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) | ☑️ | ☑️ | ☑️ |
|
Manage Q&A | ☑️ | ☑️ | ☑️ |
|
Start Q&A live answer | ☑️ | ☑️ | ☑️ |
|
Answer Q&A text | ☑️ | ☑️ | ☑️ |
|
Available with RTMP streaming | ☑️ | ❌ | ☑️ |
|
Add team members
Team members can be added in the webinar wizard after publishing your webinar or during your webinar from the webinar page.
Before a 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:
Find your webinar in your webinar overview and click its title.
Scroll down and click on 'Add team member' under 'Webinar team'.
Fill in the details of the person you want to invite as a team member.
Optionally enter a custom label for the team member.
Select the role or create a custom team member.
If you don't want to send the invitation immediately, uncheck the box next to 'Send invitation email'.
Click on 'Save' or 'Save and add another'.
During a live webinar
Did you forget to add a team member to the webinar before you started? Don’t worry, you can also add team members during your webinar. Follow the steps below:
Open the ‘Attendance’ tab in the sidebar
Click the ‘Invite team member’ button
Click ‘Invite someone’
Enter the team member’s information and choose to show the invitation link or send it by email. If you choose to show the invitation link, you will have to share it manually. Otherwise, the invitation is sent to the team member’s email address.
Please note! If you add team members during your live webinar, they can only be removed from the interface in the webinar page and not through editing the webinar.
Remove team member
Before a webinar
If you want to remove a team member that was added before the webinar, follow these steps:
Find your webinar in your webinar overview and click its title.
Click on 'Edit webinar' and scroll down to 'Webinar team'.
Click on 'Edit' > 'Remove team member' next to the team member you want to remove.
Confirm the pop-up to remove the team member.
During a live webinar
Team members that were added during a live webinar can only be removed from the team while you’re inside the webinar. They can’t be removed from the team through the other method.
Open the ‘Attendance’ tab in the sidebar
Click the ‘Invite team member’ button
Click the garbage bin icon next to the team member you want to remove
Click ‘Ban’
The team member has now been removed from the webinar.
Sending the invitation link
To actually invite a webinar user, send them a lovely email. Follow the steps:
Find your webinar in your webinar overview and click its title.
Scroll down to 'Webinar team'.
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 might want to test before the webinar to ensure the instructions are clear for all team members. This can be done in a dry run, which you can learn more about in this article.
Keywords: divide, group, together