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.

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

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.
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.

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.

Create the Webinar

Open Sites → Webinars and select New webinar.
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.
Essentials: enter the Internal name (only your team sees it), the Public title and the Presenter name.
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.
Select Create webinar. The builder opens on the Registration step.

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

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

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

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 below.

Step 3: Registration

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.
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.
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

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

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.
Provider health: test the connected account, permissions and event delivery.

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

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.

Step 8: Review & launch

Fix anything marked as a blocker, run a rehearsal, then publish. See Rehearse and publish.

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

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

Go to Review & launch. Every required item must be ready. Recommendations improve attendance but don't block publishing.
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.
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.
Select Fix next to any blocking item. Publishing stays unavailable until every required check passes.
Select Publish Webinar. After changes to a live Webinar, the button reads Publish new version.

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

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

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

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.