Flow Webinar Rooms

Modified on Wed, 18 Oct 2023 at 03:00 PM

Flow started as an event-based platform. We understood that for certain scenarios, this does not fit. For instance, our trading clients who previously used Webinato required permanent virtual rooms to carry out their training sessions. Certain other clients needed breakout rooms. This guide introduces you to our latest addition to the Flow platform, the Webinar room system.

YouTube Guide

A "Room" is a virtual webinar room. It is permanent and has a direct access link and separate management options different from Flow events.


How does a Webinar Room work?

You can start the session just like you start an event so that you can stream to your audience. Use the start button to let your audience (attendees) hear and see your A/V and the media modules you use.

Adding/Removing a Room

During the first phase (Beta), you will be requested to contact the Flow team to set up a webinar room for you. Once added, the room will be displayed on your dashboard.

Customizing a Room

To customize room settings and graphics, 

  1. Click the ... menu in the webinar room card
  2. Click Edit

General Settings

  • Can change the title of the room and description (only applies to the event card)

Settings (Features)

  • Standard Options
  • Advanced Options

Customize (Look and Feel)

  • Banner Image: Appears in the room before the session starts, and on the guest registration/login page
  • Banner/Button Color: Appears in the main deck of the webinar room (highlight color) and on the guest registration/login page
  • Custom Lobby Image: Appears before the session starts. This can be used as an in-room advertisement
  • Webinar Banner Image: Appears at the top/middle section of the webinar room (if you do not add a banner, your logo will be displayed instead).


  • Lists the settings you selected
  • Guest access information
  • Host/presenter access information and add hosts/presenters

Adding/Removing Hosts/Presenters to a Room

There is a couple of ways to add or remove a host/presenter.

You must be an admin with user management permissions to add another host/presenter to a webinar room.

Adding from Room Summary

  1. Click the meatball menu button at the upper right in the room card (...)
  2. Click Summary
  3. Scroll to the bottom and click the '+' button next to the Hosts and Presenters
  4. You will be taken to the Admins page
  5. Now, find the host/presenter and click Add to room
  6. Add necessary permissions (this is saved automatically as you select from the dropdown menu)
  7. Click Back to rooms to finish the process.

Adding from Admins Page

  1. Click your profile image at the upper right-hand corner of the admin dashboard
  2. Click Admins 
  3. Follow the first method above (from step 4) to complete adding hosts/presenters.

Entering a Room

Entering a Flow webinar room is quite easy. 

  1. Log into your Flow dashboard as a host/presenter
  2. Click the Rooms tab
  3. Click the name of your room
  4. Click the Enter button at the specific room card (near the bottom left).

- If the enter button is not enabled for you, you need to enlist yourself as a                    host/presenter
- If you see the '+' button to add yourself, go ahead
- Ask your Flow administrator or a host to add you to the webinar room if you don't see the '+' button to add yourself to the room.

Managing Attendees (Add/Remove)

Implementing Single Sign-On (SSO)

Read our online guide on implementing SSO and integrating Flow into your website's login system. This will eliminate the need for users to register or log into Flow using a separate email/password combination. It saves time for you and your clients. 

Click here to learn more.

Adding/Removing Registered Users (Coming up)

Adding/Removing Guest Users and Set Passwords

  1. Click the ... menu in the room card (upper right-hand corner)

  2. Click Summary
  3. Find the guest link under the Room Join Info. The passcode can be changed or even disabled.
  4. Copy the main link/passcode and share it with your guests.

Guest link can be used by anyone who wishes to register and log in. Do not share the password unless you know who the user is and will not be sharing with others. The number of users joining as guests will impact the room capacity!

Starting/Ending the Room

  1. Click the Enter Room button to join the webinar room as a host
  2. Click Yes in the following dialog box
  3. Add storyboard items if there is none - the items you added will be preserved by the system the next time you start the room
  4. Click the Start Event button to start the session.

What is Prep Mode?

This is the same as eCurtain in the webinar room. During the prep mode, your microphone/webcam/other modules cannot be heard or seen by the attendees. You can start the event by clicking the "Start Event" button when you add a storyboard item. This changes the End Prep Mode to End Event. This means that you start the session and stream to your attendees live.

Question: If I end the prep mode, does it cause any issues?

Answer: This does not end the session, as you did not start the room. However, it will kick everyone out, and they must join back. The link for guests won't expire even when you end prep mode.

Managing Replays

(Coming soon)

Viewing Reports

To view reports,

  1. Click Past Events on your admin page
  2. Select the name of a webinar room from the dropdown list
  3. Here, All Data lists all the reports, while room names will list respective room reports.

For any inquiries or to get help, please reach us via phone (only for admins/hosts/presenters) chat or by creating a ticket if you are an attendee. 

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