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Moderating a webinar

Learn everything about WebinarGeek’s moderation tools, designed to make moderating a webinar easy and effective.

Dewi avatar
Written by Dewi
Updated over a week ago

Moderator controls

Moderators have the ability to change the way they see the webinar room, as well as the ability to mute the webinar for themselves in case they need to focus on the chat. The buttons for this can be found below the video.

Moderator control buttons

From left to right, the functions of these buttons are:

  • Mute webinar
    This button mutes the webinar for only the moderator. This is useful when a moderator needs silence in order to focus on their moderation.

  • Hide the webinar
    This button makes the sidebar take up the entire screen and hides the video, allowing the moderator to focus only on moderation of the chats.

  • Hide the sidebar
    This button makes the video take up the entire screen and hides the sidebar.

Learn how to prepare your moderators hands-on here!

Attendees list

Use the sidebar on the right of the webinar room to view the list of viewers and/or hosts at any time. A green dot indicates that the viewer is online, while a red dot indicates that the viewer went offline.

Open the ‘Attendees’ tab and select the list you’d like to see: ‘Viewers’ or ‘Hosts’.

Viewers

The ‘Viewers’ tab is where you find the list of the webinar’s viewers. You can use this list to ban viewers from the webinar, start conversations with them or open their details.

Click on the three dots next to a viewer’s name and a menu will appear.

  • Ban attendee from the webinar

This option removes the viewer from the webinar and prevents them from reentering. They will no longer be able to watch the webinar.

  • Start conversation

This option starts a private conversation with the viewer, which can only be seen by the host(s) and the viewer in question.

  • Open attendee details

This option opens a window where you can find the viewer’s details.

Filtering the attendee list

It may be difficult to keep track of all of your attendees if you have a particularly crowded webinar. That’s why you can filter the lists.

Open the ‘Attendees’ tab and click the icon with three lines at the top right.

This will open a menu with the filtering options. In the ‘Viewers’ list, you can filter based on name and email, while in the ‘Hosts’ list, you can filter based on name, email and role. Click ‘Apply filter’ and the list will be filtered.

To clear the filter, press the ‘x’ that appears in the top right next to the filter button while a filter is applied.

Banning viewers from the webinar

Open the ‘Attendees’ tab in the sidebar to access the list of viewers.

Look for the viewer you’d like to ban from the webinar and press the three dots next to their name, then choose ‘Ban attendee from the webinar’.

This will kick the viewer out of the webinar and prevent them from reentering. They will no longer be able to watch the webinar or participate in the chat.

Banning a viewer from the webinar

If an attendee has sent a message in the chat, you can also access the attendee menu from their chat message.

Interactions

As a moderator you cannot start or end interactions, only a (co-)presenter is able to do this.

A moderator will be able to see ongoing interactions and their results. After an interaction is started by a presenter, the interaction will become visible in the moderator’s sidebar. In case of a quiz or poll you will also see the results.

Past interactions can be viewed by opening the “Past interactions” dropdown.

Moderators can see interaction in the sidebar

Operating chat

Types of chats

A moderator has access to three types of chat.

  • Host chat

The host chat is a chat between all presenters and moderators of the webinar. Viewers cannot see this chat. Open the ‘host chat’ tab to send and see messages.

  • Public chat

Open the ‘Chat’ tab to find the public chat and host chat. The public chat can be seen by everyone in the webinar, while the host chat can only be seen by the presenters and moderators.

  • Private chat (conversations)

Open the ‘Private chat’ tab to find the private conversations. These are conversations between one specific viewer and the presenters/moderators of the webinar. You can use the ‘Latest messages’ tab to quickly review which private conversations have new messages.

Double sidebar for moderators

To assist with moderating the webinar, moderators have two sidebars. The left panel displays the attendees list, host chat and conversations. The right panel shows your chat messages and is the panel you will use to chat with attendees.

When you select a private conversation the chat will open in the right panel. You can only have one private conversation open at a time. The public chat is also part of the right panel.

Enabling or disabling chat

Both the public and private chat can be enabled or disabled at any point in time during a webinar. To enable a type of chat, open its tab and press the ‘Enable public/private chat’ button.

Enabling the public chat

To disable a type of chat, open its tab and press the crossed speech bubble at the top right.

Using the chat

Sending a message

Type a message in the text box and press 'Enter' on the keyboard to send it.

New messages

You can easily keep track of when you receive a new message through keeping an eye on the tabs, even if you don’t currently have the chat open. An indicator will let you know if you’ve received a new message (and how many).

Would you like to see the latest private messages without searching through the private conversations in your list? Press the ‘Change view’ icon and select ‘Show latest messages’. This shows you the latest messages in private conversations along with their timestamps.

Unread private chat messages are marked by an orange indicator that shows the number of new messages and the time at which the latest one was sent

Please note! The ‘Latest messages’ tab does not include public chat messages.

Quoting chat messages

You can easily reply to questions and other messages by using the reply button. Hover over the message you want to reply to and click on 'Reply to message'. The quoted message will be visible in the chat box, including the original writer's name.

Quoting chat messages

Please note! Deleted chat messages will be reflected as removed within any quotes that include the deleted content.

Removing chat messages

Did someone send a disruptive chat message? Don’t worry! It’s very simple to remove the message from your chat.

Place your mouse on top of the message and three dots will appear at the right. Click on the three dots and then select ‘Remove’. A window will appear asking you to confirm that you want to remove the message. Click ‘Remove’ and the message will be removed.

Removing a chat message

In private chat conversations you can hover over the message and click the trash can icon.

Managing private conversations

Starting a new private conversation

Open the ‘Attendees’ tab in the sidebar to access the list of viewers.

Look for the viewer you’d like to start a private conversation with and press the three dots next to their name, then choose ‘Start conversation’.

Starting a new private conversation

If a viewer sends a message in public chat and you'd like to answer their question in a private conversation instead, hover over their chat message and click on the three dots that appear. In the menu, select 'Start conversation'.

Closing and re-opening conversations

It can be handy to have a way of marking conversations that have been finished when you receive a lot of messages during a busy webinar. This is why you can close conversations.

In a private conversation, click the speech bubble with a ‘X’ to close the conversation, which will essentially mark the conversation as resolved.

If a conversation is closed, it will show in the conversation. To reopen a conversation, press the open lock at the top right.

Assigning conversations

It may be difficult to keep track of who answers what when your webinar is particularly crowded and there are multiple moderators. Assigning conversations to specific hosts is the solution to this problem. Learn how to automate assigning conversations here.

In a private conversation, click the gear icon at the top. A menu will appear with multiple options.

  • ‘Assign to me’ assigns the conversation to yourself.

  • ‘The names of your fellow hosts’ assigns the conversation to the specified host.

  • ‘Unassign conversation’ unassigns the conversation from whoever it’s currently assigned to.

The blue dot in the menu indicates who the conversation is currently assigned to or if it's unassigned.

Filtering your conversations

It may be difficult to keep track of all of your private conversations if you have a particularly crowded webinar. That’s why you can filter them based on their status.

Open the ‘conversations’ tab. In the left corner you will have a dropdown menu to filter based on assignment. Next to it is a toggle which can be used to switch between closed and open conversations.

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