The webinar consists of five main components: the stage, the backstage, the chat room, the list of connected attendees and the polls. The availability of some features depends on your role in the webinar: speaker or attendee.
- The Stage: This is the primary screen. Everything placed on the stage is active in the webinar proceedings. A speaker has the floor when they are on the stage
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Backstage & Control Center
Backstage Speakers: This section displays all connected speakers and what they want to share.
My Control Center: This section allows you to control the webinar. Your position (on stage or backstage) and the status of your microphone (active or inactive) are always visible, so you always know whether or not you are being heard by your audience. You can access the webinar settings to add participants, create or publish polls. You can also manage your microphone, webcam, screen shares, audio settings, and volume level.Access to the webinar parameters. You can also manage polls from webinar parameters.
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Message: This tab is the chat room and allows you to send instant messages to either all participants or only the organizers. You can also manage polls from the chat room.
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Attendees: This tab displays the list of connected attendees.
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Polls : This tab displays all the polls, whether they are completed or ongoing.
Manage Stage and Backstage
The Stage: This is the primary screen. During the live session, speakers, attendees (occasionally), as well as shared screens, placed on the stage are visible or audible to all participants in the webinar. Up to 10 speakers and/or attendees can be placed on the stage simultaneously.
You have the floor when you're on the stage. You have access to all the features of a Rainbow audio/video conversation (Web Call), and you can also bring items from the backstage to the stage and vice versa, and thus animate the webinar.
The Backstage (only available for speakers): This tab displays all the resources related to the webinar. It includes Backstage Speakers, speakers who are not currently on stage but are ready to participate in the webinar.
You can manage up to 30 speakers in the backstage. Each speaker is listed in a condensed view to provide better visibility of all participants. You can expand the view at any time to see more details ().
It also shows the Backstage Sharing, screen shares set up by different speakers. Each resource from the backstage can be placed on the stage when needed for presentation or interaction.
Note: During the webinar, you always have access to functions such as activating or deactivating the microphone and video.
As a Speaker, you can:
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Get on stage (if it concerns you), Invite to go on stage (other speakers). When you invite a speaker to go on stage, they receive an invitation to either accept (by selecting "Join with audio and video" or "Join with audio only") or decline (by selecting "Refuse").
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Deactive / activate the speaker's microphone (on stage or backstage). When activating the microphone, choose who can hear you: only people in the backstage or everyone (on stage and backstage).
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Turn on / off your webcam.
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Turn on / off your microphone.
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Bring to the front. The window on the stage is highlighted by the display of larger dimensions.
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Bring to back. The window on the stage is sent to the background by reducing its size.
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Backstage. Remove from the stage and place back in the Backstage section.
Note: Your position (on stage or backstage) and the status of your microphone (active or inactive) are displayed in "MY CONTROL CENTER" section, so you always know whether or not you are being heard by your audience.
Manage your visibility with your audience
Role required: The Control Center is available for Speakers.
Select the "" tab at top right of screen and display "MY CONTROL CENTER" (select the right arrow to "Expand" the section if necessary).
This section shows all your resources in the backstage area (avatar or webcam, shares). You can always see whether you are on stage or backstage, and who can hear you (the entire audience or only the backstage).
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->Get on stage. You're on stage.
->Put my sharing on stage.
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Open Audio and Video settings,
Adjust the stage and backstage sound level,
open the webinar parameters.
Manage Attendees
Role required: This feature is available for Speakers.
Select the " Attendees" tab at top right of screen. All connected attendees are listed. Use the search by name interface to filter the list.
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Remove from the stage. Select this icon on the attendee’s window(s) on stage, or from the contextual menu
Invite Attendees
During the webinar, you can always invite additional participants by either adding a member of your company directly or sending the webinar URL to anyone (inside or outside your company).
Role required: This feature is available for Speakers.
- Select the "
- In the "MY CONTROLE CENTER" section, open the "
- Go to the "
Attendees" tab. Current attendees are listed.
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To Add a member of your company, select "
Add participants" from the contextual menu
- To add other people, send the webinar link to the person you wish to invite by Rainbow message, email or any other means. To copy the webninar link, select "Copy webinar link" button from the "Public link" tab. You can automatically or manually approve participants who registers.
Share Screen
- Select the "
Share your screen" button.
- Choose to share a browser tab, a window (application), or the entire screen.
- Select the "Share" button to put your screen sharing on the Backstage. Your screen sharing is not immediately visible to attendees, allowing you to prepare it in advance (even before going live). Your shared screen will only become visible when it is placed on the stage.
- Select "
- Hide or show your sharing on the stage by selecting the icon "
Hide my sharing" or "
Show my sharing". In this case, your sharing remains on stage but may be temporarily hidden to ensure the smooth running of the webinar.
- At any time, you can choose to move it back to the backstage to share it again later during the webinar, by selecting "
- Stop sharing your screen by selecting the button
or the "Stop sharing".
Send and Receive Instant Message
Depending on the chat option defined by the host speaker, it can be:
- Public: Attendees can use the chat to send messages to organizers and other attendees.
- Private: Attendees can only send messages to organizers and cannot see messages from other attendees.
- Presentation: Attendees can view the organizer's messages; only organizers can write and send messages in the chat.
Role required: This feature is available for Speakers.
- Select the "
All messages exchanged during the webinar are displayed in this section. Depending on chat option, a speaker can have two mailboxes, one containing messages shared with "Everyone", the other containing messages shared with the "Organizers".
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To send a message, first select message recipients: "Everyone" to send message to attendees and organizers, or "Organizers" to send message only to speakers.
- You can attach Documents, Photos, Videos, Emoji or Gif.
- Press the send icon
to send the message to the selected recipients.
Tips: Consult the Instant Messages articles for more details about sending Documents, Photos, Videos, Emoji or Gif.
Tips: For more details about polls, see sections below: Publish Poll, Create Poll.
Edit Webinar
Role required: This feature is available for Speakers.
- Select the "
- In the "MY CONTROLE CENTER" section, open the "
All information about the webinar is displayed depending on your role. Some information cannot be modifed during the webinar like the planification, the waiting room or the recording option. Depending on your role, you can modify information page, manage speakers and attendees, create polls or change chat options. - Select "Close" to go back to the webinar.
Tips: If you have the "host" role, you can modify information about the webinar.
Create a Poll
Role required: This feature is available for Speakers.
- Select the "
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Select the "
Go to polls" icon to the right of the text entry area for the message (at the bottom of the message area).
- Select the "Create a poll" button.
- Enter Poll name.
The poll name describes the topic or purpose of the poll, helping participants understand its subject matter. - Set the questionnaire Duration, during which an attendee can respond to the questionnaire.
- By default, the questionnaire is not anonymous. Enable the 'Anonymous poll' option to hide the identities of attendees who respond to the questionnaire.
- Define the first Question.
These are specific questions posed to participants to collect their responses or opinions. A question can be defined as having single answer (the participant can choose only one answer) or multiple Answers (the participant can choose multiple answers for one question). In case of multiple answers, enable the option "Multiple answers". - Define Responses (at least two answers). Select "
Add new answer" button to add an answer. Starting from three answers, you can delete an answer by selecting "
". Use
or "
Move down" arrow or "
Move up" arrow to change the order of answers.
- Add a new question by selecting "Add a question" button to define a new question with answers as described above. Select
to delete the question. Use
- Select the "Create" button when the poll is completed. At this step, the poll is not published.
You can edit or delete the poll as long as it has not been published:
- Select the "
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Select the "
- Select the contextual menu
- Select "
Edit" to modify the poll or "
Remove" to remove the poll.
Note: You can also access to the " Polls" tab by opening the "
Webinar parameters" from the contextual menu
In the "MY CONTROLE CENTER" section.
Tips: You can create polls before the live session, during the configuratin of the webinar. Please refer to the article "Create a Webinar Poll".
Next steps: See below how to publish the poll.
Publish a Poll
Role required: This feature is available for Speakers.
- Select the "
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Select the "
- Select the "Publish" button of the poll to publish.
- The poll is started on the "
.
When the poll is published, you can display detailled results, unpublish or Finish the poll:
- Select the "
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Select the "
- Select the contextual menu
- Select "
- Select "
Unpublish" to unpublish the poll. Please note that by unpublishing the poll, you will lose all the results. The poll can then be republished at any time.
- Select "
Note: You can also access to the " Polls" tab by opening the "
Webinar parameters" from the contextual menu
In the "MY CONTROLE CENTER" section.
Answer a Poll
When a poll is published, it appears in the "Polls" tab. The number of active polls is displayed on the tab icon
. Each poll remains active for a specified duration set during its creation, and you have a limited time to respond.
- Select the "
- The list of completed and published polls is displayed. The remaining time for each published poll is displayed along with a progress bar to provide a visual representation of the remaining time.
- Answer questions. Two types of questions can be distinguished: those with single-choice answers, identifiable by a radio button, and those with multiple-choice answers, recognizable by checkboxes.
- Select the "Next" button to proceed to the next question.
- Once you've answered all the questions, click the "Vote" button to submit your responses.
Note: Select to display the results of the corresponding poll, which includes the percentage of responses for each question.
Leave or Join the Webinar
You can leave the webinar at any time. You can still join the webinar until it is over.
- Select the "
Leave this webinar" button in the main window to quit the webinar.
- Active webinars are listed in the "WEBINARS" section above recent conversations.
- Select the webinar to join immediately.
Note: You can also join a webinar by clicking the "Join" button from the " Webinars" tab.
End the Webinar
Role required: Only speaker with the "host" role can stop the broadcasting.
- Select the "Stop broadcast" button to end your webinar.
- Confirm by selecting "Yes I'm sure!" button. All partipants and speakers will be logged out.
Next steps: Consult the reporting for all details of your webinar.