Zoom Webinar Training from Classicist on Vimeo.
So let's click "Start this webinar," and we'll go over what it means to be a host.
Okay, so Hannah, for example, I can make you the host.
Hannah Simon: (00:21:39) Okay.
Justin Kegley: (00:21:41) Which I just did.
Hannah Simon: (00:21:42) Okay.
Justin Kegley: (00:21:42) So you should have seen a notification that says "Hannah is the host now."
Hannah Simon: (00:21:46) Okay.
Justin Kegley: (00:21:46) Now, at the top of your screen, do you see a button, an orange button, that says "Broadcast"?
Hannah Simon: (00:21:51) Yes.
Justin Kegley: (00:21:52) Yeah. So that is the interface that I see when I'm setting up the meeting and we actually haven't opened the event publicly yet.
Hannah Simon: (00:22:00) So people get that white screen until I would click that "Broadcast" button.
Justin Kegley: (00:22:04) Right, right. This is what Julie and I were doing the other day when my computer crashed, and she was the host, and then I needed to basically "grab the mic" back from her.
I can click "Reclaim host," and then that makes me the host again.
Edith Platten: (00:22:22) Can I do that as well? Snatch back the hosting duties from you?
Justin Kegley: (00:22:29) That's a good question. I just made you the host.
Edith Platten: (00:22:31) Oh, it says I'm the host. Yeah.
Justin Kegley: (00:22:32) Yeah. So now - now you're the host and I can click "Reclaim host," but if I do that - if you go to the bottom right of your screen, do you see a button that says "Reclaim host?" Or are you basically just a panelist?
Edith Platten: (00:22:45) No, it just says "Leave."
Hannah Simon: (00:22:47) Looks like only the original host can -
Edith Platten: (00:22:49) - host can do that. Yeah.
Justin Kegley: (00:22:51) Okay. Yeah. I think that's the situation that Julie and I encountered, where my computer crashed. I think you were automatically made the host. And then when I logged back in, I had to take it from you, but we weren't really sure - because I wasn't really sure why my computer was crashing - if you were going to be made the host again or not.
Julie Benton: (00:23:10) Right.
Edith Platten: (00:23:12) When you click "Broadcast," and the speaker is then live, how do you say to him, "Okay. You're live now," or do you - is there like a way of chatting to him so that it's not, you're not heard by everyone? Or is it just a private chat in the chat function?
Justin Kegley: (00:23:28) So what we've been doing is - say we have an event scheduled to start at 6:00.
Edith Platten: (00:23:31) Yeah.
Justin Kegley: (00:23:32) So we'll have a practice session. We'll meet at 10 minutes before, and then we'll often say, "Okay, so we're going to have a soft start at 6:05."
Edith Platten: (00:23:42) Okay.
Justin Kegley: (00:23:43) As the host, I would say - before I click broadcast - "Okay, Edith, we're about to go live. Are you all set with everything? Are you good?"
I'll click "Broadcast," and then whoever is hosting, or maybe one of the panelists, or maybe somebody who's introducing - like we had Adrian -
Edith Platten: (00:24:00) There's an intro. Okay.
Justin Kegley: (00:24:02) Yeah. We'll just have him say, "Hi everybody who's signing in, we're gonna start in just a couple of minutes," you know, "Please stand by while we're opening the event for everybody."
And that kind of - like a couple minute period - allows people who maybe have a slower internet connection, or who are trying to figure out the link in their email, to actually join in before we actually start the program.
Edith Platten: (00:24:23) Okay. And then you would say - someone would give the intro, like Julie did the intro for Francis. Is that right, Julie? I think so. Yeah. So then we say, "Oh, this is Nathaniel Walker, he's a professor in Charleston, blah, blah, blah." And then you'd say - that would allow him that grace period where he would be sort of preparing and getting ready and then, "Over to you, Nathaniel." And then Nathaniel will start, and that's that.
Justin Kegley: (00:24:48) Right. And in that period, they - they don't have to have their camera on or their mic on. Like if they needed to go get a glass of water or something. And actually, if I make you the host again - so I just made you the host, Edith. If you - do you have the Participants panel open on your, on the right side of your screen?
Edith Platten: (00:25:10) I've minimized it, but I will open it now. There you go.
Justin Kegley: (00:25:14) So if you mouse over someone's name, you should have a menu, like a dropdown menu, that says "Stop video," or, you know, "Ask to unmute." There's a couple of different options there.
Edith Platten: (00:25:26) Yeah. I just muted you, Hannah.
Justin Kegley: (00:25:31) Right - so like, if you were about to go live, and somebody says, you know, "Hey, can I step out and get a glass of water while we're waiting for people to sign in?" You can say, "Sure, I'll just mute you from here. And then I'll unmute you at 6:05."
Edith Platten: (00:25:43) Well, that's only - I can't do that with 500 participants, so if they're all saying, "Oh, I need to go to the loo," or whatever, so how do I -
Justin Kegley: (00:25:50) No - so this is - this is a feature that is only relevant -
Edith Platten: (00:25:53) Just for the panelists.
Justin Kegley: (00:25:54) Right. So the attendees. -
Edith Platten: (00:25:57) Because everyone else is on mute anyway. Okay.
Justin Kegley: (00:25:58) Right.
So does somebody want to volunteer to be muted for a minute?
Hannah Simon: (00:26:03) I have one thing to say.
Justin Kegley: (00:26:05) Okay.
Hannah Simon: (00:26:05) So there will never - you know, there wouldn't really be more than five or six panelists, probably.
Justin Kegley: (00:26:12) Probably not.
Edith Platten: (00:26:13) So it's easier to manage. Okay.
Hannah Simon: (00:26:15) Anybody who's just watching is, you know, an attendee - none of their video and none of their audio will ever be -
Edith Platten: (00:26:22) Okay. So I don't need to worry about them until it comes to the chat, or to the question-and-answer.
Justin Kegley: (00:26:27) Right.
Hannah Simon: (00:26:27) You'll see 300 attendees - like for Francis, the only thing you can see is their name. But they'll never have audio or video.
Edith Platten: (00:26:35) Okay, great.
Justin Kegley: (00:26:37) Right. So if I click - if I click "Broadcast," so now we're broadcasting to anybody who has the link and is able to join. And say - just for the purposes of demonstration - Mollie, I'm going to put you into the attendee column.
Edith Platten: (00:26:57) Okay.
Justin Kegley: (00:26:59) And it'll take a minute for her to join.
Okay. So right now we are broadcasting, so to speak. Mollie's able to hear us and see our video, or whatever we have on our screen, but she's not allowed to talk or share her video. If I - if I give you hosting privileges, Edith, like I did before -
Edith Platten: (00:27:23) Yeah.
Justin Kegley: (00:27:25) If you tab over to "Attendees," on the right -
Edith Platten: (00:27:32) Where are the attendees?
Hannah Simon: (00:27:34) If you open the panelists box, and there will be an attendees column you can toggle over to.
Edith Platten: (00:27:43) I'm sorry - open the what box, sorry?
Julie Benton: (00:27:46) The "Participant" box.
Hannah Simon: (00:27:47) I said panelists. The "Participants" box. It'll show a list of panelists, and then you can click "Attendees," and then they'll show -
Edith Platten: (00:27:54) Oh, "Participants." Yeah. Okay.
So I've got "Panelists," and then I've got Mollie as an attendee. Okay, great.
Justin Kegley: (00:28:01) Right. So, Edith, if you mouse over Mollie's name, you'll have a menu that will allow you to promote her to a Panelist, you can allow her to talk just as an attendee. And I think there's also a, function for you to exclude her from the meeting.
Mollie Wohlforth: (00:28:17) Oh, that was brutal, guys. Thanks.
Justin Kegley: (00:28:18) How did it feel to be left out there?
Mollie Wohlforth: (00:28:21) Oh, the line from Dirty Dancing, "nobody puts baby in a corner."
Edith Platten: (00:28:27) Okay. So if I click - if I were to click on Mollie, "Remove," that removes her from the meeting altogether.
Justin Kegley: (00:28:32) Right.
Edith Platten: (00:28:33) Okay. I can also make her the Host, Spotlight Video. . . Okay, great. All right. This is all making sense. Yep.
Justin Kegley: (00:28:42) So for our purposes, hosting one of these webinars, there's usually never a reason to allow one of the attendees to share their audio, just because there's really no way for you to know what they're going to say beforehand. And it might not even be something inappropriate. It might just be the, "I have a question!" And then they go on for five minutes about their statement. So there's really never any reason.
The only reason that that function is useful for me, is if somebody - like, for example, Edith, this morning, if I couldn't get you the individual invite link to become a panelist, I could say, "Hang on, I'm going to start broadcasting just for a second. I'm going to send you the public link. That way you can join from whatever platform that you're able to." And then I can -
Edith Platten: (00:29:26) And then you can make them a Panelist. Okay.
Justin Kegley: (00:29:27) Right, right.
Edith Platten: (00:29:28) Okay. Okay.
Justin Kegley: (00:29:31) Edith, as the host - hang on . . .
Actually, Molly, could I make an example out of you again?
Mollie Wohlforth: (00:29:45) Go ahead.
Edith Platten: (00:29:46) And so you've taken back hosting duties. Okay.
Justin Kegley: (00:29:51) Yeah, but I'm going to make you the host again, just so that you can see.
Edith Platten: (00:29:59) Okay.
Justin Kegley: (00:30:00) Okay. So you're the host. So if you click on "Panelists," and then you go to the bottom right of that window and you click on "More," you'll see some options that say, "Mute participants on entry," "Allow attendees to unmute themselves." There's a couple of options there. So that is the security menu that will allow us to prevent somebody from unmuting themselves as a guest or as an attendee.
Edith Platten: (00:30:24) Okay.
Justin Kegley: (00:30:27) Are there any other options that I'm overlooking? I think there's -
Edith Platten: (00:30:30) "View participant count," "Lock webinar," "Mute participants on entry."
Yeah. "Allow participants to rename themselves."
Yeah. I mean, pretty-
"Follow host view," "Gallery view."
Justin Kegley: (00:30:45) So, yeah - so for all of those, we want to keep those locked down, just so that we're only broadcasting in one direction and that way nobody can chime in.
Julie and Hannah, do you want to see that menu as well?
Hannah Simon: (00:31:00) Sure.
Julie Benton: (00:31:00) Sure.
Justin Kegley: (00:31:01) Okay. So Mollie, I know that you can hear us. I'm sorry that you're out there, but I can't, I can't demonstrate this unless someone is actually an attendee. Okay -
Edith Platten: (00:31:14) Quick question. Can Mollie use the chat button, or is that not open to her at the moment? Or is that part of the Q&A?
Justin Kegley: (00:31:21) That is a setting that Hannah should be able to see. So -
Hannah Simon: (00:31:26) Under "Attendees?"
Edith Platten: (00:31:26) Oh, as the Host. Right.
Justin Kegley: (00:31:27) Hannah, if you go to "Panelists" -
Hannah Simon: (00:31:29) Yes.
Justin Kegley: (00:31:29) And then you go to the bottom and click "More" -
Hannah Simon: (00:31:31) Mm-hmm.
Justin Kegley: (00:31:35) Do you see a feature called Chat or anything to do with chat?
Oh, Mollie submitted a question saying "I can use the Q&A."
Edith Platten: (00:31:48) Oh, great. Okay.
Hannah Simon: (00:31:49) I don't see anything about chat, but I have the option to chat with attendees, and I still see that the chat function - like, that all panelists should have. And then the selection to choose who to send it to: "All panelists and attendees," "All panelists," and then individual Panelists.
And then if I go to the "Attendees" list, I can click for Mollie, "Allow to talk." So Mollie, try - try talking. Okay. I just made her kind of like a panelist.
Mollie Wohlforth: (00:32:22) Can you hear me now?
Justin Kegley: (00:32:24) Well, so she's not - she's not a Panelist, she's actually an attendee that is being "given the mic," so to speak.
Edith Platten: (00:32:30) Okay.
Mollie Wohlforth: (00:32:30) Wow. What power!
Hannah Simon: (00:32:31) If I select Mollie's -
Edith Platten: (00:32:34) I can't see your video though, Mollie.
Hannah Simon: (00:32:36) I can promote her to Panelist, disable her talking, chat with her individually, rename, or remove.
Mollie Wohlforth: (00:32:43) On my end, I just have the options of - I have a button for "Chat," but I cannot use it, because it says "The host has disabled attendee chat." I can "Raise my hand," which I'm doing right now. I dunno if the host can see that, that I've raised my hand.
Justin Kegley: (00:32:58) Yeah, we can all see that. Yeah.
Mollie Wohlforth: (00:33:00) Okay, great. And there's "Q&A," which brings up just a little pop-up. I do have the option here to check, "Send anonymously, but I'm guessing it's just the settings for this webinar and not our normal one. And when we have it set so that people cannot send it anonymously, that'll go away.
Hannah Simon: (00:33:15) Okay.
Justin Kegley: (00:33:16) Right.
Hannah Simon: (00:33:16) I have the ability to lower all hands too.
Mollie Wohlforth: (00:33:20) Wow. Oh yeah, my hand just got lowered. Thanks, Hannah.
Justin Kegley: (00:33:23) Hannah, if you click on "Chat" at the bottom of your screen, and the Chat window comes up.
Hannah Simon: (00:33:30) Yes.
Justin Kegley: (00:33:31) Do you see, maybe like a "More" menu, or additional options? Something like that?
Hannah Simon: (00:33:36) Yes. There's - you know, an ellipsis. "Save chat," and then it has attendee options.
So - and it changes what I can allow attendees to do: "Allow attendees to chat with no one," which is what's checked right now, "All panelists," and then "All panelists and attendees."
Justin Kegley: (00:33:59) Got it. So what we discovered the first time we did this, I think for Barry Bergdoll's event, was - we had Chat enabled. So that any attendee could see any chat comment that anyone else made.
And I think you'll probably remember this, Julie, that some people started chiming in and they were like, "Oh, we can hear you." Like, "We're here from Australia." "Can somebody help me join?" And I was like, "Oh boy." I think I just deselected that.
Hannah Simon: (00:34:25) I think it just opens a whole other can of worms.
Justin Kegley: (00:34:27) Yeah. But we do - I think we did allow it so that somebody could choose to message one of the panelists, which we haven't really had anybody do at any point.
Hannah Simon: (00:34:38) I'm letting Mollie back in as a panelist.
Justin Kegley: (00:34:41) Sorry, Mollie.
Mollie Wohlforth: (00:34:42) I'm back!
Hannah Simon: (00:34:44) Ostracized.
Justin Kegley: (00:34:47) I hope this is helpful.
Hannah Simon: (00:34:49) I think turning it off is for the best, because then, I mean - if it's there, people will be tempted to be like, "Oh, this is so great. I'm so excited." Which - it's nice, but . . .
Justin Kegley: (00:34:59) Right.
Hannah Simon: (00:34:59) It takes up your time and focus - you know, draws your focus away from actually hosting.
I think the Q & A is fine. Just using that function is sufficient enough.
Justin Kegley: (00:35:15) Right. So we've covered setting up the webinar. We've covered broadcasting. We gave a brief overview of chat. Do we want to demonstrate the Q & A function?
Hannah Simon: (00:35:28) You can make me an attendee if you want. And then I'll use the Q & A.
Justin Kegley: (00:35:32) Okay.
Edith Platten: (00:35:33) So when Mollie was the attendee, she could write in the Q & A section, but that was only visible to the panelists.
Justin Kegley: (00:35:41) Right.
Edith Platten: (00:35:41) Okay.
Justin Kegley: (00:35:43) Right. Because we had that setting checked before, when I was setting it up in the browser. Yeah.
Edith Platten: (00:35:48) Great.
Justin Kegley: (00:35:48) So - actually, Hannah, if I reclaim the host -
Hannah Simon: (00:35:52) Yes.
Justin Kegley: (00:35:53) And then move you to an attendee, you'll be able to just submit a test question, and then we'll be able to see it on our end. So let me do that.
Hannah Simon: (00:36:01) Can you hear me?
Justin Kegley: (00:36:02) Yeah.
Hannah Simon: (00:36:02) One second? I need to change to a gallery view because it's not showing me that option.
Mollie Wohlforth: (00:36:10) What if the host changes the mode?
Justin Kegley: (00:36:13) Right. So I can go down here to the "More" menu that we mentioned earlier, and I can change to Gallery View.
Hannah Simon: (00:36:19) Okay. There we go.
Justin Kegley: (00:36:21) That's good to know.
Edith Platten: (00:36:23) That was under the "Panelists" "More" button, was it, Justin?
Justin Kegley: (00:36:26) Yeah. So as the host, I can see that. Okay.
Edith Platten: (00:36:30) Yeah.
Justin Kegley: (00:36:31) So just for the purpose of the recording, I have "Follow Host's View," which is when I can select someone's video, like what we did before.
Hannah Simon: (00:36:42) Okay. I just see Justin though.
Justin Kegley: (00:36:46) And then I can change it back to gallery view. So, Hannah, you should be seeing the gallery view again.
Hannah Simon: (00:36:54) Yes.
Justin Kegley: (00:36:54) Okay.
Okay. So let's go over the Q & A.
Hannah Simon: (00:36:58) Oh, can I see something?
Justin Kegley: (00:37:00) Yeah.
Hannah Simon: (00:37:00) Real quickly - if you would share your screen, can I see what that looks like as an attendee right now?
Justin Kegley: (00:37:06) Sure.
Hannah Simon: (00:37:07) You know how we usually have that little box that shows "Active Speaker, like the thumbnail videos.
Oh, wait -
Justin Kegley: (00:37:19) What are you seeing right now?
Hannah Simon: (00:37:21) I'm seeing your Google Zoom account.
And then for the thumbnail videos, I have the options to either hide it, or just see the active speaker. I just wanted to see what that looked like - if it would show all the panelists, or if it would show just the speaker, you know what I mean?
Justin Kegley: (00:37:42) Right.
Hannah Simon: (00:37:43) Sometimes - I mean, as a panelist, I'm usually able to see a line of us down the side.
Justin Kegley: (00:37:50) So something that I can do - I'm sorry, I'm trying to remember how to do it now. Something that I can do as a host is, I can hide all non-video participants, which is what I was doing when we were moderating the events the last couple of weeks.
Hannah Simon: (00:38:08) Okay. So if a panelist has turned their video off, they just won't show up in that thumbnail?
Justin Kegley: (00:38:14) Right.
Hannah Simon: (00:38:15) Okay.
Justin Kegley: (00:38:16) Well, I wanted to show you guys because it may be relevant if you guys are hosting and you want to have somebody who's listening in and able to vet attendees, but not actually have to show their video.
Hannah Simon: (00:38:29) I can try the Q & A if we'd like.
Justin Kegley: (00:38:30) Yeah. So Hannah, as the attendee, can bring up the Q & A box and submit a question.
Hannah Simon: (00:38:37) Yes. And I have that anonymous option, but I'm not using it.
Justin Kegley: (00:38:42) Right. So for the rest of us, if we click on the Q & A box at the bottom of our screen, we can bring up this box here. And what we can do - what I can do as the host, and what you all can do as co-panelists - we can click "Dismiss."
And what that will do is actually just move it over to this "Dismissed" tab on the right. I can always reopen one of those questions if I want, which will bring it back into "Open."
We, as the panelists, can type an answer, but usually what we're doing at the ICAA, because we're having these webinars for the audience members, is that we are wanting to answer them live.
So when you click, "I will answer this question live," it only just earmarks it, saying to the audience, or the panelists, or whoever is able to watch the questions come in - "we acknowledge this question, and we're about to address it in the program."
And what we ask the speaker to do is to read the question out loud, because you'll remember from earlier, we have the "View Question" option disabled for attendees.
And so the speaker has to actually read it out loud before they answer the question.
Hannah Simon: (00:39:57) I've sat on a couple other - not our organization, but another livestream - where the questions are viewable by the audience, but the host or the speaker doesn't - he only read like half of the question to get an idea of what was being asked and then just started answering it. Because everybody could see what the question was, but also if you're calling in, you don't know what people are asking. You can't see the question, so -
Justin Kegley: (00:40:27) Right.
Hannah Simon: (00:40:27) It's appropriate to -
Justin Kegley: (00:40:31) Right.
Hannah Simon: (00:40:31) - just to talk through the whole question.
Justin Kegley: (00:40:34) Or even if someone doesn't know how to bring up the Q & A box, which again is because it's - enabling that is hidden at the bottom of the screen, they don't always know.
So yeah, it's best practice that I have to ask the speaker beforehand, "Hey, when we do the Q & A session, will you just remember to read the question out loud?"
I can, on the fly, change the Q & A to allow anonymous questions, or allow attendees to view the questions. And I can change that setting within the meeting as well. So even if I have that setting enabled or disabled when I schedule the webinar, I can actually go in here and change it on the fly.
Hannah Simon: (00:41:14) Could you actually type a question as a panelist, or . . . ?
Edith Platten: (00:41:17) I don't think you can. You can answer, but you can't -
Hannah Simon: (00:41:21) Oh yeah. It's just Open, Answered, and Dismissed. So I couldn't actually type a question as a panelist.
Edith Platten: (00:41:31) And as a panelist, you can't, - there's no button to dismiss a question. I think you can only do that as a host, right?
Julie Benton: (00:41:40) No - it pops up if you scroll over the question.
Justin Kegley: (00:41:43) Oh.
Edith Platten: (00:41:44) Oh, okay. Okay.
Justin Kegley: (00:41:46) Again, user interface could use some updating.
Hannah Simon: (00:41:50) Oh. And then you also have the ability to reopen the question.
Justin Kegley: (00:41:53) Right.
Hannah Simon: (00:41:55) Like, "Okay. Sorry. I just missed it on accident," or now, "Suddenly this question is relevant. Let me come back to it." Gotcha. Okay.
Julie Benton: (00:42:05) Can the attendees who are submitting the questions see that you dismissed their questions?
Justin Kegley: (00:42:12) That's a good question that I don't know the answer to. We could test it.
Hannah Simon: (00:42:15) Yeah, do you want to switch me back to attendee?
Julie Benton: (00:42:17) Just curious.
Edith Platten: (00:42:18) You can make me an attendee if you like.
Justin Kegley: (00:42:20) Okay. Bye, Edith.
Edith Platten: (00:42:23) Bye.
Justin Kegley: (00:42:28) It feels so rude, like, "Yeah, you're out."
Julie Benton: (00:42:36) I was just going to say - I'm going to dismiss your question for me. Does it tell you that I did that?
Edith Platten: (00:42:43) No.
Julie Benton: (00:42:44) Oh, good. Okay. I was just curious because I don't want people to, you know - obviously, the point of going through the Q & A is obviously to dismiss anything that's particularly rude or weird, but -
Edith Platten: (00:42:53) Yeah.
Julie Benton: (00:42:54) I mean, maybe things that are just not particularly helpful, or repeat questions, you know, that we already saw from someone else. And if someone has a somewhat legitimate question, but it's incomprehensible or otherwise needs to be dismissed so the speaker doesn't see it. I wouldn't want that person feeling that we actively said, "No" to answering their question.
Edith Platten: (00:43:17) It doesn't show anything. It just says - I've just typed it in, and it doesn't say anything.
Julie Benton: (00:43:25) Great.