Webinars

A webinar is a meeting with a host, a few speakers and an audience. People register on a public page, get a personal join link by email, and watch in their browser without an account. Every registration becomes a lead or deal in the pipeline you choose.

#Switch webinars on

Webinars are a company module. A Company admin turns them on in Company admin → Company → Settings → General → Modules (or in the setup wizard's Modules step). When the module is off, Webinars is not in the menu and the public pages and links stop working.

#Choose who uses webinars

The Owner and Company admins can always use webinars. Everyone else needs access: open Company admin → Company → Organization, select the person and turn on Webinars: On. Turn it off and the switch shows Webinars: Off.

• Only people with access see Webinars in the menu and can open the webinar list and details.
• Only they can be picked as Host or Speaker.
• When the module was switched on before this setting existed, everyone who was already host or speaker of a webinar kept access.

#Create a webinar

1. Open Webinars in the menu and select New webinar.
2. Enter the title, a short description, and the start and end time. Optionally add a short Topic: one line (up to 120 characters) that attendees, the host and the speakers see under the title in the webinar room for the whole webinar. It sits in the top bar, so it never covers the video or the captions.
3. Choose the Host and the Speakers. Attendees see only the speakers on the registration page. If the host also presents, pick them under Speakers too; with no speakers, the host is shown. The host keeps all host controls either way.
4. Choose the pipeline and stage for registrations. The default is the first stage of your default pipeline.
5. Leave Registration open ticked and select Save.

Use Copy link to share the registration page. To change the webinar, select Edit. If you change the time, everyone registered gets an email with the new time. Cancel webinar emails everyone and closes registration. Delete removes the webinar and its registration list. Leads, deals and activities already in the CRM stay.

#What registrants get

The registration page shows the title, the description, the time in the visitor's own time zone, and the speakers. People enter their name and email, optionally a phone number, and tick the consent box. Then Dromix:

• finds or creates the contact and opens a lead or deal with the source Webinar, assigned like your web form leads;
• emails a confirmation with the personal join link and a calendar file;
• sends reminders one day and one hour before the start.

#Run the webinar

The host and the speakers select Start in Webinars. They can use the microphone, the camera and screen sharing. Attendees join from their personal link, up to 10 minutes before the start. Their microphone and camera stay off, and they do not appear in the participant list.

In the meeting, the host can turn Attendee chat on or off in the participants panel, or in the webinar's details. The switch says what is happening now: Attendee chat: On (attendees can send messages) or Attendee chat: Off in red (they cannot). When it is off, attendees still see the messages, and their chat box says The host turned chat off.

If live captions are switched on in Admin → Sales & integrations → Live captions, attendees can turn on Captions and choose My language. Only the host's and the speakers' speech is captioned.

#See who is watching

During the webinar, the host and the speakers see N watching at the top of the meeting. Select it to open the Viewers panel: the name and email of each attendee who is watching now, and the time they joined. The list updates by itself within a few seconds when someone joins or leaves.

Only the host and the speakers see the number and the list. Attendees see neither, and neither do company admins who are not the host or a speaker.

#Registrations and attendance

Select a webinar's title to see its details: the number registered and attended, the attendance rate, the average minutes, and the Attendees table. It has one line per person: name, email, status (Attended or Registered, didn't attend), the time they first joined, and the minutes they watched.

• Select a column heading to sort by it. Select it again to reverse the order.
• Use All, Attended and Didn't attend to filter the list.
• Export CSV downloads the lines you see, for example for a follow-up campaign.
• Select a name to open the person's deal, lead or contact.

While the webinar is live, the table refreshes every 30 seconds.

The contact's lead or deal shows each step in the timeline and in the activity log, for example registered for the webinar, attended the webinar for 42 minutes and watched the recording.

#Publish the recording

Record the webinar in the meeting as usual (see Recordings). Then, in the webinar's details, tick Publish recording and use Copy recording link. Viewers enter their name and email before they watch. Each viewer is added to the CRM with the source Webinar recording. Your company's published recordings are listed on the /webinars page. Untick Publish recording to take it down.