Invite participants

Via a Share Link

The share link is unique to each webinar. You can find this link by navigating to the organized webinars overview and clicking on ‘Share’ in the options menu (indicated by three dots). If the webinar is the next upcoming broadcast, you can also click the Share button there. On this page, you can copy the link to invite participants to register for the webinar.

You can share this link via email, WhatsApp, or any other communication platform. When someone clicks on the link, they are directed to the detail page of the respective webinar. Below the description, there are two buttons:

• Interested
• View in x days (when the webinar is scheduled for the future)

When a visitor clicks one of these buttons and is not logged in, they will be prompted to log in.

If the visitor clicks the ‘Interested’ button:

• They are taken to a page displaying the webinar’s title, date, and a message that an account is required to view the webinar.
• The visitor can enter an email address. If the email is recognized, they can proceed by entering their password to log in. If the email is not recognized, they are prompted to create an account by entering a nickname, password, and agreeing to the terms and conditions.

If the visitor clicks the ‘View’ button:

• They are directed to a general page where they can enter their email address.
• If the email is recognized, they will be asked to log in with their password. Otherwise, they will see the standard registration form, which includes additional fields like first name, last name, company name, and country of residence, alongside the nickname and password.

In both cases, after clicking ‘Register,’ the user receives two emails:

1. An account verification email.
2. A confirmation email containing a direct viewing link. Clicking this link takes the user directly to the page where the webinar can be viewed without needing to log in. However, this link only works for viewing the webinar itself. If the visitor navigates to the main page of the platform, they will still be required to log in.

After registering, the user can optionally complete their profile (e.g., first name, last name) under “My Profile,” but this is not mandatory.

Once logged in, users can access a page showing all webinars they are registered for.

By Sending Invitations

For white-label customers, OnlineWebinar offers the option to invite participants directly. This skips the step where viewers need to create an account, as you do this for them.

To invite participants:

1. Navigate to the webinar edit page by selecting ‘Edit’ from the options menu.
2. At the bottom of the page, you’ll find a section titled ‘Invite Participants’, showing the number of invited participants.
3. Click this section to open the invitation page. Initially, you’ll see a button labeled ‘Import Participants’.
4. Click this button to upload an Excel file containing the contact details of the participants you wish to invite. At a minimum, the file should include:
   • A valid email address
   • Nickname

Additional optional fields include:

• First name
• Last name
• Company name
• Country

If necessary, columns can be manually linked to the correct properties using a dropdown menu. After linking, click ‘Import Participants’ to process the list. If any details are incorrect, such as a missing email address, those entries will not be imported. Multiple lists can be imported.

You can remove participants from the list by clicking the red cross next to their entry. Once all participants are imported, you can send the invitation email with the direct viewing link by clicking ‘Email Pending Invitations’.

The direct viewing link allows participants to watch a specific webinar without creating an account or logging in. They cannot access other parts of the platform, such as the overview page. However, participants can choose to create an account if they wish.

Combining Methods

Both invitation methods can be used together. They are not mutually exclusive, allowing for flexibility in how you invite your audience.