Tips and Tricks - Create AutoFlows and Automated Events with Ease

If you want to pre-record part of a webinar, we got the solution for you!

It is normal that you may be in the need of pre-recorded part(s) of a webinar. Even record parts of the webinar live. Well, we got you covered! 

What are the use cases?

1. Pre-record an intro segment or a welcome speech (i.e. using BIOs)
2. Pre-record a segment if a presenter is unable to join at the time of the event
3. Record a segment live to reuse in an interactive replay
4. Pre-record or live record all segments to create a fully interactive and automated replay (like on Webinato).

We'll look into all these scenarios in this document, with clarity.

Important Notes

• You cannot turn the devices on or off once the AutoFlow recording has started
• You cannot mute/unmute during the recording
• You cannot bring someone on-air or off-air during the period
• If one or all presenters disconnect and reconnect, they cannot turn the devices on (make sure they have a stable fiber connection)

If you think it is rather better to pre-record than do Live AutoFlow Capture, please follow up with that pre-recording strategy. If you experience any issues, you can stop the AutoFlow recording, and either start a new one or resume the webinar if you are in a live webinar capturing the AutoFlows live.

Case 1/2: Recording an AutoFlow

1. Make sure you are in prep mode with the presenter (before starting an event you are in prep mode)
2. Make sure the microphone/webcam of all the parties that will participate is on
3. Play the storyboard item so that the participants are on-air (verify using A/V Control Panel)
4. Click the AutoFlow button on the storyboard item and do the presentation
5. In the end, stop and save AutoFlow. 

Case 3: Record an AutoFlow live during the webinar (Live Capture) to create an interactive replay (like on Webinato)

An Autoflow can be recorded even during a live webinar. All you have to do is the following.

1. Click the Storyboard button and Play the storyboard item (bring it live)
2. Click the Pencil button at the top-right
   
3. Now hover over the storyboard item to see the AutoFlow option
   
4. Make sure the presenter(s) who are assigned turned on their microphone/webcam (it is not possible to enable the devices or bring someone on or off-air after the recording has started)
5. Click Start Recording
6. When the record is finished, click Stop Recording and then Save
7. Create all the AutoFlows as required.

Case 4: Creating an Interactive Replay

Preparation

1. Decide if you want to pre-record the AutoFlows (Recommended) or capture it live
2. Prepare your event and add all the modules you wish to (The webcam module is unsupported)
   
3. Create the AutoFlow recordings as instructed in the sections above 

Scenario 1: If you are Pre-recording and hosting it with live hosts/presenters to answer Q&A

1. Create a master event (an event with an extended starting date. For instance, set a future date such as 2025/12/31. This helps you to create duplicate events out of it
2. Once you record AutoFlows, play all items and make sure all work fine
3. Add storyboard items that are non-autoplay items at the end such as a Q&A block to the master event
4. Duplicate the event - you need to set different date/time schedules and create multiple events (The recommended way is to use Flow APIs to manage this)
   
   
5. You can now share the event registration with registrants or register them by yourself using bulk registration (CSV upload) or using an email list you collected on your own registration page on your website using Flow API
6. Start the event manually when it is time. The first AutoFlow will play and the rest later automatically. Play the Q&A module at the end manually if you added one.
7. End the event at the end.

Scenario 2: If you are planning to Automate the event (without live hosts/presenters)

1. Follow until step 2 in case 1 above
   
2. Edit the event and go to settings
3. Click Advanced Options
4. Turn on the Auto-start Event toggle
5. Click Next and then Push Changes button
6. Duplicate the event to create a replay - you need to set different date/time schedules (use Flow API to create events programmatically)
7. Share the links with attendees or register them by yourself using bulk registration (CSV upload) or using an email list you collected on your own registration page on your website using Flow API.

Scenario 3: If you are planning to capture AutoFlows during a live webinar and create interactive replays after the live event

1. Follow "Case 3: Record an AutoFlow live during the webinar (Live Capture) to create an interactive replay (like on Webinato)" above
   
2. Host the live event with registrants
3. Go to Past Events in the Dashboard
4. Duplicate the old event 
5. Edit the event and go to Settings
6. Click Advanced Options
7. Turn on the Auto-start Event toggle
8. Click Next and then Push Changes button
9. Keep this as the master event and create duplicates as required -  you need to set different date/time schedules (use Flow API to create events programmatically)
10. Share the links with attendees or register them by yourself using bulk registration (CSV upload) or using an email list you collected on your own registration page on your website using Flow API

If you need help with different use cases please contact technical support.