In the following article we will guide you on how to create and configure a massive Webinar.
To create a massive Webinar (shareable link with Youtube) you may go to E-Learning Courses >> General >> Webinars.
All Webinars that have been created will then be displayed and can be edited and/or deleted.
To create a Webinar you will have to click on Add New.
You must fill in the information required on Basic Data: (Fields marked with * are mandatory.)
Enter course trailer: Upload a short-duration video to provide users with an overview of what the webinar is about and its main topics.
Course name: Choose a name that you can easily identify
Priority: Level of relevance of the webinar over other webinars
Training provider: A list will be displayed with all those providers that are in Data Center >> Training Providers.
Short Description: This brief description will be used on the cover page of the featured courses.
Webinar Review : Brief summary or detailed objectives of the course
Level: Select the level of the webinar .
Categories: In case you have configured a category and/or field called "Categories" in the context of courses for the catalog, it will appear in these settings
Downloadable PDF file: Upload a file where you can share the webinar’s content. The objective is that the users can review the course contents in the manual without having to watch the course again (similar to notes).
PDF Downloadable manual: Upload a webinar presentation file where the users can access relevant information about the course.
Once you have finished filling in the data you may click on “Next”.
Then you will need to complete the Configuration and Scheduling.
Host User: It is the controlling user of the webinar, who will start the meeting in Zoom and who will have all the permissions and attributions:
Mute/stop/remove participants or panelists
Share screen and allow others to do so
Create or edit surveys
End the session
Others
If this user has not entered the webinar, other participants will not be able to enter, and only with the permission of this administrator the participants can activate their camera and/or microphone.
However, once this user enters the Zoom meeting, they can assign other participants as Panelists to assist in monitoring the participants.
(Participants >> upgrade to panelist)
There can only be one administrator user
Adjust the webinar's start and end date and time:
This corresponds to the date and time when the webinar will be accessible, and participants cannot join at any other time.
The start date will coincide with the sending of invitations to enrolled participants (if this option is activated). You will be directed to an interface where you need to click on Check availability >> Select.Make this course available to all collaborators without the need of authorization from the administrators: You can enable or disable this button that allows the course to be available to any active employee in your portal, without the need to assign or enroll them in a segment.
Send an email invitation to participants' calendars. Each time you enroll a participant, they will receive the webinar as a calendar event. It will appear in their calendars with the name of the webinar.
Important: The webinar Creator is also an administrator by default.
In addition, these roles ensure that in case of technical difficulties with the designated Host user, the webinar will not end.
The selected panelists will take their place while the Host user rejoins.
Remember that selecting participants for these roles does not affect their participation in the webinar; it is meant to ensure the smooth operation of the webinar.
Once you click on Schedule and Finish, you will be returned to the Webinar List view.
In order to edit, you may click on Edit on the newly created webinar.
General Here you can access general information, where you can add course notes, which will only be seen by the administrator.
Course Information and Access Rules: In both cases we will be able to change previously made configurations, such as general information (name, host, priority, etc...) and start and end dates.
TNA(Training Needs Analysis):
To access TNA go to Settings >> TNA.
Select TNA activities. All activities created in the TNA module will be displayed. This ensures that as the course is completed, the learning plan is also completed. In other words, this "feeds" what is configured in the TNA. Remember to Create and edit
Bulk messages:
To access this configuration you should go to Settings >> Bulk messages.
If you want to create a new message for the webinar participants go to Send new.
Then you will have to configure the message.
Select the participant group to whom you want to send the message.
Choose whether you want to copy the course creator in the emails.
Write the topic
Write the body of the message
Once configured, click on Send.
Email format:
To access this configuration you may go to Settings >> Email format.
Activate or deactivate the sending of base emails and reminders.
*Important: the base emails will be sent on the date and time set as start date in "Access Rules", while reminders will be sent only to registered participants who have NOT completed the course, every two days, up to a maximum of 5 times. (in case you want to send more messages, you can do it in "bulk messages").Review and change base emails and reminders. Now you may Create and edit.
Webinar emails:
To access you should go to Settings >> Email format >> Webinar emails.
Similarly, here you will be able to:
Enable or disable the sending of reminders.
You can customize the subject of the email that is sent 10 minutes before the start of the webinar.
You can customize the body of the email that is sent 10 minutes before the start of the webinar.
Important: You can only customize the reminder email that is sent 10 minutes before the webinar.
At the end click on Create and edit.
You will also have the option to configure the emails sent to the facilitators.
You will have to click on Facilitators Emails.
Here you will have the option to:
Enable or disable the sending of reminders.
Enable or disable the sending of reminders.
Change the reminder email subject
Change the body of the reminder email
At the end click on Create and edit.
Gamification:
To access you should go to Settings >> Gamification.
Once inside, you will be able to activate certain Milestones to award the desired amount of experience points.
Remember that it is necessary to click on Create and edit once you have the configuration ready.
Configuration and Scheduling: This step was reviewed previously, the same information is maintained.
Host User: This is the user who will control the webinar, host the Zoom meeting and have all the permissions and attributions:
Mute/stop/remove participants or panelists
Share screen and allow others to do so
Create or edit surveys
End the session
Others
If this user has not entered the webinar, other participants will not be able to enter, and only with the permission of this administrator the participants can activate their camera and/or microphone.
However, once this user enters the Zoom meeting, they can assign other participants as Panelists to assist in monitoring the participants.
(Participants → upgrade to panelist)
There can only be one administrator user
Adjust the webinar's start and end date and time:
This corresponds to the date and time when the webinar will be accessible, and participants cannot join at any other time.
The start date will coincide with the sending of invitations to enrolled participants (if this option is activated). You will be directed to an interface where you need to click on Check availability >> Select.Make this course available to all collaborators without the need of authorization from the administrators: You can enable or disable this button that allows the course to be available to any active employee in your portal, without the need to assign or enroll them in a segment.
Send an email invitation to participants' calendars. Each time you enroll a participant, they will receive the webinar as a calendar event. It will appear in their calendars with the name of the webinar.
Participants: You will find 3 entries on the participants section:
Enrolled
Optional
Rules
To access each of them you should go to Participants >> Enrolled/Optional/Rules (as needed).
If you select "Enrolled", you will be able to upload the participants who are required to attend the webinar.
To do so, click on Enrolled >> Import participants.
Then you will have to paste all the identifiers corresponding to the employees you want to enroll in the webinar.
You must always paste them in the same format in which they are created in the data center.
Once you have pasted all the identifiers you may click on Upload.
Important: Similarly, you can remove participants by clicking on Bulk deletion.
*Remember that the users to be enrolled must be loaded in the data center.
If you select Optional you will be able to upload the participants who are not required to attend the webinar.
The steps to perform the import are the same as in the previous step.
You will have to paste all the identifiers corresponding to the employees you want to enroll in the course.
You must always paste them in the same format in which they are created in the data center.
Once you add all the Rut's or identification numbers you have to click on Upload.
Rules:
If you select Rules you will be able to automatically add users to this course, depending on the criteria that are set. You can set the automated rules for participants to be enrolled in both the Enrolled and Optional tabs.
Select "Registration of mandatory or open participants".
Select "Add new" in "Add dynamic field rule" or "Add dynamic category rule".
Select the desired field or category (must be created in custom categories in general settings).
Once again, you should click on Save changes.
Costs: You will find 2 entries in costs:
Per participant
General
To import costs per participant you may go to Costs >> Per Participant >> Import Costs.
Select the Bulk Upload Mode (One value for all or One value per employee)
If you select One value per employee you must fill in each value as indicated in the box.
Fill in all the required fields and click on the Upload Costs button.
To import general costs you may go to Costs >> General >> Add new.
In this section you will be able to:
Add new
Select a cost type
Enter the total amount
Delete the general cost by clicking on the "trash can" icon.
Once the configuration is ready, click on Save changes.
Remember, if you need assistance or have any questions you can contact us through our chat or email. We are happy to help you!
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