Setting Up Events: Detailed Instructions


You may want to watch This Video Tutorial before reading this page. 

Why Schedule an Event?

You can always just dial in to use your conference line 24 hours a day. However, scheduling an event takes no more than 10 seconds and enables additional features like webcasting and slides. Scheduled events also automatically include a backup recording. You can even do it at the last minute, e.g., an event that you set up at 12:01 or 12:05 for a 12:00 "start time" will still work.

To create an event, click the 'Events' tab on the left side of your account, then click 'Create New'.



Basic Settings

When you click the Create New Event button, you'll see the event basic settings at the top, and the Advanced Options at the bottom.


Event Name: The event name appears only to you; guests will not see it.

Event Date: Set to any day up to 6 months in advance. Our system will default to 1 hour in advance when the page loads. Note: Cloned events will have a default of 1 week in advance not 1 hour.

Start Time: Our system uses a 12 hour clock in the event creation so be sure the AM/PM setting is correct.

Time Zone: The default will be in your computer's local time zone but you can change that if you would like. Note: The event page will show the local computer time of whoever is viewing so guests will see their local time displayed just like the host will see their local time.

Event Duration: Caution! Be sure to schedule your events for longer than you think they will last, since events will end automatically at the scheduled end time. You can add time on the Control Panel > Webcast tab, but you must do it before the timer reaches zero.

Advanced Options

Audio Options: These are the options that will appear to participants on your event page. Note that as a host, you must connect by phone or web call, since webcast is listen-only.

Template: You can choose from 4 different template styles: Clean, Classic, Modern, or Flyer. The Clean, Modern and Flyer templates are required to use features like slides and live chat. You can also publish events on your own website.

Clean, Modern and Flyer Options

Slides: This option is required to display slides and/or pre-recorded video during an event. You can see more details about slides presentations here:

Displaying Slides and Pre-Recorded Video

Chat: This option enables our live chat on the event page. Live chat will appear below the connection options and will be available 15 minutes before the event start time. Note: If you access your event more than 15 minutes before the event start time you may need to refresh the browser before the chat will become available.

Security: When enabled, listeners will be required to enter a password before accessing your event page. This password does not affect phone participants--there is a separate password that can be enabled for the conference from the (Settings > Call Settings) page. Also see this article on passwords.

Comments: Lets participants comment publicly on Facebook or privately to other participants. We have more info on Facebook Comments in this article.

Audio Player: Choose the look for the audio player during an audio only event. (There will be a preview that shows to the right side of each option)



Enable Social Networking "Share This" link: Lets participants share the event page on social networking sites like facebook or twitter. You can see more information about the Share This system on their site. Share This Website

Require email address on question submission form: This requires that listeners who are submitting a question on the event page leave a valid email address. This can be useful if you are wanting to determine who listened to your event over the web.

Send an email when new questions are submitted: If enabled, our system will send an email to the address currently on file for your account whenever a listener submits a question on the event page. This is useful to enable on the replay page, so that you'll receive questions submitted after the event ends.

Disable the 'Add to Calendar' button on the event page: This setting will turn off the 'Add to Calendar' message that appears on the event page before the official start time. This is helpful if you have a different registration process that already uses an Add to Calendar feature.

Enable Countdown: This setting will turn off the Countdown timer that shows on the Event Page.

Tips and More Event Page Options

After initially setting up your event, click the "next" button for more event page options. You can also click on the title of the event from the Event List to change any of your event options.

1. To change the photo on your event page, see this article

2. To change your event page headline or text, see this article.

3. To add a Call to Action button, handouts, or links to other websites, see this article.

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