These guides are regularly updated. Email mel.herdon@icaew.com any suggestions or improvements.

Schedule a webinar

Zoom Webinars are best for a LIVE event or conference

Zoom Webinars allow a large audience to watch the webinar live, ask questions, up-vote questions, and get real-time answers, vote on polls, and raise hands.

If your webinar has more than 500 people you will require the Large Meeting Add-on licence - this is a floating licence that you can specifically request - just speak to Top Rana in ITD.

Hosts can assign alternative hosts (in case of technical difficulties on the day), and during the meeting they can promote attendees to talk directly to speakers and generally interact more with the sessions.

If you are creating a pre-recorded webinar a Zoom Meeting is better - please see the section on scheduling a meeting

Note: Don’t create ICAEW Zoom meetings or webinars using your personal non-ICAEW Zoom ID.

Settings

Scheduling your live webinar

Sign in to the Zoom web portal and sign into your account. If you have already signed in click My Account (top right).

Click Webinars on the left,

Then click on Schedule a Webinar

Start by entering your title. Then add a short description if you wish (optional).

Some options may not be available if disabled at the account admin (global) level.

Use a template only appears once you have scheduled a webinar and saved the exact format. This guide will show you how to save such a template but you have to first created your webinar to allow you to do this. Click here to visit this section directly

Time Zone - write out the exact time and date of your event. This will appear in the speaker and attendee invites.

IMPORTANT: You can access Zoom to start a webinar before the official time but not after.

Registration if you require this option, click required to enable this. For events that require registration and payment through Configio please continue to use ON24.

Webinar Passcode is now a mandatory field which enhances the security of our webinars. You can edit and create your own personal unique passcode on your webinars. You can chose to embed this into the webinar link (visit your account settings to enable) or send this separately to speakers and audience.

Schedule For If you are scheduling a webinar on behalf of a colleague with a zoom licence select their name. You and your colleague would have needed to add each other in the Scheduling Privileges section in Account Settings. This is not necessary if you are sharing one Zoom account within a team.

The Host is yourself as the person scheduling the meeting.

Having the Video On or Off for Host depends on whether you, the Host, need to be visible as part of the meeting i.e. you are speaking, presenting, introducing or welcoming. You are able to turn it back on when in the webinar.

Panelist means speaker(s). Always allow their Video on.

Audio should always be selected for both telephone and computer. Always select UK plus any other country that your speakers may have to dial in from.

Webinar Options Always enable practice session as this allows you and your panelist to sign in for to preparation before the live session.

Allow Q+A if this is something the speakers will be doing during the webinar.

Allow recording automatically . This will ensure the video is recorded from the moment you have broadcasted your webinar live.

Alternative Hosts

The Alternative Host can start the meeting on the Host's behalf. This user will receive an email notifying them that they've been added as an Alternative Host, with a link to start the meeting.

Enter the email address of another Zoom user who is licensed on the ICAEW account to allow them to start the meeting in your absence (unless they have scheduling privileges)

Don't

Enter your speaker's email addresses on here. It will not work. (See: Inviting speakers below)

Save meeting template

Once you have followed the steps above and clicked on schedule, you will be able to save this meeting as a template if you wish to use the same settings again.

Scroll to the bottom of the page and you will see Save as template.

A box will appear with a field to type in Template Name. Save this as something like Live webinar standard template.

Tips

You will be able to select this template when you next schedule a meeting.
You are able to save multiple templates
To access all your templates , select webinar, then in the top three sections you should see "webinar template"

Don't

Create templates with the same or similar titles
Create templates with meaningless titles (Template 1, Template 2)

Click the template first then change the Webinar topic name. (If you write the topic name first then select the template it changes your original title.)

You should now be able to see the scheduled webinar - scroll to the bottom of the page where you'll need to complete the remaining settings to your webinar.

Note: This section does not save as part of your template as this information is likely to change for each webinar.

Further settings...

Invitations

This is where you will invite your speakers and attendees. We highly recommend creating your own personalised invite by using information on this template.

Invite Panelists are full participants in the webinar - often they are speakers, presenters and moderators. They have access to most host controls including sharing video and viewing the attendee list. They must be assigned panelist permissions by the webinar host. Learn more about the role of hosts.

Invite attendees are the delegates that have paid to attend the webinar. You will see a separate zoom link for the attendees under this section called 'link to join webinar' . Hover over the link to copy link. If you have allowed registration, the attendee link shown will be called 'registration link'.

The registration link - This will send delegates to a separate registration page. One they have registered, you are able to keep track of who is attending. You can also customize this page to ask attendees to submit any further information for example: questions for speakers or subscriptions for sponsors.

Registration settings click edit .

Important: If you have allowed registration you must ensure branding is ok on the registration page and ensure you edit the email settings, see next step for this.

Registration

The event team select the following for their registration events. Edit as appropriate for your webinar.

Questions

The boxes on the left are to show the visibility of the field onto the registration page and the box to the right is to make that subject/ category mandatory for audience to complete.

Select categories appropriate for your webinar.

Custom questions

You can add a custom question. Click 'type' for more question styles. You can make this field mandatory by clicking “required” as shown above.

Email Settings

All invitations have been edited with a standard template across all ICAEW zoom accounts so this cannot be changed. You are able to add extra information to these emails if you wish to enable them through zoom. It is important to ensure complete this section if you have allowed registration for attendees in the previous section.

Under email setting you will see a list of email options. The two sections on the photo highlighted are mandatory sections if you have allowed registration.

Send me a preview : this will send a preview of the email to the account holder
Click “edit” to add any extra information to the email.

Invitation email to panellist : We highly recommend creating your own personalised invite by using information on this template.

Confirmation email to Registrations: Click edit to allow 'send confirmation email to registration'

Reminder email: Click “edit” and select options for 1 hour and 1 day reminder

Branding

The branding is shown on the registration page. This section has been set up and defaulted with ICAEW logo. To add extra imagery, logos speakers, banners and post webinar links click edit on different categories for this section .

Biographies

As Zoom can only do three biographies we are not using this feature.

The maximum number of panelists is dependent on the licence capacity of the host.

You can promote an attendee to a panelist during a webinar.

Sharing invite with panelists

This is where you will send your speaker invitation(s). This is already populated so you will just need to click on Edit to enter the speakers' information.

If you wish you send a panellist their invitation directly through zoom, scroll above to email settings to add any extra information to your email.

In the pop-up box enter the Name (first name and surname) and Email address.

You can choose to Send invitation to all newly added panelists immediately (see bottom left corner). Depending how soon your webinar is, you may wish to tick or untick this section.

If you untick this, your panelist will not get the invitation until you click back into Edit and click Resend.

Events team recommend...

Emails are often lost so we recommend that you do not send this automatically via Zoom.

Instead, to make thing simpler untick the automatic invite and copy and paste the invitation onto your own calendar invite or email.

You can do this by clicking Save once you have entered the name and email addresses of the panelists

Click back into Edit, and then click Copy which will bring up the invite.

Copy the URL - please note that this is unqiue to each panelist.

Also copy and send each panelist/speaker the UK/international number, Webinar ID, Passcode and their unique Participant ID which you will find on each invitation, should they need to dial in using their telephone.

Polls

Polls need to be set up when you set up the webinar. We recommend avoiding setting them up during the live running of the webinar.

To set up your polls, select the option Polls at the top of the settings and click the Add button.

Enter your title in the first field.

You now can enter your polling question with single and multiple choice answers.

You are able to add multiple questions to the one poll, just click and Add a Question near the bottom of the box.

Once completed Click Save.

Tip

Adding multiple questions in one poll will launch all questions in one go. If you want to launch individual questions at different times of the webinar then add each question in different polls.
If you wish to answer your multiple question polls at different times then set each question up as a separate poll.

How to launch the poll during a live webinar

Before going live, make sure you have set up your poll questions

The Events team recommend setting them up in advance, rather than during the live running of the webinar.

Q&A

Click Q+A, then click Edit and select the most appropriate settings for your webinar.

You may want to only Allow attendees to view answered questions only. This gives us the option to monitor negative comments effectively.
You may also want to select Attendees can upvote or even can comment on questions .
You may even want to make the questions from attendees anonymous - Allow anonymous questions - depending on how sensitive the topics are.
Ignore Integration and Live Stream tabs - this function is yet to be fully tested by DP&X and Events teams.

Tip

please note once you start your live webinar and broadcast it to the audience, you cannot change these settings.
See Live Q+A and polls to learn how to manage the Q+A box during the webinar.

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