# Webinar replay, analytics, and lifecycle

> Set up who can watch a Webinar replay, read your Webinar results, and unpublish, archive, restore or delete a Webinar safely.

Canonical: https://help.spacebrain.ai/sites/webinar-replay-analytics-and-lifecycle/
Last modified: 2026-09-25T00:00:00.000Z

After a Webinar ends, you'll want to share the replay with the right people, see how the event performed and tidy up when you're done. This guide covers all three. It's for whoever runs the Webinar after the live session. Match attendance first (see [event-day operations](/sites/webinar-event-operations/)), because replay access and many results depend on it.

## Before you begin [#before-you-begin]

* **Attendance is matched.** Open **Sessions** and check **Attendance & replay** shows a recent sync.
* **You have the recording.** Spacebrain doesn't record live sessions. Record in Zoom or Google Meet, with any consent you need.
* **Permission:** you need editing permission to change replay settings or archive a Webinar.

## Set up the replay [#set-up-the-replay]

Replay settings are on the **Sessions** tab, in the **Attendance & replay** card.

1. Choose the **Session**.
2. Under **Replay access**, choose who can watch:
   * **Disabled**
   * **Eligible registrants**
   * **Verified attendees only**
   * **Paid registrants only**
3. Under **Replay state**, choose **Unavailable**, **Processing**, **Available** or **Provider error**.
4. When the replay is ready, set **Available** and enter the **Secure replay destination** (the link to the recording). If Spacebrain found the recording in Zoom or Google Meet, it shows **Provider asset discovered**.
5. Optionally set **Replay expires**.
6. Select **Save replay access**.

The replay link is stored securely and is never shown to attendees directly. People watch through their own attendee link, which checks whether they're allowed. Don't share the raw recording link to get around this.

For on-demand and automated Webinars, the recording must be a direct HTTPS link to an `.mp4`, `.webm` or `.ogg` file. Test it in a signed-out browser and on a phone.

## Check replay access [#check-replay-access]

Test with real attendee links for:

1. Someone who should be able to watch.
2. Someone who shouldn't, under the access option you chose.
3. Before the replay is available (they should see a processing or unavailable message).
4. After it expires, if you set an expiry.

If someone sees the wrong thing, check the access option, replay state, replay link, expiry and whether their attendance or payment was recorded, before you change the attendee pages.

## Read your results [#read-your-results]

Open **Analytics**. Sections include:

| Section                                | What it shows                                                                                                   |
| -------------------------------------- | --------------------------------------------------------------------------------------------------------------- |
| Show-rate overview                     | Confirmed intent and verified attendance, and whether you're ready to scale                                     |
| **Acquisition**                        | **Registration page views**, **Unique visitors**, **Registrations** and **Registration conversion rate**        |
| **Lifecycle performance**              | Messages sent, confirmed clicks, failed sends, message performance and **Copy comparison** for message versions |
| **Attendee journey**                   | Attendee page visits and add-to-calendar actions                                                                |
| **Revenue**                            | Checkouts started, paid orders, gross and net revenue, and refunds                                              |
| **Attendance and conversion outcomes** | Attendance rate, no-show rate, watch time, replay viewers, CTA clicks, high-intent attendees and conversions    |
| Trends and comparisons                 | Attendance over time, engagement segments, session comparison and acquisition cohorts                           |

Some values depend on Zoom or Google Meet and show **Not available** until attendance is matched. Visits from before tracking started aren't estimated. Compare raw numbers, not just percentages, especially for small events.

Use **Activity** and **Provider health** alongside **Analytics**. Analytics shows results; those tabs explain what was queued, retried, failed or disconnected.

### Exporting data [#exporting-data]

The Webinar **Registrations** and **Attendees** tabs let you filter and page through people, but there's no Webinar CSV export. A form's response export doesn't include attendance. If you need an offline report, ask an administrator or support before the event.

### AI report [#ai-report]

An **AI report** tab may not be available in your workspace. **Analytics**, **Activity**, **Registrations**, **Attendees** and **Provider health** always give you the full picture.

## Unpublish, archive, restore or delete [#unpublish-archive-restore-or-delete]

| Action             | Where                                                    | What happens                                                                                                                        |
| ------------------ | -------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- |
| **Unpublish**      | Webinar header                                           | The public page stops working and nobody new can register. The Webinar stays editable. Handle upcoming sessions and messages first. |
| **Archive**        | Webinar header, or **Archive** in the Webinars list menu | The Webinar is no longer public and moves to Archived. Registrations and analytics are kept.                                        |
| **Restore**        | Webinars list menu                                       | An archived Webinar returns to **Draft** so you can keep working on it. Check everything before you publish again.                  |
| **Delete webinar** | Webinars list menu                                       | Permanently removes the Webinar and its registration link. Registrations and analytics are no longer available.                     |

In the Webinars list, **Archive**, **Restore** and **Delete webinar** each ask you to confirm. **Unpublish** and **Archive** in the Webinar header happen straight away.

> **Warning — Delete doesn't notify anyone**
>
> Deleting isn't the same as cancelling. Cancel sessions and let the cancellation messages send first. Keep anything you need, and remove links you've shared. Archive instead if you might need the records later.

## If something goes wrong [#if-something-goes-wrong]

| Symptom                            | What to check                                                                                        |
| ---------------------------------- | ---------------------------------------------------------------------------------------------------- |
| Public link doesn't work           | The Webinar is published, its form is published, and there's an open session that isn't full         |
| Paid attendee has no access        | Stripe or Commas confirmed the payment. Cancelled or unfinished checkouts don't grant access         |
| Replay won't play                  | **Replay access**, **Replay state**, the replay link, expiry, and the person's attendance or payment |
| Attendance numbers look incomplete | The session ended, attendance was matched, and the provider sent its data                            |
| Numbers don't add up               | Test registrations, **Not available** values and message delivery in **Automations**                 |
| No CSV button                      | There isn't one for Webinars. See [Exporting data](#exporting-data)                                  |
| No AI report tab                   | It may not be available in your workspace. Use **Analytics**                                         |

## Close the loop after each event [#close-the-loop-after-each-event]

1. Finish matching attendance and check unmatched attendees.
2. Check follow-up messages and owner alerts in **Message delivery health**.
3. Set up the replay and test who can and can't watch.
4. Review registrations, attendance, engagement, revenue, **Activity** and **Provider health** together.
5. Label or remove your test records.
6. Note what to change next time, and make those edits in a draft so the live Webinar isn't affected.

## FAQ [#faq]

### Can I change who can watch the replay later? [#can-i-change-who-can-watch-the-replay-later]

Yes. Change **Replay access** and select **Save replay access**. It applies straight away to people opening their attendee link.

### Does Restore republish the Webinar? [#does-restore-republish-the-webinar]

No. Restore returns it to **Draft**. Publish it again when it's ready.

## Next step [#next-step]

Plan your next event from the [Webinar operations overview](/sites/webinars/).