Hosting a webinar comes with a lot of hidden tasks. Sometimes, presenting a webinar on your own isn't manageable. That’s why you can add team members, allowing you to divide the tasks.
Different team members
WebinarGeek has the following default team members:
Main presenter: The main presenter has access to all functionalities. This includes starting and stopping the webinar, managing other team members during the webinar, controlling the chat, etc..
Co-presenter: Can take the role of presenter; can join the webinar with video and audio on invitation, manage interactions and content (slides and videos) during speaking time and can manage the chat (private and public) and viewers.
Moderator: Can respond to the chat (private and public) and can answer viewer questions this way, or pass them on to the presenter(s). Can turn chat on or off. Additionally, the moderator can manage the viewers.
How many moderators and co-presenters you’re able to add differs per package. We'd like to refer you to our pricing page.
Quick overview of the capabilities of each user role
| Main presenter | Co-presenter | Moderator |
Start or end webinar | ☑️ | ❌ | ❌ |
Manage the stage | ☑️ | ❌ | ❌ |
Can be audible and visible | ☑️ | ☑️ | ❌ |
Control interactions | ☑️ | ☑️ | ❌ |
Control the presentation and share screen | ☑️ | ☑️ | ❌ |
Control video injection | ☑️ | ☑️ | ❌ |
(De)activate chat | ☑️ | ☑️ | ☑️ |
Can reply to (private) chat messages | ☑️ | ☑️ | ☑️ |
Use team chat | ☑️ | ☑️ | ☑️ |
Manage viewers (ban from chat) | ☑️ | ☑️ | ☑️ |
Available with RTMP streaming | ☑️ | ❌ | ☑️ |
Add team members
Adding webinar team members is possible after creating and publishing a new webinar. After publishing a new webinar, you’ll be redirected to the dashboard. That’s where you can add extra presenters, moderators or create a custom team member, and manage them.
To add an additional team member, you can follow the steps below:
1. Navigate and click on your webinar.
2. Scroll down and click on 'Add team member' under 'Webinar team'.
3. Fill in the details of the person you want to invite as a team member.
4. Select the role or create a custom team member.
5. If you don't want to send the invitation immediately, uncheck the box next to 'Send invitation email'.
6. Click on 'Save' or 'Save and add another'.
Remove team member
If you want to remove a team member, follow these steps:
1. Navigate and click on your webinar.
2. Click on 'Edit webinar' and scroll down to 'Webinar team'.
3. Click on 'Edit' > 'Remove team member' next to the team member you want to remove.
4. Confirm the pop-up to remove the team member.
Sending the invitation link
To actually invite a webinar user, send them a lovely email. Follow the steps:
1. Navigate and click on your webinar.
2. Scroll down to 'Webinar team'.
3. Next to the team member, click on ‘Options’ > ‘Send invitation email’.
This email will contain two unique links that allow the individual to participate in the webinar with their assigned role. One link is for the test webinar (for when you’re using 'Dry run' and start a test broadcast) and one is for the real live webinar:
The link for a webinar user is valid for the entire webinar, including all broadcasts. By clicking the invitation link, the person will be assigned the role you gave them in the webinar.
Testing with a team member
You obviously want to test before the webinar to ensure the instructions are clear for all team members.
This is best done with a dry run, read how to start and manage a dry run here. As soon as you open a test webinar, the other tester(s) can connect with you through their test link in their invitation.
In addition, in the test environment of the webinar, you'll have the option to invite test moderators and co-presenters directly. To do this, follow the following steps:
1. Enter the test environment.
2. Navigate to ‘Attendance’ in the sidebar.
3. Click on the ‘Invite test attendee’ icon on the right hand side of the sidebar.
4. Fill in the details of the person you want to invite as a tester.
5. Choose their role.
6. Click on ‘Send invitation via email’.
Please note! The link that is sent, can only be used for the test webinar and not for the live webinar. To participate in the live webinar, you have to add them as team members.
Keywords: divide, group, together