions to a registration form In addition to standard registration questions, you can add custom questions to the registration form and choose how registrants will answer each question. Registrants can either type their answers in an open text field or select from pre-defined answers that you set up. For more information, see [Answer Types](#bkmrk-) later in this article. **To add a custom registration question:** 1. On the left panel, click the **Registration** tab. 2. Scroll to Custom Registration Questions and click **Add New Custom Question**. [![Custom Registration Questions section with Add New Custom Question button](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/uTKe1OYU6xeh0jJR-customregquestions-addnew.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/uTKe1OYU6xeh0jJR-customregquestions-addnew.png) 3. In the New Custom Registration Question section, enter the question (or field label), the type of question (will the registrant type their answer or select from defined answers?), and the column name to identify the question in reports. [![New Custom Registration Question section shows the Question Text, Answer Type, Report Column Title, and Answers](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/CUWsPOayyjIXqQKt-customregquestion-newcustomregquestion-department.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/CUWsPOayyjIXqQKt-customregquestion-newcustomregquestion-department.png) 4. If you selected Drop Down List, Checkboxes, or Radio buttons as the Answer Type, enter the answers to the question and click **+ Add**. 5. Click **Save Question**. The new question is listed under Custom Registration Questions. 6. Optional. Select **Require** to require registrants to answer the question to register. [![Custom question added with the Require option selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/AfCh1jIbfNgYiT2n-customregquestion-department.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/AfCh1jIbfNgYiT2n-customregquestion-department.png) 7. Repeat steps 3 to 7 to add more questions. 8. Click **Save and Continue** to save changes to the registration form. You can edit or delete the custom questions at any time. # Answer Types For each question, decide whether the registrant will type their answer or select from pre-defined answers. The following table explains options and recommended use.
Answer TypeUsed for
Open Text FieldOpen-ended questions that require a short answer
Open Text AreaOpen-ended questions that require a longer answer
Drop Down List and Radio ButtonsMultiple-choice questions where only one answer can be selected. A drop down list hides the answers (registrants click to display options); radio buttons show all the answers.
CheckboxesMultiple-choice questions where multiple answers can be selected
Single CheckboxQuestions where only one answer can be selected or for disclaimers or statements that need to be acknowledged
# Add marketing consent tracking to a registration form You can collect marketing consent from event and portal registrants and provide links to privacy policies, terms of service, and more on the registration form. Event and portal reports let you easily identify those who provided consent and ensure you communicate only with those who opted in. Registrants can unsubscribe from emails at any time by clicking **Unsubscribe** at the bottom of the email. **To allow attendees to opt in to emails:** 1. Sign in to the Webcast Admin portal and edit the Live event or portal. 2. On the left panel, click the **Registration** tab. 3. Under Standard Registration Questions, select **\[INSERT COMPANY NAME HERE\] may contact me...**. ![Standard Registration Questions section with [INSERT COMPANY NAME HERE] option selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/ewzokyF1OsI3745q-registration-emailconsent-croppedsimplify.png) 4. In the Question field, delete \[INSERT COMPANY NAME HERE\], enter the name of your company or organization, and edit the text as needed. 5. Click **Save and Continue**. The following example includes the marketing consent option and additional links. ![Registration form with privacy consent check box](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/Yj7Lxc3icnh1nigk-privacy-registration.png) **To find registrants who opted in to email communications:** Use the Audience Details report to retrieve a current list of people who opted in to receive email communications. You can run the report for a single event or for multiple events. 1. At the top of the Webcast Admin portal, click **Reports**. 2. On the Report tab, under Selected Events, click **Add Events/Folders**. 3. Select the event or portal and then click **Select Events and Folders**. 4. On the Reports tab, under Report Type, select **Audience Details**, click **Select Columns**, and then select **Registration Data**. Choose the data to include in the report. ![Report Type section with Audience Details and Registration Data options selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/3deDDBDyrM7eB8mm-reporttype-audiencedetailsregistrationdata.png) 5. Expand the Filter Results By section and select **Exclude Unsubscribed Users**. ![Report filters with the Exclude Unsubscribed Users option selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/qBi3Rm4qqFSxNFmT-privacy-report-filter.png) 6. Click **Run My Report**. # Allow people to attend an event without registering If you do not want to collect any information from attendees, set up the event with no registration form and allow people to attend anonymously. To allow attendees to access the event even faster, you can also have them bypass the landing page when they click the event link and join the event immediately. Without a registration form: - Information about individual attendees will not be available in registration reports - Viewing data will not be available in event reports - You cannot send event reminders and follow-up emails to attendees - Attendees will appear in reports with a generic placeholder email address, such as guest#######@webcasts.com **To hide the registration form:** 1. On the left panel, click the **Registration** tab. 2. Under Registration Type, select **Use Anonymous Registration**. [![Registration Type section with the Use Anonymous Registration option selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/4CSQ4xDRqW9EwKE9-registrationtype-anonymousregistrationselected-simplify.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/4CSQ4xDRqW9EwKE9-registrationtype-anonymousregistrationselected-simplify.png) 3. Optional. Select **Skip landing page** to have attendees bypass the landing page. 4. Click **Save and Continue**. # Auto-fields for event landing pages Jump to: [Auto-field reference](#bkmrk--0) | [Custom calendar reminders](#bkmrk--1) By default, the landing page includes the event title, the event date and time, and a calendar reminder button. It uses *auto-fields* - that is, placeholders or variables - to pull in these specific details. The benefit of auto-fields is that they automatically update when you make any changes to your event title or date on the Event Settings tab. To customize information on the landing page, scroll to the Customize Landing Page Content section and open **Landing Page Content**. Available auto-fields are listed below the text editor. # Auto-field reference The format of an auto-field is \_\_AUTOFIELD\_\_ (the auto-field in ALL CAPS with two underscores before and after). The following table explains the available auto-fields and the text they display.
Auto fieldDescription
\_\_TITLE\_\_Event title
\_\_DATE\_\_Scheduled day, date, and time
\_\_DURATION\_\_For Live events. The scheduled duration of the event
\_\_REMINDERBUTTON\_\_Add to Calendar button
\_\_REMINDER\_\_The URL of the calendar reminder. Downloads an ICS with event details
\_\_REMINDERBUTTON1\_\_Add to Calendar button for the first custom calendar reminder
\_\_REMINDER1\_\_The URL of the first custom calendar reminder. Downloads an ICS with event details
# Custom calendar reminders Live events have a built-in calendar reminder that downloads a calendar file with the scheduled date and time, event URL, and other information. You can set up additional calendar reminders for the event. On the Event Summary tab, open **Optional Event Settings** and click **Add New** . Auto-fields are created for each new calendar reminder, with a number appended. ![CustomCalendarReminders.jpeg](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/k18FF1p9mDCQ5C1X-customcalendarreminders.jpeg) # Bulk registration for an event Add-on. Please contact your sales representative for additional information. With bulk registration, you can register hundreds or thousands of attendees for an event at one time. Set up your registration form first, then upload a spreadsheet with columns for each registration question on the form (attendee names, email addresses, etc.). To learn more about setting up the registration form, see [Set up the registration form for an event](https://helpgm.webcasts.com/books/event-portal-setup/page/set-up-the-registration-form-for-an-event "Set up the registration form for an event"). **Notes:** - Bulk registration doesn’t send a registration confirmation email. Set up a reminder email to send event details to registrants. - You can view the registrant data you uploaded in the Audience Details report. To learn more about running reports, see [Run event reports](https://helpgm.webcasts.com/books/reports-recordings/page/run-event-reports "Run event reports"). - You can't make changes to registrant data or unregister someone once you upload the file. # Upload file requirements Create a spreadsheet and enter registration details for each attendee you want to register. - Supported formats include CSV, TSV, TXT, XML, XLS, XLSX - Limit the number of registrants per upload to 2,000 or less - Include one column for each registration field on your registration form - For standard registration questions, label columns with the Type label [![StandardRegistrationQuestions.jpeg](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/OAJyPmcrsySjwLr2-standardregistrationquestions.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/OAJyPmcrsySjwLr2-standardregistrationquestions.jpeg) - For custom registration questions, label the columns the Report Column Title you set up [![CustomRegQuestions.jpeg](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/Zy2rqj5E5X7NRQtQ-customregquestions.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/Zy2rqj5E5X7NRQtQ-customregquestions.jpeg) - For each registrant, complete all fields that you required in the registration form. Required fields can't be blank. - Email address is always required. Each registrant's email address must be unique. Duplicate email addresses are not accepted. # Register attendees **To upload a registration list:** 1. On the Event Summary tab, in the Event Details section, click **Upload Registrants**. [![EventSummary-EventDetails-UploadRegistrantsButton.jpeg](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/jfaJa3Q88FSXt7Jy-eventsummary-eventdetails-uploadregistrantsbutton.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/jfaJa3Q88FSXt7Jy-eventsummary-eventdetails-uploadregistrantsbutton.jpeg) 2. On the Viewer Registration Data window, click **Upload data from file** to select the spreadsheet and upload it. 3. Select the sheet you want to import the data from and click **Continue**. [![UploadRegistrants-SelectSheet.jpeg](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/xUL2sBGyy58cUuVq-uploadregistrants-selectsheet.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/xUL2sBGyy58cUuVq-uploadregistrants-selectsheet.jpeg) 4. The uploader detects the header row in the spreadsheet and matches each column to a field on the registration form. Confirm the header row and then confirm that each column is mapped correctly. To not include a data column, click **Ignore this column**. [![UploadRegistrants-Match_cropped.jpeg](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/Ii96UB3uwSNkzd4R-uploadregistrants-match-cropped.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/Ii96UB3uwSNkzd4R-uploadregistrants-match-cropped.jpeg) 5. Click **Review**. 6. Correct any errors and edit registrant information before submitting. To only view errors that need to be corrected, set the Only show rows with problems option to **ON**. **Important:** You can't make changes to registrant data after you submit it. [![UploadRegistrants-Review.jpeg](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/iGy1XXjY7MclUBHf-uploadregistrants-review.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/iGy1XXjY7MclUBHf-uploadregistrants-review.jpeg) 7. Click **Continue**. 8. A message asks if you're ready to submit the data. Click **Yes**. The registrant list is loaded. When finished, a confirmation message shows the number of successful and failed registrations, and the attendees that weren't registered because their email address was already registered. 9. Click **Ok**. # Set up the registration form for an event The event landing page includes a registration form. You can use the standard registration form questions, or create your own custom questions. You can make the questions optional to answer, or require registrants to answer the questions to complete their registration. The information you collect from registrants is available in event reports. To learn more about creating custom registration questions, see [Add custom questions to a registration form](https://helpgm.webcasts.com/books/event-portal-setup/page/add-custom-questions-to-a-registration-form "Add custom questions to a registration form"). You can also [allow people to attend an event without registering](https://helpgm.webcasts.com/books/event-portal-setup/page/allow-people-to-attend-an-event-without-registering "Allow people to attend an event without registering"). **To set up the registration form:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Registration** tab. 3. Under Registration Type, select **Collect Registration Data from Viewers** to display the registration form on the event landing page. [![Registration Type- Collect Registration Data Selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/EzVe67ZlxcHhBEww-registrationtype-collectregdataselected-cropped.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/EzVe67ZlxcHhBEww-registrationtype-collectregdataselected-cropped.jpeg) 4. Optional. Select **Do not automatically log in returning viewers** to require returning registrants to enter their email address to join the event. 5. The first four fields are displayed. Under Email, click **More** to display the rest of the standard fields. **Note:** By default, First Name, Last Name, Company, and Email are included on the form. You can set the name and company fields to required or hide them. Email is required for registration and cannot be hidden. 6. Choose which fields to include (and the information to capture from registrants): - Select **Show** to include a field - Select **Require** to require registrants to complete the field - Optional. Under Question, change the field label (for example, you could change Email to Email Address). [![Standard Registration Questions showing show, require and custom name options](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/JI5DAl75saxYHeAb-standardregistrationquestions.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/JI5DAl75saxYHeAb-standardregistrationquestions.jpeg) 7. To change the order of the fields on the registration form, in the Order column, delete the numbers and enter new numbers. 8. Click **Save and Continue**. # Emails # Auto-fields for emails Jump to: [Auto-field Reference](#bkmrk-) | [Registrant Auto-fields](#bkmrk--0) On the Emails & Marketing tab, you can enable confirmation, reminder, and follow-up emails for an event. By default, the emails include the event title, the event date and time, duration, and the event link. The system uses *auto-fields* - that is, placeholders or variables - to pull in these specific details. The benefit of auto-fields is that they automatically update when you make any changes to your event title or scheduling on the Event Settings tab.

**Note:** For attendee portals, the registration confirmation email includes the portal URL.

To customize the information in an email, go to the Email & Marketing tab, select the type of email to enable, and then select **Send My Custom Message.** Available auto-fields are listed below the text editor. # Auto-field Reference The format of an auto-field is \_\_AUTOFIELD\_\_ (the auto-field in ALL CAPS with two underscores before and after). The following table explains the available auto-fields and the text they display.
Auto-fieldDescription
\_\_TITLE\_\_Event title
\_\_DATE\_\_Scheduled date
\_\_TIME\_\_Scheduled time
\_\_DURATION\_\_For Live events. The scheduled duration of the event
\_\_EVENTLINK\_\_Event URL
\_\_EVENTPASSWORD\_\_Registration and login password (if enabled)
\_\_GOOGLEREMINDERBUTTON\_\_Add to Calendar button. Creates a new event in Google Calendar.
\_\_GOOGLEREMINDER\_\_The URL of the Google calendar reminder. Creates a new event in Google Calendar.
\_\_REMINDERBUTTON\_\_Add to Calendar button. Downloads an ICS file with event details. ICS files are a universal calendar format that can be read by Microsoft Outlook, Google Calendar, and Apple Calendar.
\_\_REMINDER\_\_The URL of the ICS calendar reminder. Downloads an ICS file with event details.
\_\_REMINDERBUTTON1\_\_Add to Calendar button for the first custom calendar reminder
\_\_REMINDER1\_\_The URL of the first custom calendar reminder. Downloads an ICS with event details
\_\_UNSUBSCRIBEBUTTON\_\_An HTML link that says Unsubscribe. Opens a confirmation page for the recipient to unsubscribe from emails.
\_\_UNSUBSCRIBE\_\_The full URL behind the Unsubscribe link
# Registrant Auto-fields You can personalize emails by including details captured when an attendee registers for an event or portal. Make sure the fields you want to use are required on the registration form. You can include any of these standard registration fields. - \_\_TITLE\_\_ - \_\_FNAME\_\_ - \_\_LNAME\_\_ - \_\_COMPANY\_\_ - \_\_ADDRESS1\_\_ - \_\_ADDRESS2\_\_ - \_\_CITY\_\_ - \_\_STATE\_\_ - \_\_COUNTRY\_\_ - \_\_POSTALCODE\_\_ - \_\_PHONE\_\_ - \_\_MOBILE\_\_ - \_\_FAX\_\_ # Send follow-up emails for an event Schedule one or more emails to be sent after the event ends to promote future events, gather feedback, and reconnect with attendees. You can send emails to registrants who attended the Live event, attended the Simulated Live event, watched the On-Demand event (Live event replay), did not attend the event, or to everyone. You can also customize the subject and the body of the email and change the sender name and reply-to address. **Note:** To ensure that the registration data is up to date and attendees receive the emails, schedule follow-up emails at least one hour after the event concludes. # Schedule and send follow-up emails **To schedule follow-up emails:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Email & Marketing** tab. 3. In the Audience Emails section, under Follow-up Emails, click **+ Add New**. ![Audience Emails section shows the Follow-up emails section and the +Add New button](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/AlN2T1rh73xl2Mk7-followupemail-croppedsimplify.jpeg) 4. In the Edit Follow-up Email window, select who you want to send the email to. **Attended Live** is selected by default. ![Edit Follow Up Email window shows all send options and the Attended Live option selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/ee3AxRcdQ3oWbXmm-followupemail-sendto-cropped.jpeg) 5. Optional. Delete the placeholder text in the From Name, Reply-To Email, and the Email Subject fields and enter new text. 6. At the right side of the text editor, click **</>** to switch to code view. 7. Delete all the placeholder code. 8. Paste your custom code or click **</>** again to switch back to the text editor view to add text, images, or links. 9. Click **Schedule Email**, select the date and time you want to send the email, and then click **Save and Schedule Email**. You can also optionally save the email as a draft and schedule it later. ![Send Follow-up Email section shows an email scheduled for August 27, 2021 at 2PM EST](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/1PnTF6dBMB4F5ntn-followupemail-schedule-cropped.jpeg) 10. Click **Save and Continue**. # Preview your work You should always send yourself the email before sending it to attendees. **To preview the follow-up email:** 1. In the Webcast Admin portal, edit the event. 2. On the left panel, click the **Email & Marketing** tab. 3. In the Audience Emails, next to the email you scheduled, click **Edit**. ![Follow-up Emails section shows a scheduled email](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/nnkgOz1JbXTqZyGi-followupemail-scheduledforlive.jpeg) 4. Under the text editor, next to Send a test email to, enter your email. ![Send a test email to field shows an email address entered](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/4sJmpBQWgB7JXqUo-sendtestemailto-cropped.jpeg) 5. Click **Save and Schedule Email**. 6. Click **Save and Continue**. # Send registration confirmation emails for an event Send a registration confirmation email to attendees after they register for the event. By default, registration confirmation emails are plain text messages with the event title, date, time, duration, URL, and a link to unsubscribe from email messages. You can use the text editor and customize the message, including the sender name and email and email subject. **Note:** Help registrants remember your event with an Add to Calendar button or link in the email. You can include links for Outlook and Google calendars. For more information, see [Auto-fields for emails](https://helpgm.webcasts.com/books/event-portal-setup/page/auto-fields-for-emails "Auto-fields for emails"). **To send registration confirmation emails:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Email & Marketing** tab. 3. In the Audience Emails section, select **Enable Registration Confirmation Email**. 4. Under Send Default Text, click **View** to review the default message. To customize the message, select **Send My Custom Message** and use the text editor to add text, images, and more. 5. You should always send yourself the email before sending it to registrants. Under the text editor, next to Send a test email to, enter your email address. ![Send a test email to field shows an email address entered](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/4sJmpBQWgB7JXqUo-sendtestemailto-cropped.jpeg) 6. Scroll to the bottom of the page and click **Save and Continue**. # Send reminder emails for an event You can send one or more reminder emails to people who registered for your event. By default, a reminder is sent 24 hours before the scheduled start time of your event. You can change the date and time the reminder will be sent and also schedule additional reminder emails. For example, schedule one reminder for a week before the event and a second reminder for the morning of the event. Event reminders are plain text messages with the event title, date, time, duration, URL, and a link to unsubscribe from email messages. You can use the text editor and customize the message, including the sender name and email and email subject. **Notes:** - Help registrants remember your event with an Add to Calendar button or link in the email. You can include links for Outlook and Google calendars. For more information, see [Auto-fields for emails](https://helpgm.webcasts.com/books/event-portal-setup/page/auto-fields-for-emails "Auto-fields for emails"). - The system sends the same reminder email for each of the scheduled dates and times. To send different reminder emails, create your reminders as follow-up emails, schedule them to send before the event starts, and select **Did not attend** to target registrants. For more information, see [Send follow-up emails for an event](https://helpgm.webcasts.com/books/event-portal-setup/page/send-follow-up-emails-for-an-event "Send follow-up emails for an event"). **To schedule reminder emails:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Email & Marketing** tab. 3. In the Audience Emails section, select **Enable Event Reminder Email**. 4. Under Send Default Text, click **View** to review the default message. To customize the message, select **Send My Custom Message** and use the text editor to add text, images, and more. 5. To send the reminder more than one time, click **+ Add New** and select the date and time to send it. [![ReminderEmail-Default.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/scaled-1680-/oYa1ZSB5qaWNP8BQ-reminderemail-default.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/oYa1ZSB5qaWNP8BQ-reminderemail-default.png) 6. You should always send yourself the email before sending it to registrants. Under the text editor, next to Send a test email to, enter your email address. ![Send test email](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/JAKCQee8AAS9BUOe-sendtestemailto-cropped.png) 7. Scroll to the bottom of the page and click **Save and Continue**. # Send reminder emails for a converted Simulated Live event When you convert a Live event into a Simulated Live event or change a Simulated Live event from live acquisition to pre-recorded content, the Event Reminder Emails option is no longer available. To send reminder emails for a converted event, create a follow-up email and use the "did not attend" option to send it to registrants (they haven't attended it yet). # Schedule and send reminder emails **To schedule reminder emails for a converted Simulated Live event:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Email & Marketing** tab. 3. In the Audience Emails section, under Follow-up Emails, click **+ Add New**. ![FollowUpEmail-cropped+simplify.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/HefCmaLIIw9RY3x3-followupemail-croppedsimplify.png) 4. In the Edit Follow-up Email window, under Send email to registrants to:, select **Did not attend** and clear the other checkboxes. ![FollowUpEmail-SendTo-DidNotAttend.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/267EhxzfhMaqFSR8-followupemail-sendto-didnotattend.png) 5. Optional. Delete the placeholder text in the From Name, Reply-To Email, and the Email Subject fields and enter new text. 6. At the right side of the text editor, click **</>** to switch to code view. 7. Delete all the placeholder code. 8. Paste your custom code or click **</>** again to switch back to the text editor view to add text, images, or links. 9. Click **Schedule Email**, select the date and time you want to send the email, and then click **Save and Schedule Email**. You can also optionally save the email as a draft and schedule it later. ![ConvertedSimLiveReminder-Schedule_cropped.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/8l0fUqdjreRv2Pv2-convertedsimlivereminder-schedule-cropped.png) 10. Click **Save and Continue**. # Preview your work You should always send yourself the email before sending it to attendees. **To preview the follow-up email:** 1. In the Webcast Admin portal, edit the event. 2. On the left panel, click the **Email & Marketing** tab. 3. In the Audience Emails, next to the email you scheduled, click **Edit**. ![FollowUpEmail-ScheduledforLive.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/JAv8vUhoGcIiAJG6-followupemail-scheduledforlive.png) 4. Under the text editor, next to Send a test email to, enter your email. ![SendTestEmailTo_cropped.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/JAKCQee8AAS9BUOe-sendtestemailto-cropped.png) 5. Click **Save and Schedule Email**. 6. Click **Save and Continue**. # Event Content # About Q&A Allow attendees to submit questions during a Live, Simulated Live, or On-Demand event or through an attendee portal. For Live events, Simulated Live events and attendee portals, you can use the Q&A queue to answer questions, prioritize questions to decide which ones you'll answer first, edit answers, and delete questions you won't answer. You can also assign questions to specific presenters or groups by creating additional tabs and assigning questions to them from the New Questions tab. The Q&A queue refreshes automatically as questions are submitted and answered. Questions are hidden from the audience until they're answered. The numbers next to questions show the order in which they were asked. Use the tabs to monitor new questions as they arrive or to view lists of questions that were answered, deleted, or revoked (sent back to be answered again). Click any of the column headers to sort the questions. At the top right of the Q&A queue are additional options. You can manually refresh the queue, open it in a new window (from the Live Studio), add new questions to the queue, save the list of questions from the tab you're on as a CSV file, and print them. [![Live Studio-Q&A controls with 3 attendee questions](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/6wx7QWHRg4orS351-live-studio-qa-controls.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/6wx7QWHRg4orS351-live-studio-qa-controls.jpeg) For On-Demand events, you can have questions sent to specific email addresses and reply to the email to answer the question. You can also optionally have questions sent by email for Live events. After the event, run an Event Analytics report and select Q&A to view all submitted questions, the attendees who asked the questions, and presenter answers. # Add a third-party video to a custom tab Enhance your events by including videos that viewers can play at any time. You can include YouTube, Vimeo, or Brightcove videos. During the event, the videos display in tabs on the right side of the event window, next to the video stream or headshots. The videos play in the tab instead of in an overlay window. ![Event window shows the event with a third-party video in a custom tab](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/scaled-1680-/Fqh2u7gSU5LfUyrF-liveevent-video.png) # Example Code Use the following sample code to embed your video. Replace **INSERT YOUR LINK HERE** with the link found in the video player's embed code. <!DOCTYPE html> <html> <head> <title></title> </head> <body style="min-height: 405px;"> <iframe style="position:absolute;top:0;left:0;border:none;" scrolling="no" width="640" height="360" src="INSERT YOUR LINK HERE" frameborder="0" allowfullscreen=""> </body> </html> This is an example of a YouTube video's embed code and link. Only copy the URL. <iframe width="560" height="315" src="https://www.youtube.com/embed/7s5qAuUZexw" title="YouTube video player" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture" allowfullscreen></iframe> # Add videos to your event **To add a video in a custom tab:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Event Content** tab. 3. Under Optional Content, expand the **Add Custom Player Tabs** section and click **Add Primary Tab**. ![Add Custom Player Tabs section shows the Add Primary Tab option](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/m14UDOZhT2Gs3Gnz-addcustomplayertabs-addprimarytab-cropped.png) 4. In the Manage Tab Content window, enter a name for the tab. 5. At the top right side of the text editor, click **</>** to switch to code view. 6. Delete all the placeholder code. 7. Copy the example code and paste it into the editor. Replace **INSERT YOUR LINK HERE** with your video link. **Note:** For the video to work properly, the link must begin with **https://** and contain one of the following expected domains: players.brightcove.net, vimeo.com, player.vimeo.com, youtube.com, youtu.be. ![Code editor shows the example code](https://helpgm.webcasts.com/uploads/images/gallery/2022-07/nphdqUoWB0CrnVzS-tab-primary-video.png) 8. Click **Save Changes** to save the coding. Then click **Save and Continue** to save changes to the event content. # Add third-party tools to an event Enhance your events by including interactive tools like captioning, polling, surveys, real-time Q&A, and more. Add a custom player tab to your event and use the embed code from third-party apps and platforms. During the event, the tools display in tabs on the right side of the event window, next to the video stream or headshots. **Note:** This requires that you have an account with the app or platform that provides the polls, real-time Q&A, surveys, or other interactive tools that you want to incorporate in your event. For more information, see [Supported third-party tools](https://helpgm.webcasts.com/books/event-portal-setup/page/supported-3rd-party-tools "Supported 3rd party tools"). Support is not able to set up, test, or manage third-party tools for self-service clients. If you would like someone to manage an end-to-end integration, please contact your sales representative to arrange a consulting package. Jump to: [Example Code](#bkmrk--1) | [Add Third-party Tools](#bkmrk--3) [![Attendee view with 3rd party survey tool.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/EnfYuQEOZOOPEBh5-attendeeview-3rdpartytools.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/EnfYuQEOZOOPEBh5-attendeeview-3rdpartytools.png) # Example code Use the following sample code to embed your third-party tool. Replace **INSERT YOUR LINK HERE** with the link found in your tool's embed code. ``` ``` This is an example of Conferences i/o's embed code and link. Only copy the URL. ``` ``` # Add third-party tools to your event To set up a third-party tool, find and copy the embed code from the app or platform and then paste it into a custom tab. Before the event, view the event and make sure the third-party tool works properly. The webcast player does not interact or control the third-party tool or content. It uses the embed code provided by the vendor to retrieve the component you want to incorporate. For security reasons, the webcast player only connects to specific, "expected" domains for each tool. See [Supported third-party tools](https://helpgm.webcasts.com/books/event-portal-setup/page/supported-3rd-party-tools) for a list of tools and the expected domains. **To embed a third-party tool:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Event Content** tab. 3. Under Optional Content, expand the **Add Custom Player Tabs** section and click **Add Primary Tab**. [![Add Custom Player Tab controls with add primary tab button](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/WrOMWZHspv7ToDgi-eventcontent-addcustomplayertabs.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/WrOMWZHspv7ToDgi-eventcontent-addcustomplayertabs.png) 4. In the Manage Tab Content window, enter a name for the tab. 5. At the top right side of the text editor, click **</>** to switch to code view. 6. Delete all the placeholder code. 7. Copy the example code and paste it into the editor. Replace **INSERT YOUR LINK HERE** with the link found in your tool's embed code. **Note:** For the third-party tool to work properly, the link must begin with **https://** and the domain expected for the service. [![Manage Tab Content window with Source Code being edited.png](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/9YtCyKvRgZ7TOiEQ-eventcontent-customplayertab-managetabcontent-sourcecode.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/9YtCyKvRgZ7TOiEQ-eventcontent-customplayertab-managetabcontent-sourcecode.png) 8. Click **Save Changes** to save the coding. Then click **Save and Continue** to save changes to the event content. # How do I create a certificate? The system requires a **.PDF** file be uploaded, which will serve as the template that is customized and distributed to viewers that meet the certification requirements for your event. The PDF requires **Forms** be included to populate the viewer's name (First Name and Last Name fields need to be required on the **Registration Form**), the certificate title, the date the certificate was received and a unique certificate ID. These Forms need to be setup in using **Adobe Acrobat** and use the following formatting: - \_\_TITLE\_\_ to populate the title entered in the **Name of Certificate** field. - **Note:** If the Certification Method is set to Viewing Duration, the title of the event on the certificate is limited to 50 characters. Please use an abbreviated title if needed. - \_\_NAME\_\_ to populate the viewer's name. First and Last Name registration fields should be required on the Registration Form. - \_\_DATE\_\_ to populate the date the certificate was received. - \_\_CERTID\_\_ to populate a unique Certificate ID. If you do not want to populate the Name, Date, Title and/or Certificate ID fields on each certificate, the forms can be set to invisible or the text can be set to match the certificate's background color, but forms are required. Select the **Download Sample PDF** button in the setup for an example of how your certificate needs to be setup. # Overlay video specs and requirements For Live, On-Demand, and Simulated Live events. You can upload as many as 10 overlay videos to your event and share them with the audience. For Live events, you are limited to 10 videos whether you launch them inline or in overlay windows. For On-Demand and Simulated Live this limit is for overlay videos only. We support all video resolutions and many file formats, but all videos are transcoded to MP4 for use in the event. The bit rate videos are transcoded to depends on the original video bit rate. Videos that are: - Above 1700 kbps are transcoded at 1700 kbps - Between 800 to 1700 kbps are transcoded at the uploaded bit rate - Below 800 kbps are transcoded at 800 kbps # Recommended specs For the best video quality, upload videos that meet these recommended specs: - File format: MP4 - Video codec: H264 - Video bit rate: 800 kbps - Aspect ratio: 16:9 widescreen - Audio codec: AAC - Audio bit rate: 96 kbps/48 khz mono # Requirements - Maximum 10 overlay videos per event - Maximum 10 GB per video - Supported file formats: 3GP, ASF, F4V, MKV, MOV, MP4, MPEG, MPG, WEBM, and WMV - Must be at least 15 seconds long. - Must include an audio track; the audio track can be silent, but videos without an audio track will not process successfully. # Additional notes - Each video can be up to 10 GB. We recommend using a high-speed wired internet connection to avoid time-outs. You could also transcode the file to a smaller file size or bit rate before uploading to improve the upload and processing time. - Overlay videos are displayed at the native size of the file, but will stream to the audience at a maximum of 896 kbps. You can upload videos of any resolution (for example, 1080p), but higher resolution videos may stream at a lower quality than you'd see on your computer. Before the event, review the quality of the uploaded video to make sure it meets your standards. For more information, see [Share a video during a Live event](https://helpgm.webcasts.com/books/live-events/page/share-a-video-during-a-live-event). # PowerPoint Best Practices # General Best Practices Some advanced PowerPoint features are not recommended for use in your presentation. To optimize your slide decks for your Webcast presentation, please use the following as a guideline: - Use PowerPoint 2007 or later to create your slides - Save as a .PPT or .PPTX file - For Slide Size, use Standard (4:3) or Widescreen (16:9). - Custom-sized slides will be converted, which may cause the content to be reformatted. - Remove any "Read-Only" Restriction before uploading the file. - Remove embedded fonts being used in the slide deck. See below for detailed instructions. - Remove any password protection from your presentation before uploading the file to ensure the slides can be processed. - Any security that is required for your presentation can be handled through a variety of other options. - Do not embed or insert audio or video clips into your PowerPoint presentation. - Since the platform allows you to speak to the slides in real-time as you present them, any audio clips embedded into your presentation will interfere with your viewers' ability to hear what you are saying on the presentation. Video clips can be added to your presentation as an Overlay video, ensuring that it is optimally displayed to your viewers. Gifs are not officially supported but may work. If your deck includes gifs, please review the slides after uploaded to confirm if the gifs processed correctly. - When inserting objects into your presentation: - Make sure to leave the Link box unchecked. - Make sure that you are set to Insert (Not Link to File or Insert and Link). - Do not link to external images or spreadsheets. - Do not use tables created from versions of Excel older than Excel 2007 - Slides should be numbered starting at Slide 1. - Decks numbered starting at Slide 0 will automatically be renumbered. - Ungroup any SmartArt objects that may be grouped together. This will ensure that each object is processed and displayed correctly on the presentation. - Try to keep the background one color and avoid fading or transitional backgrounds. These types of backgrounds do not always convert well and can become pixilated. - Try to use graphics and backgrounds that use the RGB color palate. Graphics that use the RGB color palette will be displayed as you see them on the screen. The alternative is CMYK, which is used for printing graphics and may appear differently when converted. - Make sure that the content of your slides is set to use only the defined slide area and does not run off the slide. This will ensure that it displays properly once it is converted. - If you encounter display or formatting issues with an uploaded slide deck, check "Process as Images (No animations)" below the PowerPoint Decks upload to convert the slides to static images. This option maintains the look of the slides but removes any animations included in the slide deck. - Files are limited to 500 MB in size. # PowerPoint Fonts - **Font Size:** Your font size should be at least 12 point or higher. Anything smaller could be difficult for the audience to read, even on full screen slides. Fonts must not contain a decimal place. Any decimals will be rounded up to the next whole number. - **Supported Fonts:** A list of supported fonts can be accessed here: [https://www.microsoft.com/typography/fonts/product.aspx?PID=157](https://www.microsoft.com/typography/fonts/product.aspx?PID=157) - **Custom Fonts:** Custom fonts are allowed, but should only be used as necessary. If a custom font is required, please provide the font file(s) to your Production Manager (for managed events) or Support (for self-service events). Font files should be provided at least 24-hours before the start of the event and will require the PowerPoint presentation to be re-uploaded after the custom fonts have been installed. - **Licensed Fonts:** Licensed fonts are not supported by our system. Please change them to another font or remove the license restriction before uploading the presentation. # PowerPoint Animations & Transitions Most standard PowerPoint Animations are supported **with the following exceptions** : - Emphasis Effects: - Bold Flash - Underline - Grow with Color - Style Emphasis - Entrance Effects: - Dissolve In - Fly In The platform does not support timed animations. Any animations should be set On Click. Please be sure to remove them from your presentation before uploading. Most standard PowerPoint transitions are supported, ***with the following exceptions:*** - Box - Cube - Doors - Morph - Page Curl - Ripple # Reducing the Size of PowerPoint Files High resolution images in PPT slides can greatly increase the size of a PowerPoint file when they are embedded within a slide. Here is a quick way to compress the images and reduce the file size substantially, without causing noticeable loss in image quality. - Open the PowerPoint file. - From the File menu, select Save As. When the Save As dialog pops up, click Tools to the left of the Save button, and click Compress Pictures. - Depending on the version of PowerPoint you are using, follow the remaining instructions below. ## PowerPoint 2007 - You will receive a dialog box. Click the Options button. - On the Compression Settings dialog box, select "Automatically perform basic compression on save" and Delete cropped areas of pictures. Choose E-mail (96 ppi) minimize document size for sharing and Click OK. - On the Compress Pictures dialog box, click OK. ## PowerPoint 2010 or 2016 - On the Compress Pictures dialog box, click Delete cropped areas of pictures. Choose E-mail (96 ppi): minimize document for sharing and click OK. Compression should take just a few seconds, but for files with many images, it could take up to a minute or two to process. Once complete, save the modified file and upload it. # Using Non-PowerPoint Files Convey requires a PowerPoint file to be uploaded to an event. If you are using another program to create your presentation, refer to the instructions below for exporting the file to PowerPoint: ## Keynote (Mac) - Open the presentation and select File > Export To. - Choose PowerPoint in the list of export options. - Click Next and enter a name for the presentation. - To choose where to save the presentation, click the Where pop-up menu, choose a location, then click Export. ## PDF - Open a file in Acrobat. - Click on the Export PDF tool in the right pane. - Choose Microsoft PowerPoint as your export format. - Click Export. - Name the PowerPoint file and save it in a desired location. ## Prezi - From Edit Mode, select the Share icon from the top menu. Then select Download as a PDF. - When is ready, you will be prompted to save your Prezi as a PDF file. - After selecting Save PDF, you will be prompted to name the PDF and choose where to save it. On both Windows and Mac, the default folder is Downloads. - Once created, refer to the instructions above for converting the PDF to PowerPoint. ## Removing Embedded Fonts PowerPoint slides will need to have embedded fonts removed before the slides are uploaded to an event. Follow the steps below to remove embedded fonts: - Open the PowerPoint file locally and select **Remove Restricted Fonts** when prompted.
[![PowerPoint Presentation Can't Be Edited message with Remove Restricted Fonts option](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/Lkk0eCCFRX0WmGwj-powerpoint-embeddedfontserror.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/Lkk0eCCFRX0WmGwj-powerpoint-embeddedfontserror.png)
- Click **File** > **Save As**. When prompted to save the file, select **Tools** (next to the Save button) and choose **Save Options** in the drop down.
[![PowerPoint Save window with Tools and Save Options selected](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/UGJcOLMyhCUGf8Hn-powerpoint-saveoptions.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/UGJcOLMyhCUGf8Hn-powerpoint-saveoptions.png)
- Uncheck the **Embed fonts in the file** option under "Preserve fidelity when sharing this presentation".
[![PowerPoint Save Options window with Embed Fonts option unchecked](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/5y5ilRtp62aKTyoj-powerpointoptions-embedfontsunchecked.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/5y5ilRtp62aKTyoj-powerpointoptions-embedfontsunchecked.png)
If custom fonts are being used in the PowerPoint file and are already installed in the Webcast platform, the fonts will load correctly when the PowerPoint is uploaded to the platform. If the fonts are not already installed, the custom font will be converted to a similar font when the PowerPoint is uploaded. Contact Support to provide custom font files for use in your PowerPoint slides. # Primary media clip specs and requirements You can upload as many media clips to your event as you like and include them in your On-Demand or Simulated Live event. For events broadcasting video, you can upload video clips. For events broadcasting by telephone, you can upload audio clips. # Recommended specs For the best quality, upload clips that meet these recommended specs: - File formats: MP4 (video clips), or M4A, MP3, and WAV (audio clips) - Video codec: H264 - Video bit rate: - 480p: 800 kbps - 720p: 1700 kbps - 1080p: 3000 kbps - Audio codec: AAC - Audio bit rate: 96 kbps/48 khz mono # Requirements - Maximum 10 GB per clip - Supported audio file formats: M4A, MP3, and WAV - Supported video file formats: 3GP, ASF, F4V, MKV, MOV, MP4, MPEG, MPG, WEBM, and WMV - Clips must be at least 15 seconds long. - Video clips must include an audio track; the audio track can be silent, but videos without an audio track will not process successfully. # Additional notes - When you upload a video, it is transcoded to the appropriate bit rate and resolution based on the player size selected in the event setup. If you change the player size after uploading a video, you must upload the video again to have it transcoded for the new player size. - Each clip can be up to 10 GB. We recommend using a high-speed wired internet connection to avoid time-outs. You could also transcode the file to a smaller file size or bit rate before uploading to improve the upload and processing time. - You can upload videos of any resolution (for example, 1080p), but higher resolution videos may stream at a lower quality than you'd see on your computer. Before the event, review the quality of the uploaded video to make sure it meets your standards. # Remove embedded fonts from slides Embedded fonts are not supported. Before uploading a slide deck to an event, you must remove embedded fonts from the deck. **Note:** In total, we support over 1500 different font families. We probably already support your custom fonts or can add them for you. Contact Support for assistance. **To remove embedded fonts (Windows):** 1. Open the PowerPoint file on your computer. 2. On the File menu, select **Options** and then in the left column, select the **Save** tab. 3. At the bottom, under Preserve fidelity when sharing this presentation, clear the **Embed fonts in the file** check box. [![PowerPoint Save Options window with Embed Fonts option unchecked](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/gdI0xtRtWnUooq3o-powerpointoptions-embedfontsunchecked.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/gdI0xtRtWnUooq3o-powerpointoptions-embedfontsunchecked.png) 4. Save the file, then close and re-open it. A different font is substituted for the font that had been embedded previously. **To remove embedded fonts (Mac):** 1. Open the PowerPoint file on your computer. 2. On the PowerPoint application menu, click **Preferences**. 3. Under Output and Sharing, click **Save**. 4. Under Font Embedding, clear the **Embed fonts in the file** check box. 5. Save the file, then close and re-open it. A different font is substituted for the font that had been embedded previously. # Supported 3rd party tools Enhance your events by including interactive elements with third-party apps and platforms. By default, polls, Q&A, and surveys are already included with your webcasting account, but you can use your own third-party tools to include these features, captions and interpretation, and more. **Note:** You must have an account with the app or platform that you want to incorporate in your event. We've tested and currently support the following third-party tools. Don't see the tool you'd like to use? Contact Support or your sales representative. Jump to: [Interactive Features](#bkmrk-) | [Captions, Interpretation, and Transcripts](#bkmrk--0) | [Other Features](#bkmrk--1) # Interactive Features
Third-party ToolFeatures & ServicesExpected Domains
[Chatroll](https://chatroll.com/)Chatchatroll.com
[Conferences i/o](https://www.conferences.io/)Polls Q&Acnf.io conferences.io
[Kahoot](https://kahoot.com/)Brainstorms Leaderboards Polling Quizzes Surveys Word cloudskahoot.it
[MeetingPulse](https://meet.ps/)Brainstorms Downloadable Materials Photos Polls Q&A Quizzes Raffles Surveysmeetingpulse.net meet.ps
[Mentimeter](https://www.mentimeter.com/)Polls Quizzes Q&A Surveys Word cloudsmentimeter.com menti.com
[Mural](https://www.mural.co/)Collaborative whiteboardsmural.co
[Pigeonhole Live](https://pigeonholelive.com/)Chat Polls Q&A Quizzes Reactions Registration Surveyspigeonhole.at
[Poll Everywhere](https://www.polleverywhere.com/)Brainstorms Polls with clickable images, graphs, and maps Q&A Surveys Word cloudsembed.polleverywhere.com pollev.com polleverywhere.com pollev-embeds.com
[Prezi](https://prezi.com/)Presentations Videosprezi.com
[Remesh](https://remesh.ai/)Discussion guides with: Images Messages Polls Questions Videosremesh.chat
[SCANTrivia](https://scanvengerhunt.biz/)Icebreakers Leaderboards Trivia questionsscanalytics.net scancode.mobi
[Slido](https://www.sli.do/)Ideas Polls Q&A Quizzes Word clouds\*.sli.do
[SpatialChat](https://spatial.chat/)Interactive breakout roomsspatial.chat
[SurveyPlanet](https://surveyplanet.com/)Polls Surveyss.surveyplanet.com
[Vevox](https://www.vevox.com/)Polls Q&A Surveys Quizzes Word cloudsvevox.app
[Vpoll](https://www.vpoll.mobi/elections)Pollsapp.vpoll.mobi
# Captions, Interpretation, and Transcripts
Third-party ToolFeatures & ServicesExpected Domains
[3Play Media](https://www.3playmedia.com/)Live automatic captions Live professional captions3playmedia.com
[Ai-Live](https://www.ai-live.com/)Live professional captionsuk.ai-live.com au.ai-live.com
[Captioned Text](https://www.captionedtext.com/)Live professional captions Real-time transcriptscaptionedtext.com
[Interactio](https://interactio.io/)Live interpretationapp.interactio.io interactio.io
[Interprefy](https://www.interprefy.com/)Live interpretationinterprefy.interpret.world interpret.world
[KUDO](https://kudoway.com/)Live interpretation\*.kudoway.com
[StreamText](https://streamtext.net/)Live professional captionsstreamtext.net
[Wordly](https://www.wordly.ai/)Live automatic captions\*.wordly.ai
# Other Features
Third-party ToolFeatures & ServicesExpected Domains
[Calendly](https://calendly.com/)Calendarcalendly.com
[Cvent](https://www.cvent.com/)Automated email communications Payment collection Pre-registration questionscvent.com
[Google](https://www.google.com/)Google Drive file embeds and linksgoogle.com
[Jifflenow](https://www.jifflenow.com/)Attendees can request meetings with Inbound Meetings Sync registration datajifflenow.com
[Walls.io](https://walls.io/)Social media wallwalls.io
# Upload audio clips for use in a recorded event For audio only broadcasts. To include pre-recorded audio in an On-Demand or Simulated Live event, upload audio files as primary event clips. Once uploaded, the clips can be added to the event in the editing studio. For more information, see [Assemble or edit an event recording](https://helpgm.webcasts.com/books/reports-recordings/page/assemble-or-edit-an-event-recording "Assemble or edit an event recording"). You can include up to 10 primary audio clips. Each clip can be up to 10 GB and must be at least 15 seconds long. Supported file types include: M4A, MP3, WAV For more information about primary media clip requirements, see [Primary Media Clip Specs and Requirements](https://helpgm.webcasts.com/books/event-portal-setup/page/primary-media-clip-specs-and-requirements "Primary media clip specs and requirements"). **To upload a primary audio clip:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Event Content** tab. 3. Under Media Clips, click **Upload a Clip**. [![Upload a Clip option](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/LABz2qLQk6iDiDG0-mediaclipssection-uploadclip-cropped.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/LABz2qLQk6iDiDG0-mediaclipssection-uploadclip-cropped.png) 4. In the Upload a New Clip window, select Primary Event Clip as the file type, click **Choose File**, select the audio file, and then click **Submit**. **Note:** The clip title is automatically generated based on the file name. You can optionally change the title before clicking **Submit**. [![Upload a New Clip window shows Overlay Video as the file type and a video file chosen](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/CLW4Zt6m9EXHT3Tx-odevent-uploadnewclip-overlayvideo.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/CLW4Zt6m9EXHT3Tx-odevent-uploadnewclip-overlayvideo.png) 5. After the clip has finished uploading, an Upload Successful message is displayed to let you know that the clip is being transcoded by the system. Click **Ok**. The clip is displayed in the Primary Media Clips section with a processing status. Once the clip has finished processing, you can optionally change the title. [![Primary Media Clips section shows uploaded clip](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/uhVPg3hWe6RjYIbJ-primarymediaclipssection-videouploaded-cropped.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/uhVPg3hWe6RjYIbJ-primarymediaclipssection-videouploaded-cropped.png) 6. Click **Save and Continue** to save changes to the event content. # Upload videos for use in a recorded event To include videos in a recorded event, upload them to your event content. Then in the editing studio, add videos to the event timeline and publish the event. For more information, see [Assemble or edit an event recording](https://helpgm.webcasts.com/books/reports-recordings/page/assemble-or-edit-an-event-recording "Assemble or edit an event recording"). When you upload a video for a recorded event, you must designate where it will be played: upload it either as a primary media clip or an overlay video. An overlay video plays on top of the audience event window. A primary media clip plays in the video player (where you see presenter webcams during a Live event). **Notes:** - Recorded events require at least one primary media clip. Overlay videos can’t be used as the sole event content. - For audio only broadcasts, you can only upload videos as overlay videos. The video player is used to display presenter headshots and play audio clips. For more information, see [Upload audio clips for use in a recorded event](https://helpgm.webcasts.com/books/event-portal-setup/page/upload-audio-clips-for-use-in-a-recorded-event "Upload audio clips for use in a recorded event"). - Include as many overlay videos as you like and up to 10 primary clips. Each video can be up to 10 GB, must be at least 15 seconds long, and must include an audio track. For more information about video requirements, see [Overlay Video Specs and Requirements](https://helpgm.webcasts.com/books/most-popular-articles/page/overlay-video-specs-and-requirements "Overlay video specs and requirements") and [Primary Media Clip Specs and Requirements](https://helpgm.webcasts.com/books/event-portal-setup/page/primary-media-clip-specs-and-requirements "Primary media clip specs and requirements"). Jump to: [Upload a primary media clip](#bkmrk-) | [Upload an overlay video](#bkmrk--0) # Upload a primary media clip To avoid distortion, upload primary media clips with the same aspect ratio as the video player (16:9 for video bridge broadcasts; 4:3 or 16:9 for webcam and encoder). **To add a primary media clip to an event:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Event Content** tab. 3. Under Media Clips, click **Upload a Clip**. [![Media Clips Section- Upload a Clip button](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/4GXiK1gl0YatjBke-mediaclipssection-uploadclip-cropped.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/4GXiK1gl0YatjBke-mediaclipssection-uploadclip-cropped.jpeg) 4. In the Upload a New Clip window, select Primary Event Clip as the file type, click **Choose File**, select the clip, and then click **Submit**. **Note:** The clip title is automatically generated based on the file name. You can change the title before clicking **Submit**. [![Upload a New Clip section-Primary Event Clip selected and file uploaded](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/vNzMPjfHMEyzU8Xn-odevent-uploadnewclip-primaryclip.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/vNzMPjfHMEyzU8Xn-odevent-uploadnewclip-primaryclip.jpeg) 5. After the clip has finished uploading, an Upload Successful message is displayed to let you know that the clip is being transcoded by the system. Click **Ok**. The clip is displayed in the Primary Media Clips section with a processing status. Once the clip has finished processing, you can optionally change the title. [![Primary Media clip uploaded and processed](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/vtq1fvFunLpdLTZw-primarymediaclipssection-uploaded-cropped.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/vtq1fvFunLpdLTZw-primarymediaclipssection-uploaded-cropped.jpeg) 6. Upload additional videos. When finished, click **Save and Continue** to save changes to the event content. # Upload an overlay video **To upload a video to an event:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Event Content** tab. 3. Under Media Clips, click **Upload a Clip**. [![Media Clips section with the Upload a Clip button](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/4GXiK1gl0YatjBke-mediaclipssection-uploadclip-cropped.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/4GXiK1gl0YatjBke-mediaclipssection-uploadclip-cropped.jpeg) 4. In the Upload a New Clip window, select Overlay Video as the file type, click **Choose File**, select the clip, and then click **Submit**. **Note:** The clip title is automatically generated based on the file name. You can change the title before clicking **Submit**. [![Upload a New Clip section-Overlay video selected and file uploaded](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/53Qb8Cwh9nH5w93S-odevent-uploadnewclip-overlayvideo.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/53Qb8Cwh9nH5w93S-odevent-uploadnewclip-overlayvideo.jpeg) 5. After the clip has finished uploading, an Upload Successful message is displayed to let you know that the video is being transcoded by the system. Click **Ok**. The video is displayed in the Overlay Videos section with a processing status. Once the video has finished processing, you can optionally change the title. [![Overlay video uploaded and processed](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/tQZhT873jIg96jpa-overlayvideosection-uploaded-cropped.jpeg)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/tQZhT873jIg96jpa-overlayvideosection-uploaded-cropped.jpeg) 6. Upload additional videos. When finished, click **Save and Continue** to save changes to the event content. # Upload videos to play in a Live event To share videos during a Live event, upload them to your event content. Then in the Live Studio, choose how to present the videos: either launch a video as an overlay or inline (in the video player). **Tip:** To avoid distortion, if you plan to share a video inline, upload a video with the same aspect ratio as the video player (16:9 for video bridge broadcasts; 4:3 or 16:9 for webcam and encoder). You can include up to 10 videos. Each video can be up to 10 GB, must be at least 15 seconds long, and include an audio track. Supported file types include: 3GP, ASF, MOV, MKV, MPEG, MPG, MP4, F4V, WEBM, and WMV. For more information about video requirements, see [Overlay Video Specs and Requirements](https://helpgm.webcasts.com/books/most-popular-articles/page/overlay-video-specs-and-requirements "Overlay video specs and requirements"). **To upload a video to the event:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Event Content** tab. 3. Under Media Clips, click **Upload a Clip**. [![Media Clips section with the Upload a Clip button](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/LABz2qLQk6iDiDG0-mediaclipssection-uploadclip-cropped.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/LABz2qLQk6iDiDG0-mediaclipssection-uploadclip-cropped.png) 4. In the Upload a New Clip window, click **Choose File** and browse to select the video. 5. The video title is automatically generated based on the file name. If you'd like, change the clip title and click **Submit**. [![Upload a New Clip section-Overlay video selected and file uploaded](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/GniQww6kgSk43fXc-liveevent-uploadnewclip-overlayvideo.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/GniQww6kgSk43fXc-liveevent-uploadnewclip-overlayvideo.png) 6. After the video has finished uploading, an Upload Successful message is displayed to let you know that it is being transcoded by the system. Click **Ok**. The video is displayed in the Overlay Videos section with a processing status. Once it has finished processing, you can optionally change the video title. [![Overlay video uploaded and processed](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/P30Z5Kwq9vHBdlUG-overlayvideosection-uploaded-cropped.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/P30Z5Kwq9vHBdlUG-overlayvideosection-uploaded-cropped.png) 7. Click **Save and Continue** to save changes to the event content. # Captions & Transcripts # About computer-generated transcripts Automated transcripts are available for any type of event - Live, On-Demand, and Simulated Live. Automated transcripts are great for capturing the event audio in a file for your own use and for providing synced captions with a searchable transcript for people watching the event recording. You can also allow attendees to download the transcript. The system uses the event audio to generate the transcript, including primary media clips and overlay videos. Generated transcripts are available within 24 hours of a Live event ending or a recorded event being published. **Note:** Automatic transcription and key phrases might not be available on your account. To request these features, contact Support or your sales representative. To generate an automated transcript for an event, go to the Event Content tab and open the Add Automated Transcript section. # Edit the recording and update the transcript After the event has been published or archived, review the recording and make any edits to the event content. Publish your changes to update the event audio and transcript timings. The system processes the event recording, generates a new version of the transcript, and republishes the event. This is an automated process, so you can edit the event and republish the recording as many times as you need. # Review the transcript The transcript is computer-generated, so review the transcript for accuracy. To edit it, open the event in the editing studio and click **Transcript**. When finished, click **Save Draft** before you close the Edit Transcript window and then republish the event. # Examples Viewers can open the full transcript in a separate panel and search it. ![Open Transcript button](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/bADq0ZqkUcCcCzOW-eventwindow-videoopentranscript-highlight.png) ![Event window shows the transcript window](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/a0sqGhgVwCcEapBZ-eventwindow-videotranscriptwindow-nokeyphrases.png) You can also show the generated transcript as scrolling captions under the video player. ![Video player with captions](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/scaled-1680-/KUPyhXqW6DBZildL-eventwindow-videotranscriptopencaptions.png) # Add a computer-generated transcript to an event For English events only. You can add an automated transcript to any type of event - Live, On-Demand, and Simulated Live. The system generates a written transcript of the event audio that can be included with the event recording for viewers and downloaded. To learn more about automated transcripts, see [About generated transcripts](https://helpgm.webcasts.com/books/event-portal-setup/page/about-generated-transcripts "About generated transcripts"). The transcript is available within 24 hours after the event is published. Once the transcript has finished processing, you can [review and edit it in the editing studio](https://helpgm.webcasts.com/books/reports-recordings/page/assemble-or-edit-an-event-recording "Assemble or edit an event recording"). **Note:** If you plan to make the transcript available to attendees, review the transcript and make any corrections. **To generate a transcript for your event:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the left panel, click the **Event Content** tab. 3. Under Optional Content, expand the **Add Automated Replay Transcript** section and set the Generate a searchable, full text transcript to **ON**. ![](https://helpgm.webcasts.com/uploads/images/gallery/2023-06/H0btePnclFUJo17D-embedded-image-4zfrsx7g.png) 4. Optional. Select: - **Make it available to audiences** to allow attendees to view a searchable transcript in a separate window - **Enable audience download** to allow attendees to download the transcript - **Display as open captions** to show the transcript as rolling captions under the video player 5. Click **Save and Continue** to save changes to the event content. # Add human-generated captions to a recorded event To add captions to a replay or to an On-Demand or Simulated Live event, you need a timed caption file in VTT (WebVTT) format. A timed caption file contains the text of what is said in the recording, plus time codes for when each line of text should be displayed. You can request a caption file for your event or ask your captioning provider for a compatible file. **Notes:** - Captioning during a Live event is not included in the event replay. - Additional instructions on setting up real-time captioning for Live events can be accessed in the Knowledge Base. Once you receive the caption file, upload the file in the setup of your event. You can offer captions for your event in different languages; just upload a separate timed caption file for each language you want to provide. Captions are shown inline with the video. You can display them automatically or allow attendees to turn them on as needed. Attendees can turn captions off at any time. **Important:** Captions are timed with the event audio. If you edit an event recording after receiving a caption file, the captions will be out of sync. You must request a new caption file. Jump to: [Request captioning services](#bkmrk--4) | [Add replay captions](#bkmrk--4) | [Preview your work](#bkmrk--4) [![Capture.PNG](https://helpgm.webcasts.com/uploads/images/gallery/2022-10/scaled-1680-/LcbzhHwIxwzXejpa-capture.PNG)](https://helpgm.webcasts.com/uploads/images/gallery/2022-10/LcbzhHwIxwzXejpa-capture.PNG) # Request captioning services We can provide a timed caption file for your event. If you edited your event recording after requesting captions, you must request a new caption file. **To request replay captions:** - If you have a Standard or Premiere plan, send us an email at . - If you have an Essential, Professional, or Enterprise webcast plan, go to the [Professional Services Request site](https://professionalservices.globalmeet.com/). # Add replay captions **To add replay captions to an event:**
- Sign in to the Webcast Admin portal and edit the event. - On the left panel, click the **Event Content** - Under Optional Content, expand the Upload VTT Replay Captions section and click **Upload Caption file**. ![](https://helpgm.webcasts.com/uploads/images/gallery/2023-06/2LdI5SJbiRhe1l2u-embedded-image-ol3otth9.png) - Click **Choose File** and select the caption file. - Use the **Choose Language** dropdown to select the language for your captions. - Click **Upload** to add the captions to your event. [![](https://helpgm.webcasts.com/uploads/images/gallery/2023-06/b6MNL8CDPTpThcNo-embedded-image-fd88p2bn.png) ](https://helpgm.webcasts.com/uploads/images/gallery/2022-10/Mouoc01p23l8xvv9-captions2.png) - A message displays to let you know the captions were successfully uploaded. Click **Ok** to close the message. - Update the **Display Language** field to change the name viewers will see when accessing the captions. ![](https://helpgm.webcasts.com/uploads/images/gallery/2023-06/OIsBQBDyNVIuaLcH-embedded-image-0hoeek3r.png) - If you have caption files in additional languages, repeat these steps to upload them. - Optional - To automatically display the captions to the audience, select **Display captions by default** checkbox. - If multiple captions are uploaded, use the **Default** column to select which language will appear to viewers by default. - Click **Save and Continue** at the bottom of the page. # Preview your work You should always preview your captions and make sure they are timed correctly with the event audio. **To test captioning for your event:** 1. Go to the **Event Summary** tab and under Review My Event, click **View Event**. 2. Register for the event to view it as an attendee. 3. In the event window, point to the video player, click the Captions button and select a language. If you selected Show captions by default, captions automatically display in the language you selected.. # Add human-generated captioning to a live event The Webcast platform offers options for human-generated or computer-generated captions on an event. Human-generated captions allow for support in multiple language and have an increased accuracy compared to computer-generated captions but require additional steps in the booking and setup process. The computer-generated caption setup is seamlessly integrated directly into the Webcast platform but offers English only captions. Note that computer-generated captions have an increased possibility of transcription errors compared to human-generated captions. To include human-generated captions, you must request captioning services, set up a Custom Tab with the StreamText embed code, and then invite the captioner as an attendee. On the day of the event, the captioner joins as an attendee and types the captions into StreamText, which are then displayed to the audience in the Custom Tab. **Notes:** - You can't add live captioning to the archived version (replay) of a Live event. To add captions to an event replay, see [Add captions to a recorded event](https://helpgm.webcasts.com/books/event-setup/page/add-captions-to-a-recorded-event). - Because live captioning is not a feature of this platform, Support is not able to set up, test, or manage captioning for self-service clients. If you would like someone to manage an end-to-end integration, contact your sales representative to arrange a consultation package. Jump to: [Request captioning services](#bkmrk--0) | [Example code](#bkmrk--1) | [Set up the live captions tab](#bkmrk--2) | [Testing Captions](#bkmrk--3) | [StreamText URL formatting](#bkmrk--4) # Request captioning services We can book live captioning for your event. **To request live captioning:** - If you have a Standard or Premiere plan, send us an email at . - If you have an Essential, Professional, or Enterprise webcast plan, go to the [Professional Services Request site](https://professionalservices.globalmeet.com/). You can also use your own third-party captioning provider, as long as they use the StreamText platform. When you request live captioning through us, we provide your event ID to the captioning provider, who uses it to identify your event in their StreamText account. When you set up the custom tab, include this event ID in the embed code. If you schedule your own captioner, we recommend that you give them your event ID to use as their StreamText event name (identifier); confirm the value they used and include it in the embed code. To learn more about the process for scheduling captioning services, contact Support. # Example code Use the following example code to embed captions in the custom tab. In the code, find **event=1234567** in the code and replace **1234567** with the event ID for your event. If you're using your own captioning services, replace **1234567** with the event name provided by the captioner. **Important:** If you requested captions in a language other than English, you must include an additional language parameter to the link for them to display correctly. For example, if you requested captions in Spanish, you must add **&language=es** to the link after the event ID or name. For more information, see [StreamText URL formatting](#bkmrk--4). ``` ``` # Set up the live captions tab Sign in to the Webcast Admin portal and edit the Live event. **To add the live captions tab to an event:** 1. On the left panel, click the **Event Content** tab. 2. Under Optional Content, expand the **Add Custom Player Tabs** section and click **Add Sidebar Tab**. [![image-1708430280724.png](https://helpgm.webcasts.com/uploads/images/gallery/2024-02/scaled-1680-/wrq2Bos1iqbzHDoK-image-1708430280724.png)](https://helpgm.webcasts.com/uploads/images/gallery/2024-02/wrq2Bos1iqbzHDoK-image-1708430280724.png) 3. Enter a name for the captioning tab and set Load As to **Open**. Optional: The Q&A tab displays under the video player in your event by default. To have the captions display under the video player, use the Display Order field to change the tab order. [![image-1708430610973.png](https://helpgm.webcasts.com/uploads/images/gallery/2024-02/scaled-1680-/bXfXjSIY9jOslGlK-image-1708430610973.png)](https://helpgm.webcasts.com/uploads/images/gallery/2024-02/bXfXjSIY9jOslGlK-image-1708430610973.png) 4. At the right side of the editor, click **</>** to switch to code view. [![image-1708430701236.png](https://helpgm.webcasts.com/uploads/images/gallery/2024-02/scaled-1680-/rtzJMImurvsXKPIm-image-1708430701236.png)](https://helpgm.webcasts.com/uploads/images/gallery/2024-02/rtzJMImurvsXKPIm-image-1708430701236.png) 5. Delete all the placeholder code. 6. Copy the example code (see above) and paste it into the editor. 7. In the code, find **event=1234567** and replace **1234567** with the seven-digit event ID for your event or the event name. Note: If your captions are in a language other than English, be sure to include the language parameter in the link. [![Sidebar tab setup for live captioning](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/scaled-1680-/oX4ozwTA2BFuWFIo-tab-sidebar-captioning.png)](https://helpgm.webcasts.com/uploads/images/gallery/2022-05/oX4ozwTA2BFuWFIo-tab-sidebar-captioning.png) 8. Click **</>** to switch out of the code view to review the setup. You should see a "!" icon in the lower right of the tab setup. This icon indicates that the captioner has not logged in for the event yet, but confirms that the captions have been setup correctly. [![image-1708431541918.png](https://helpgm.webcasts.com/uploads/images/gallery/2024-02/scaled-1680-/lc00MjHBCHtxizU8-image-1708431541918.png)](https://helpgm.webcasts.com/uploads/images/gallery/2024-02/lc00MjHBCHtxizU8-image-1708431541918.png) 9. Click **Save Changes** to save the coding. Then click **Save and Continue** to save changes to the event content. # Testing Captions **To test captioning for your event:** 1. In the Webcast Admin portal, edit the event. 2. On the Event Content tab, edit the sidebar tab you created for captioning and replace your event ID or name with **ihaveadream**. ...src="https://www.streamtext.net/text.aspx?event= **ihaveadream** &chat=false... 3. Click **Save Changes** to save the coding. Then click **Save and Continue** to save changes to the event content. 4. Now preview the web player: click the **Event Summary** tab and at the top of the page, click **View My Event** . Make any changes to the display. When ready, go back and place your event ID in the sidebar tab coding. # StreamText URL formatting The captions can be visually controlled by passing various query strings (parameters) in the URL. Here are the options used in our example code; we hide various elements to ensure captions display well in a sidebar tab. For a complete list of options, see [this StreamText help article](https://streamtext.zendesk.com/hc/en-us/articles/210923103-Controlling-the-streaming-text-page-display).
Query StringPurposeUsed in our example codeResult
languageRequired for displaying captions other than English. The ISO 639-1 code for the caption language. Examples: Chinese (Simplified) - &language=zh French - &language=fr German - &language=de Spanish - &language=es For a complete list of language codes, see [this Google article](https://cloud.google.com/translate/docs/languages). N/AEnglish captions
chatDisplays the chat box&chat=falseChat box hidden
headerDisplays the title and the controls&header=falseHeader hidden
footerDisplays gray footer with copyright&footer=falseFooter hidden
controlsDisplays a toolbar that allows each attendee to change the font, sizing, and other formatting of the captions they're viewing&controls=falseControls hidden
fsFont size&fs=1212 pt font
ffFont family&ff=ArialArial font
bgcBackground color&bgc=FFFFFFWhite background
fgcForeground color; sets the text color&fgc=00000Black text
# Add live interpretation with Interprefy Extend your event’s global reach by pairing your webcast with Interprefy's interpretation widget. Interprefy allows multi-language support by providing viewers with real-time interpretation in multiple languages. The audio interpretation widget can be added to Live audio-only or video webcasts. **Note:** Webcasts support audio interpretation services only. Video interpretation services are not supported. # Schedule your Interprefy event Before your event, you must reach out to Interprefy directly to schedule an interpreter and receive an Interprefy widget link. Your Interprefy widget link should look like this: [https://interpret.world/login=widgetdemo](https://interpret.world/login=widgetdemo) For managed events, you must provide the event production manager with the Interprefy widget link at least 72 hours before the event start time. # Example code Use the following sample code to embed the Interprefy widget. Replace **https://interpret.world/login=widgetdemo with your Interprefy widget link. <!DOCTYPE html> <html> <head> <title></title> </head> <body style="min-height: 405px;"> <iframe style="position:absolute;top:0;left:0;height: 100%; border: none;width:100%;" scrolling="no" src="[https://interpret.world/login=widgetdemo](https://protect-us.mimecast.com/s/WqTFCR680kfBwWjKS9cVYz?domain=interpret.world)" frameborder="0"></iframe> </body> </html> # Add the Interprefy widget Once you have received your link from Interprefy, the widget can be embedded into the webcast player. Sign in to the Webcast Admin portal and edit the Live event to add it. **To add interpretation to an event:** 1. On the left panel, click the **Event Content** tab. 2. Under Optional Content, expand the **Add Custom Player Tabs** section and click **Add Primary Tab**. 3. Enter a name for the live interpretation tab. 4. At the right side of the text editor, click **</>** to switch to code view. 5. Delete all the placeholder code. 6. Copy the example code and paste it in the editor. 7. Replace **https://interpret.world/login=widgetdemo** with your Interprefy widget link for the event. **Note:** Your Interprefy link must begin with **https://** and contain either of the following expected domains: interprefy.interpret.world, interpret.world. ![Manage Tab Content window shows the text editor in code view with the example code and the Interprefy link highlighted](https://helpgm.webcasts.com/uploads/images/gallery/2022-06/ncra1e6L5E8JUhFX-tab-primary-interpretation.png) 8. Click **Save Changes** to save the coding. Then click **Save and Continue** to save changes to the event content. # Preview the widget You should always preview the tab setup before the Live event. **To test Interprefy for your event:** 1. In the Webcast Admin portal, edit the event. 2. On the Event Content tab, edit the sidebar tab you created for captioning and replace your Interprefy widget link with **https://interpret.world/login=widgetdemo**. 3. Click **Save Changes** to save the coding. Then click **Save and Continue** to save changes to the event content. 4. Now, preview the widget in the web player. On the **Event Summary** tab and at the top of the page, click **View Event**. 5. In the web player, click the interpretation tab and select a language. The interpretation starts automatically. ![The event window shows the Interprefy widget demo in a custom tab](https://helpgm.webcasts.com/uploads/images/gallery/2022-06/minZExa0B2vS4TyO-livestudio-interprefywidgettab-cropped.png) Once you've tested Interprefy, go back and update the primary tab coding with your widget link for the event. # Download a computer-generated transcript You can download a copy of the event transcript as a .TXT file. Generated transcripts are available within 24 hours of a Live event ending (and being archived) or a recorded event being published. **Note:** You can only download the most recently published version of the transcript. You can't download previous versions. **To download a copy of an event transcript:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the Event Summary tab, in the Event Details section under Transcription, click **Download Transcript**. ![Download Transcript button](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/CA5juOAXESFToRuU-transcriptiondownloadtranscript.png) # Edit a computer-generated transcript For automated transcripts. You can open a generated transcript in the editing studio and review and edit it. The transcript includes time codes that allow you to play the audio from the beginning of the phrase, so you can compare each transcribed phrase to what was actually said. You can also use the search bar to search for words or phrases in the transcription that you know need to be corrected. The system uses colors to highlight words that need to be reviewed for accuracy. - Red indicates a low level of accuracy. Words might be transcribed incorrectly. - Orange indicates a good level of accuracy. Words are probably transcribed accurately, but might be incorrect. - Blue indicates text you edited. **Note:** When you save the transcript draft, the text you edited changes to black. ![Transcript example](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/6p6L2CVGrAizqAGt-edittranscript-fulltranscript.png) After you save your changes and publish the event, the transcript is generated again with your updates. When ready, you can download the new version. If you made the transcript available to the audience, the transcript is also updated in the event recording. **To edit the transcript:** 1. Sign in to the Webcast Admin portal and edit the event. 2. On the Event Summary tab, click **Launch On-Demand Studio** or **Launch SimLive Studio**. 3. In the editing studio, under the video player, click **Transcript**. ![On-Demand Studio shows the Transcript button circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/lEXegewapFblBdmW-odstudio-edittranscript-circled.png) 4. The transcript is displayed in the Edit Transcript window. Review the transcript in the Full Transcript section. To compare the audio to a phrase, click the **Play** button. To edit the transcribed text, click a phrase and then type your changes. To stop editing, click outside of the phrase. ![Transcript line with edits](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/7P5VWtjtyI4ROpEG-transcript-lineedit.png) 5. To find and replace words or phrases, enter a word or phrase in the search bar and press **Enter**. Click **Replace All**, enter what you want to replace the phrase with, and click **Apply**. ![Transcript window shows Search bar and highlighted results](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/Kj2hVkgWMlHVclZq-edittranscript-search.png) 6. After you finish your edits, click **Save Draft**. ![Save Draft button circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/KcYZhF3FqZx8gpkW-edittranscript-savedraft-croppedcircled.png) 7. A message displays asking if you're sure you want to save your changes. Click **Yes**. 8. A message displays letting you know the save was successful. Click **Ok** and then close the Edit Transcript window. 9. To save changes and generate a new transcript, in the editing studio, click **Publish All Changes**. ![On-Demand Studio shows the video and slides player with Publish All Changes Button circled](https://helpgm.webcasts.com/uploads/images/gallery/2022-08/gjvlaURFNS5WUwki-odstudio-videoslidesplayertranscriptbutton-publishbutton-circled.png) # Add computer-generated captioning to a live event The Webcast platform offers options for human-generated or computer-generated captions on an event. Human-generated captions allow for support in multiple language and have an increased accuracy compared to computer-generated captions but require additional steps in the booking and setup process. The computer-generated caption setup is seamlessly integrated directly into the Webcast platform but offers English only captions. Note that computer-generated captions have an increased possibility of transcription errors compared to human-generated captions. To include computer-generated captions: - Sign in to the Webcast Admin portal and edit the Live event. - In the left panel, click the **Event Content** - Under Optional Content, expand the **Live Captions** - Switch the **Generated automated live captions** toggle to **ON** to add captions to your event. [![image-1691078766623.png](https://help.webcasts.com/uploads/images/gallery/2023-08/scaled-1680-/xP0DQoFIqA1NYiZb-image-1691078766623.png)](https://help.webcasts.com/uploads/images/gallery/2023-08/xP0DQoFIqA1NYiZb-image-1691078766623.png) - Use the **Glossary Terms** textbox to add a list of terms specific to your event. Include speaker names, product names or other unique terms to improve the accuracy of your captions. Refer to the notes below for best practices for creating a glossary. - Select the **Display captions by default** checkbox to display captions automatically to viewers. **Glossary Best Practices** - No special characters or punctuation should be used in the Glossary, with the exception of - and ' to support names and hyphenated words. - Invalid characters: \\ : ! ? ^ \* + = ; ~ - Long terms should be shortened or broke into several terms. - Terms longer than six words should not be used. - Example: - Not Supported: "The Central Intelligence Agency of the United States of America" - Supported: "Central Intelligence Agency" and "United States of America" - Dashes (-) should only be used for hyphenated words or name. - - Example: "well-being" and "non-profit" - Dashes should not be used to indicate an alternative form of a term. Both terms should be included instead. - Example: - Not Supported: "CIA - Central Intelligence Agency" - Supported: "CIA" and "Central Intelligence Agency" - Slashes (/) should only be used for words that include slashes internally. - - Example: "N/A" - Slashes should not be used to list alternatives or related terms. Both terms should be included instead. - Example: - Not Supported: "Math / Physics" - Supported: "Math" and "Physics" - Parentheses ( ( ) ) and brackets ( \[ \] ) are used to indicate a different way of expressing the same information. However, when speaking, people tend to use either one or the other, but not both. - Parentheses and brackets should not be included. Both terms should be included instead. - Example: - Not Supported: "FBI (Federal Bureau of Investigation)" and "Federal Bureau of Investigation (FBI)" - Supported: "FBI" and "Federal Bureau of Investigation" - Quotation marks (“”) indicate direct speech but are unnecessary when creating a terminology bank. - Example: - - Not Supported: " "The Rock" " - Supported: "The Rock" - Exceptions that provide additional information are acceptable. - Example: "Dwayne "The Rock" Johnson" **Notes**
- If streams are connected in the Live Studio, these settings cannot be updated. - Terms should be separated by semicolon. - The Glossary is limited to 500 terms.