Webinar room as a moderator – all functions and settings explained

31.07.2019 | Tips and Tricks

Explore the webinar room as a moderator: Today we will explain the main functions and settings of the webinar room from a moderator’s point of view. The edudip next webinar room offers you as a moderator a variety of features to make the event interactive and lively.

We have already explained the webinar room from the participant’s point of view in another blog entry, today we would like to introduce you to the main functions and settings of the edudip next webinar room from a moderator’s point of view. 

If you have activated the camera transmission when entering the webinar room, your camera image will appear in the top right corner of your screen. You will see your participants only if the webinar has already started due to the set start time or if you start your webinar manually using the “Start now” button.

On the left side of the screen you can see the presentation area for your event. When you switch between the individual views and functions, your participants will see your prepared slides, the whiteboard, YouTube videos, surveys, shared screen, camera mode or the enlarged chat.

 

Webinar room for the moderator

Breakout Rooms

At the top right edge of the screen there is also the button “Breakout rooms”, which is activated after the webinar has started. With the creation of group rooms, you enable your participants to easily collaborate or discuss in smaller groups. You can find more information about the group rooms here in our blog post about the breakout rooms.

The chat

The chat is available to you as a moderator as well as to your participants. You can find the chat on the right side of the webinar room next to the list of participants. Here you have the opportunity to communicate in writing with your participants and co-moderators by entering your message in the given field. By selecting the fields “All participants” or “Only moderators” you decide who you want to address your messages to. Moderators have the option of writing to individual participants privately.

The participant list

The participant list is on the right edge of the screen. It provides information about who and how many participants are in your webinar. As the moderator, you will see two symbols next to the name of each participant. If you would like to make the participant a co-moderator, select the small crown and then give the participant the rights of a moderator. If you would like to activate the camera and audio transmission of a participant, click on the person icon with a small plus.

These two symbols disappear as soon as the maximum number of co-moderators or active participants is reached. The symbols above are also not displayed for participants whose technical requirements are insufficient. Furthermore, it is possible to remove participants from the event via the “x” symbol to the right of the name. Please note that the removed participant can no longer join the current event.

6 main functions of the webinar room

The webinar room has 6 different viewing options. They can be described as main functions and you can switch them back and forth to them. You can find them on the left side of your camera image:

 

  1. presentation view
  2. screen sharing view
  3. YouTube view
  4. camera mode view
  5. survey view
  6. enlarged chat

The organisation in views enables quick and easy switching between the various functions. Every time you switch views, your participants switch views as well. However, this does not mean that your participants see how you prepare a survey or a YouTube video, they just switch to the corresponding view and see the content as soon as you start it.

The presentation view: The stage is yours!

In the presentation view, you will find all the functions related to the drawing area. Select the folder icon if you want to upload new documents or switch to the drawing area. To upload your documents, click on „Upload file“ and select the files you want from your computer. Select the slide preview to get a clear preview of your documents or to be able to switch back and forth between the various slides quickly.

Select the drawing tool to see the range of colors, shapes, and functions. You can now use these tools on the drawing area or on your uploaded documents. To do this, first select the shape, then the color and line width. In addition to the drawing option, various shapes and text input are also available. 

Pointer: Select the arrow symbol to show your participants where your mouse pointer is. Once you have shared your whiteboard with your participants, you can choose whether or not the name of the user should be displayed next to the laser pointer. While other functions can be activated at the same time, the pointer must be deactivated so that you can use the possibilities of the color palette.

Activate writing mode: In addition to the drawing options, you can also enter text. Just click the big T icon to activate writing mode. Select a font color and click in the drawing or presentation area to open the text entry field. Enter your desired text, choose the font size, click “Ok” and place your text.

Clear Page & Screenshot: If you want an empty page again, simply use the trash can icon  to remove the added text and paintings. To screenshot your slide, click the camera icon  and take a photo of your screen. This will be saved as a png-file and can be found in your downloads.

Whiteboard: Select the lock symbol to activate and deactivate the whiteboard. By default, only you can initially use the whiteboard and drawing tools. If you would like to give your participants the opportunity to get involved in drawing, click on the padlock to activate the drawing area for everyone. If you click the padlock again, you deactivate this option again and only you and any co-moderators are able to use the whiteboard again.

The screensharing view: My screen, your screen!

To activate the screen sharing, click on the screen icon to the left of your profile picture. You can choose between the entire screen, an application window and a tab. If you want to share the entire screen, select it and then click the „share“ button. After approval, your participants can see everything that happens on your screen, browser window or tab. To end screen sharing, click on „Stop Sharing“. Please note here the browser-dependent use of the screen sharing function: The feature will not work with Safari because the technology is not supported by the browser. Furthermore, the mouse pointer is not transferred when using screen sharing in Firefox.

YouTube view: Play videos

Select the YouTube icon to play YouTube videos during your webinar. If you want to play more YouTube videos during your webinar, you should definitely add them to your video list before starting your webinar. 

To add a video, simply open the video you want on YouTube, copy the YouTube link, then paste it into the „YouTube Link or Video ID“ field and click „Add Video“. If you would like to play the video during your webinar, all you have to do is click on it. Just click the next video to switch to another video. End the video by clicking the „End Video“ button.

Camera mode view: Camera is on … and action!

Use the camera view to change your viewing mode. By default, your camera image is displayed in the upper right corner. To see yourself in full size in the webinar room, select the focus mode. If you hold your webinar with more than one moderator, the tile mode allows you to display the main moderator and up to 3 co-moderators in the webinar room. To end the transfer in focus or tile mode, simply exit the view.

Survey view: Get feedback from your participants

Use the survey function and create your surveys before or during your webinar. To create a survey, select „Create New Survey“. Give your survey a name, formulate a question, provide various answer options and determine whether you allow multiple answers.

If you have planned a survey in advance, save it with the save button or start the survey when you are in the webinar. Your participants will not see your preparations, they will only see that you are in the survey view. Only when you click on „Start“ your participants will see the survey you created or the survey you selected from your list. To end the survey and inform your participants of the results, click on the „Present results“ button. If you choose the button „End survey“, it will end and the result discarded without you having presented it to your participants.

Chat view: Everything in view

Use the chat view to bring your chat into focus and display it over the entire size of the presentation area. As soon as you switch to another view, the chat is displayed in a smaller size on the right side.

The Settings

Let’s now take a look at the setting options in the webinar room. To do this, click on the wrench symbol at the bottom of the screen. You can activate various options there by ticking the boxes. Note that the configurations are not saved when you leave the webinar room.The settings should therefore only be customised shortly before the start of the webinar. 

 

Settings in edudip next webinar room

 

  • Force private chat: If you force a private chat, you take away the option for participants to communicate publicly. The messages from participants are thus private and can only be read by the moderators. Participants only see their own chat messages and those of the moderator. However, moderators can still write publicly to all attendees.
  • Private list of participants: Activating the private participant list means that the participant list is no longer visible to participants in the webinar room. All moderators can still see the participant list.
  • Show name with laser pointer: When activated, the name of the active participant or moderator appears next to the laser pointer. The lead person’s name appears next to the pointer for all webinar attendees.
  • Clear chat on start: Clear chat on webinar start means that messages that were written by participants who appeared too early before the start of the webinar will be deleted.
  • Auto-focus active speaker: If the box “Auto-focus active speaker” is checked, the speaking moderator is brought to the front and automatically enlarged in camera mode.
  • Remove hand signals: Participants’ hand signals are displayed until participants remove them themselves. If you check this box, the hand signals of the participants automatically disappear after 15 seconds.
  • Desktop notifications: Determine whether you allow desktop notifications to be received during the webinar and whether you will receive a warning if your microphone is muted.

The system check in the webinar room ensures that the camera and microphone are connected and recognized by the system. Moreover, you can also select the devices you want or adjust your volume here. You have the opportunity to receive a video preview of your webcam or check your microphone activity. 

The main functions and settings in the webinar room should now be explained in detail. As with most things, moderating a webinar is like this: Practice makes perfect! The more webinars you hold, the faster and better you will be used to utilising the various tools.

 

Leave a Reply

Your email address will not be published. Required fields are marked *

Jetzt kostenlos 14 Tage testen

Testen Sie jetzt die moderne Webinarsoftware edudip next kostenlos und unverbindlich für 14 Tage und lernen Sie alle Funktionen kennen.

Jetzt kostenlos testen