WebEx Events
In this article
Inviting Attendees or Panelists to a WebEx Event
How to View the Registration List and Manage Registration
Adding an Alternate Host/Co-host to a WebEx Event
How to Edit Existing and Upcoming Events
Scheduling a WebEx Event
Go to uwaterloo.webex.com and click on the blue Sign In button on the top right.
Select WebEx Events on the bottom left.
In the left menu bar, select Host an Event > Schedule an Event. Enter the event information, such as the registration requirements, date, audio settings, and attendees. For more information about each field, continue reading below.
When finished, select Schedule This Event on the bottom right.
Note: What you see in the images below are the recommended/default settings. These can be adjusted as necessary.
Basic Information:
Event name – This should read as you would like it to appear to the public.
Check/uncheck the box next to Registration to require registration for the event.
Registration is selected by default. If you do not need registration for the event, make sure to uncheck the box.
Event password – You have the option to add a customizable password to your event. Create a password that is easy to remember and is at least 4 characters long.
Date & Time:
Select a Date and Time for the meeting.
Tip: Once you are done scheduling this event, you may begin the event early (any time or day before the scheduled day and any number of times) to perform a test run without affecting the event.
Select the Estimated duration (optional). This number only exists to give your participants an idea of how long the event will be. The maximum time an event can run is 24 hours.
Select the designated Time Zones. We recommend going with the default time zone (GMT -04:00). The time zone will be listed on the Event Information page for all participants to see.
Check off the box next to Attendees can join ___ minutes before the scheduled start time to allow participants to join early (optional).
Select the drop-down menu next to Email reminder (optional) to send an email to your account before the event starts.
Audio Conference Settings:
Select Use VoIP only (recommended).
Event Description & Options:
Provide your attendees with a Description of the event (optional). The description will appear when the attendees click on the link to join, prior to the event.
Upload Host image, an image of yourself or the presenter (optional).
Upload Event material to be downloaded prior to event (optional).
You can choose Who can view the attendee list (optional). By default, only the host, presenter, and the panelists can view a complete list of all attendees.
You can create a Post-event survey for all event participants to view and submit after the event (optional).
Survey results can be viewed under My Reports in the WebEx account portal (at uwaterloo.webex.com). For detailed instructions on how to access survey results refer to the Cisco WebEx Help Center for more information.
You can also enter a URL in the textbox next to Destination URL after event if there is a link you would like your participants to visit after the event (optional).
Attendees & Registration:
Attendees can participate in the event, but do not present information. Event attendees do not need to have a user account to access the event. To learn more about Attendees and other WebEx Event roles, refer to the Cisco WebEx Help for more information.
You can Create invitation list to invite attendees to the event (optional).
Tip: For attendees, we recommend sharing the event link (as shown in the Inviting Attendees or Panelists to a WebEx Event section below) rather than adding in the names of the participants in the invitation list.
Select View invitation list to see the list of attendees.
If you are using the invitation list exclusively to invite participants to the meeting, uncheck Allow registrants to invite friends to this event to avoid forwarding of invites (optional).
Adjust the number of registrants if you want to place a cap on the Maximum number of registrants (optional).
Select the Click here next to Registration form to customize the registration form (optional). Hosts can delete, edit, and add questions on the form.
Hosts can choose what type of questions they want to pose:
Text box, Checkbox, Options buttons or Drop-down list
If there is a link you would like attendees to visit right after they register for the event, in the textbox add in the Destination URL after registration (optional).
If you select Yes for Approval required, you can Set up approval rules or manually approve participants.
No is selected by default. By leaving it as no approval required, any person that registers for the event gets approved automatically.
You can set up a Registration password or leave the option as No (it is recommended to keep the default settings).
If you want applicants to have a Registration ID, select Yes (optional). A registration ID will require them to fill out a form and submit their ID code to join your meeting.
Tip: It is recommended to keep the default settings to simplify event management.
Presenters & Panelists:
Unlike WebEx Meetings where all attendees can unmute and share content, WebEx Events requires you to grant these permissions to other individuals.
If other people will be presenting with you (e.g., in a seminar with multiple instructors or an online panel discussion), you can create an invitation list of your co-presenters. WebEx refers to them as Panelists. A Panelist that is sharing content is a Presenter. A co-host/alternate host would also be considered a panelist. To learn more about Presenters/Panelists and other WebEx Event roles, refer to the Cisco WebEx Help Center for more information. For steps on how to add an alternate host to a WebEx Event, refer to the Adding an Alternate Host/Co-host to a WebEx Event section below.
Select Create invitation list to add participants in as panelists (optional).
Tip: For panelists, we recommend adding them in using the invitation list. For complete information on how to invite panelists, refer to the Inviting Attendees or Panelists to a WebEx Event section below.
Select View invitation list to see the list of panelists.
Enter Panelists info to include information about panelists (optional).
If you want panelists to be able to contribute documents, check the box next to Allow panelists to upload documents associated with the event (optional).
Enter panelist password (optional).
Note: Panelists/presenters can be determined ahead of time using the invitation list, or the host can assign that role during the actual event itself. How you choose to set that up is up to you. Refer to the Cisco WebEx Help Center website on how a host can designate the presenter/panelist role during the event.
Email Messages:
In the Email Messages section, you can setup and customize email templates for event invites, registration, event updates, reminder emails, and follow-up emails.
Note: All settings in this section are optional and it is up to you to use the email templates provided by WebEx or to use your own.
In the links next to Invitation emails, select Attendees to edit and customize the email template for attendees and select Panelists to edit and customize the email template for panelists.
Note that the default email template is set up by the site administrator. Hosts can edit and view them.
In the checkboxes next to Registration emails, select the registration email types you would like to receive.
If at any point the event details need to be updated, event participants are sent Event updated emails. Select the links next to Event updated emails to customize the email templates.
Next to Reminder emails, you can select what dates and times you wish to send out reminder emails, if option is checked off, to all participants in the invitation list.
The email templates can be edited by selecting the links next to Reminder emails.
Next to Follow-up emails, you can send thank you and absentee follow-up emails to participants in the invitation list.
The email templates can be edited by selecting the links next to Follow-up emails.
Schedule This Event/Save as Template:
Once the event setup is complete, select Schedule This Event on the bottom right side of the page to create the WebEx Event. All created events will appear in your WebEx account portal (at uwaterloo.webex.com) under Meetings. You will also receive an email notification informing you that an event has been created.
If there is a particular event setup you would like to save for future use, before selecting Schedule This Event make sure to select Save as template… on the bottom left side of the page.
Past event templates can be accessed on the top right of the Schedule an Event page by selecting the drop-down menu next to Event Template.
Inviting Attendees or Panelists to a WebEx Event
Both attendees and panelists can be invited into the WebEx Event through different methods. To find out more about different roles in WebEx Events and what attendees or panelists mean, you can refer to the Cisco WebEx Help Center for more information.
Once the event is scheduled, an email is sent to the host account with the event information, a link to start the event, and links to invite attendees or panelists to the event (as shown in the image below). When sending out invites, there are two possible links to send. One is for attendees and the other is for panelists.
Inviting Attendees
Attendees do not need to have a user account and do not present information. Attendees can participate in the poll and chat and annotate shared content when given the permission to do so. Event attendees can be invited into the event through the following two methods:
Using the Event address for attendees (link) given in the email (as shown in image above) and sharing that link with the attendees. If registration is enabled for the event, they will be asked to register after clicking on the link.
Using the Invitation List option when first scheduling the event, as described in the Scheduling a WebEx Event section above.
Tip: We recommend going with the first option rather than using the second option, to make setting up the event simpler. We have found it is easier to share a link with people you want to invite as opposed to adding them in to the through the invitation list.
Inviting Panelists
Panelists/Presenters are designated by the event host. A panelist is a participant that assists the presenter and participates in the presentation. A presenter provides/shares content during the event. A host can be a presenter and assign panelists to be presenters. Panelists can be invited into the event through the following two methods:
Using the Event address for panelists (link) given in the email (as shown in image above) and sharing that link with the panelists.
Using the Invitation List option when first scheduling the event, as described in the Scheduling a WebEx Event section above.
Tip: We recommend going with the second option, using the invitation list. An event will typically have few panelists/presenters, sometimes even none at all. If you know that someone will be presenting with you, it is best to add panelists in during the scheduling process as WebEx will send panelists email invites automatically once the event is scheduled.
How to View the Registration List and Manage Registration
Go to uwaterloo.webex.com and click on the blue Sign In button on the top right.
On the left menu bar select Meetings.
Find the event and right below the title of the event select Registration.
On the Manage Registration page you can access the pending, approved, and rejected requests. Select Approved or Rejected for each individual registrant or select the option to accept, reject, or make all requests pending.
Note: All registrations are automatically approved by default. To set it up so that registration requests must be approved manually or through approval rules, refer to the Cisco on managing registration.
Approved registrants will receive an email with a registration ID, event password, if any, event number, and a link they can select to join the event. The host will also receive email updates of changes to registration requests if those notifications are enabled for the event (these are on by default).
Note on Registration:
When registration is enabled for a WebEx Event, right before attendees join through the event link, they are immediately prompted to register for the event. You may find it useful to know that attendees can register for the event up until they join the event.
Adding an Alternate Host/Co-host to a WebEx Event
Go to uwaterloo.webex.com and schedule a WebEx Event. For more information on how to schedule an event, refer to the Scheduling a WebEx Event section above.
Below the Presenters and Panelists section of the Schedule an Event page, select Create Invitation List right next to Panelists.
A new window will appear, enter in the name of the alternate host, their email address, and at the very bottom check off the box that says Invite as alternate host.
Select Add to Invitation List. When finished, close the window.
Note: If the name/email address of the person you want to invite as an alternate host already exists in the invitation list, you must delete their name from the existing invitation list and add them in again. The option to add a participant as an alternate host only appears when creating a new panelist. It cannot be done afterwards.
When finished adding in the alternate host and setting up other event details, select Schedule This Event on the bottom right to create the event.
How to Edit Existing and Upcoming Events
Go to uwaterloo.webex.com and click on the blue Sign In button on the top right.
On the left menu bar select Meetings.
Select the title/topic of the upcoming event.
On the bottom right, select Edit Event.
Make the required changes and select Update This Event on the bottom right of the page to keep the changes.
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