Getting Started - Webinar Rooms

Modified on Thu, Dec 7, 2023 at 11:18 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.

TABLE OF CONTENT

How does a Webinar Room work?

A Webinar Room on Flow is fundamentally similar to an indefinite event (core functionality), but it functions as a permanent and indefinite event that you can start and end manually. Unlike events, it provides direct and permanent links that don't change over time.

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,

Click the ... menu in the webinar room card
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).

Summary

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

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

Adding from Admins Page

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

Entering a Room

Entering a Flow webinar room is quite easy.

Log into your Flow dashboard as a host/presenter
Click the Rooms tab
Click the name of your room
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

Click the ... menu in the room card (upper right-hand corner)
Click Summary
Find the guest link under the Room Join Info. The passcode can be changed or even disabled.
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

Click the Enter Room button to join the webinar room as a host
Click Yes in the following dialog box
Add storyboard items if there is none - the items you added will be preserved by the system the next time you start the room
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,

Click Past Events on your admin page
Select the name of a webinar room from the dropdown list
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.