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How to set up and manage your live webinar

Learn how to configure each step of your live webinar to prepare registration, broadcasting, interactions, replay, and follow-up.

This article guides you through the main setup tabs of a Learnybox live webinar.

You will learn what each tab is used for, which settings are available, and what to check before joining the studio or sharing your webinar with your registrants.

Live Webinar Tabs

Dashboard


The Dashboard tab centralizes the main actions used to host your live webinar.

From this tab, you can quickly access the following hosting actions:

  • Create a survey

  • Create an offer

  • Create notifications

You will also find:

  • The Chat block

  • The Viewer panel

Once your audience members are online, you will be able to see them in the Viewer panel and check how many are currently connected.
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Registrants


The Registrants tab allows you to view and manage the users registered for your live webinar.
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You will find:

  • the total number of registrants, including data such as each registrant's name, email address, registration date, status, and more.

  • 3 buttons:
    - Registrant details (allows you to view additional registrant information).
    - Export (allows you to export your webinar registrant list to CSV).
    - Register user (allows you to manually register a user for your live webinar).

The registrants table displays the following columns:

First name

Email

Registration date

Type

Status

Newsletter

Participation


Each row will also include a view icon and a vertical ellipsis (⋮) to access additional available actions (to edit or delete a registrant).

Surveys


The Surveys tab allows you to prepare the surveys you can conduct during your live webinar.
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You can click on Create survey to add a new survey, or Import preset survey to use a survey that you've already prepared.
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Each survey displays:

  • its title.

  • its status (e.g., completed).

  • question type (single or multiple choice).

  • all available answer options.

  • survey results (total for each answer option).

  • a vertical ellipsis (⋮) to display an action menu with additional options.

Notifications


The Notifications tab allows you to prepare short messages to share at any given time during your live webinar.
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You can create a notification or import a preset notification.
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Offers


The Offers tab allows you to prepare the offers you want to present during your live webinar.
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The table displays the following columns:

Offer

Status

Clicks

Unique clicks

Sales

Note: Clicks represents the total number of times an offer was clicked, while unique clicks represents the number of individual users who clicked the link at least once.

Each list row includes a vertical ellipsis (⋮) to display an action menu with additional options.

Chapters


The Chapters tab allows you to segment your content and display unique segment sequences during your live webinar.
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Click Create chapter to add a new chapter.

There are two chapter display formats:

  • Full screen (which displays the chapter title over your video with a blurred overlay);

  • Banner (which displays the chapter title in a window shown at the bottom of the screen);

A repositioning icon is displayed to the left of each row, allowing you to configure your chapter order via drag & drop.
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Each row also includes a vertical ellipsis (⋮) to display an action menu with additional options.

Studio & Pages


This tab groups together the key pages in your live webinar journey:

  • Registration page

  • Registration confirmation page

  • Login page

  • Studio

  • End-of-live-webinar page

For each page, you will find:

  • The Default page or Custom page label, depending whether you're using the pre-built version or a custom page.

  • A customization option (Customize button).

  • A copy link icon, which automatically copies the page link.

  • A direct access button, which opens the page in a new tab.

Emails


The Emails tab allows you to manage all email communication sent to registrants around your live webinar. SMS messages can also be prepared and scheduled if you've set up and connected Twilio to your Learnybox account. For more information, please refer to this help article:
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​How to send a text message (SMS) to your live webinar registrants

Emails are displayed as workflows. Each email card displays:

  • the email subject.

  • the sending schedule (e.g., at time of registration, 1 day before the start of the webinar, etc.).

  • the corresponding scheduled date & time.

  • the sending status.

  • the email recipients (e.g., registrants, participants, etc.).

  • total sends.

  • total opens.

  • a vertical ellipsis (⋮) to display an action menu with additional options.

Reports

The Reports tab allows you to analyze the statistical results of your live webinar. For more details, please refer to this article:
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​Understanding the number of participants and the participation graph in a webinar report
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There is also an Export messages button, allowing you to export chat messages if needed.

Your webinar timeline is also available.
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Replay

The Replay tab allows you to view, share, and analyze the replay of your live webinar.
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Replay statistics and information are available once the live webinar has ended, provided that the replay has been enabled.
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You can also view the Replay watch time chart, with participants displayed per minute.
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Settings

Name & Date


This section allows you to set the live webinar name, URL, and its date & time (including time zone).

For the live webinar URL slug, supported characters include numbers, letters, and hyphens (-).

Click Next step to save your changes and continue to the next settings sub-tab, or Cancel to return to your webinar dashboard without applying any changes you've made.
Note: This applies to all the different webinar settings sub-tabs.

General Settings

The webinar type section allows you to choose between Public and Private. If the live webinar is set to private, it will not appear in the list of live webinars on your personal page.

The YouTube visibility section allows you to choose between Public and Unlisted. If you select Unlisted, the video will be recorded on YouTube and accessible via its URL, but no one will be able to access it through your YouTube channel.

Three expandable sections are also available:

  • Emails: automatic reminder emails for administrators.

  • Presenters: select and add presenters for your live webinar.

  • Number of featured guests: limit the number of people who can join you live on video (or audio) during the webinar.

Registration


The Live webinar access setting allows you to choose the webinar access type:

  • Registration required: users must be registered for the live webinar to access it.

  • Free: anyone can access the live webinar, no registration required (open access).

The Total registrations setting allows you to set a limit on live webinar registrations (i.e., define the maximum number of people who can register for the live webinar).

The Registration type section allows you to choose whether registrations are approved automatically or whether you need to approve them manually.

The Direct marketing section allows you to collect proof of consent for sending marketing emails. You can customize the checkbox label and choose whether this checkbox is selected by default.

The Partner marketing section allows you to collect proof of consent for sharing your leads' data with third parties for marketing purposes.

The Registration information section allows you to add standard fields to the live webinar registration form. The First name and Email address fields are required by default.

The Additional questions section allows you to add your own custom fields to the registration form in question format.

The Registration page section allows you to choose whether you want to keep the pre-built default page or use a custom page you've built as the live webinar registration page. You can quickly customize some visual elements of the pre-built default page if needed.

Two expandable sections are also available:

  • Registration tracking: to add JavaScript tracking code to the registration page.

  • Autoresponders: to configure an autoresponder if it is not listed among the autoresponders integrated with Learnybox.

Registration Confirmation


The Registration confirmation page setting allows you to set a post-registration redirect page:

  • Redirect registrants to the automatic confirmation page.

  • Redirect registrants to an external confirmation page.

You can then choose the automatic registration confirmation page:

  • Default (to redirect to the pre-built default confirmation page). You can quickly customize some visual elements of the pre-built default page if needed.

  • Specific (to redirect to a custom page you've built).

One expandable section is also available:

  • The Registration confirmation tracking section allows you to add JavaScript tracking code to the registration confirmation page.

Waiting Room


The Waiting room section allows you to choose the page displayed before access to the live webinar.

You can choose:

  • Default (to use the pre-built default confirmation page). You can quickly customize some visual elements of the pre-built default page if needed.

  • Specific (to redirect to a custom page you've built).

Studio


The Chat type at the start of the conference section allows you to choose which chat type will be applied when your live webinar starts.

You can choose from the following options:

  • Private chat

  • Public chat

  • Chat disabled

Tooltips explaining each chat type are available. You can also change the chat type at any time during your webinar.

The Display viewer count setting allows you to publicly display the total number of live viewers during your webinar.

The Simulated viewers setting allows you to enter a number of simulated viewers to include in your webinar’s live viewer count.

The Studio section allows you to preview and customize certain visual elements of the studio, which is your live broadcast room.

Three expandable sections are also available:

  • Studio tracking: add JavaScript tracking code to the studio.

  • Advanced settings: edit the video URL and conference status.

  • Attendance tracking: enable sign-ins for attendance checks and define when they should be triggered.

End of live webinar


The Enable replay automatically at the end of the live webinar setting allows you to automatically make the replay available as soon as the live webinar ends.

Note: The live webinar is always recorded. This means that even if this setting is not enabled, you can still activate the replay manually after the webinar ends.
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The Disable replay after: setting allows you to define how long the replay will remain available after the webinar ends, in days.

Keeping the default value 0 means that no availability limit will be applied, and the replay will remain available indefinitely.

The Allow replay registrations setting allows people who were not registered to register and access the live webinar replay. People who were already registered for the live webinar will always be able to access the replay, if enabled.

The Automatic redirection section allows you to set an automatic redirect when the live webinar replay is no longer available.

The Information requested at the end of the live webinar section allows you to choose what information you want to collect from your audience after the webinar ends. Each field can be marked as Required.

The Additional questions section allows you to add custom questions if you want to collect specific information from your audience after the webinar.

The Attendance tracking setting allows you to trigger the attendance certificate to be sent by email. Attendance tracking must be enabled in your studio settings page.

Autoresponders


The Autoresponders section allows you to automatically add new webinar registrants to the autoresponder list of your choice.
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For LearnyMail, you can enroll anyone who registers for your live webinar in one or more email sequences and/or assign them specific tags.

Attendance Documents


The Attendance documents section allows you to configure the documents related to participant attendance. Two documents are available:

  • Certificate of attendance

  • Attendance sheet

Click Configure to set up the relevant document.
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Webinar configuration review

Before sharing your live webinar, check at least the following:

  • the webinar's name, URL, date & time (including time zone).

  • the webinar's access type (in the registration settings).

  • the webinar's registration and registration confirmation pages.

  • the webinar emails.

  • any surveys, notifications, offers, and chapters you've prepared for your webinar.

  • the replay settings (in the end-of-live-webinar settings).

  • the attendance documents, if you need them.

You now have a complete overview of the live webinar application, and the main tabs available to set up, manage, and host your live webinar.

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