How to Create a Zoom Webinar

Prerequisites 

  • Must use your JCU Zoom Account
  • Must use the Zoom Web Portal

This Article Covers:

How to Schedule a Webinar

  1. Webinars must be scheduled on the Zoom Website: http://www.johncarrolluniversity.zoom.us 
  2. Select Webinars in the left toolbar.Uploaded Image (Thumbnail)
  3. Select blue + Schedule a Webinar in the right corner
  4. Change the Topic to your desired event name
  5. Set When to the start time of your event & Duration to your estimated length of the Webinar
  6. Passcode is suggested for extra cybersecurity.
    • You can use the unique one it creates for you, or put in your own code
  7. Set Host & Panellists video to On to turn on their cameras for the viewers
  8. Additional Options you can turn on/off
    1. Q&A: Allows participants to use the Question & Answer selection of Zoom
    2. Before webinar starts, hosts and panelists can access:
      • Practice session will allow Hosts & Participants to talk privately before starting the webinar.
      • Backstage is a place for facilitators and panelists to meet before, during, and after the webinar
    3. Automatically record webinar: Always set to Cloud so you can access it.
    4. If you accidentally save it On the local machine and you are in a conference room or a classroom, you will need to open a ticket with the Service Desk to attempt to retrieve it.
    5. Include email address in attendee report: This will allow you to export a CSV after the webinar to get the email address of all participants who entered it
    6. Approve or block entry for users from specific countries/regions: Enter various countries and regions to exclude them from joining the webinar based on their IP location
    7. By default, attendees can chat with: Select what groups you would like participants to be able to chat with in real time
  9. Any JCU e-mail account, classroom, or conference room should be added as an Alternative Hosts if you would like them to share content, show a camera, or be heard with a microphoneUploaded Image (Thumbnail)
    1. To add a room as an Alternative Host, type the 3-letter code and 3 numbers of the classroom to add as a co-host
      • For room numbers that are only one or two numbers lead with zeros so that it is three digits (ex: SIH054)
      • Buildings
        • Special Conference Rooms: Donahue, LSC & Jardine
        • Dolan Science Center - West Wing: DSW
        • Dolan Science Center - East Wing: DSE
        • Boler College of Business: BCB
        • Bruening Hall: BRU
        • O'Malley Center: OMC
        • Saint Ignatius Hall: SIH​

How to Invite Panellists

A panellist is a presenter that can share content, activate their camera, and turn on their microphone. Any Non-JCU presenter will be a panellist.

  1. In the webinar settings, there is a link to Invite in the top navigation bar
  2. On the far right, click Edit
  3. In the new pop up window, enter the panellists name & email address
  4. Select Save Changes to send out the invitations to the panellists you have entered
    Uploaded Image (Thumbnail)

How to Invite Viewers

A viewer, or participant, is a remote person who is watching the webinar.

  • Option 1 - Direct URL link
    1. In your webinar settings, select theicon to copy the invite link
    2. Paste that link in your e-mail marketing
  • Option 2 - Copy Zoom's official invitation
    • In your webinar settings, select Invite from the top navigation bar; exactly as you invited panellists
    • Selecting copy invitation will bring up Zoom's official invitation, including phone numbers.
    • Copy Attendee Invitation will copy the invidation for you to paste into your email marketing

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