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First steps

What is a webinar?

A webinar is a seminar conducted on the Internet (from web + seminar). Webinars are also called web conferences, video conferences, or webcasts. They allow users in different parts of the world to see, hear, and interact with the presenters, ask questions, respond to surveys, etc. Webinars are commonly used in sales, marketing, education sectors, or employee training sessions.

What is a webinar and how does it work?

When organizing a webinar, we want to primarily reach a dispersed group of people and offer them specific content and knowledge. These can be sales leads or actual customers, as well as students, participants of training sessions, or employees of huge companies with branches scattered around the country – or the world.

A webinar is much more than just a regular online meeting. It is a form of interactive marketing communication filled with multimedia, which has become a permanent part of the landscape of every industry operating on the Internet.

The core of an exemplary webinar is a presentation with valuable content for the participants. These are presentation slides during which the organizer discusses a topic, or video materials which the organizer can include in the webinar program.

Webinar and its interactivity

When answering the question, “What is a webinar?”, it is impossible not to pay attention to its functionality. On the one hand, they help to substitute a traditional meeting. On the other hand, they allow realistic and effective knowledge sharing.

  • Screen Sharing – true magic provided by a high-tech webinar platform. With this feature, participants can see exactly what the organizer wants to present by sharing their entire screen or only a part of it.
  • Whiteboard – sometimes, it’s better to visualize a complicated process or topic. With this feature, the organizer can outline a chart or illustrate the ideas.
  • Surveys – the perfect way to check your webinar participants’ knowledge. The results serve as a source of knowledge and guidance for upcoming webinars.
  • Chat – an ideal tool created for building stronger relationships with your webinar participants and providing answers in real-time.

To create a webinar, log in to your account and click the “Schedule event” button available on the dashboard. Provide the title, choose the date and other important elements in the remaining tabs. In the last tab, click on the switch button and choose whether to set up the event as a meeting (up to 25 attendees, including presenters and host) or a webinar (the capacity of the webinar room depends on the plan you have purchased). Remember that the maximum event duration time is 14 hours. After this time, the event will end automatically.

How is ClickMeeting different from competitive products?

Unlike any other platform, ClickMeeting software does not require installation. The organizer, presenters, and attendees need only the latest version of a web browser and Internet access to start using the platform.

ClickMeeting offers a 30-day free trial account that enables you to explore the possibilities of live, automated, and on-demand webinars with up to 25 attendees. Please note that you do not need to include any billing details to test out the platform.

It can serve as a general solution for videoconferencing, product demos, online courses, training sessions, online business meetings, collaboration, and huge events for even up to 1,000 attendees.

ClickMeeting is a browser-based platform that works on all the latest versions of browsers, operating systems, and devices, including iPad, iPhone, and Android devices. No IT skills nor setup are necessary to start using the software. Webinars are simple to organize, run, and join, and our features help you before, during, and after the webinar or the meeting.

The platform can be fully customized and connected to your CRM or CMS application throughout our advanced API. You can adjust and customize the events to meet all your needs. Upload your presentation files, prepare the agenda, and customize your brand colors or logo.

Learn more about the available features on our pricing page. We offer real-time support, and our team consists of friendly and professional customer advisors speaking several languages, including English, Polish, Russian, German, and Spanish. Click here to learn more about our availability.

What do I get with my 30-day free trial account?

Your free trial account allows you to test the platform without having to worry about any costs. You are not asked to provide any billing details in your free trial account – this is only needed when you would like to upgrade your account to a paid one.

The free trial account allows you to host events with up to 25 attendees. The webinar room in a free trial account contains 2 seats for the presenters, but there are 25 camera feeds available.

The storage space available in your account for presentations, pictures, and other files is 500 MB. If you would like to record an event, the system will allow you to record only 30 minutes.

Please note that in every account type (free or paid), you are allowed to host only one live event at a time. The events cannot overlap but can happen one after another. Free trial account users are allowed to test the automation, promotion, or follow-up features along with the HD and screen sharing option. A complete specification of each of the available plans can be found in our pricing.

Please remember that paid webinars and toll-free numbers are disabled from the free trial accounts as they require adding a credit card to your account and upgrading the subscription to a paid one.

To get started with ease, check our video tutorials and eBooks for visual representation.

If you need help, our 5-stars customer service will answer all of your questions.

How many events can I host on the ClickMeeting platform? Can I organize just one event?

ClickMeeting allows you to create as many events as you need in your account. You can schedule and prepare hundreds of events and have them available on your dashboard. You are also able to choose the type of your upcoming events.

You can host instant events, which are spontaneous events that do not need any prior preparation. You can go live anytime you want to speak to your audience on the move.

The platform allows you to create permanent or time-scheduled events. The first type uses the same link for each session that you’re going to host in the same webinar room. The permanent event will be available on your dashboard until you delete it.

Time-scheduled events are set for a specific date – after the event (or day) is over, it will disappear from your dashboard. If you have organized a session, its details will be available in your Timeline section. If you haven’t organized a time-scheduled event, there will be no data to store, meaning the event will be available neither on your dashboard nor in your timeline.

Create an automated event to play it for the audience on autopilot. Add a webinar recording, video, survey, or Call-To-Action button to the event to make it look like a live session. Choose the date and start time, and decide whether to enable the chat window or not. Let the automation do the rest.

Let your event be an on-demand session that can be watched by the attendees at any time. Decide if you would like your attendees to play, pause, or rewind the video, and leave messages during the event. You can answer them later.

You can organize only one event at a time, meaning that the events cannot overlap, but can be hosted one after another. If you would like to be able to host more than one session at the same time, purchase the Parallel event add-on available in the Account add-ons section. Remember that the maximum event duration time is 14 hours. After this time, the event will end automatically.

What technology does ClickMeeting use?

The audio-video technology that ClickMeeting uses is HTML5 technology and WebRTC. It is the highest standard that connects the browser with ClickMeeting in real-time. This technology not only makes your work with the application smooth and much more comfortable but, above all, delivers your webinar audience razor-sharp audio-video quality.

At the moment, you can use the WebRTC technology with the latest versions of web browsers like Google Chrome, Opera, Safari, Mozilla Firefox, Yandex, or Edge (Chromium). These browsers entirely support the new audio-video technology.

However, we strongly recommend choosing Google Chrome as this browser is the most advanced in terms of integrating with WebRTC technology.

What are the hardware and software requirements to host events on ClickMeeting?

Requirements that must be met:

  • 2 GHz dual-core processor or better (4-core preferable);
  • 2 GB of RAM (4 GB or more recommended);
  • An operating system such as Windows 8 (Windows 10 recommended), Mac OS 10.13 (the newest version recommended), Linux, Chrome OS.

As ClickMeeting is a browser-based platform, it is required to use the latest official versions of Google Chrome, Mozilla Firefox, Safari, Edge (Chromium), Yandex, or Opera.

To be sure you can host your event flawlessly, you can check the requirements with our System configuration test. On the right-hand side of the test, you can listen to a sample piece of music to check if your speakers or plugged-in headphones are working properly. You can check the audio level by talking to the microphone and observing the moving bar level, as well as see the stream from your camera.

The left-hand side of the System configuration test allows you to check if your connection to our conference servers is all set, and if the operating system and web browser are up to date. Please remember that the ClickMeeting platform selects available audio, microphone, and camera output by default.

ClickMeeting works with all laptop built-in cameras and most of the webcams. A more advanced or professional camera may need installing additional software or hardware and must be consulted with our Sales Team. To test the camera compatibility, we recommend creating a free trial account.

In order to use the service (including participating in conferences) on certain mobile devices, it may be necessary to download a relevant app in the iTunes App Store or Google Play Store. To use the service in the full audio-video range during a conference, it is necessary to have a webcam, microphone, and headset or loudspeaker connected to and recognized by your device, and they should not be simultaneously used by any another application.

How much bandwidth do I need for ClickMeeting?

The free trial account allows you to host events with one additional presenter. This means that there are two camera feeds (as well as two seats) available for the organizer of the event and the presenter.

Paid accounts allow you to have up to 8 video camera feeds during a webinar and 25 video camera feeds during a meeting.

ClickMeeting works with all laptop built-in cameras and most of the webcams. A more advanced or professional camera may need installing additional software or hardware and must be consulted with our Sales Team. To test the camera compatibility, we recommend creating a free trial account.

You can purchase up to 14 presenter seats; however, only up to 8 presenters will be able to turn on their microphones and cameras during a webinar. Please note that additional presenter seats are available only during webinars, not meetings. To ensure the optimum stream quality, we recommend that each event participant use a separate network.

Call type

Attendee (download
speed)

Presenter (upload
speed)

Audio

512 kbps

512 kbps

Audio + video SD

512 kbps + 1 Mbps

512 kbps + 1 Mbps

Audio + video HD

512 kbps + 2 Mbps

512 kbps + 2 Mbps

Screen sharing (Lite Mode)

2 Mbps

2 Mbps

Screen sharing (HQ Mode)

2 – 5 Mbps

2 – 5 Mbps

Screen sharing (Browser-based)

1 – 4 Mbps

1 – 4 Mbps

To achieve the best possible video quality, each event participant should make sure they have a strong and stable Internet connection. It is best to use a private WIFI or an Ethernet Cable and keep unnecessary apps from running in the background while hosting an event. Same goes for unnecessary browser tabs and windows.

Please postpone any updates and avoid uploading/downloading large files.

Feel free to test your microphone and camera by running an AV test in the account panel (for hosts) or in email invitations (for attendees).

Does the ClickMeeting platform require any installation to join the event?

Presenters and attendees do not need to create a ClickMeeting account to join a webinar or a meeting. They can be sent an email invitation, where they can click on the link redirecting to the webinar room. They also can copy the room ID, which consists of 9 digits, and paste it on this page.

Please remember that when logging in to the event room, you will be asked to provide your name (which does not have to be real) and your email address. We strongly suggest providing an existing email address, in order to receive any materials from the event you take part in (if the organizer decides to share any).

The attendees also have the chance to join the webinar room from their iPad, iPhone, Android device with a mobile app, or browser (Google Chrome or Safari). This does not require any installation of software as it is based on the RWD technology. You can read more about it here.

By using a QR code, event participants can seamlessly switch from a laptop/desktop to a mobile device without having to re-enter login details.

Users can also dial into the webinar room or use toll-free numbers if the organizer decides to enable such a way of joining the event.

What is the RWD room?

RWD stands for Responsive Web Design. In terms of the webinar room, it means that your attendees can join your event on their mobile devices with their browser. They will not have to download the application to enter the webinar room.

So far, the RWD room version is available for webinar attendees only. It means that, as a webinar host or as a presenter, you need to use the mobile application to join and run the event on your mobile device. Moreover, an attendee who joins the webinar on the RWD room version cannot be enabled to be a presenter or use the Whiteboard with drawing tools.

The RWD room version works only on Safari and Google Chrome. To join a webinar in the RWD room, attendees need to have the latest version of one of these browsers on their mobile devices.

The RWD room version is available for webinars only. If you host an online meeting and want to collaborate on mobile devices, you and your attendees will have to use the mobile application.

Please note that embedded event rooms are not supported by the RWD version.

What file extensions can be converted on ClickMeeting?

When using ClickMeeting, you can share the content with your attendees to make your presentation even more interesting and eye-catching. You can share not only documents or presentations but also upload video files to play during your webinar.

We highly recommend uploading the files before your webinar starts just to be sure you have everything at your fingertips. You can upload the files to your file library or directly to the event room. Please make sure that the size of a single file does not exceed 500 MB.

Please note that even if you have 1 MB of storage space left in your account panel, you are still able to upload the file you need. After doing so, the storage space will be exceeded. To be able to upload new files, you would simply want to delete some of them to free up space.

File extensions that can be converted on ClickMeeting are: asf, avi, doc, docx, jpg, key, mkv, mov, mpeg, mpg, mp3, mp4, mp4v, m4e, m4v, m4u, numbers, odp, ods, odt, ogm, ogv, ogx, pages, pdf, png, ppt, pptx, qt, qtm, qtx, txt, wav, webm, wma, wmv, wmx, xlsx.

Can ClickMeeting be integrated with social media platforms or external services?

You can integrate your ClickMeeting account with many social media platforms or external services. Feel free to integrate your webinar account with the most popular services like Moodle that allows you to connect online classes with webinars and run them directly from the Moodle platform.

Choose PayPal if you would like to make the most of your expertise. Sell access to your webinars and monetize your knowledge. Coordinate your webinars with dozens of sales, marketing, and project management activities. Integrate your ClickMeeting account with the Zapier platform and get access to hundreds of applications.

Take care of your CRM and integrate ClickMeeting with Keap (formerly Infusionsoft) or Pipedrive to effectively convert contacts into new leads. Reach your audience with marketing integrations. Strengthen your brand, promote new products, and close more deals thanks to GetResponse, HubSpot, Facebook, LinkedIn, Twitter, or YouTube integration.

Learn more about each of our integration options by clicking here.

What phone numbers are available for ClickMeeting events? Is the dial-in option the same as toll-free numbers?

Attendees who do not have the chance to join the event via laptop, computer, or smartphone can dial into the event. The dial-in numbers are included in the email invitation.

When setting up the event, you can choose the country your attendees will be mostly dialing from. If you choose nothing, we will send recommended phone numbers for each attendee based on their current location.

The phone gateway is turned off by default due to security measures. You can enable the phone gateway for particular events by editing them and changing the settings in the Automation tab and then the Basic settings section. Remember to save your changes.

Please note that the costs for such a call are borne by the attendee, which means that they will be charged depending on how long they have been listening to your webinar and what costs their phone providers offer. The costs for such a call may differ for each and every attendee who decides to use this option.

The organizer can also purchase minutes for the attendees to join the event via phone. The person responsible for the costs for such a call is the account owner, meaning that the attendees will be able to listen to the event for free. Please click here to learn how to add funds to your toll-free balance.

Toll-free phone numbers are available for attendees in Canada, United States, Poland, Russia, and the UK.

 

City

Phone number

Ankara

+90 (850) 455-1249

Berlin

+49 (157) 3598-9002

Buenos Aires

+54 (11) 5032-8127

Calgary

+1 (587) 774-1365

Chicago

+1 (312) 702-1380

Dublin

+353 (76) 680-3062

Houston

+1 (832) 706-2490

Johannesburg

+27 (11) 568-0920

Kansas City

+1 (816) 666-7600

København

+45 (7) 873-0919

London

+44 (20) 3807-7999

Madrid

+34 (91) 084-0589

Melbourne

+61 (3) 9021-6833

Mexico City DF

+52 (55) 8526-2977

Moscow

+7 (495) 669-4207

New York

+1 (917) 338-1451

Oslo

+47 (21) 953-760

Paris

+33 (9) 7512-9519

Perth

+61 (8) 6365-0440

Philadelphia

+1 (267) 279-9000

Praha

+420 (2) 3409-3808

San Francisco

+1 (415) 697-0350

Seattle

+1 (206) 453-2087

São Paulo

+55 (11) 3230-2305

Tel Aviv

+972 (3) 374-1866

Tokyo

+81 (3) 4570-4339

Toronto

+1 (647) 497-7729

Warsaw

+48 (22) 307-8288

Zürich

+41 (44) 508-7143

Can I customize emails sent from ClickMeeting?

To customize certain elements of your email message, log in to your account and move the pointer to the upper right corner of the screen. Choose Appearance settings from the drop-down menu and then go to the Email tab.

In this section, you can choose the initial layout of the emails that will be sent from ClickMeeting. Choose the order of the elements by dragging and dropping them in place, and decide which elements you would like to delete or add to all future messages.

Decide if you want your attendees to see available phone numbers, presenter info, agenda, download/accept/decline buttons, logo, or room ID. Make your messages even more advanced by adding images, texts, or links.

A little pencil icon available on some of the elements enables you to edit the content of the section. Simply mark or unmark the options, provide descriptions wherever needed, and make your future messages more personal.

How can I change my email signature?

A signature allows you to leave your first and last name and other details in every message sent to your attendees. That way, you can personalize the content even more and make sure your attendees recognize your company, product, or service.

Log in to your account and hover the pointer to your name in the right upper corner of your screen. Click on your name and proceed to the Account settings section available in the drop-down menu. Proceed to the Personal details section and scroll down the page.

Click on the Signature option and provide any details you want there to be. Please remember to save your changes. To see how it is going to look, create a test event and send yourself a test invitation. You can also proceed to Appearance settings to see, manage, and check your emails’ look.

What is the difference between the multiuser account and subaccounts?

The multiuser feature allows you to use different login credentials for the same account. Co-workers, employees, or contractors can log in to your account using their own credentials, and create and host their own events on your account.

Please note that the multiuser feature does not allow you to host more than one event at the same time. For that, you will need to purchase a Parallel event add-on in the Account add-ons section.

If you want privacy for the users on your account, purchase a subaccount. Subaccounts are separate accounts managed from the main account. Each person gets their own storage space and recording time allowances, and can keep their files and information private.

Choose multiuser if you want to avoid confusion over login credentials. If you want your coworker’s information, files, storage space, and recordings to remain private, go for the subaccounts.

What do I need to know about subaccounts?

If you want more people to use the same ClickMeeting account, but their personal data must remain private, you can purchase a subaccount. You can purchase the subaccount in your account in the Account add-ons section. Choose the size and number of subaccounts and proceed with the purchase. You will be charged a prorated amount for the current period and the monthly (or annual) rate from then on.

The number of purchased subaccounts is unlimited, meaning you can purchase as many subaccounts as you need and cancel them anytime. Please remember, however, that the add-on remains active till the end of your actual billing cycle (monthly or annual). Only then will the subaccount no longer be active, and you will no longer be charged for it.

You can create only one level of subaccounts, meaning that subaccounts cannot own subaccounts. To assign a new subaccount, click your name in the right upper corner of the screen and go to the subaccounts section. Add a new subaccount there and provide such elements as page name, username, and email address.

Please note that you cannot purchase any add-ons to a subaccount nor change its subscription plan, as the subaccount is an add-on itself.

Once a subaccount is created, the system sends an activation email to the email address you provided. When the recipient clicks on the link and creates a password, the subaccount is fully functional and ready to use.

To manage the accounts, you can go to the subaccounts section and log in as them, edit the details, change the package, reassign, or delete them. To reassign a subaccount, delete the assigned user and create a new one. Please note that deleting a user also deletes the user’s data. This action cannot be undone.

What is the specification of the roles of users during the event?

When hosting the event, there will be users who will receive different roles during the event. The role which they will get determines what kind of rights they will have in the event room. Each role has its specific characteristics, and it is worth distinguishing them when planning to assign the roles to chosen people.

The most important person is the host, in other words, the organizer, and even to be more specific, the account owner. This is the person who has access to all the features, tabs, and options within the account. The account owner is the only person who can view the Billing details and make payments in the scope of their account. It means they are the only ones who can purchase the add-ons or upgrade the subscription plan to a higher one.

If the account owner decides to join the event (even if they are not going to host it but only to see how the things are going), they will always receive the host’s role, meaning there will always be a seat available for them in the event room.

It may happen that the account will be shared by a few people within a company. In that case, the account owner may decide to assign a maximum of three multiuser roles to some of his/her coworkers. The multiuser accounts have access to the main account, but they cannot see the Billing details and Account add-ons sections in the drop-down menu. Also, access to the Account details section is slightly limited due to the protection of the account owner’s personal data. All other functions, options, and tabs are visible and available for the multiusers.

To log in to the account as the multiuser, they need to have their own email address and a password, which is being set up when the account owner assigns this role to chosen people within the company, school, or institution. When the multiuser account wants to host their own event, they will gain the presenter’s rights in the event room, meaning they can start and end the event and have access to all the features available there.

Please remember, however, that having multiuser accounts does not grant you the right to host multiple events at the same time by different people. By default, you can host only one event at a time. If you need to host more than one event simultaneously, you would need to purchase the Parallel events add-on.

A presenter is a person who does not have access to your account nor any details or functions available there. This is mostly the person who only receives the link to the event room, and this is the only place where they can “look around”. Presenters join the event room with the presenter’s role, which also means that they are taking one slot for a presenter.

With one of the features, the presenter can now join the event room in advance and set up its layout in advance. It is enough to choose the element which should be ready for them when they enter the event room once again and save the changes. The functions, options, and rights are the same for the presenter as for the host only within the event room. The presenters can start, conduct, and end the event by themselves.

As the host, you can control some of the presenters’ rights in the event room. In the Manage presenters tab in the account panel, you can prevent your presenters from starting and ending events hosted on your account.

Remember that you can easily manage the rotation of the seats available for your presenters. Give and take away the presenter’s rights from the selected users and allow everyone to speak.

The last but not least important audience member is the attendee. You can invite them to the event the same way as you invite your presenters, but they can only watch and listen to your presentation. This what they see on the screen is exactly what the presenter (or the host) is displaying on the screen. Depending on the settings, the attendees can turn on or off their cameras and microphones, share their screen, write in the chatbox, or communicate with you through the statuses.

Billing

Can I try ClickMeeting before paying for a package?

Yes, of course! You can create a ClickMeeting free trial account to test our webinar service for 30 days. No payment details are required to open your free trial account. For the 30-day free trial, click here.

Please note that if you opt for a subscription package, you will automatically skip the free trial period and will be asked to provide your payment details. The charges are made up front each month (30 days) or year (365 days) until you decide to fully cancel your account.

How can I convert my account from the free trial to a paid package?

After logging in to your account, the Choose your plan button will be displayed at the top of the screen. Click it, choose the service package (monthly or annual; Live or Automated) and provide all the necessary billing details, such as address, city or credit card number. Then, click the Buy Now button on the right side of the screen. All details regarding payments update automatically when choosing between different plans.

How much does a ClickMeeting account cost and what are my payment options?

At the moment, we offer monthly and annual plans. The price is based on the subscription plan you choose. Full details are available on our pricing page.

We accept all major credit cards including VISA, Master Card, Discover and American Express. In countries where access to credit card is limited, we accept payments via PayPal.

The annual plan includes a 20% discount. We also offer discounts for nonprofit organizations. To learn more about this offer, please contact our Billing Department.

I need an account to be used by several people in my organization. What can I do?

If you want several people to use the same account, you can either create a Multiuser account or Subaccount for them.

Choose a Multiuser account if you want your co-workers, employees or contractors to use the same account but have their own login details. They will be able to log in to the main account and create and host their own events on your account. Please note, however, that this type of account allows only one person to host one event at a time. To be able to organize two or more events at the same time, you would want to purchase the Parallel Event add-on.

Choose a Subaccount if you would like to keep your co-workers’, employees’ or contractors’ data private. Each person will get their own storage space as well as recording time allowances. To purchase a Subaccount, log in to the account, hover the pointer over your name in the right upper corner, go to the Account Add-Ons section and choose Subaccounts.

Please note that your Subaccount and Multiuser account users cannot purchase the add-ons or make any other payments within their accounts. The payments can only be made from and for the main account.

Where can I view my billing details?

To view your current plan details, log in to the account, hover the pointer over your name in the upper-right corner of the screen and go to the Billing Details section. There, you will see the information regarding your account, such as Plan size, Payment plan, Price, Toll free balance or the Renewal date. From this page, you are also able to download your invoices or upgrade your plan if needed.

Beneath the Account details, you will find information regarding your Payment method or Add-ons, if any have been purchased. You can add new credit details, manage the add-ons section, cancel or freeze your account.

To correct invoice details, please contact our Customer Success Team.

How do I upgrade or downgrade my ClickMeeting plan?

To upgrade your plan, log in to the account, hover the pointer over your name in the upper-right corner of the screen and go to the Billing details section. Next to the Plan size section, choose the Upgrade button.

When you increase the plan to a higher package, the system will charge you only the difference between your current plan and the higher one, taking into account the number of days remaining in the current billing cycle. You will be charged the full price for a plan from the next billing cycle.

Note that if you have also purchased the Parallel events add-on, the fees for the add-on will also increase along with the account upgrade.

To downgrade your plan, please contact our Customer Success Team. You can downgrade the plan to any paid plan currently available, beginning with the next subscription period. We highly encourage you to contact our specialists a few working days before the start of the new billing cycle. It will allow for the efficient execution of changes and procedures.

Please note that it is not possible to downgrade the paid plan back to a free trial account.

Please also note that downgrading your plan will result in the voidance of all the promo-codes.

Are there any hidden costs for using ClickMeeting?

There are no hidden costs for using the standard ClickMeeting features.

ClickMeeting does offer additional features that are available at an extra cost, such as add-ons and toll-free phone numbers. The account owner can purchase these features from the main account.

When adding a new credit card to a ClickMeeting account, you will be charged $1 for its authorization. This amount will be fully refunded within a few days.

Please note that if you use the Paid Webinars feature, PayPal may apply charges according to its policy. To learn more about the charges applied by PayPal, please click here.

Please note that depending on your bank’s policies, you may be charged additional fees for recurring payments. Such fees are not included in the regular ClickMeeting subscription plans.

Where can I review invoices and charges billed to my account?

Log in to the account, hover the pointer over your name in the upper-right corner of the screen and go to Billing details section. There, you will see all the information regarding your current Plan size, Payment plan, Price, Toll free balance or the Renewal date.

You can download all invoices from the Billing details section (Transactions history) if you decided to purchase your plan via credit card or to make the payments via PayPal.

Invoices for accounts purchased via the Sales Department will be delivered based on the agreements made with our representatives.

Please note that Multiuser accounts and Subaccounts cannot view any Billing Details of the main account, nor can they make any payments or purchases from their accounts.

My account is deactivated. How can I start using it again?

Your account may be deactivated due to the lack of payment or insufficient funds on your credit card. To restore your account, you have 90 days from your last rebill date to log in to your account and provide the details for a new credit card or update the details for the previously assigned credit card.

If you have cancelled your account but would like to reinstate it, you have 30 days from the date of your account deactivation to contact our Billing Department. Our representatives will assist you with the restoration of your account.

How do I cancel my account?

To cancel your account, log in to the account and hover the pointer over the upper-right corner of the screen. From the drop-down menu, select Billing Details and click Cancel Account. Follow the instructions to cancel your account.

If the cancellation was a mistake and you would like to continue using your account, you have 30 days from the date of your account deactivation to contact our Billing Department. Our representatives will assist you with the restoration of your account.

If your account is frozen, please also contact our Customer Success Team.

In the case of the cancellation process of a free trial account, you do not need to take any action on your side. All free trial accounts will be closed automatically at the end of their validity period. You have 30 days from the date of your account deactivation to restore it if you would like to get back to using the same account for your business purposes.

What is the ClickMeeting refund policy?

As we provide a 30-day free trial, with no payment details required to sign up, we do not issue refunds. This gives you a zero-risk way to try ClickMeeting before purchasing.

The refunds are not issued regardless of whether you cancel your account immediately after a new billing period starts or a couple of days later after dry-runs.

For more information, please check our Terms of Service available here.

How much does a subaccount cost and how am I charged for it?

The subaccount price depends on the package size you choose. After selecting a subaccount in the Account Add-Ons section, you will see the exact amount for purchase underneath the Buy button.

The subaccount add-on you purchase has the same subscription type as your main account – either monthly or annual.

When you purchase a subaccount, you will be charged a prorated amount for the number of days left before the end of your billing cycle. The fee for the subaccount(s) will then be charged as a recurring payment with the main subscription plan until you cancel.

How do I delete a subaccount and cancel the add-on?

To delete a subaccount, log in to the account, hover the pointer over your name in the upper-right corner of the screen and choose Subaccounts. Click the Actions button beside the subaccount you would like to delete and choose Delete User. Please note that deleting a subaccount will also delete all data related to it. This action is irreversible.

Please remember that deleting a subaccount is not equal to cancelling the add-on.

To cancel a subaccount add-on, log in to the account, hover the pointer over your name in the upper-right corner of the screen and click Billing Details. Scroll down the page to the section with your installed add-ons, choose Decrease and click Cancel beside the subaccount add-on you no longer need.

A cancelled subaccount add-on remains active until the end of the current billing cycle. After that date, the cancelled add-on will disappear from your account, all data will be deleted, and you will no longer be charged for it. This process is irreversible.

How do I add funds to my toll-free balance?

To add funds, log in to the account and Schedule or Edit your event. After providing the title for the event and setting up the room type, date of the event and Access Type, go to the Toll Free number section and click on the switch. In the calculator, provide an estimated number of attendees and event duration (in minutes). The system will count the minutes and costs for you underneath the equation. If you are ready, click on Add funds and then the Pay button in the pop-up.

If you exceed the toll-free balance designated for your event, the difference between the funds purchased and the funds used will be charged from your credit card.

The toll-free numbers are available for attendees in Canada, the United States, Poland, Russia, and the UK at the moment. The list of available toll-free numbers can be found here.

Your current toll-free balance is available in the drop-down menu underneath your username or in the Billing Details section after choosing the Transactions history option. Next to your chosen transaction, click Actions and then choose Details or Invoice to display the details.

Can I suspend my account?

If you do not intend to use your account in the near future, you can freeze it for up to 90 days. During the freeze period, your account will be inactive, and no charges will be applied. You can unfreeze the account by simply logging in at any time. If you do not decide to log in to the account during that period, the account will automatically unfreeze itself after 90 days.

To freeze your account, log in, hover the pointer over your name in the upper-right corner of the screen and navigate to Billing Details. Click the Freeze your account (for 3 months) button and follow the instructions. Your account will remain active until the end of the current billing cycle and will then freeze.

Please note that you can freeze your account as many times as you wish, but there must be at least one monthly (or annual) payment between those periods.

Can I purchase more storage space and how much does it cost?

To purchase additional storage space, log in to the account and hover the pointer over the Storage section in the upper bar. From there, you can decide whether you would like to purchase additional storage space for your recordings or files.

In both sections, click on the Need more button to display the add-ons on the screen (Recording space or Storage). Choose the most appropriate add-on for you and click Buy – the exact amount for purchase will be displayed underneath the button.

When you purchase an add-on, you will be charged a prorated amount for the number of days left before the end of your billing cycle. The fee for the add-on(s) will then be charged as a recurring payment with the main subscription plan until you cancel. The add-ons can be cancelled in the Billing Details section.

Depending on your pricing plan, you can store from 500 MB up to 2 GB of files. Please note that the size of a single file can’t exceed 500 MB.

Can I increase the number of attendees allowed in one event?

If you notice that almost all of the seats are taken during your event, the system will notify you about the possibility to upgrade your account to a higher plan.

To upgrade your plan, please go back to your Account Panel and hover the pointer over your name in the upper right corner of the screen. Select Billing Details and click Upgrade. The plans available will be displayed on the screen; choose one and click the Buy Now button on the right if you decide to upgrade your current package.

The number of seats available in the event room will automatically update, however, the attendees in the waiting room would need to refresh the page to join your event.

What are the principles of how ClickMeeting’s add-ons work?

Add-ons are additional features that can be separately purchased and added to a paid plan. It is not obligatory to purchase an add-on on the ClickMeeting platform, but it might help streamline the flow of the event and give different abilities to the account owners. The add-ons available on the platform are Recording space, Change username, Parallel events, Presenters, Subaccounts, and Storage.

The payments for add-ons work on the same basis as the subscription payments and are renewed every 30 or 365 days (depending on the plan – monthly or annual). It means that if you purchase, for instance, the Parallel events add-on, you will be charged for it till the moment you cancel it. The only exception is the Change username add-on, which is a one-time payment.

When purchasing the add-on, you will notice two prices displayed on the payment form – the amount for the whole billing cycle, which lasts 30 or 365 days, and the amount you will be charged at the time of the purchase. The amount to be paid is calculated in proportion to the remaining days in the current billing cycle.

If you decide to cancel the add-on, you can do it in the Billing details section by clicking the Cancel button next to it. After following the aforementioned steps, the add-on will remain active till the end of your current billing cycle and then disappear from your account, meaning you will no longer be able to use it nor will not be charged for it. You can always get back to using selected add-ons by purchasing them once again.

It is only possible to remove the entire batch of add-ons. For instance, if you have purchased additional seats for 5 presenters, you can remove exactly these 5 add-ons. It is not possible to remove only 2 or 3 seats for presenters.

How can I correct data on my invoices?

If the data visible on the invoices is incorrect, you can change it at any point after creating your paid account. You can request an invoice correction in your account panel and the changes will be implemented by ClickMeeting’s Billing Department.

To request the invoice correction, please log in to your account and hover over the pointer to your name in the right upper corner of the screen. Choose Billing details from the list and then go to the Transactions history section.

A new page will load on your screen where you can see all of your invoices. Click the Go to the billing system section underneath the list of your transactions. Once there, please locate the transaction you would like to update and click Details. Then scroll to the bottom of the page and choose the Invoice Correction Request option.

Provide all necessary details and mark the Disable the old receiver? option if the changes should apply to all of your future invoices. Once the correction note is accepted on ClickMeeting’s side, it will be available for a PDF download, linked to the original invoice as well as updated for future transactions.

Getting ready for the event

How do I schedule an event?

Go to the Schedule tab and click Schedule event on the right-hand side of the screen. Next, choose a name for your room and use the drop-down calendar to specify the date. Make sure the time zone setting on the right is correct.

Choose Access type. You can create events that are Open to all, Password protected, or Token protected. When logging in to token-protected meetings, attendees need individually assigned tokens, which are sent automatically with invitations.

In the Rebranding and Waiting room tabs, you can change the layout and branding of your webinar and waiting rooms, as well as the agenda and the lobby message displayed to attendees while they wait for the event to start.

If you enable Registration for your event, you’ll know in advance how many people want to take part. To capture additional information, go to the Registration tab and choose the details you require.

After choosing your settings, don’t forget to Save event.

If you send Outlook invitations to your ClickMeeting events, the ClickMeeting plugin for Outlook is worth checking out! It allows you to schedule meetings and invite participants directly in Outlook with just a few clicks. Watch this quick tutorial to learn how to install and use the plugin.

How do I invite attendees to my event?

If the event hasn’t started yet, you can invite attendees in the Schedule tab by clicking Actions → Invite beside the event name. Next, choose Participants. Copy and paste email addresses: add them one at a time or select them from your address book or contact groups.

If the event is already running, invite attendees by clicking the Invite button on the Attendee List pod in your webinar room.

If you send Outlook invitations to your ClickMeeting events, the ClickMeeting plugin for Outlook is worth checking out! It allows you to schedule meetings and invite participants directly in Outlook with just a few clicks. Watch this quick tutorial to learn how to install and use the plugin. We will show you the steps to schedule a meeting and invite participants directly in Outlook.

 

Is it possible to limit access to an event room?

Yes, you can create a password- or token-protected event rooms, so only attendees with the password or token can join. To set a password or token, click Actions → Edit to the right of the room name. Choose access type – Password or Token – and click Save event.

The password is the same for all attendees. For token-protected events, each attendee receives a unique token that only one person can use to enter the event.

If you choose token protection for your event, we recommend that you disable the phone gateway as token protection will not work with it.

By default, the access type of all of your newly created events will be a password that you can set up by yourself. You can change these settings at any time by editing your event.

Can attendees register for my events?

Yes, they can, but you need to enable it when creating an event. Go to the Registration tab and turn the registration button to the On position. First name and email address are required by default. If you want to add a new element from the list on the right-hand side, click it and drag and drop onto the registration page layout.

In order to obtain the room URL, your invitees need to find the invitation to registration in their mailbox and follow the link to the registration form. Once they have registered, they will receive the confirmation message with the room URL.

If you enable Registration, you’ll know in advance how many people want to participate, so you can capture any additional information you need.

How do I embed an event room on my website?

To the right of the room name in the Schedule tab go to Actions, choose Details, and go to the Embed tab. You’ll find code you can copy and paste into your website.

Please note that embedded event rooms are not supported by the RWD version.

How do I reschedule an event?

Go to the Schedule tab and click Actions → Edit to the right of the room name. You can adjust the event time and other settings. Don’t forget to save it!

How do I re-send an invitation?

To the right of the room name in the Schedule tab, go to Actions, choose Details, go to the Invitation tab, and click Re-send beside the invitee(s) name(s).

Any time you edit an event, the system prompts you with the option of re-sending the invitation.

How do I change the language interface that appears in my recordings?

When you record your event, the system captures the official language of the country you have chosen in your account settings. To record your event with a language interface different from your default settings, you need to change the country in the Account settings tab before you click the REC button or set up the event with Recording auto-start.

Example: Your default country is Spain, but you want the recording to show the German interface. First, enter your account panel and hover over your name in the upper right corner of the screen. Second, please go to the Account settings tab and change the country from Spain to Germany. Third, click the REC button or set up the event with the Recording auto-start option.

Please note: Changing the country while recording will not change the language on the recording. You need to stop the recording, change the country, and start recording your event again.

What is the Unsplash service and do I need to create an account?

Unsplash is a free online service that shares stock photography under the Unsplash License. You can choose from hundreds of high-quality pictures on the website. Use them as webinar page background pictures for your webinar room, registration page, profile page, webinar login page, on-demand webinar page, and the thank-you page.

You are not required to create an Unsplash account to use their stock images within ClickMeeting.

How does the Unsplash service work?

Log into your ClickMeeting account, hover the pointer over your name and go to your Appearance Settings > General. Accept the Unsplash Terms of Service, go to the Search field above the photo samples, and put in keywords (English only).

Scroll down the gallery to find your ideal photo. The new photo will be visible on all your webinar pages, including the webinar room, registration page, profile page, webinar login page, on-demand webinar page, and the thank-you page.

Each picture contains the name of the photographer. After clicking on it, you will be redirected to their personal page to give them credit for their professional work.

Can I use my own pictures or plain background pictures from Unsplash service?

If you already have an Unsplash account, you can upload your personal pictures there and use them as background pictures for your ClickMeeting event pages, though, we cannot guarantee that your picture will be available in the image base available on Unsplash.

For plain background pictures, type in the name of the color you want in the “search” field and find the best match among the results.

Is it possible to save the room set-up before going live?

Yes, you are enabled to prepare the room set-up before actually starting your event. After joining the webinar room please, choose the Prepare event button to get ready for the event. That way, you can upload your presentation, video, or any other piece of content into the event room, save the settings, and close the window, without worrying it all disappears.

Simply join the event room of your choice and prepare all the elements that are crucial for your conference. Upload files and choose how they ought to be displayed.

The layout of the event room is in your hands. That’s why you are also able to choose how it looks on your and your audience’s side. With the layout synchronization, you can dock the AV pod to the upper right corner of the screen or undock it and leave it as a small window. You can also completely hide the AV pod and leave the bar with microphone and camera icons only, hide the right-side panel or expand it, as well as stretch the chatbox vertically.

Decide if you would like to synchronize the layout or not by clicking on the synchronization switch available in the top bar of the room. After switching it on, you and your viewers will have the same layout displayed on the screens.

After choosing the right tools to be ready for you or your co-presenters in advance, remember to save your settings. After doing so, even if you close the tab in your browser, your settings will remain as you have set them up earlier.

What types of events can I schedule on the ClickMeeting platform?

The ClickMeeting platform is a perfect solution for any kind of event. It allows you to create webinars for bigger audiences where you can gather as many attendees as your subscription plan allows you to, or create smaller meetings where you speak, see and listen to up to 25 people at a time.

A live webinar is a great option to spontaneously go live if you would like to discuss some topics with up to 1000 audience members. Choose a specific date and hour of conference, classes, or lecture and interact with your attendees in real-time.

An on-demand webinar lets you share your pre-recorded event with people to watch it at their own pace. Record your sessions and send the URLs to your audience so they can get back to them whenever possible and be redirected to a website of your choice via the Call-To-Action button.

With an automated webinar, you can capture your classes or product demos and present it to your attendees at a chosen date and hour without having to endlessly repeat the process of hosting a live event. Run your events on autopilot and save time along the way. Include additional videos, surveys, or a Call-To-Action button to keep your audience engaged.

A planned meeting will let you collaborate with a small group of up to 25 people. Use this option if you want to host small team meetings and see, hear, and talk to all your coworkers, students, or trainees at the same time!

Meet now! The name speaks for itself. Simply, organize a meeting here and now with up to 25 people and discuss issues, problems, and inquiries on the go!

Huge virtual events, in other words, webcasts. Allow even up to 10,000 people to watch your events and take advantage of your knowledge. Please note a difference between a webinar or an online meeting attendee and a webcast viewer. The last one can only watch the event without a two-way interaction. This solution goes beyond our standard pricing. Make sure to contact our Sales team for more details and a quote.

Please remember that each of the above-described types of events (besides the Meet now option) can also be set up as a paid event, meaning that your attendees will first need to purchase a ticket before they join your webinar or meeting.

To help students stay focused, consider integrating Edu mode into your online presentations and classes. Edu mode can be enabled during meetings and webinars with up to 25 participants. Once enabled, presenters will see all the event attendees, while the attendees will only see the presenters and not one another. Presenter can ask an attendee (or multiple attendees) to speak to the entire group.

During each of the live events, i.e., a live webinar, a scheduled meeting, or a spontaneous Meet now session, you can enable the private mode and treat it as a break for both presenters and attendees. We strongly recommend that you prepare an appropriate slide informing attendees about the current break or display such information on the banner using the Call-To-Action button.

Remember that the maximum event duration time is 14 hours. After this time, the event will end automatically.

How to use the ClickMeeting desktop app?

Joining and managing events can be done in a few ways. You can either choose an updated browser and join your event from there. Alternatively, you can download the ClickMeeting mobile app, which is compatible with any smartphone, or you can use our desktop application which not only will allow you to join or manage your conferences but also change the virtual background in your camera stream.

To be able to join, manage, and host events with our ClickMeeting desktop app, you would need to download it first. Click here if your device has the Mac OS X system and here if you prefer to work with Windows. The download and installation process will take only a few moments.

After the installation is ready, open the application and wait for it to load. Install any updates if necessary. This will make your experience better and help you avoid unnecessary issues during your event. The update might take a while, so please do not close the popup window.

The next screen on the desktop application will prompt you to choose whether you would like to log in as a host or as an attendee. The host will be asked to provide their username or email address assigned to the account as well as the password. The attendee will need to provide the event ID or room URL to join the conference.

If you’re an attendee, you will be redirected straight to the event room or the waiting room. In the latter case, please wait for the host to start the event.

The organizer, however, sees a different layout of the application. Once the application loads, you will see four tabs containing the event you have already scheduled. You can check which of them are your upcomingpermanent, or favorite events. If you would like to create one, click the Create event button, and choose which type of event you would like to schedule. Please note that creating events within the desktop app is not possible and you will be redirected to your standard account panel to do this in a browser.

To join the event from the list, click the Join button next to it or click the Join event button in the upper-right corner of the desktop app. Provide the event ID or room URL and join the conference.

Please note that each event can be added to the Favorites section, and they will be listed in the Favorites tab. We recommend adding here your recurring daily, weekly, or monthly events. This will help you have them at your fingertips at all times.

Each event on the list can be easily managed. Click three dots next to the event of your choice and decide if you would like to share it on your social media or via email message. You can check the details of each event in the Details tab and find the room URL, event ID, event type, and access type info there. You can also edit the event (this action will redirect you to your browser-based account panel) or delete it if you do not need it anymore.

All of the files, which you would like to present during your event, can also be managed from and added to the desktop application. Click on the folder icon on the left to display your presentation, image, video, audio, and other files. Preview, download, delete, and add files you need during your webinar or meeting. Remember that the file you upload cannot be bigger than 500 MB.

Click on your profile picture in the upper-right corner of the app to find out more details. In the first tab, Profile, you will find all details regarding your account and subscription plan. In the Settings tab, you can change the Appearance settings and choose the app mode (light or dark). The Background section allows you to enable virtual background during your event. Choose one of the available background pictures, add your own picture, or simply blur the background. These settings can be easily adjusted by clicking the Adjust button. In the Language tab, you can choose the language you want to use for the app.

What does the ClickMeeting plugin for Outlook do?

The ClickMeeting plugin for Outlook allows you to schedule ClickMeeting events directly in Outlook with just a few clicks! No more copying and pasting the event details to your email and checking if the invitation is complete.

Please note that the plugin enables you to schedule only meetings (scheduling webinars is not possible).

The integration is here to facilitate the invitation process for companies that use ClickMeeting internally or invite people from outside (e.g. for recruitment or consultation purposes) using Outlook.

The plugin is supported in both the Outlook desktop app and the Outlook Web version. The data is synchronized across the calendars.

 

During an event

How do I start an event?

Log in to your account, go to the Schedule tab, and click Join beside the event name. Your room will load instantly. Then click Start event.

How do I enter a scheduled event or a permanent room?

Log in to your account, go to the Schedule tab, and click Join beside the event name. Your room will load instantly. Then click Start event.

If you start the event before the scheduled start time, you can close the browser window and leave the site or click the End event button. The event room will still be available in your account panel.

You can also use the Private mode option in the event room – attendees will not see and hear you until you change the event type back to the Webinar or Meeting.

If you want to prepare your event without starting it, we recommend using the Prepare event button. At any time, you can click Start the event in the bottom left corner, automatically letting attendees from the waiting room into the room.

How do I join an event?

You’ll need the URL of the webinar room. Simply click it or paste it into the browser address bar to go to the room.

If you don’t have the link, you can access the event at clickmeeting.com. Click Join webinar and provide the ID of the event you wish to attend.

If you have joined the event on your laptop/desktop, but then need to easily switch to a mobile device, we’ve got you covered! Enter the Event board tab in the top-right corner of the room, generate a QR code and scan it with your mobile device. You will not have to re-enter your login details. If you are joining the event as a presenter, please note that you need to have the ClickMeeting mobile app installed to use the QR code feature.

How do I join an event from an iPad, iPhone or Android device?

Launch your ClickMeeting mobile application.

If you are using a tablet, choose I’m a Participant or I’m a Host. Then enter Meeting ID, click Join, provide your name and email address, and again click Join.

If you are using a smartphone, the Participant tab is displayed by default. To change to Host, simply change the tab. Enter meeting ID, your name and email address, and click Join.

Use the QR code feature to seamlessly join an active event on your mobile device. Switch from a web browser to a mobile browser/ClickMeeting mobile app without having to re-enter your login details. Simply enter the Event board tab in the top right corner of the event room, click Generate QR and then scan the code with your mobile device. If you are joining the event as a presenter, please note that you need to have the ClickMeeting mobile app installed to use the QR code feature.

How do I set up my camera and sound?

After you log in to the webinar room, click the A/V Settings at the top of the window. Move the switch by Use Microphone and Use Camera to the ON position and choose your devices (alternatively, you can Use Avatar instead of video).

Depending on your pricing plan, you can also change your video quality from standard to high definition. If a pop-up window appears, click Allow to allow access to your equipment.

What are event types?

Event types are predefined settings that give you more control over the event:

  1. Presenters only – used when there is more than one presenter. Turning on this mode allows presenters to speak to each other and not be heard by the participants. Please note that when you change the event type to Presenters only, your audio and video are not being recorded.
  2. Webinar – only the presenters can speak. Your audience can listen to the presentation but can’t use their microphones.
  3. Meeting – allows attendees to speak to you and to each other. Choosing this mode turns your event into an online meeting. To turn your event back into a webinar, choose Webinar from the list of event types. Please note that a meeting is available for events with up to 25 attendees. If too many people are talking at the same time or causing audio problems, you can click the Mute all button in the attendee list to turn off everyone’s microphone.

Please note that changing the audio mode will mute all the other presenters (if there is more than one). The presenter will need to enable their microphone again.

Managing attendee audio and video permissions

During meetings attendees have microphone and camera permissions by default. These cannot be revoked by the host or presenters. Up to 25 microphones and cameras can be active at the same time.

During webinars a host or presenters can give an attendee permission to enable microphone and/or camera. Up to 8 cameras and microphones can be active at the same time.

In Edu Mode attendees have camera permission by default that cannot be revoked by the host or presenters. They can give an attendee permission to enable microphone.

To give an attendee microphone permission, click on their name in the Attendee list. You will see a toggle button in Attendee details: Allow to turn on microphone. Toggle the switch to the ON position to allow the attendee to enable their microphone. If you want them to be able to turn their camera on, toggle Allow to turn on camera to the ON position.

If any of these toggle buttons are ON and not clickable, this means the audio and/or video permission is granted by default (e.g. camera permission in Edu mode), hence This option is not available for this user displayed when hovering over the toggle button.

Once an attendee has been allowed access to microphone and has enabled the device, the host or presenter can disable it by clicking Mute microphone under the Allow to turn on microphone toggle button. With some attendees forgetting to mute their mic after they have finished speaking and accidentally generating echo, this feature comes in really handy. Similarly, you can disable attendee’s camera by clicking Stop stream under Allow to turn on camera. Please note that muting attendee’s microphone or disabling their camera does not revoke a permission to enable audio and/or video granted by the host or presenter. To revoke that permission, enter Attendee details and toggle the switch (Allow to turn on microphone and/or Allow to turn on camera) to the OFF position.

Alternatively, you can mute attendee’s microphone by clicking on the mic icon displayed in their AV stream. The Mute microphone and Stop stream icons are also accessible next to each attendee in the Attendee list directly.

Please note that once an audio/video permission has been granted to an attendee, they will keep it with any event type changes. E.g. if someone is granted audio permission in Edu mode, they will not lose this permission after the event has been changed into a Webinar.

Can I play a video for my attendees?

Yes, there are two methods:

  1. Use the YouTube feature in the Dashboard on the left-hand side of the webinar room to play any video hosted on YouTube.
  2. Upload one or more videos into the Presentation feature available in the Dashboard. To play an uploaded video during an event, click the Presentation icon in the Dashboard and choose the video.

How can I share my screen?

Join your webinar room and navigate to the menu on the left to click the Desktop sharing icon. A new pop-up window will appear on the screen asking you to choose between the browser-embedded screen sharing option or a screen sharing application, which can be downloaded onto your computer.

You can also click here to download the app for MAC OS or here for Windows. The application enables you to share your full screen, a screen area or only a selected application. You can also share various types of media or conduct a software demonstration. After you launch the screen sharing, use the drawing tools, arrows, and colors to support your demonstrations.

With one simple click, you can customize the quality to suit your hardware. Choose between the high-quality HighQ Mode for high hardware and the light-quality LiteQ Mode for light hardware.

Please note that desktop sharing is available only on platforms that support Adobe AIR, such as MS Windows and MAC OSX, and does not function on Linux or Chromebooks. Please also note that on iPhone, iPad, or Android devices (smartphones and tablets), you can only view a shared screen, but cannot share your screen.

You can also opt to use the screen sharing option embedded in your browser. Please note, however, that certain features are not available with this function. Embedded screen sharing does not offer the chatbox, drawing tools, screen control, or screen area-sharing options.

Embedded screen sharing employs your browser’s native functions. This solution enables you to share your full screen, your selected application, or a selected bookmark within a given browser. This version is available for Chrome, Opera, and Firefox. This option also allows you to share your audio while sharing your screen. On devices with a macOS or Windows system, you can share your audio within Google Chrome and Edge browsers tabs only. Additionally, the Windows system allows you to share your audio when choosing to share your whole screen.

Can my attendees collaborate during the event?

Yes, by using the Whiteboard tool. Click the Whiteboard icon in the menu on the left-hand side of the event room and then check the Collaborate box in at the bottom of the screen. Your attendees can now draw or make notes together.

Please note, however, that the collaboration box is only available when there are up to 25 people in the event room. If there are 26 or more people in the room, the collaboration option is not available.

You can also make use of the Collaboration feature when enabling the Presentation option in the menu on the left side of the event room. That way, no matter the displayed file, you can interact, draw, and sketch ideas with your audience. What is more, the Collaborate feature is also available on the YouTube videos displayed in the event room.

How does the chat in the event room work?

The chat window available in the right-bottom corner of the event room allows the organizer, presenters, and attendees to collaborate with each other by typing the messages. It also enables the speakers to send the audience an insightful link, inform them about important matters, or start a simple conversation. The options of the chat are limitless, and it is up to you how you will make use of them.

To type any message in the chat window, click on the typing bar and start writing your message. To send it to your audience, click Enter on your keyboard. You can also add emojis to your message to make it more interactive and better express your emotions. Click the little emoji icon available in the bar to choose between hundreds of smiles or emoticons as well as set up your status – Raise hand or I need help. The status will appear in the attendee list next to the camera and microphone icon. To clear your current status, get back to your chat window, click the emoji icon again and choose Clear my status.

Also in the same chat window, you can click the paperclip icon to attach any file to your conversation. Find the right file on the list or upload it directly from your device. Remember that the file cannot be bigger than 500 MB. You can add a maximum of 5 files at a time for your attendees to download on their personal computers.

A new tab, Shared files, will appear in the chat window to make the downloading process easier for attendees. They will find there all of the shared documents, as well as more tabs dedicated to presentations, images, videos, audio files, or others only. The attendees can download them on their computer, and you, as a presenter, can display the shared file on the main screen, pin it to the top (as every other message that’s worth noticing), or reply to it if needed. Replying to the messages in the chat window allows attendees to know what everyone is answering to, so the flow of the conversation is uninterrupted.

Click the gear icon in the chat window to see more helpful options. Decide if you want to enable the chat window for your attendees or shut it down completely. You can also decide which content will be visible to your audience by choosing the moderated chat option. That way, only chosen messages will appear in the chat window. We also highly recommended asking another presenter to manage the chat moderation on your behalf while you deliver your presentation.

If you wish to make your chat a little bit more lively, you can also enable sound notifications, show timestamps, or change the font size. These settings can be managed by each of the users individually, so they can decide how the chat should look on their end.

If you host events for multinational audiences, consider using a simultaneous translation of chat messages. Your attendees can choose one of 52 available languages and understand the conversation in their native language. The translations are immediately ready and visible in the chat window.

At the end of the event, you can also export the chat history manually as TXT, XML, or CSV files and get back to it right after leaving the event room. If you do not do that, you do not need to worry. All chat conversations are saved automatically within your account panel in the Storage and Chat and Q&A logs section.

How do I use simultaneous chat translation?

Click the options icon in the lower-right corner of the chat window (“wheel”) and select language by Translations. Your chat will be automatically translated whenever a new message is posted in the chat pod.

Can I poll/test my audience?

Yes. Click the Surveys icon in the Dashboard on the left-hand side of the webinar room. Then click Create survey. Give your survey a name, select Poll or Test, and Start adding questions. Type your question, choose whether it is single-choice, multiple-choice or short-answer, then add answers (these can include images). Once you finish adding your questions, click Finish and save.

To use your survey during an event, click the Polls icon in the Dashboard and click the poll name to open it.

Can I use an avatar instead of a camera feed?

Yes. In the A/V Settings at the top of the webinar room window move the slider by Use avatar to the ON position, choose an avatar and click Apply. To upload your own avatar, click the plus icon, find the file you want to use and click Open. Then confirm your choice by clicking Done.

How do I end an event?

Click the End event button available in the bottom-left corner of the event room. Choose Exit myself to leave the room and keep it open for attendees who are still downloading files, chatting, or reviewing media. Choose End event to completely close the event window for all people who joined it.

Can my attendees dial into my events?

Of course! The dial-in numbers are always included in the event invitation.

When setting up your event, you can choose the country your attendees will be dialing from. If you choose nothing, we will send the recommended phone numbers for each attendee.

Please note that if your attendees dial into the event room, they will not hear audio of the displayed videos. In that case, you would need to encourage them to join the event from a desktop or mobile device.

What is the Call-To-Action feature and how does it work?

The Call-To-Action feature is a customizable pop-up you can display at any time during your event. It includes a message, a button, and a graphic to redirect attendees to a website of your choice. It’s a great way to capitalize on audience engagement, present an external source, or make instant sales.

To set up this feature, enter your event room, go to the Menu on the left side of the screen, and click the Call-To-Action feature.

Enter a description of the action you want your audience to take (the characters limit is about 75 characters) and the text to display on the button. Add the URL address of a website of your choice to redirect there your attendees. You can also specify how long the pop-up should be visible. When you’re ready, click Create.

To disable the pop-up at any time, click the X icon next to it.

Watch our video tutorial to see how it works.

How does the integration with YouTube work?

The YouTube integration allows you to do two things: 1. find and play any video content during your event without leaving the webinar room, 2. export your recorded webinar directly to your YouTube channel.

How do I enable the integration with YouTube?

Go to the Settings in your account panel and enter the Integrations tab. Next, choose YouTube integration and click Authorize. You’ll be asked to provide your YouTube credentials. Once you submit it, your integration will be enabled.

How do I publish a webinar recording on my YouTube channel?

Go to your Storage and choose Recordings. Next, click Actions next to the recording you’d like to export and then click YouTube. Your file will be published automatically on your YouTube channel. After the upload is complete, you’ll receive a private message in your ClickMeeting inbox. Please note that your uploaded video is not public by default. To make it public, you need to change it manually in the video details. You can access all your videos on this page.

 

What does it mean that the audio and video pod is floating?

It means that you or your attendees can unpin the pod and pin it in your preferred location for better focus.

Please note that you cannot maximize the audio and video pod to the full screen. To enable it in the main presentation window, go to the Dashboard and enable AV View. Remember you can also pin your camera stream to the bottom, for a better focus on other presenters’ or attendees’ faces. To do so, click the appropriate icon available in your stream.

What is the Q&A mode, and how do I use it?

The Q&A mode allows you to add selected chat messages to the question list to be answered later in the event. When the time is right, you can publish the questions in the main window to focus your attendee’s attention while you answer them.

When typing questions, attendees can mark them with the question mark icon. These questions will be added to the question list in a separate tab. If your attendees fail to mark them, you can do it yourself by choosing the Public tab from the chatbox and clicking the Mark as a question option. When you want to start answering these questions, go to the Q&A mode tab in the chat, choose a specific question from the list, and click Publish. The selected question will be displayed in the main window for you to answer.

To end the Q&A session, click the red X icon in the menu on the left side of the screen.

What information can I find in the Event board tab?

The platform allows you to have all the details regarding your conference at your fingertips. Simply, log in to your event room and hover over the pointer to the right upper corner of the screen and click on the Event board option. A new window will appear on your screen where you can find all information about this very conference room.

You will find there details about the date and hour of your event as well as the direct URL address that you can copy and share on your social media, through an email message, or via any other platform at your disposal.

The Event board also consists of details concerning access through the smartphone or the dial-in option. Please note that the mobile access might require downloading an additional application, whereas, in the case of phone access, the attendees will be charged for such a call depending on the fees their phone providers offer. Expand the list of phone numbers to see which one would be best for your audience if you would like them to join your event that way. Remember that attendees can also join the event with their browses (Chrome and Safari) on mobile devices using the direct URL.

The Event board is where you generate a QR code to seamlessly switch from your desktop to a mobile device without having to re-enter your login details. Use it to continue engaging in an event on a mobile device when things change.

You can also share your event URL on your Facebook or Twitter pages or get in touch with our 5-star Customer Success Team in case of any questions. Please note that the Live chat option is available for paid accounts only.

If you would like to limit the access to your event room, click the Lock icon to lock the room and prevent more people from joining it. You can unlock your room at any time, which will enable the attendees to enter your live event immediately. Please also note that you can lock the webinar room only after you start the event. If you choose to prepare your event first, the room will be locked by default and attendees will stay in the Waiting room.

Remember you can exit or end the event in the Event board tab as well.

How do I configure the Stream on YouTube for the first time?

Please log into your YouTube account and hover the pointer to your name in the right corner.

Please choose the Creator Studio and then click on Live Streaming > Stream now option.

Please note that the process of getting access to Live Streaming may take up to 24 hours.

How long is the streaming key valid?

The streaming keys are valid for 5 days. After this time, you would want to copy and paste new streaming keys in order to be able to broadcast your webinars on YouTube or Facebook.

Will my live streams on Facebook or YouTube be recorded?

The webinars will be recorded on YouTube or Facebook even if you do not initiate the recorder within the ClickMeeting platform.

The video will be available on your Facebook wall or YouTube panel. The video will be either public or private depending on the settings in your Facebook or YouTube account.

How many cameras can I turn on during an online meeting?

To host an efficient online meeting during which you can see all of your attendees, you can make use of the AV grid function. You can team up with a group of 25 people, and conduct a virtual conference, where everyone can see, hear, and talk to each other.

Simply, log in to your meeting room and open the audio settings available in the top bar. You will notice there the selection of AV grid options. Choose the gallery view if you would like to see all 25 people on your screen. Choose the speaker’s view if you would like to highlight the camera stream of the presenter.

You can also check our voice auto-detection feature. It is enabled by default and automatically changes the main speaker’s camera view, depending on who is talking at the moment. You can disable voice auto-detection to allow your attendees to choose the main speaker camera stream by themselves.

Complement your meetings with Edu mode to run efficient, distraction free online classes. Once enabled, presenters will see all the event attendees, while the attendees will only see the presenters and not one another. As soon as an attendee enables camera, they will see their video stream in the event room. Presenter’s video stream will show up as larger compared to that of an attendee. Note that presenters can ask an attendee (or multiple attendees) to speak to the entire group. 

You can also stay in the full control of your online meetup by assigning the roles of presenters to chosen viewers, moderating the discussions by blocking or unblocking selected attendees, running private chats, and logging someone out of the meeting. If too many people are talking at the same time or causing audio problems, you can click the Mute all button in the attendee list to turn off everyone’s microphone.

Please also note that 25 AV streams will only work in meetings (up to 25 people), and the CPU requirements will be very high for each attendee.

The new online meetings are available in every paid plan with no extra fees.

Can my attendees also share their screen during an event?

If you work in a small group with up to 25 people, it is a great idea to collaborate with the whole audience by talking, seeing each other or each other’s screens. The ClickMeeting platform allows your attendees not only to turn on their cameras or microphones but also to display their screen and discuss issues or visualize ideas.

Simply, create a meeting or change the event type to a meeting directly in the event room. When the attendees join your event, they will see three icons within the AV pod that enable them to use audio, video, or screen sharing. Let your audience know where to click to turn on a chosen feature.

Please remember that only one person at a time can share their screen. You can see who exactly is sharing the screen on the Attendee list. The little icon indicating the enabled screen sharing will not be crossed through.

If you do not want a certain attendee to share their screen, you can click on their name and disable the screen sharing option for them. To block this option for the whole audience, please change the event type to a webinar. Note that blocking only one user (or blocking the whole audience by changing the event type to the webinar) takes away the right to turn on the camera and microphone or share the screen.

The possibility to share the screen is available for attendees using the latest updated versions of the following browsers: Google Chrome, Opera, and Mozilla Firefox.

How does Edu mode work and how do I enable it?

The principle behind Edu Mode is very simple:

  • Presenter can see all the event attendees.
  • Attendees can only see the presenter, but not one another.
  • Presenter can ask an attendee (or multiple attendees) to speak to the entire group.

Edu mode can be enabled during meetings and webinars with up to 25 participants. Please note that you cannot switch to Edu mode if the number of people in your room exceeds 25.

Follow these steps to activate Edu Mode during your events:

Join the event, click the MENU icon in the top-left corner of the event room, then click Event type in the bottom-left corner. Choose Edu Mode from the list of event types, then click Apply.

Presenters and attendees will see a customised notification once Edu Mode is enabled.

Presenter:

This mode allows you to see everyone in the event room, while they can only see you. You can grant attendees permission to speak.

Attendees:

This mode allows you to see the person hosting the event and them to see you. Attendees can neither see you nor one another. If the person hosting the event enables you to speak, all event participants will hear you.

As soon as an attendee enables camera, they will see their video stream in the event room. Presenter’s video stream will show up as larger compared to that of an attendee. Note that attendees cannot dock or undock their video streams while in Edu mode.

Presenter can give an attendee (or multiple attendees, one by one) permission to speak by clicking on a person’s name in the Attendee list and selecting Unlock mic. Once the microphone is enabled and the attendee starts speaking, everyone in the room will hear them. Presenter can disable the attendee’s microphone at any time.

Attendees can actively request microphone rights by clicking on the smiley icon in the bottom-right corner of the room and changing their status to Raise hand. Presenters will then be able to decide if they want to grant microphone rights to the attendee or simply ignore the request.

Please note that attendees cannot share their screen while Edu Mode is on.

If you plan on using Edu mode during your event, please advise your attendees not to dial in. Instead, ask them to join it through a web browser, ClickMeeting mobile app or a mobile browser (Chrome/Safari). Dialling in automatically means that attendees have microphone rights, which conflicts with how Edu mode works.

Can I manage my video aspect ratio in ClickMeeting?

ClickMeeting Live and Automated plans allow you to choose between a default 16:9 ratio (widescreen) and a 4:3 ratio. You can manage your video aspect ratio in the AV settings of the event room.

Due to technical limitations the 16:9 ratio is not supported in Firefox.

Note that 4:3 is the only option available when you enable your camera in the ClickMeeting mobile app or in a mobile browser. If someone using a computer/laptop enables the 16:9 ratio, though, your mobile device will reflect that.

 

After an event

Can I email a recorded event?

Yes, of course! You can send each and every recording to your attendees after the event is over.

Go to your Storage section with recordings and find the file you would like to share with your audience. Click the Actions button, then Publish, and Send. The recording will be sent to all the attendees who took part in that particular event. If you have enabled registration, the recording will also be sent to people who registered but did not take part in the actual live event.

The Automated plan allows you to attach the event recording to your automatic thank-you emails, which later can be sent to all attendees who took part in your event. You will find this option in the Automation tab while creating an event and expanding the Follow-up rules tab. The same applies to the Automatic follow-up emails option below where you can also attach your recording and send it to people who registered but eventually never showed up in the event room.

As an alternative, export your recording to your Dropbox or YouTube account, and share the link with your attendees via an email message, post on your Facebook, or any other social media account. The recordings belong to you, so you can also download them to your hard drive and send them to anyone who needs it at any time.

How do I send thank-you notes to attendees?

ClickMeeting automatically redirects attendees to a thank-you page after the event ends. You can choose any web page. After the event, ClickMeeting also sends an automatic thank-you email to each attendee. Its content can be customized while scheduling or editing an event in the Automation tab. This feature is available for Automated plans only.

How can I manage the recording storage and archive space in my account?

In the recordings section, you can see how much space you have left as well as you can manage all your recordings. You can download them directly onto your computer, and edit them using a third-party editing program. If you would like to present it to a broader audience, you can send the event recording to your YouTube channel or Dropbox account to continue your actions from there.

If you notice you are running out of the main storage space, you can archive the files. Archive storage is an additional place where you can keep all the recordings that you do not need at a time, or you simply want to free up the main storage space for new files.

Please note, however, that the archive section should not be treated as the only place to store your unused recordings. We highly encourage you to make copies of recordings on your own local devices or external drives, export files to other platforms, such as Dropbox or YouTube, or use only the main storage space. The archive section is subjected to periodical technical work and, as a result, files can get permanently deleted. This action is irreversible. The account owner is responsible for managing the archive section within their account.

What kind of information can I find in the event statistics?

After ending an event on the ClickMeeting platform, the system will create two types of PDF reports for you to download and analyze – basic and full report. Please remember that in some cases it might take up to one hour before the file will be ready for you to see.

Both PDF reports can be found in the account panel in the Timeline section. To generate your report, please find the desired event on the Timeline and click the PDF report button underneath it. After a while, you will see two additional buttons Basic PDF report and Full PDF report. Click the one that interests you to download the report.

Please bear in mind that the basic PDF report only contains such information as a short event summary, number of attendees during the event, how they joined it, how they rated your event, where they are from, or which devices they used to see your presentation.

The full PDF report, besides the pieces of information mentioned above, also contains such elements as connection history, map location, how attendees voted or answered polls or surveys, and in which of your other events they took part.

At the moment, ClickMeeting allows you to create a few types of events which, for the sake of statistics, can be divided into live events (live webinars, planned meetings, Meet now), automated webinars, and on-demand webinars. The table below represents which elements can be found in which event report.

Live eventsAutomated webinarOn-demand webinar
Attendee listAvailableAvailableAvailable
Registrant’s summaryAvailableAvailableAvailable
Attendee’s loginAvailableAvailableAvailable
Attendee’s email addressAvailableAvailableAvailable
Registration summaryAvailableAvailableAvailable
Registration URLAvailableAvailableAvailable
Log in timeAvailableAvailableAvailable
Log out timeAvailableAvailableNot available
BrowserAvailableAvailableAvailable
LocalizationAvailableAvailableAvailable
Event’s ratingAvailableAvailableAvailable
CertificateAvailableAvailableAvailable
Poll and survey’s resultsAvailableAvailableNot available
Event’s durationAvailableAvailableNot available
Maximum attendees’ number at the same timeAvailableAvailableNot available
Attendees in the waiting roomAvailableAvailableNot available
Attendees who dropped before the eventAvailableAvailableNot available
Number of visitorsAvailableAvailableNot available
CountriesAvailableAvailableNot available
DevicesAvailableAvailableNot available
VotesAvailableAvailableNot available
All visitsNot availableNot availableAvailable
Unique number of attendeesNot availableNot availableAvailable
Chat logsAvailableAvailable, if the chat is enabledNot available
Feedback from the on-demand webinarNot availableNot availableAvailable

Troubleshooting

Why is the file I’m uploading to storage stuck on 100%?

There may be a delay in refreshing the progress bar. If this persists, and refreshing the site has no effect, try removing the file by clicking the Delete link on the right-hand side. If this doesn’t work, wait a few minutes and use the Upload file button again. If the same thing happens, please contact our Customer Success Team.

We also highly recommend checking our Status page where you may find up-to-date information regarding our servers, web pages, and many more. Subscribe to it to receive email messages about the newest occurrences.

I turned on the microphone but don’t hear anything. What can I do?

Make sure your device is plugged in and activated on your computer or laptop. The volume should be set at an appropriate level. Speak into your microphone to test if the device is working properly. If the microphone icon turns green, this means that everything is OK.

Make sure you don’t have any other application running in the background that uses the camera and microphone (i.e. Skype, Facebook, WhatsApp, etc.), as this could interfere with ClickMeeting if both are running at the same time.

If your attendees are communicating that they cannot hear you, make sure your microphone is turned on in the webinar room (the green microphone icon). Plug in new external devices before opening your web browser and the webinar room. In most cases, you will need to refresh them to detect the new device(s).

Make sure the Presenters Only webinar mode is not enabled. In this mode, only presenters can hear and see each other, and the audio and video are not being recorded.

You can also refer to our Audio Video Manual to find more solutions. If this does not help, please contact our Customer Success Team.

Why do I hear an echo when I speak?

If you or your attendees hear an echo in the webinar room, it may be caused by the device you are using. This happens when multiple people are speaking during the webinar and at least one of them is using loudspeakers in their hardware configuration. In this scenario, audio from the computer’s loudspeakers is caught by the microphone and played back to the webinar, causing the feedback issue (echo).

You can fix this by having all of your speakers use headphones or dedicated headsets.

I encounter problems when I import *.xls or *.csv files into ClickMeeting. How can I fix this?

Your .xls and .csv files are encoded by default using Windows encoding. This is what causes your problems.

Here’s how to correct the problem by encoding your file using UTF-8. While editing your file in Microsoft Excel, go to File > Save as, click Tools in the bottom right corner of the window, and choose Web options. Another pop-up will appear. Go to the Coding tab and, under Save this document as, choose Unicode (UTF-8). Click OK and Save. Now import your file into ClickMeeting again.

The audio/video is breaking up. What can I do?

If your audio seems to be choppy or breaking up, make sure your Internet connection is stable enough or available bandwidth is sufficient to properly stream the audio and video. Check if any apps are running in the background and switch them off. Focus especially on applications that have auto-update settings or typical download manager apps for any files that might be downloaded/uploaded during your webinar.

Try to limit the bandwidth usage in your webinar room by turning off the screen sharing application or inactive users’ cameras (instead, upload a photo or set up an avatar). Use an Ethernet connection rather than Wi-Fi, and use a private network whenever possible.

Restart the computer and router if the steps above do not solve the problem or contact our Customer Success Team.

We also highly recommend checking our Status page where you may find up-to-date information regarding our servers, web pages, and many more. Subscribe to it to receive email messages about the newest occurrences.

Paid webinars

How can I charge for my webinars hosted on ClickMeeting?

First, integrate your paid ClickMeeting account with PayPal. Please note that PayPal has a different policy in each country due to various specifications of its market. The customers are able to benefit from a PayPal account to the extent determined by PayPal for these countries.

Now, when scheduling an event, you can choose a Paid access type and enter the fee that your attendees should pay to obtain access to your live webinar.

The minimum ticket price in a selected currency cannot be lower than 1. Please note that the current limits for the event ticket of each of the currency are listed below:

CurrencyLimit
USD2000
EUR2000
GBP2000
PLN8000
RUB200000
AUD3000
CAD3000
CZK46000
DKK13000
HKD20000
ILS74000
MXN40000
NOK17000
NZD3000
PHP106000
SGD2800
SEK18000
CHF2000
THB66000

Where can I see who paid for the event?

Go to your event and select the Paid Event tab. You will see all the attendees with their payment status. From here, you can manually Confirm or Reject each attendee.

How can I integrate with PayPal?

Go to the settings in your account panel and select the Integrations tab. Then authorize the integration and follow three steps.

  1. Click here and log into your PayPal account.
  2. Paste “paidaccess_api1.clickmeeting.com” into Third Party Permission field and click Lookup.
  3. Mark “Use Express Checkout to process payments” (first position on the list) and click Add.

This authorization process needs to be done only once.

If you don’t have the PayPal account yet, please click here to create it and benefit from the integration!

Please note that PayPal has a different policy in each country due to various specifications of its market. The customers are able to benefit from PayPal account to the extent determined by PayPal for these countries.

Is the PayPal integration free?

Yes, if you have the paid ClickMeeting account you can benefit from the integration without extra costs. However, please note that PayPal applies charges. Learn more here.

Recordings

How do I send the recording of the event to my attendees?

Click on Storage in the upper right corner of the account panel. Then choose Recordings from the drop-down menu. Pick an event from the list, click Actions on the right-hand side, and select Publish. 

You will see an Ok, it’s on pop-up with the Send button. As soon as you click the Send button in the Ok, it’s on pop-up, your attendees will receive an email with the link to your on-demand recordings.

To find out who watched your event recording, please log in to your account and go to the Contacts section. Find Groups, then click Choose, and click the name of your published recording. The attendees available on the list below are people who watched your recording.

How can I grow my leads with recorded events?

Sharing a recorded event can open a new way to build your lead base. When you share it with your social media and other channels, you can reach potential clients. To get access to your recorded webinar, they will have to enter their email address in a special pop-up that will come up. They will get a link to your recording, and you will have their emails in your lead base. It’s a win-win situation. 

Where can I check the list of leads of my shared recorded events?

Click on “Contacts” in the upper right corner of Account Panel. Choose the “Address Book” from the drop-down menu. Now click the “My groups” tab on the left-hand-side menu. You will see a list of your webinar groups. By clicking on any of them, you will get a list of viewers with all of their details, in the middle of your screen. 

Can I share my recording with social media?

Yes! You can share your webinar recording with LinkedIn, Twitter, and Facebook using the share buttons in Publication Details. To do that, you need to click “Storage” in the upper right corner of your Account Panel and choose “Recordings” from the drop-down menu. You will see the “Actions” button on the right side of the recording. In the drop-down menu, you will find the “Publication Details. 

How can I record an event?

To record your conference, create any event within your ClickMeeting account or organize a spontaneous Meet now session. Directly in the event room, you will see the REC option available in the top bar. Click it to start recording your event – blinking red dot means that your event is being recorded and the timer next to it indicates how long the recording will be. Please remember that the free trial account allows you to record only 30 minutes of your event. After this time, the recorder will stop automatically.

Please bear in mind that all your event recordings will not include the chatbox or attendee list by default. You can change these settings by choosing the appropriate recorder layout directly in the event room. Choose between three more layouts if you would like your recording to compose of different elements.

You can record your events in two resolutions – SD and HD. Make sure you set it up before joining the event room in the Advanced settings in your account panel. Please note that these settings will apply only to your future recordings, not to already created ones. If you choose to record events in HD, it will not affect the available recording time (minutes) in your account. However, remember that HD files will take up much more space on your computer if you decide to download them. The HD option is available in the Automated plans only.

If you have used up all of your recording space, and your event hasn’t ended yet – don’t worry. The system allows you to continue recording until your event ends. Note when you change the conference mode during your event to Presenters only, your audio and video will not be recorded.

Use the potential of your recordings and include them in your thank-you emails, follow-up messages, or your profile page. The recordings can also be used in automated or on-demand webinars and serve as a lead generation machine.

Automated webinars

What is the Automated Webinar and how does it differ from the On-Demand Webinar?

The Automated Webinar is an event, which is scheduled to start and run automatically at a particular time with or without you or your presenter being present. You, as the host, can decide what components you would like to present during the webinar – pre-recorded video, presentation or 3rd party program recordings, pre-prepared Call-To-Action button, or survey.

Please note that attendees would want to join your Automated Webinar at the specified time so that they do not miss the beginning of your event.

The On-Demand Webinar is a form of a pre-recorded webinar, that will enable your attendees to join the event whenever and wherever they want. After recording your webinar, you can send it to your participants, and they will have unlimited access to your event.

How do I set up an Automated Webinar?

Log into your account and schedule your event. In the Room Type section, choose “Automated”, provide the title, and set up the date and time.

Decide which components should be added to your webinar – the pre-recorded video, presentation or 3rd party program recordings, survey, custom Call-To-Action button or chat box. Make sure all your components are ready in advance!

How do I manage the Automated Webinar Timeline?

The Automated Webinar Timeline is divided into two horizontal sections. With this tool you can easily arrange:

  • the sequence of the files, and
  • the time when they should be displayed during the webinar.

The uploaded sections will be available as colorful buttons on the Automated Webinar Timeline. You can easily manage those buttons.

  • You can drag and drop them wherever you want them to be in the webinar.
  • You can decide how long they are by clicking on them and dragging them left or right to make them longer or shorter.

A pop-up window will also be displayed after adding each component where you can manually set up the display length of each section. If you decide not to show a particular section, you can delete it.

Please note that you can manage the Call-To-Action button and display it at any time (before, after, or in the middle of any other component).

Remember to save the adjustments when you are finished setting up your Automated Webinar. For visual representation see our video tutorial.

When scheduling video files to run during your automated webinars, we strongly suggest that you add a few seconds to the end of the videos. This will act as a buffer against the slow Internet connection experienced by some attendees, with videos taking longer to load on their end.

Additionally, doing so will allow you to take control over the event, e.g. if you would like to hold a live Q&A session after the automated webinar.

On-demand webinars

What is the difference between live and On-Demand Webinars?

Live webinars are those events conducted in the real-time, with a host/organizer present in the webinar room. The On-Demand Webinar is a form of a pre-recorded webinar that is created with components prior to publishing. As soon as your participants receive an email invitation, they have unlimited access to it. They can join your event whenever and wherever they want.

How do I set up an On-Demand Webinar?

Log in to your account and schedule your event. In the Room Type section, choose “On-Demand”, provide the name and decide on Access Type for your event.

Then choose which components should be added to your webinar – the pre-recorded video, presentation or 3rd party program recordings, or a custom Call-To-Action button. Make sure all your components are ready in advance!

You can enable scroll controls for your event and an option for the participants to leave you a message if needed.

Where can I check the list of leads of my On-Demand Webinar?

Click on “Statistics” in the upper right corner of Account Panel. Choose the “on-demand events” tab. You will see a list of your webinars along with the number of unique attendees. By clicking on “Actions” and then “View details” you will get a list of viewers with all of their details. The messages left by viewers will be available in that section as well.

Breakout rooms

What are breakout rooms, and how do they work?

Breakout rooms are additional rooms where you can host workshops, lectures, or any other type of events for your attendees and work with them in separate, smaller groups. It is a great feature that can be used by teachers or trainers to work on specific subjects with just a few people and focus on the most salient aspects of projects, tasks, or ideas.

The ClickMeeting platform allows you to split your event into smaller, different sessions. The host can divide the audience into separate breakout rooms and assign them to particular sessions. Each conference can be split into 20 separate breakout rooms where you can gather up to 25 people in each one of them. This number, however, cannot be increased.

You, and your attendees, can join breakout rooms from a desktop browser, mobile application, or mobile browser. Depending on joining the breakout session, you will have different sets of rights available.

If you, as a host, will choose to start a breakout session from a desktop browser, you will be able to assign attendees to selected rooms and join them. This option gives you the most possibilities to control, join, and enjoy workshops, classes, or trainings in the form of a breakout room.

The mobile application allows you (as the host or the presenter) to join the main event and then move to the breakout room. However, please note that it is not possible to create a breakout room through the mobile app. In that case, you would want to make sure that this type of event is created via the desktop browser.

If you choose to join a breakout room via a mobile browser, you will be limited to only being able to join the event as an attendee. You will not be able to create breakout rooms nor assign attendees to them. Also, in this case, you would want to ask your presenter to help you create breakout sessions and assign attendees to them on your behalf. Your attendees can join breakout rooms and interact with you just as in a standard meeting.

Please note that breakout rooms are not compatible with dialed-in users and they will not be able to join them. If you intend to work with your audience in smaller groups within breakout rooms, please make sure the phone gateway is disabled. You can also advise your attendees to join the event via a desktop browser, mobile application, or mobile browser to be able to participate in a breakout session.

Remember that breakout rooms have their limitations. It means that you cannot record sessions hosted in breakout rooms, enable streaming on Facebook or YouTube there, or use the Live Streaming feature.

The breakout rooms are available in Live 50, Automated 50, and higher plans. Please note that breakout rooms do not increase the overall number of attendees who can participate in your event at once. For instance, if your plan of choice is Automated 100, this means that you can gather up to 100 attendees in the main event room and breakout room (or rooms).

If the 101st person is trying to join your event, they will see a notification on their screen that all seats are already taken. If this happens, you can upgrade your account to a higher package and then let additional attendees join your conference.

How does the process of creating breakout rooms look?

The option to enable breakout rooms is available within an event room and can be done by a host or presenter. Simply, open the event room, click the menu on the left side of the screen, and find the option Breakout rooms. Click the plus button and start adding your additional rooms with their own meaningful names.

A new pop-up on the screen will ask you how many breakout rooms you would like to create and prompt you to estimate the sessions’ time duration. When the approximate time is about to end, the system will ask you to add a few additional minutes for your sessions in breakout rooms. Time limits are a great option if your students are supposed to write tests or take exams in separate groups.

If you decide to host workshops or classes during which you will split your audience into smaller groups, please make sure to do it a few minutes before you go live with your event. You can also ask another presenter to prepare breakout rooms for you during your part of the live presentation. For now, creating and preparing them in advance is not possible.

By default, the event type available in a breakout room is a meeting hence why the limit imposed on attendees is 25. If you would like to discuss matters with the whole audience again, you would need to move them back to the main event room. Closing breakout rooms can be done by clicking the X icon in the menu in the main room.

Remember that breakout rooms have their limitations. It means that you cannot record sessions hosted in breakout rooms, enable streaming on Facebook or YouTube there, or use the Live Streaming feature.

Please note that breakout rooms are not compatible with dialed-in users and they will not be able to join them. If you intend to work with your audience in smaller groups within breakout rooms, please make sure the phone gateway is disabled. You can also advise your attendees to join the event via a desktop browser, mobile application, or mobile browser to be able to participate in a breakout session.

The breakout rooms are available in Live 50, Automated 50, and higher plans. Remember that you can create up to 20 breakout rooms, and you can gather up to 25 people in each one of them. The overall number of attendees who can participate in your breakout sessions depends on the subscription plan you have purchased.

For instance, if your plan of choice is Automated 100, this means that you can gather up to 100 attendees in the main event room and breakout room (or rooms).  The number of attendees who can join breakout rooms does not multiply the number of attendees your subscription plan indicates.

How do I add attendees to selected breakout rooms?

Adding attendees to a selected breakout room is possible in a few ways. For example, you can select all attendees at once, drag and drop them into a breakout room, or mark only a few of them and move them to the room. At this stage, you can also give your breakout rooms meaningful names or add new rooms, so it will be easier for you to manage it.

If you do not want to assign attendees to selected breakout rooms manually, you can randomize this option. The system will assign attendees to different sessions in the most random way. When you’re ready to start working in smaller groups, click Open all rooms, and wait a few seconds for the screen to load.

The attendees will see a notification on their screen and a timer counting down the seconds. They do not need to click anything at this stage but wait to be redirected to the right breakout room.

Please note that breakout rooms are not compatible with dialed-in users and they will not be able to join them. If you intend to work with your audience in smaller groups within breakout rooms, please make sure the phone gateway is disabled. You can also advise your attendees to join the event via a desktop browser, mobile application, or mobile browser to be able to participate in a breakout session.

Please note that joining the session hosted in a breakout room can only be done via the main event room. If your attendee unintentionally leaves the breakout room or loses their Internet connection, they will need to join the main event room and then be assigned to the correct room by the host or the presenter.

Breakout rooms do not have their own URL addresses; therefore, managing and assigning attendees by the host or the presenter is a requirement.

Can my attendees re-enter the breakout rooms?

It may happen that your attendees unintentionally leave a breakout room, or they will get kicked out of your event due to the poor Internet connection. In that case, they can join the main room once again and then be redirected to a selected breakout room.

When the attendees get back to the main event room, they will be notified to wait a moment before the host, or the presenter, assigns them again to a selected breakout room. The same type of notification will also be displayed on the host’s or presenter’s screen.

Please note that the attendees cannot join the breakout room by themselves and always need to be assigned to the right session by the host or the presenter. Breakout rooms do not have their own URL addresses, so it is impossible to join such a room directly. Therefore, re-entering a breakout room can only be done through the main event room with a host’s or a presenter’s help.

Please note that breakout rooms are not compatible with dialed-in users and they will not be able to join them. If you intend to work with your audience in smaller groups within breakout rooms, please make sure the phone gateway is disabled. You can also advise your attendees to join the event via a desktop browser, mobile application, or mobile browser to be able to participate in a breakout session.

How many attendees can I gather in my breakout rooms?

The number of attendees who can join one breakout room is limited to 25. The event type of a breakout room is a meeting. It means that up to 25 people can collaborate on a project or task in such a room.

You can create up to 20 breakout rooms from one main session. However, keep in mind that the number of attendees who can join breakout rooms does not multiply the number of attendees your subscription plan indicates. For instance, if your plan of choice is Automated 100, this means that you can gather up to 100 attendees in the main event room and breakout room (or rooms).

If the 101st person is trying to join your event, they will see a notification on their screen that all seats are already taken, and they will not be able to join the conference at the moment. If this happens, you can upgrade your account to a higher package and then let additional attendees join your conference.

Please note that breakout rooms are not compatible with dialed-in users and they will not be able to join them. If you intend to work with your audience in smaller groups within breakout rooms, please make sure the phone gateway is disabled. You can also advise your attendees to join the event via a desktop browser, mobile application, or mobile browser to be able to participate in a breakout session.

The breakout rooms are available in Live 50, Automated 50, and higher plans.