Managing Webminar

Four (4) Easy Steps for New Event or Webinar

Introduction

With Icareus Suite Event Webinar it's easy to arrange live events on one or multiple different channels simultaneously, automatically record, synchronize slides and monetize events in many different ways. The web interface is customizable and responsive, providing a high user experience. 
Afterward, the recordings can be trimmed, highlighted and published on video portals with other video content and naturally, if wanted, all the on-demand content can be monetized again.

Four (4) Easy Steps for a New Event or Webinar

In order the have a webinar event, the following steps should be followed:
  1. Configure a Webinar Event Player with your look & feel (Needed only for the first time and can used later for other events): You can read about it from this article: Configure Event and Webinar Player
  2. Create a New event (Read below)
  3. Manage & Host your event. You can read about it from this article: Managing Live Events and Webinars
  4. Manage and Publish Recording (Optional) In the following chapters we go through these 6 steps. You can read about it from this article: Managing and Publishing an Event Recording

Create a New Event

When previous preparations are ready, creating a new webinar event is fast: You can do it in 1 minute!
Click the Event menu, after which you have two options to create a new event:
A) Click the "Copy" button of the old event and then modify the event info and then click Save to create a new event. 
B) Click the "ADD" button, it will open an empty form, as in image below:





The following table shows what kind of event info can be specified for an event:
EVENT INFO
Description
LANGUAGE
Event language
NAME*
Name of event visible in the event list
DESCRIPTION
Description of event visible to viewers
PUBLIC NAME
Event name visible to viewers**
CHANNEL*
Which channel the event is visible on
START TIME*
Start date and time of event (default is the current date and time)
PUBLIC START TIME
Start time shown to the end user.**
DURATION (HHH:MM:SS)*
How long the event is live
PUBLIC DURATION (HHH:MM:SS)*
 Event duration shown to the end user**
RESTRICTION
Read about it from the article: Event and Webinar Access Restrictions
ACCESS CONTROL
Read about it from the article: Event and Webinar Access Control
WEBINAR PLAYERS
 Select which video player to use
EVENT THUMBNAIL IMAGE
Thumbnail image for the event, displayed as the background image on the event landing page.
EVENT CODE
Event code can be used identify the event
CUSTOM HTML
Allows you to insert custom HTML code to build a unique layout where you embed the webinar player
INGEST POINT URL
 [System gives automatically after Save]
STREAM NAME
 [System gives automatically after Save]
EVENT URL (EMBED)
 [System gives automatically after Save]
EVENT URL (CUSTOM UX)
 [System gives automatically after Save] only visible when custom HTML is inserted to the event. This page will render the custom HTML of the event.


* These values are mandatory.
** Public values are the values shown to the end user. If these values are empty, then the real value is shown. These Public values are useful in a situation where you want to start broadcasting the event before the actual event will start. In these situation you will put broadcast starting time and duration to fields START TIME and DURATION, and event's start time and duration to the corresponding public fields. This way end users will see the public values as starting time and duration.

  1. Write event name (mandatory)
  2. Write event description (optional, visible for end-users)
  3. Write event public name (visible for end-users)
  4. Select the channel that is shown
  5. Define the start date, time and time zone for event (mandatory)
  6. Set the duration for the event (mandatory)
  7. Select if the event is recorded automatically (optionally, notice that this must be selected before the event. Ie. recording cannot be set during the event
  8. Click the Save button --> Your event is ready!


The event appears in the event list to the left.


When an event is created, it is shown as
a. Live event: Speaker icon green along with event name
b. Past/future event: Speaker icon red along with event name.

If you want your event to be recorded automatically, check the record event checkbox before the event. Otherwise, it will not be recorded.
If an event is set to record automatically, you will not be able to manually record the event! An event cannot be set to record automatically if it has existing recordings!
Live stream to your ingest point should be On once the event starts and should On when the recording stops. 

The public page for your event

The public web page URLs can be then seen at the bottom of the event page:



Notice that the Event URL (Custom UX) only becomes visible when there is Custom HTML used for the event UX.

Reviewing and Embedding the New Event

You can review the just created event either by checking the external user view (landing page), preview event (event page) or embed the event to your site:
  1. To check the event page, you can click the Preview icon on the event menu
  2. To see the landing page and to share the login URL to your invitation, copy and open the event URL
  3. To embed the event on your web site, open the embed code by clicking the <> button and copy the embed code
See the image below:



Optional Configuration and preparations for the Event

There are different optional configurations that can be used with the event, including:
  1. Adding slides (slides tab)
  2. Setting custom Terms of Usage and Privacy Policy (GDPR sheet)
  3. Uploading the allowed participants (participants tab)

1. Adding Slides

This is optional, webinars can be held without slides.
The Icareus Event and Webinar solution uses images as slides in its system. Slides can be easily exported e.g. from the PowerPoint software by using the Save As function and then saving it as a .jpg file.

However, it is also possible to mix slides video with speaker video with 2 cameras and video mixer onsite, but with that approach it's not possible for the end user to browse the slides as they want.

You can add slides to an event in the following way: 
  1. Click the Slides tab to add new presentation images
  2. Click the “Add” button, located under the upload tab 

     
       3. Open your file explorer and drag&drop your slides (images) to that area



      4. The system says that the images are ready to be uploaded



      5. Click the “Add” or "Replace" button
      6. The system starts uploading the images, a blue progress indication is shown



      Once files have been uploaded you will see them under the "Slides" tab.

Afterward you delete those slides, add new ones or replace the old ones.

2. GDPR Settings

The administrator can write the custom GDPR settings including "Terms of Usage", "Privacy Policy" and "Copyright" in the GDPR Settings tab.



After clicking "Save," links to these texts become visible on the event site:



When the user clicks the link it will open the terms on modal on the top of the page:


3. Uploading the allowed participants

Using the Participants list is described this Knowldgebase article: Event and Webinar Access Control.

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