Run Webinar event-day operations

This is your checklist for the day of a Webinar: what to check before people arrive, what to do during the session, how to reschedule or cancel, and how to match attendance afterwards. It's for the person running the event in Spacebrain, alongside whoever hosts the Zoom or Google Meet room. Use it after you've published the Webinar using Set up, test, and publish a Webinar.

Before you begin

• Permission: you need editing permission to reschedule, cancel, retry or match attendance. Read-only users can view but not change.
• Host access: the host must be able to sign in to the Zoom or Google Meet account connected to the Webinar.
• Two people if you can: one runs Spacebrain, one hosts and moderates the video room.

Where to find it

Open Sites → Webinars and select the Webinar. You'll use these workspace tabs:

• Set up → Sessions: the sessions, their provider sync, and Attendance & replay.
• Set up → Schedule: reschedule or cancel sessions.
• People → Registrations and People → Attendees: who signed up and who came.
• Delivery → Provider health and Delivery → Activity: the video account and what happened when.
• Delivery → Automations: reminders and Message delivery health.

Before attendees arrive

1. Run a rehearsal. On the Webinar's Overview, use the launch command center and select Run rehearsal (or Run again). It should show Cleared for launch.
2. Check Provider health. Look at the reliability score, Last successful sync and Operations requiring attention. If you see Reconnect, reconnect the account now.
3. Check Sessions. Find today's session. Confirm the schedule, Status, Sync and Capacity.
4. Sign in as host in Zoom or Google Meet. Check co-hosts or panelists, the waiting room, recording and moderation settings there.
5. Test the attendee path. Register with your own email, open your attendee link and check the waiting room shows the right session and time.
6. Check reminders. In Automations, look at Message delivery health for failed or skipped messages. In Activity, look for anything that failed or repeated.

While the session is live

• Presenting, screen sharing, chat, muting, removing people and recording all happen in Zoom or Google Meet. Spacebrain isn't a moderation console.
• Use Spacebrain to check registrations, access and Provider health.
• If someone can't get in, check their registration, payment (for paid Webinars), which session they registered for, and whether the join window is open. Do that before you change anything.
• Before you select Retry on a provider operation, check in Zoom or Google Meet whether it already worked. Retrying something that half-finished can create duplicates.
• Write down the time and details of any change you make, so you can match it up later.

Help an attendee who can't join

Reschedule a session

1. Open Schedule and select Edit on the session under Existing schedule. Cancelled and ended sessions can't be edited.
2. In Reschedule session, set the New local start.
3. If the session is part of a recurring series, choose Apply change to: This session only or This and future sessions.
4. Select Confirm reschedule.

Spacebrain updates the Zoom or Google Meet session, replaces pending reminders and may send calendar updates. Old reminder times no longer apply. Straight afterwards, check the new time and timezone, the provider session and Message delivery health.

You can also edit a single session from Sessions with Edit. That changes only that session.

Cancel a session

1. Open Schedule and select Cancel on the session.
2. In Cancel Webinar session, choose This session only or This and future sessions for a series.
3. Add a Cancellation reason.
4. Select Confirm cancellation.

Pending reminders are cancelled. Registrants may receive your cancellation message and a calendar cancellation, if that message is turned on in Automations. Check Message delivery health rather than assuming everyone was told.

Cancel the whole Webinar

There's no single "cancel everything and tell everyone" button. To cancel completely:

1. Cancel each upcoming session, choosing the right series option.
2. Leave the cancellation message turned on until it has been sent.
3. Check Message delivery health.
4. Select Unpublish so nobody new can register.

Don't delete the Webinar instead of cancelling. Deleting doesn't notify anyone.

Check registrations

Open Registrations. Filter by Confirmation (All registrations, Confirmed, Needs confirmation). Each row shows when they registered, their CRM contact (Open CRM), Provider sync status (Registered, Not required, Pending, Payment pending or Failed) and source.

For a Zoom Webinar, a registration that didn't reach Zoom can show Retry Zoom. Check the error and look in Zoom first: the first attempt may have worked, and retrying again can create a duplicate.

Match attendance after the session

1. Open Sessions. For a live session that has ended, select Reconcile, or use Re-sync attendance on the Attendance & replay card.
2. The card shows Registrations, Verified, Unmatched, No-shows, Partial and Identity match.
3. Open Attendees to see each person's attendance: Attended, Partially Attended, Left Early, No Show, Registered or Reconciliation Pending.

Filter Attendees by session, attendance, engagement segment (hot, warm or cold), registration date or Reconciliation problems only. Select View to see a person's watch time, engagement, timeline and follow-up history.

If Zoom or Google Meet didn't provide a value, it shows Not available. That doesn't mean zero.

Match an unmatched attendee

Sometimes Spacebrain can't safely tell which registration a Zoom or Google Meet attendee belongs to. It never guesses.

1. In Attendees, set the attendance filter to Unmatched provider observations.
2. In Unmatched provider attendance, find the person and select Associate.
3. Confirm who they are using a reliable source outside this screen, such as their email in Zoom.
4. In Associate provider attendance, choose their Registration for the same session.
5. Select Confirm association.

This changes their attendance, engagement score and which follow-up messages they get. Never match on display name alone if you have better information.

If something goes wrong

When you contact support, include the Webinar and session, the message or status you see, the provider, the time and timezone, and what you last did. Never send attendee links, passwords, payment details or private replay links.

FAQ

Does Spacebrain record the session?

No. Record in Zoom or Google Meet. You can then add the recording as a replay. See replay, analytics, and lifecycle.

Do late registrants get every reminder?

No. People who register after a reminder's time skip that reminder.

Can a read-only user match attendees?

No. They see You have read-only access. An editor can associate unmatched attendance.

Next step

After matching attendance, set up the replay and review results in Webinar replay, analytics, and lifecycle.