Zoom - Schedule a Webinar (Requires License Request Form)

Issue/Question

• How do I schedule a Zoom Webinar?
• How do I schedule a Zoom Webinar with registration?
• How do I schedule a Zoom Webinar without registration?
• I need to schedule a Zoom Webinar.

Environment

• Oregon State University
  • Faculty/Staff
  • Students
• Windows 7, 8, 8.1, 10
• Mac
• Zoom Users

Cause

Zoom Video Webinar allows you to broadcast a Zoom meeting to up to 500 view-only attendees, depending on the size of your webinar license. Webinar licenses are available by request, using the Webinar License Request Form and are required for hosting a webinar. There are limited availability of licenses with capacity of 100 participants and capacity of 500 participants. As the host or a panelist, you can share your screen, video and audio in a webinar and attendees can use the chat or question and answer options to interact with the host and panelists.

Webinars can require preregistration, with the option for the host to add custom registration questions, or registration can be turned off for attendees to join by simply clicking a link at the time of the webinar. Webinars can be held once, can reoccur in a series, or can be the same session held multiple times.

Resolution

Method 1 - Schedule Webinar with Registration Required

https://support.zoom.us/hc/en-us/articles/204619915

Scheduling a Webinar with registration requires your registrants to complete a brief form before receiving the link to join your webinar. This allows you to collect the names, email addresses, and other information from the registrants. You can choose to automatically approve anyone who registers or manually approve attendees. 

Once you've scheduled a webinar with registration, you can:

• Collect additional information by customizing your registration questions
• Edit the webinar emails and choose which emails to send
• Customize the registration page - add a banner and logo, share information about your speakers/presenters, customize the page theme, and edit the description shared on social media
• Use multiple URLs to track where your registrants are coming from

If you do not need to collect registrant information, you can schedule a registrationless webinar.

AUTOMATIC REGISTRATION APPROVAL

1. Request access to temporary Webinar License using Webinar License Request Form
2. Once access has been confirmed, login to your Webinars page.
3. Select Schedule A Webinar.
4. Choose the desired webinar settings. (See link above for many settings and their descriptions)
5. Click Schedule.
6. Your webinar is now scheduled. Scroll down to the bottom of the webinar details page to view the registration options under Invite Attendees.
7. Next to Approval, it will list Automatically Approve or Manually Approve. If it lists Manually Approve, click Edit on the right side.
8. Select Automatically Approve.
9. Click Save All.
10. You can copy the registration URL or the invitation to share with your attendees.

MANUAL REGISTRATION APPROVAL

1. Request access to temporary Webinar License using Webinar License Request Form
2. Once access has been confirmed, login to your Webinars page.
3. Select Schedule A Webinar.
4. Choose the desired webinar settings. (See link above for many settings and their descriptions)
5. Click Schedule.
6. Your webinar is now scheduled. Scroll down to the bottom of the webinar details page to view the registration options under Invite Attendees.
7. Next to Approval, it will list Automatically Approve or Manually Approve. If it lists Automatically Approve, click Edit on the right side.
8. Select Manually Approve.
9. Click Save All.
10. You can copy the registration URL or the invitation to share with your attendees.
11. After an attendee has registered, return to your Webinars page.
12. Click on the name of the webinar to view the details.
13. Select Edit to the right of Manage Attendees.
14. Select the user(s) to approve or deny. You can select multiple registrants to approve or deny at the same time. If approved, they will receive an email with information on how to join the Webinar.

Method 2 - Schedule Webinar without Registration Required

https://support.zoom.us/hc/en-us/articles/204619235-Scheduling-a-Registrationless-Webinar

Scheduling a webinar without registration will allow attendees to join without needing to sign up in advance. Attendees will be required to enter their name and email address upon joining.

1. Request access to temporary Webinar License using Webinar License Request Form
2. Once access has been confirmed, login to your Webinars page.
3. Select Schedule A Webinar.
4. Choose the desired webinar settings. (See link above for many settings and their descriptions)
5. Click Schedule.
6. Your webinar is now scheduled. Under Invite Attendees, you can copy the join link or the invitation to share with your attendees.

For assistance, contact the IS Service Desk.