# Set up, test, and publish a Webinar

> Create a Spacebrain Webinar step by step - choose a flow, connect your form and video account, build the attendee journey, schedule sessions, test and publish.

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

This guide takes you from a new Webinar to a live registration page that people can sign up for. It follows the builder's eight steps in order, because later steps depend on earlier ones. It's for the person setting up the event, whether it's live on Zoom or Google Meet or plays a recording.

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

* **Plan:** Webinars are a paid feature. If you can't open **Sites → Webinars**, check your plan.
* **A published form:** every Webinar registers people through a published form. Build and publish one in **Sites → Forms** first. See [Create, publish, and analyze Forms](/sites/forms/).
* **For a live Webinar:** a connected Zoom or Google Meet account. Zoom Webinars (rather than Zoom Meetings) need the Zoom Webinar add-on on the host's Zoom account.
* **For a recorded Webinar:** a direct HTTPS link to a video file ending in `.mp4`, `.webm` or `.ogg`. A link to a web page, such as a video site, won't work.
* **To sell seats:** a ready Stripe or Commas account. See [Stripe and Commas](/integrations/stripe-and-commas/).

## Connect your video and payment accounts [#connect-your-video-and-payment-accounts]

On **Sites → Webinars**, select **Settings**. You'll see:

* **Video providers** (Zoom and Google Meet)
* **Payment accounts** (Stripe and Commas)

Connect the account that will host the event. A connected account can still need attention, for example if permissions are missing. You'll test it properly later in **Provider health**. See [Zoom and Google Meet](/integrations/zoom-and-google-meet/).

## Create the Webinar [#create-the-webinar]

1. Open **Sites → Webinars** and select **New webinar**.
2. **Flow template:** under **Which flow are you running?**, pick a flow. **Standard flow** is a simple starting point. Each card shows its format (**Live**, **On demand** or **Automated**) and how many pages it includes. You can also select **Start blank**, or **Set up, then design with AI**.
3. **Essentials:** enter the **Internal name** (only your team sees it), the **Public title** and the **Presenter name**.
4. Under **Format & provider**, choose **Live webinar**, **On-demand recording** or **Automated recording**.
   * Live: choose Zoom or Google Meet and the **Connected account**. If needed, select **Connect provider**.
   * Recorded: paste the **Recording URL**.
5. Select **Create webinar**. The builder opens on the **Registration** step.

> **Note — The format can't be changed later**
>
> Delivery type is locked after creation. Creating the Webinar doesn't publish anything or invite anyone.

## Find your way around the builder [#find-your-way-around-the-builder]

The builder has eight steps, listed down the side: **Start**, **Event details**, **Registration**, **Attendee journey**, **Reminders & follow-up**, **Offer & payments**, **Conversions** and **Review & launch**. A step shows a green check when it's ready. Use **Save & continue** or **Continue** to move on, and **Back** to return.

Draft changes don't affect the live Webinar until you publish. The header also has **Preview**, **Share** (after publishing) and **Save & exit**.

### Step 1: Start [#step-1-start]

Keep your current draft, or choose **Use this flow** on another template to replace the draft registration and attendee pages. Templates never use AI credits.

### Step 2: Event details [#step-2-event-details]

Check the **Internal name**, **Public title**, **Description**, **Presenter name** and **Presenter title**. Set the **Timezone** (for example America/Vancouver), **Duration (minutes)** and **Completion threshold (%)**, which is how much of the session someone must watch to count as having completed it. Select **Save event details**.

Use **Session dates & rooms** to schedule sessions. See [Schedule sessions](#schedule-sessions) below.

### Step 3: Registration [#step-3-registration]

1. Under **Connect the signup form**, choose the **Published registration form** and select **Connect form**. Only published forms appear. If you have none, select **Create a registration form**.
2. Design the page in the **Registration page builder**. Choose one area at a time: **Hero**, **Registration card**, **Page content**, **Design & order** and **Templates & AI**. Changes appear in the preview straight away, and you can click text in the preview to edit it.
3. To start from a designed page, open **Templates & AI** and select **Use this template**. Your title, presenter, sessions, form and payment settings are kept. To generate a page with AI, use **Design it with AI**, select **See credit cost**, then **Confirm and design my page**. AI creates a draft only.

If you already send traffic to a Spacebrain funnel, you can use **Connect a Funnel** at the top of this step so that funnel's page collects the registrations.

### Step 4: Attendee journey [#step-4-attendee-journey]

Attendees see a different page depending on timing:

| Page             | When it shows                         |
| ---------------- | ------------------------------------- |
| **Confirmation** | Straight after someone registers.     |
| **Waiting room** | Until the session opens.              |
| **Live room**    | When it's time to join.               |
| **Replay**       | After a replay is available.          |
| **Ended**        | When the session and replay are over. |

Edit each page in the **Attendee journey builder**. You can add headings, text, images, dividers, spacing and offer buttons. Essential blocks, such as session details, calendar links and the join button, are protected and can't be removed. Select **Browse journey templates** to restyle all five pages at once.

### Step 5: Reminders & follow-up [#step-5-reminders--follow-up]

This step links to two places in the Webinar workspace:

* **Automations:** confirmation, reminder and follow-up messages. See [Set up reminder and follow-up messages](#set-up-reminder-and-follow-up-messages).
* **Provider health:** test the connected account, permissions and event delivery.

### Step 6: Offer & payments [#step-6-offer--payments]

Leave the offer empty for a free Webinar. To charge for seats, set up the offer: choose the **Processor**, turn on **Require payment to attend**, and enter the **Product name**, **Price** (at least 0.50) and **Currency**. Stripe also offers **Allow promotion codes** and **Stripe automatic tax**. Select **Save payment settings**.

People get access only after the payment provider confirms payment. Reaching the "thank you" page after checkout isn't enough on its own.

### Step 7: Conversions [#step-7-conversions]

Add your Meta Pixel and choose which actions count as conversions. **Use recommended webinar events** sets up sensible defaults. See [Track conversions with Meta Pixel](/sites/conversion-tracking/).

### Step 8: Review & launch [#step-8-review--launch]

Fix anything marked as a blocker, run a rehearsal, then publish. See [Rehearse and publish](#rehearse-and-publish).

## Schedule sessions [#schedule-sessions]

Open **Session dates & rooms** (or the **Schedule** tab in the Webinar workspace). Choose a **Schedule type**:

* **One-time session**
* **Recurring sessions:** daily or weekly, with a number of occurrences or an end date. Select **Preview recurrence** before saving.
* **Multiple custom sessions:** separate dates and times.
* **On-demand:** plays the recording whenever someone registers.
* **Just-in-time automated:** offers choices like **Start in 5 minutes**, **Start in 15 minutes** or **Offer next scheduled session**, with an optional **Use on-demand fallback**.

For timed sessions, set the **Session title**, **IANA timezone**, **Local start**, **Duration**, **Capacity** (empty means unlimited), registration opening and closing times, **Late-entry window (minutes)**, and host details. Times are entered in the chosen timezone, and the exact result is shown before you save. Select **Save schedule**.

## Set up reminder and follow-up messages [#set-up-reminder-and-follow-up-messages]

Open the Webinar's **Automations** tab. Messages are grouped into **Registration**, **Before the Webinar**, **After the Webinar** and **Owner alerts**. For each message you can turn it on, edit the **Email subject** and **Email message**, add an **SMS message**, and select **Save**.

You can use these variables: `{{first_name}}`, `{{last_name}}`, `{{webinar_title}}`, `{{session_time}}` and `{{attendee_url}}`.

* Texts need a phone number and SMS consent from the registrant. Keep **Respect 8 PM–8 AM quiet hours in the Webinar timezone** turned on.
* **Compare a second version** lets you test two versions of a message. Treat small samples as a rough guide.
* People who register late skip reminders whose time has already passed.
* Rescheduling replaces pending reminders.
* Follow-up after the event waits until attendance has been matched.

Check **Message delivery health** to see scheduled and completed messages.

## Rehearse and publish [#rehearse-and-publish]

1. Go to **Review & launch**. Every required item must be ready. Recommendations improve attendance but don't block publishing.
2. In the launch command center, select **Run rehearsal**. For a live Webinar, you can turn on **Test the real Zoom or Google Meet lifecycle**, which creates, updates and removes one private test session with no guests. Checks are grouped into **Customer journey**, **Live delivery** and **Commerce & safety**, and each shows **Passed**, **Review**, **Fix** or **Not needed**.
3. Select **Review & publish**. In **Review and publish Webinar**, use **Test step** to open each attendee page in order. Preview tests never create real leads, payments, emails, calendar events or provider sessions.
4. Select **Fix** next to any blocking item. Publishing stays unavailable until every required check passes.
5. Select **Publish Webinar**. After changes to a live Webinar, the button reads **Publish new version**.

> **Warning — Publish page and Publish journey publish the whole Webinar**
>
> The **Publish page** button in the registration page builder and **Publish journey** in the attendee journey builder both publish your whole Webinar, not just that page. Use them only when everything is ready.

Rehearsal never creates leads, registrations, form submissions, attendee emails, calendar invites, checkouts, payments or analytics events. So after publishing, do one real test.

## Do one real end-to-end test [#do-one-real-end-to-end-test]

1. Use a clearly named test session and your own email address.
2. Open the public link in a private browser window and register.
3. Check that the registration appears under **Registrations** and the lead appears in the CRM.
4. For a paid Webinar, use your payment provider's test mode and confirm that access is granted only after payment.
5. Open your attendee link, try the calendar buttons and check the waiting room.
6. For a live Webinar, join and leave the test room from a separate account.
7. Check that confirmation and reminder messages arrive.
8. After the session, check attendance under **Attendees** and test the replay.

This test creates real records. Label them clearly, and never use a real customer's details or a real charge.

## What you should see [#what-you-should-see]

* The Webinar shows as published and **View page** opens the public registration page.
* The public link includes `/w/` and works in a signed-out browser.
* New registrations appear under **Registrations**, and messages appear in **Message delivery health**.

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

| What you see                                                                  | What to do                                                                              |
| ----------------------------------------------------------------------------- | --------------------------------------------------------------------------------------- |
| **Choose a published registration form before continuing.**                   | Publish your form in **Sites → Forms**, then connect it in **Registration**.            |
| **Use a direct HTTPS .mp4, .webm, or .ogg recording URL.**                    | Use a direct link to the video file, not a web page.                                    |
| **Reconnect this provider account before creating a Webinar.**                | Go to **Settings → Video providers** and reconnect.                                     |
| **Provider permissions are required before this account can host a Webinar.** | Reconnect the account and approve all requested permissions.                            |
| Publishing is unavailable                                                     | Open **Review & publish** and select **Fix** on each blocking item.                     |
| **The Webinar changed after this rehearsal. Run it again.**                   | Select **Run again**.                                                                   |
| Sessions are at the wrong time                                                | Check the **IANA timezone** and the preview, especially around daylight-saving changes. |

## FAQ [#faq]

### Can I change a live Webinar without affecting attendees? [#can-i-change-a-live-webinar-without-affecting-attendees]

Yes. Edits are saved as a draft. Attendees keep seeing the published version until you select **Publish new version**.

### Does Spacebrain host the video call? [#does-spacebrain-host-the-video-call]

No. Live sessions run in Zoom or Google Meet. Spacebrain creates the session, sends people to it and tracks attendance. See the [Webinar operations overview](/sites/webinars/).

### Does the AI page designer publish anything? [#does-the-ai-page-designer-publish-anything]

No. It creates a draft for you to review. You see the credit cost before anything is charged.

## Next step [#next-step]

On the day, follow [Run Webinar event-day operations](/sites/webinar-event-operations/).