Webinar

Webinar

Plan webinars, embed registration, automate emails, and go live — for SWAI brand operators, co-hosts, and public attendees.

What is Webinar?

Webinar Pro is the SWAI app where you create and run webinars (also called campaigns): registration embeds, reminder and follow-up emails, live video with chat, and a public catalog.

You use it to:

• Create a webinar with AI from a short brief, or build it manually
• Design registration fields, success behavior, and embed look
• Send confirmation, reminder, and follow-up emails from a verified SWAI sender
• Add registrants to SWAI contact lists and (optionally) a nurturing assistant
• Invite co-hosts and go live as host
• Share embed URLs or a public catalog so attendees can register and join

Who uses what

Note: Open Webinar Pro from the SWAI Dashboard. It uses your brand session — there is no separate sign-up inside Webinar Pro.

Main screens

Before you start

You can draft webinars anytime. Emails and a smooth live session need a few SWAI and browser basics ready.

Checklist

1. Open Webinar Pro from SWAI
   Use the Webinar Pro link in the SWAI Dashboard so you are signed in for the correct brand.

2. Brand profile
   Keep brand context available — the app stores your brand session after the embed-token handshake.

3. Verified sender email (for confirmation, reminders, or follow-ups)
   On the Reminders step you pick a verified From address and a From name. Without them, outbound messages will not send.

4. Contact lists (optional)
   If you want registrants added to SWAI lists, have lists ready under your brand before you configure Add registrants to contact lists.

5. Nurturing assistant (optional)
   If you turn on Add user to nurturing assistant, select a launched assistant on the Reminders step.

6. Live session
   Use HTTPS in production so the browser allows camera, microphone, and screen share. Test devices in the host lobby before go-live.

Important warnings

Warning: If brand access fails or you see session/token errors, close the tab and open Webinar Pro again from the SWAI Dashboard for the correct brand. Tooltips may say Sign in at app.swai.ai first.

Warning: Delete removes the webinar and its registrations permanently. This cannot be undone.

Tip: Creating from the dashboard publishes the webinar by default. Draft or cancelled webinars (for example from SWAI/Campaign Builder automation) stay hidden from public embed and catalog until they are published.

Tip: Recording has no separate live “Record” button. Enable Record this webinar on Basic Info; recording starts automatically when the host goes live.

Quick start

1. Open Webinar Pro from SWAI.
2. Click Create webinar.
3. In New webinar, enter a Brief and click Create (AI draft), or click Create manually.
4. Walk through the wizard: Basic Info → Registration → Reminders → Design → Review.
5. On Review, click Create webinar (you may see Publishing…).
6. From the list Actions menu: Copy embed URL, open Public catalog URL, or Open host.
7. As host: open the lobby, check devices, click Go live.
8. Attendees register on the embed (or catalog), then open the viewer link and Join now with the same email.

Note: If AI draft generation fails, use Create manually and fill the wizard yourself.

Webinars list

From Webinars / Campaigns you can:

• Search webinars (Search webinars…)
• Open Create webinar
• Open Public catalog URL to copy share links
• Use row Actions for a single webinar

Actions menu

Empty list: No webinars yet. Create one to get an embed form and live links.

Warning: Delete this webinar? — the webinar is removed permanently. Registrations and related data for that webinar are deleted. This cannot be undone. Confirm with Delete webinar.

Tip: Duplicate copies the webinar setup. Confirm the new schedule, emails, and embeds before sharing.

Create a webinar

1. Click Create webinar.
2. In New webinar, either:
   • Fill Brief (example: “A 45-minute product demo for SMBs, next week, focus on pricing and Q&A…”) and click Create (shows Generating… while AI drafts title, emails, and registration fields), or
   • Click Create manually to start from scratch.
3. Complete the wizard steps, then Create webinar on Review.

AI turns your brief into starting fields, then opens the same create wizard so you can review and edit before publishing.

Wizard steps

Progress labels: Basic Info → Registration → Reminders → Design → Review.

Use Back / Next between steps. On edit, the header Save (or Saved) writes mid-flow; Review uses Save changes.

Basic Info

Step 1: Basic Info

• **Webinar title ***
• **Starts at ***
• Timezone
• Description (rich text; merge tags like {{email}} can appear in the body if needed)
• Thumbnail URL (optional) — used as the extended embed banner; prefer landscape HTTPS images
• Capacity (0 = unlimited)
• Duration (minutes) — used for scheduled end and Finished attendance stats
• Record this webinar — when enabled, recording starts automatically when the host goes live

Click Next.

Registration

Step 2: Registration

Registration questions

• Email and Name are always on the form (Always on form). Email is required; Name can be optional.
• Click Add field for custom questions (Short text or Long text, optional Required).

After registration

What visitors see after a successful embed submit:

Tip: Redirect navigates the whole page. Inside a sandboxed iframe, the browser may block the redirect — prefer a success message if embeds are tightly sandboxed.

Add registrants to contact lists (optional)

Choose SWAI lists under your brand. Each successful registration creates a contact and adds them to the selected lists.

Reminders

Step 3: Reminders

Email settings

• From — verified sender from your SWAI email system
• From name — inbox display name (can use merge tags such as {{title}})
• Optional: Add user to nurturing assistant → pick a Nurturing assistant

Confirmation email (optional)

Sends when both subject and body are filled (and org email delivery is enabled). Use merge tags in subject/body.

Reminder rules

Click Add rule. For each rule set Before start (Days / Hours / Minutes), optional Rule key, subject, and body.

Follow-up emails

Click Add follow-up. For each rule set After webinar ends (Days / Hours / Minutes), optional Rule key, Send to, subject, and body.

Warning: If you have confirmation, reminder, or follow-up content but no verified From, you may see No sender email selected. Choose Go back to fix it, or Save anyway (messages will not send until a sender is set).

Tip: Someone who registers after a reminder’s scheduled send time skips that rule; later rules can still apply.

Design

Step 4: Design

• Visual identity: Accent, Background, Text colors
• Font family (System UI, Inter, Roboto, Open Sans, Lato, Montserrat, Poppins, or Custom with optional Font CSS URL)
• Embed display: Show start countdown and Show remaining seats (On / Off)
• Live preview: toggle Form only vs Extended

Review

Step 5: Review

On create:

• Summary of title, thumbnail, registration, reminders, capacity (Unlimited or attendee cap), recording (Enabled / Off)
• Click Create webinar (Publishing…)

On edit:

• Embed snippets: Copy (form only) / Copy (extended)
• Recent registrations (Email, Name, Registered)

Warning: Leaving with unsaved edits opens Unsaved changes — Keep editing, Leave without saving, or Save and leave.

Embeds and public catalog

Registration embed

From the list: Copy embed URL. From edit Review: copy form-only or extended iframe snippets.

On the embed, attendees submit with Register. Default success: You are registered. Check your email for reminders. (or your custom message / redirect).

Note: Brand users can also get a Webinar registered dashboard alert (in-app and/or email) when someone registers — controlled in Settings → Notifications (or go to app.swai.ai/setting/notifications). See Notifications.

Public catalog

From the dashboard, open Public catalog URL:

• Upcoming & live — default share link
• Include ended — also lists past published webinars

Share the link so people see a Webinars grid. Tiles open the extended registration page. Viewers can toggle Your timezone / Event timezone.

Schedule badges on tiles:

Note: Draft and Cancelled webinars never appear in the public catalog or public registration.

Co-hosts

From Actions → Co-hosts:

1. Add up to 5 co-hosts (Email, optional Label).
2. Click Save changes.
3. Invite (or Re-invite / Retry) to send the invite via your email webhook, or Copy co-host invite link.

Warning: Changing the co-host list can invalidate older invite links. Ask co-hosts to use a fresh link if they see that the invite is no longer valid.

Tip: Save label changes before inviting so the invite email uses the updated name.

Co-hosts open /live/{id}/cohost?token=…. Without a valid token they see that the page needs a valid co-host link.

Going live (Host)

1. From Actions, click Open host (title: Host — {title}).
2. In the lobby: pick Camera / Microphone, optionally set Your name (blank → Host in chat).
3. Review tips (you can mute or turn the camera off before live; use Present screen for slides).
4. Click Go live (Starting…).

While live:

Live viewers count appears in the lobby/header area when chat is connected.

Warning: You need at least a microphone or camera to go live. Allow browser permissions on HTTPS.

Going live (Co-host)

1. Open the invite link from email or the copied link.
2. Lobby works like the host page (Co-host — {title}); optional name defaults toward Co-host.
3. Go live and use the same toolbar (mic, camera, present, chat, end).

If the link is stale after co-host list changes, request a new invite from the admin.

Public user journey

Register

1. Open the embed on a website, or a catalog tile (extended registration).
2. Fill **Email *** and other fields, then Register.
3. See the success message or redirect configured by the brand.

Join the live session

1. Open the viewer link (Open viewer from the admin list, or the live URL from email merge tags such as {{liveViewerUrl}}).
2. Enter the email you used to register.
3. Click Join now.
4. Watch the stage, use Chat (you appear as Guest (email)), optional fullscreen on mobile, then Leave.

Warning: The join email must match a registration. Unregistered emails cannot join as viewers.

Emails and automation

Outbound mail is delivered through your SWAI / webhook email pipeline (not as a separate mailbox inside Webinar Pro).

Merge tags

Use these in subjects and bodies (and related fields):

Custom registration field ids can also be used as {{fieldId}} when they do not collide with reserved names.

Tip: If emails never arrive, confirm From / From name, that confirmation/reminder/follow-up content is complete, and that SWAI email delivery / webhook is configured for your organization.

Statistics

Actions → Statistics opens Webinar stats:

Use View patterns together with email follow-ups (Attended / Not attended) to nurture after the event.

Statuses reference

Lifecycle (Webinars list)

Schedule (catalog tiles)

Co-host invite

Resuming and editing

• Open Edit from Actions to return to the wizard at any step.
• Mid-edit Save keeps progress; Review Save changes publishes field updates.
• Reopen Open host anytime to prepare devices before the live window.
• Reopening a webinar that is still Published keeps the same embed and live URLs unless you change sharing practice on your site.

Common warnings and troubleshooting

I can’t open Webinar Pro / missing brand

Warning: Open Webinar Pro again from the SWAI Dashboard for the correct brand. Session/token screens may show Verifying access… or ask you to use BASE_URL/<token> / BASE_URL/dashboard?token=<token>. Dashboard controls may show Sign in at app.swai.ai first until brand context exists.

Create / save validation

Common messages:

• Title is required
• Invalid date/time
• Thumbnail URL must start with http:// or https://
• Enter a redirect URL, or switch to “Show a message”.
• Select a nurturing assistant, or turn off “Add user to nurturing assistant”.
• From / From name required when confirmation, reminders, or follow-ups are used

Emails are not sending

1. On Reminders, set verified From and From name.
2. Ensure confirmation/reminder/follow-up subject and body are filled where you expect sends.
3. Confirm SWAI email / webhook delivery is enabled for your org.
4. Remember late registrants skip reminder rules whose send time already passed.

Sold out / capacity

Set Capacity (0 = unlimited). When full, registration returns Sold out. Turn on Show remaining seats on Design if you want the embed to display seat count.

Co-host link fails

Save co-hosts, send a new Invite or copy a fresh link. Old links can stop working after list changes. Error copy may say the invite link is no longer valid.

Can’t go live / no video

• Allow camera and microphone in the browser (HTTPS).
• Need at least mic or camera: Need at least a microphone or camera to go live.
• Wait for chat to connect if you see Chat is not connected. Wait a moment and try again.
• Screen share errors: retry Present screen after granting permission.

Viewer can’t join

• They must use the same email as registration.
• Confirm the webinar is Published.
• Share the correct viewer URL ({{liveViewerUrl}} in emails).

Embed redirect does nothing

Iframe sandboxing may block redirects. Use Show a message instead, or host the embed in a context that allows top-level navigation.

Stats look low

• Impressions need the embed to load.
• Attended / Finished need viewers to join live (and stay near the scheduled end for Finished).
• Check timezone and Duration on Basic Info.

AI draft failed

Use Create manually, or retry Create with a clearer Brief.

Glossary

Need more help?

If something still fails after the checklist above:

1. Confirm you opened Webinar Pro from the SWAI Dashboard for the right brand.
2. Confirm the webinar is Published (for public register/join) and embeds/catalog links match that event.
3. For email issues, check From, templates, and SWAI delivery.
4. For live issues, note Host vs Co-host vs Viewer, browser permission prompts, and any on-screen error.
5. Contact your SWAI admin or support with the webinar title, step (list / wizard / embed / live), and what you expected to happen.

Related Help: Notifications (dashboard alerts when contacts register).