Customize a Scheduled Webinar - GoToWebinar

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Customize a Scheduled Webinar

Once a webinar has been scheduled, organizers can create polls and surveys and set email notifications. If the branding, theme and registration form customizations were not selected during the scheduling process, organizers can customize these at any time.

Create Polls

Create a Survey

Branding and Theme

Email Notifications

Registration Form

Create Polls

Using the Poll feature during a webinar is a great way to generate immediate feedback and keep attendees alert and interested. Up to 8 polling questions can be can be created before or during a webinar. Organizers will be able to see poll results during a webinar as well as review polling responses in the Attendee Report and polling response rates in the Performance Report once the webinar has ended. See Generate Reports.

Note: See Polling for information on launching and managing your polls during a webinar.

To create a poll

1. Log in to your account.

2. On the My Webinars page, scroll to the webinar for which you want to create a poll.

3. Click the Change Session Settings drop-down menu and select Polls. The Polling page will load.

4. In the Question Type field, select the answer choice from the drop-down menu:

  • Choice - Single Answer: Attendees can select only 1 answer.
  • Choice - Multiple Answers: Attendees can select more than 1 answer.

5. In the Question field, type a question.

6. In the Answers fields, type up to 5 answers.

7. Click Create.

8. Click Save Changes.

Your poll questions will appear in the Polls box. You can modify poll questions, including the order you wish to launch them in-session, by highlighting each in the Poll Questions box and clicking Edit, Delete, Up or Down. Up to 8 polling questions can be created. Polls can be modified before and during your webinar.

See Polling for more information on managing your polls during a webinar.

Create a Survey

The survey feature allows organizers to generate feedback after a webinar. Organizers can choose to have attendees complete a survey with up to 8 questions as soon an attendee exits the webinar, or through a survey link that can be included in a follow-up email. Organizers will be able to view survey results in the Attendee Report once the webinar has ended and the survey is launched. See Generate Reports.    

To create a survey

1. Log in to your account.

2. On the My Webinars page, click the Change Session Settings drop-down menu and select Survey. The Survey page will load

3. In the Question Type field, select the answer choice from the drop-down menu. Click Show me the Question Types for answer descriptions:

a. Choice - Single Answer: Attendees can only select 1 answer.

b. Choice - Multiple Answers: Attendees can select more than 1 answer.

c. Choice - Scale 1 to 5: Attendees can answer based on a rating scale.

d. Open-Ended - Short Phrase: Attendees can type a short answer.

e. Open-Ended - Essay: Attendees can type a descriptive answer.

4. In the Question field, type a question.

5. In the Answers fields, type up to 5 answers.

6. Click Create.

Your survey questions will appear in the Survey Questions box. You can modify survey questions, including the order in which they will appear in the survey, by highlighting each in the Survey Questions box and clicking Edit, Delete, Up or Down. You can create up to 8 survey questions.

7. Under Options, select whether the survey is shown to attendees after they exit the webinar or is included as a link in the attendee follow-up email. You must have selected to send a follow-up email.

Note: Surveys cannot be modified once follow-up emails have been sent.

8. To view your survey, click Preview.

9. Click Save Changes.

Branding and Theme

The branding and theme that is selected will create a consistent and polished look to everything the audience sees - from the invitation to the Webinar Waiting Room. The Waiting Room is the screen the audience sees before the webinar starts.

To select the branding and theme

1. Log in to your account.

2. On the My Webinars page, scroll to the webinar for which you want to customize the branding and theme.

3. On the My Webinars page, click the Change Session Settings drop-down menu and select Branding and Theme. The Branding and Theme page will load.

4. On the Branding and Theme page:

a. Custom Logo: Upload your company logo to the theme. The logo can be up to 400 x 200 pixels and 100kb in size and must be in either .GIF or .JPG format.

b. Choose Your Theme: Select from one of 5 themes.

c. Upload a custom image: Upload your own image that will replace the default image in the theme. The image can be up to 200 x 200 pixels and 100kb in size and must be in either .GIF or .JPG format.

d. Viewer Color: Select the color that will appear on the Viewer Window border as well as the Control Panel of all attendees

e. List Presenters in Waiting Room: Type the name and information of your presenters and upload their photos. To include additional presenters, click Add another presenter (choose a maximum of 6). The presenter's image can be up to 100 x 100 pixels, 10kb in size and must be in either .GIF or .JPG format.

f. Welcome Message: Create a welcome message that will appear in the Control Panel as attendees arrive in the webinar.

5. To view your customization, click Preview or Preview Waiting Room.

6. Click Save Changes.

To delete a presenter from the Waiting Room screen

  1. On the Branding and Theme page, next to the information of the presenter you want to delete, select the "Delete presenter" check box.
  2. Click Save Changes.

Email Notifications

The Email Notifications feature allows organizers to manage email communications with registrants and attendees pre- and post-webinar. Organizers can select when reminder and follow-up emails are sent for a particular webinar. Confirmation, reminder and follow-up emails can also be personalized.

To modify Email Notifications settings

  1. Log in to your account.
  2. On the My Webinars page, scroll to the Webinar for which you want to modify email notifications.
  3. Click the Change Session Settings drop-down menu and select Email Notifications. The Email Notifications page will load.
  4. On the Email Notifications page, modify settings and click Save Changes.
  • Email Format: Choose the format in which email notifications will be sent. (a)
  • HTML: Email notifications will show in HTML format in the body of the email (with graphics).
  • Plain Text: Email notifications will show as plain text in the body of the email.
  • Note: The Registration Tracking feature can only track opened invitations if the Webinar Invitation is sent in HTML format.
  • Webinar Invitation: Preview or send the invitation to yourself. (b)
  • Other Emails to Registrants (corporate plans only): If you want attendee replies to go to another organizer on your account, select the organizer's name in the drop-down menu. (c)
  • Confirmation Email: Personalize by clicking the Plus icon . Choose if you want to include system requirements and a link to add to Outlook Calendar. (d)

  • Reminder Emails to Invitees & Registrants: Select the frequency that reminder emails are sent to registrants. Personalize by clicking the Plus icon . Choose if you want to include system requirements and a link to add to Outlook Calendar. (e)
  • Follow-Up Email to Attendees: Select when the follow-up email is sent to attendees and no-shows. Personalize by clicking the Plus icon . Select if you want to include a link to the recording of your webinar (corporate plans only). (f) (g)

Registration Form

To join a webinar, attendees are required to complete a registration form. To get to know the audience, organizers can customize the registration form to request specific information. Organizers can also redirect registrants to a specific website upon completion of registration

Note: Impromptu webinars started using the Webinar Now link do not require pre-registration and only ask attendees for their name and email address when joining the webinar.

To customize the registration form

1. Log in to your account.

2. On the My Webinars page, scroll to the webinar for which you want to create the registration form.

3. Under the Webinar title, click Edit next to Registration. The Registration Form page will load.

4. On the Registration Form page:

a. Select your form fields. Selecting the "Required" check box requires registrants to fill in the field before being able to complete registration.

b. Create up to 10 custom questions by clicking the Plus icon next to Create Your Own.

c. After registering, choose whether registrants will receive the confirmation email which has information on how to join the webinar - automatically after registering or only upon approval.

If you select Upon Approval, you will need to monitor registrants and approve them before they can join the webinar. See Registration Tracking. Upon completion of registration, registrants will see a Registration Complete page but will not receive instructions on how to join until you have approved them.

Note: You can select or de-select Upon Approval any time after registrations have been sent. However, if you de-select Upon Approval after registrations have been sent, all registrants you denied will receive a confirmation email that will allow them to attend. Likewise, if you select Upon Approval after registrations have been sent, you will need to approve all registrations submitted before the change was made. See Registration Tracking.

d. Redirect registrants by entering a URL, such as your company's website.

5. To view your customization, click Preview.

6. Click Save Changes.

Note:Changes to the registration form can be made after registration has begun; however, changes may affect consistencies in the Registration Report. The Registration feature cannot be turned off.

To create your own custom questions

  1. On the Registration Form page, click the Plus icon next to Create Your Own.
  2. In the New Question field, type your question.
  3. In the Answers fields, type up to 5 answers. If you want to provide an open-ended answer field instead, leave the Answers fields blank.
  4. Select the "Required" check box if you want to require the question to be answered. If the "Required" check box is not selected, registrants may leave the field blank.
  5. Click Create.

Your questions will appear in the Your Questions box. You can modify questions, including the order of appearance in the registration form, by highlighting each in the Your Questions box and clicking Edit, Delete, Up or Down. You can create up to 10 custom questions.

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