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Creating your Event

Last updated October 3, 2017

In order to set up your first event using the WorkCast Platform please follow the instructions below.


 

Account Type

Click on the correct link below to go to the instructions for your account type. If you are unsure of your account type please login to your account and you will see the account type in the graphic in the top left of the screen.

 

Choose your account type:

present+.jpg       prod+.jpg

 


Present+

When you first log into the platform you will join at the Dashboard page. Here you have 2 options, to Create New Event or Configure Existing Event. You will also see any platform announcements on this page.

 

host_dashboard_sept17.jpg


Creating a new event

Click on the Create New Event button and choose the template you wish to use for your event.

host_create_sept17.jpg

 Clicking on the Create button will give you a pop up to create your event.  You will need to enter:

  • Title
  • Description
  • Scheduled Start Date
  • Scheduled Start Time
  • Duration
  • Timezone

These elements can all be edited once the event is set up.

create_popup.jpg

Your event is now created in its basic form.  You would be able to run an event now with the basic settings.

Event Summary Section

 host_summary_sept17.jpg

Title - this is the title of the event as it will show in your account.  Clicking on the title will allow you to change it

Date/Time - This is the date and time of the event.  All email communications and reporting is configured using this date/time.  It can be edited by clicking on it in this section.

Emails - See a live status of your emails to be dispatched from the WorkCast Platform.

Auditorium URL - this is where your attendees view the live event.  No attendees will be given access without first registering, which they do through the Form URL

Form URL - this page allows attendees to pre-register for the event


Adding Content to your Event

Now your event is set up you can add specific details using the Setup section further down the page.

Your Event Setup is split into 2 halves, Registration Form and Event Experience.

 

Registration Form

host_setup_form_sept17.jpg

This section relates to your audience registration form which allows people to pre-register for your event and be included in the pre-event communications.

Form Fields - In order to function your form must include at least the email address field.  The session will be populated with 6 fields to get you started, but these can be removed or edited as needed.

Note: your master event template can be configured with your most used fields if you know you will always be using the same fields for every event.  Contact your Account Manager who will be able to organise this for you.

Form fields can take the following formats

  • Single Line Text Box - a free text field to be typed into
  • Multi Line Text Box - a larger text field to be typed into (the height can be specified)
  • Drop Down List - Multiple choice with set answers displayed as a drop down box
  • Radio Button List - Multiple choice with set answers displayed as a list
  • Check Box List - Multiple answer choice with set answers displayed as a list, allowing users to submit 1 or more answers

Adding a form field

Form fields are either Standard or Custom.  There are a number of standard fields which can be selected from or custom fields can be added if you do not see your question.

add-form-field.jpg

Custom Title - this is the title that will appear in your registration page

Type - the format of the question as it will appear to attendees

Report Heading - this is the heading the will appear in your reporting within the WorkCast Platform when downloading your registration reports

Is Required - the question can be set as mandatory for registrants to answer for their registration to be accepted

 

Form Content Fields

These text areas are where you are able to add text information to your registration page.  The 3 content areas are located within your registration page template and can be previewed in your Preview Form.  ("Form Content - your information appears here..." will not appear in your live page).

The fields can accept html code and there is also an editor built in to allow you to add images, links etc.

 

Event Experience

host_setup_experience_sept17.jpg 

These text areas are where you are able to add text information to your auditorium page.  The 3 content areas are located within your auditorium page template and can be previewed in your Preview Auditorium.  ("Display Description - your information appears here..." will not appear in your live page).

The fields can accept html code and there is also an editor built in to allow you to add images, links etc.

 

Presenters

host_setup_experience_presenters_sept17.jpg

Presenters within your event will appear within the registration page with their details and will also be able to access the WorkCast Studio to contribute to the event.

Add Presenter - You can add an existing presenter who has already been configured in your account.  They may have presented on a previous event for example.

Create Presenter - You can add a new presenter to the platform.  Clicking the Create Presenter button gives you a pop up requesting the information for your presenter.  A presenter can be set up with basic details and further information added afterwards.

Email Login Details - you can choose to email your presenters their login details for the event.  This will email them directly with the details for the WorkCast Studio session for the specific event and the presenters unique login credentials.  This can be done at any time and you have the option to send to individual presenters.

Editing Existing Presenters - to edit an existing presenter simply click on the Edit icon next to their details, you can then amend any of their details or add an image.  Images should be 80x80 pixels (we recommend .png or .jpg image types).

Summary Fields

  • Summary 1 (Name)
  • Summary 2 (Job Title)
  • Summary 3 (Organisation)

These fields are the presenter information that is displayed in the audience pages.  We recommend the above information to populate these fields (name, job, organisation) but any information can be included in these fields.

Presenters personal details (e.g. email, username etc) will not be displayed to the audience unless included in the summary fields or biography.

Slides

host_setup_experience_slides_sept17.jpg

Presentation Type

Slides Only - this type allows you to present your slides with audio.  Presenters either dial in on a phone or using their computer microphone.  Audio details are found in the Studio.

Slides & Webcam - as well as presenting slides this option also allows the use of webcams for up to 3 presenters.  

Slides & Screenshare - this type allows you to switch between slides and screenshare during the presentation

 

Slides Upload

Slides can be uploaded to the event here by either dragging and dropping into this area or by clicking on the box.  Simply choose slides from your computer and add them to your event.

Slides that have previously been loaded to the account can be selected here aswell by clicking on the Choose Existing button.  This will show you a library of all slides in the account.

Extras

This section includes the addition items that can be added to your event prior to the live broadcast.

  • Polls - these can be added to your event to be used during the live session.  Once a poll has been added here it will be available to use in the WorkCast Studio by your presenters for the live session.
  • Documents and Links - These can be added to the event and will appear in the auditorium page in the resources section. (note: avoid special characters and spaces in your file name)
  • Logo - This section allows you to upload a logo to go within your registration page and auditorium.  There will be a specific area within your template for this, usually within the top right of the page. 
  • Splash - this is the image that appears in the auditorium presentation window when the event is not live.  A default image will show if there is no image loaded here.

Additional Information

Further additional information can be found within the Event Experience by clicking on the Information Icon information_icon.jpg

host_additional_information_sept17.jpg

This information can be used for embed or integrations.  Additional information can be found here.

Making your changes live

Each time you edit a section of the event you will see a green save bar appear.  

host_save_sept17.jpg

Once you save your changes this bar will then change to blue and you can preview your updates before making them live.

host_preview_sept17.jpg

If you are happy you can then make these changes live using the Publish Draft button.

Changes can be made at any point in the life of your event so don't worry if you don't have all the information at the beginning.  Simply make any edits, preview then publish as many times as needed.


Presenting your Live Event

Once you have set up your event you can then set up your live presentation, loading your content and controlling the event.

The event is run through the WorkCast Studio.  This can be accessed through either the Run button or directly using the information sent to presenters when the Email Login Details information is sent.

host_run_sept17.jpg

 

WorkCast Studio

This area is where you will run your live event from. All the fuctions within this page relate to the audience experience during the live event.

The Studio is laid out in pods which control different aspects of the event. These pods can be dropped and dragged around the page to re-order, minimised or closed. When they are closed they then drop into the menu on the right of the page which can be accessed by clicking on the white arrow to expand.

studio.jpg

 For more information on the Studio please visit the WorkCast Studio specific page here.

 


Creating your Ondemand Event from a Live Event

Once you have run your live event you can then create the ondemand version of your session.  All content which is broadcast into an auditorium is recorded however it is the media generated within the time of the event that is used for the ondemand creation.

Once your event time has passed you event listing page will update to show On-demand creation ready!

host_events_ondemand_sept17.jpg

Once you click into your event you will then see a banner across the top of your event telling you that your ondemand is ready (for multi-session events you can also click to view a list of which sessions are avaialble).

Within the event setup you will now see a Create On Demand button.

host_ondemand_create_sept17.jpg

To create your ondemand click on this button.  

You will be given the opportunity to make edits to the page before you set it to be live.

Once you have selected to create your ondemand event session you will then be given the opportunity to edit the page.

host_publish_ondemand_sept17.jpg

Make your changes then once you are happy click Publish On Demand.

Your ondemand is now live.

Your ondemand session uses the same link at the live event page.  Also, all your registrants for the live session are also registered for this ondemand session and will not need to re-register to view the recording.  The live event session is still within your account so you can track the reporting on that seperately or look at the ondemand event reporting.

 

 


Producer+

When you first log into the platform you will join at the Dashboard page. Here you have 2 options, to Create New Event or Configure Existing Event. You will also see any platform announcements on this page.

prod_dashboard_sept17.jpg


Creating a new event

Click on the Create New Event button and choose the template you wish to use for your event.

prod_create_sept17.jpg

 Clicking on the Create button will give you a pop up to create you event.  You will need to enter:

  • Title
  • Description
  • Scheduled Start Date
  • Scheduled Start Time
  • Duration
  • Timezone

These elements can all be edited once the event is set up.

create_popup.jpg

Your event is now created in its basic form.  You would be able to run an event now with the basic settings.

Event Summary Section

 host_summary_sept17.jpg

Title - this is the title of the event as it will show in your account.  Clicking on the title will allow you to change it

Date/Time - This is the date and time of the event.  All email communications and reporting is configured using this date/time.  It can be edited by clicking on it in this section.

Emails - See a live status of your emails to be dispatched from the WorkCast Platform.

Auditorium URL - this is where your attendees view the live event.  No attendees will be given access without first registering, which they do through the Form URL

Form URL - this page allows attendees to pre-register for the event


Adding Content to your Event

Now your event is set up you can add specific details using the Setup section further down the page.

Your Event Setup is split into 3 sections, Registration Form, Event Experience and Emails.

 

Registration Form

prod_setup_form_sept17.jpg

This section relates to your audience registration form which allows people to pre-register for your event and be included in the pre-event communications.

Form Fields - In order to function your form must include at least the email address field.  The session will be populated with 6 fields to get you started, but these can be removed or edited as needed.

Note: your master event template can be configured with your most used fields if you know you will always be using the same fields for every event.  Contact your Account Manager who will be able to organise this for you.

Form fields can take the following formats

  • Single Line Text Box - a free text field to be typed into
  • Multi Line Text Box - a larger text field to be typed into (the height can be specified)
  • Drop Down List - Multiple choice with set answers displayed as a drop down box
  • Radio Button List - Multiple choice with set answers displayed as a list
  • Check Box List - Multiple answer choice with set answers displayed as a list, allowing users to submit 1 or more answers

Adding a form field

Form fields are either Standard or Custom.  There are a number of standard fields which can be selected from or custom fields can be added if you do not see your question.

add-form-field.jpg

Custom Title - this is the title that will appear in your registration page

Type - the format of the question as it will appear to attendees

Report Heading - this is the heading the will appear in your reporting within the WorkCast Platform when downloading your registration reports

Is Required - the question can be set as mandatory for registrants to answer for their registration to be accepted

 

Form Content Fields

These text areas are where you are able to add text information to your registration page.  The 3 content areas are located within your registration page template and can be previewed in your Preview Form.  ("Form Content - your information appears here..." will not appear in your live page).

The fields can accept html code and there is also an editor built in to allow you to add images, links etc.

 

Event Experience

prod_setup_experience_sept17.jpg 

These text areas are where you are able to add text information to your auditorium page.  The 3 content areas are located within your auditorium page template and can be previewed in your Preview Auditorium.  ("Display Description - your information appears here..." will not appear in your live page).

The fields can accept html code and there is also an editor built in to allow you to add images, links etc.

 

Presenters

prod_setup_experience_presenters_sept17.jpg

Presenters within your event will appear within the registration page with their details and will also be able to access the WorkCast Studio to contribute to the event.

Add Presenter - You can add an existing presenter who has already been configured in your account.  They may have presented on a previous event for example.

Create Presenter - You can add a new presenter to the platform.  Clicking the Create Presenter button gives you a pop up requesting the information for your presenter.  A presenter can be set up with basic details and further information added afterwards.

Email Login Details - you can choose to email your presenters their login details for the event.  This will email them directly with the details for the WorkCast Studio session for the specific event and the presenters unique login credentials.  This can be done at any time and you have the option to send to individual presenters.

Editing Existing Presenters - to edit an existing presenter simply click on the Edit icon next to their details, you can then amend any of their details or add an image.  Images should be 80x80 pixels (we recommend .png or .jpg image types).

Summary Fields

  • Summary 1 (Name)
  • Summary 2 (Job Title)
  • Summary 3 (Organisation)

These fields are the presenter information that is displayed in the audience pages.  We recommend the above information to populate these fields (name, job, organisation) but any information can be included in these fields.

Presenters personal details (e.g. email, username etc) will not be displayed to the audience unless included in the summary fields or biography.

Slides

prod_setup_experience_slides_sept17.jpg

Presentation Type

Slides Only - this type allows you to present your slides with audio.  Presenters either dial in on a phone or using their computer microphone.  Audio details are found in the Studio.

Slides & Webcam - as well as presenting slides this option also allows the use of webcams for up to 3 presenters.  

Slides & Screenshare - this type allows you to switch between slides and screenshare during the presentation

 

Slides Upload

Slides can be uploaded to the event here by either dragging and dropping into this area or by clicking on the box.  Simply choose slides from your computer and add them to your event.

Slides that have previously been loaded to the account can be selected here aswell by clicking on the Choose Existing button.  This will show you a library of all slides in the account.

Extras

This section includes the addition items that can be added to your event prior to the live broadcast.

  • Polls - these can be added to your event to be used during the live session.  Once a poll has been added here it will be available to use in the WorkCast Studio by your presenters for the live session.
  • Documents and Links - These can be added to the event and will appear in the auditorium page in the resources section. (note: avoid special characters and spaces in your file name)
  • Logo - This section allows you to upload a logo to go within your registration page and auditorium.  There will be a specific area within your template for this, usually within the top right of the page. 
  • Splash - this is the image that appears in the auditorium presentation window when the event is not live.  A default image will show if there is no image loaded here.

Additional Information

Further additional information can be found within the Event Experience by clicking on the Information Icon information_icon.jpg

host_additional_information_sept17.jpg

This information can be used for embed or integrations.  Additional information can be found here.

Making your changes live

Each time you edit a section of the event you will see a green save bar appear.  

host_save_sept17.jpg

Once you save your changes this bar will then change to blue and you can preview your updates before making them live.

host_preview_sept17.jpg

If you are happy you can then make these changes live using the Publish Draft button.

Changes can be made at any point in the life of your event so don't worry if you don't have all the information at the beginning.  Simply make any edits, preview then publish as many times as needed.


Managing your Event Communications

Within the Producer+ you are also able to control your event communications.  Your email dispatches are set up as part of your event template but these can be overwritten if required.

The standard communications are as follows.

  • Details Email - sent upon registration
  • 24hr Reminder - sent to all registrants 1 day before the event start time
  • 1hr Reminder - sent to all registrants 1 hour before the scheduled start time
  • Final Reminder - sent to all registrants at start time of event
  • Post Event Attended/Did not Attend - scheduled for 24hrs after the event finish time but will only be dispatched once the ondemand has been created for the event

All pre-event emails contain a link to join, a calendar file and a test link.  All post event emails contain a link to watch the recorded version ondemand.

 

prod_comms_sept17.jpg

 

Emails

This is where you control all of your event email communications.  

General Communication Information - this contains the title that will appear in your emails as well as the option to add an alternative comms link url. The alternative link allows you to link to a non WorkCast page from your emails if for example you were using the embed code to display your event on your own pages.

Calendar Information - The WorkCast Platform will automatically generate a calendar file link for your attendees to use.  This allows users to save in a number of different calendar formats.

add-to-calendar.jpgThe calendar file link is included in your email communications but as it is a url can also be used externally within your own communications as well.

If you wish to use your own calendar file you can use the Upload New Calendar File option to load a .ICS file.

Details Email

details_email.jpg

Here you can choose your sender name, email and subject.  This will be what will appear in a recipients email inbox.  You can send test versions of the email using the Create test button, this will send the exact email immediately to whoever you wish so it can be reviewed and checked.

Your email statistics will also show how many have been sent and if any have failed, along with the reason why.

The activate tick box must be ticked for registrants to receive the email.  If this is unticked it will pause the details emails, ticking it again will start the dispatches from the last stopped time so anyone who registered whilst it was not active will then be sent the email.

 

Reminder Email

reminder_email.jpg

These are similar to the details email however can be scheduled to go based on the start time of the event.  You can schedule as many emails as required.

Again, tests and statistics can be viewed from each dispatch.

 

Post Event Emails

post_emails.jpg

Post event emails are scheduled from the event end time (start time + duration).  They can be scheduled so that all registrations either recieve the same email (including subject lines) or that attendees and non attendees receive different emails.

Again, tests and statistics can be viewed from each dispatch.


Presenting your Live Event

Once you have set up your event you can then set up your live presentation, loading your content and controlling the event.

The event is run through the WorkCast Studio.  This can be accessed through either the Run button or directly using the information sent to presenters when the Email Login Details information is sent.

prod_run_sept17.jpg

 

WorkCast Studio

This area is where you will run your live event from. All the fuctions within this page relate to the audience experience during the live event.

The Studio is laid out in pods which control different aspects of the event. These pods can be dropped and dragged around the page to re-order, minimised or closed. When they are closed they then drop into the menu on the right of the page which can be accessed by clicking on the white arrow to expand.

studio.jpg

 For more information on the Studio please visit the WorkCast Studio specific page here.

 


Creating your Ondemand Event from a Live Event

Once you have run your live event you can then create the ondemand version of your session.  All content which is broadcast into an auditorium is recorded however it is the media generated within the time of the event that is used for the ondemand creation.

Once your event time has passed you event listing page will update to show On-demand creation ready!

host_events_ondemand_sept17.jpg

Once you click into your event you will then see a banner across the top of your event telling you that your ondemand is ready (for multi-session events you can also click to view a list of which sessions are avaialble).

Within the event setup you will now see a Create On Demand button.

host_ondemand_create_sept17.jpg

To create your ondemand click on this button.  

You will be given the opportunity to make edits to the page before you set it to be live.

Once you have selected to create your ondemand event session you will then be given the opportunity to edit the page.

host_publish_ondemand_sept17.jpg

Make your changes then once you are happy click Publish On Demand.

Your ondemand is now live.

Your ondemand session uses the same link at the live event page.  Also, all your registrants for the live session are also registered for this ondemand session and will not need to re-register to view the recording.  The live event session is still within your account so you can track the reporting on that seperately or look at the ondemand event reporting.

 

 

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