Scheduling a Webex Webinar

Faculty, Students, and Staff have access to use Webex s to address large crowds for one-way dissemination of information. The Host, along with a panel, can address a large audience with the assurance of privacy and security in this one-way communication platform.

1. Go to http://s.uconn.edu/webex .

2. Enter your UConn NetID and NetID password to sign in.

3. From the lefthand menu choose Calendar and then click on the caret that sits in the Schedule button.

4. Open

   

   Give your Webinar an appropriate name in the Meeting topic field.

5. At the top of the page, you will see Webinar templates. You may schedule your Webinar and save it as a template if you plan on creating similar Webinars in the future.

6. Enter the Topic (session title).

7. Set the Date and time and the anticipated duration. You may begin your Webinar before your scheduled date and time in order to conduct tests with or without your Panelists/audience without effecting the scheduling. 

   1. There is no penalty for running shorter or longer than your set duration. The hard time limit for all Webex sessions is 24 hours.

8. Invite your Panelists in the Panelists field. These are the participants that you would like to have camera and microphone privileges. 

   1. You may make any UConn Panelists a Cohost by clicking on the person icon that sits next to their name.

      Open

      

   2. If your Panelist does not have a UConn NetID, you may elevate them to Cohost once the Webinar has started.

   3. If your Panelist does have a NetID but is not appearing, have them follow this guide: Using Your Webex Account to create their account.

9. Ignore the Tracking code field. This code is used by IT departments to track Webex usage by department for billing purposes; UConn does not do this.

10. The Agenda field

    1. The typed agenda will be included in the invitation email that is sent to the addresses typed above.

    2. For an uninvited participant to see the agenda:

       1. When they click on the join link, a web browser will open. If they have the desktop app installed, Webex will then switch to the app instead of the browser. Once they fully join the meeting, that web browser page will update to show all the meeting info, including the agenda.

       2. Once in the meeting, a user may click on the Webinar Info button in the top-left corner to see the webinar info, including the agenda.

11. Click on Security to continue.

    1. Webinar Password

       1. A password is required for your webinar. Leaving the default password is perfectly fine, as those who click on the Join Link will not need to enter the password.

       2. Only those who search for the session by the Meeting Number or Access Code will need to enter the password. This is meant to prevent bots from brute-force guessing meeting numbers and invading sessions.

    2. Panelist Password

       1. Enter a Panelist password that is different than the Webinar password. 

       2. It is important to enter a unique Panelist Password. If the two passwords are identical/similar, an Attendee with bad intentions would only need to figure out the Host's/Panelist's email address in order to join as a Panelist.

       3. Remember, a UConn email address is not private information and can be found/deduced with ease.

    3. Require account

       1. These two options can severely limit who can join your webinar. Requiring attendees to sign in is requiring them to sign into a UConn Webex account using their NetID. It is not the same as Registration.

12. Within the Audio connection options menu,

    1. Leave the connection type as Webex Audio even if you plan to join by phone call.
       Only the Webex Audio option supports Breakout Sessions. Webex Audio is the default option and allows users to Call-in and does not remove any PTSN functionality. 

    2. Make sure there is "No Tone" for Participants coming and going.

    3. Here you may disallow Panelists to unmute themselves after you mute them.

    4. You may also enable mute upon entry for your Panelists. This option can be very helpful in cutting down on background noise. A Panelist must manually unmute themselves if they wish to speak.

13. Within the Advanced options menu,

    1. Automatic recording will begin your Recorder as soon as you begin the Webinar. Just as with Meetings, the recording may be trimmed after it has finished processing.

    2. Practice session will begin your Webinar in the Practice Session automatically. This will create a temporary barrier between the Host/Panelists and the Attendees while allowing everyone to join the Webinar.
       When the Automatic Recording or Practice Session checkboxes are checked, the other checkbox will be unavailable.

    3. Breakout sessions work the same as in a Webex Meeting. Learn more here Managing Webex Breakout Sessions

    4. Registration will require participants to enter certain information before joining the Webinar. Note that registration is not necessarily a form a security, but rather a means of gathering information from your audience.

       1. You may customize and preview your Registration form. You may also create custom questions by clicking on + Add a customized question.

       2. Registrants will need to be manually accepted/rejected by the Host/Cohosts unless Automatically accept all requests is selected or approval rules are set up. For example, you may want to auto-approve all email addresses that contain “@uconn.edu”.

14. Optional: As mentioned at the top of this guide, you may now save your scheduling as a Template. This will save you time in the future if you need to schedule a similar Webinar. Next time you schedule, you may simply select this template from the drop-down menu at the top and then edit as needed.

15. You may uncheck the Automatically send email invitations box if you would like to customize the emails before sending, or to control who gets the email.
    Learn more about Customizing Webex Webinar Emails

16. Click Schedule to finish creating your Webinar.

Now that the scheduling, or “booking” is complete, you will be brought to a page that shows all the Webinar information. This page contains the links that you will need to distribute. The invited Panelists will receive an email with the same information shown on this page, so do not worry about sharing to them.

The Attendees (audience, non-speaking participants) however will need the information on this page; click on the Attendee tab and then the Copy attendee invitation text to copy all the necessary information into your Clipboard. now that this information is in your Clipboard, you may simply Paste the information wherever you need it. View the guide linked below for more information.

Sharing Webinar Information

Sharing Webex Information Online

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