Creating GoToWebinar virtual training sessions and registering participants.

This procedure is done on the same day that you Open/Close a program. Once you’ve created the virtual sessions for a program, you can register program participants for the virtual training and provide a link on the website for advanced participants auditing the program to register themselves. These tasks are usually done at the same time. You will need to have this complete prior to sending the Open/Close email to the Influence Ecology staff.

Create the sessions in GoToWebinar

1.  Access the GoToWebinar login page: GoToWebinar Login Page
2. Login using the FOT or PIP user information. It depends on what program you are creating.
   • FOT: UserID: ie-fot@live.com / Password: ieco2009
   • PIP: UserID: ie-pip@live.com / Password: test1234
3. You will land on the My Webinars page. Here you will see a list of all upcoming sessions. Find the latest session for your program. If you are creating the sessions for FOT54, find the upcoming session for FOT53. Click the COPY command. The new program opens on a page titled Schedule a Webinar. This webinar contains all of the settings of the previous webinar. Change only the settings described below.  
   • Title: Update the virtual session number. Example: Fundamentals of Transaction Program FOT(54) becomes FOT(55).
   • Description: Set by default. Do not change.
   • Goal of Webinar: Set by default to Select a goal (optional). Do not change.
   • Occurs: Set by default to Custom Schedule. Do not change.
   • Start Date / Start Time / End Time: Here you will add the dates and times for each virtual session in the program. Note that each session is created independently.
     • Get the dates from the Google Doc: Program Management on the tab titled  FOT/PIP Pipeline. Dates are found in the beginning rows of cell D. Note: Copy/paste the dates to a notepad or write the dates on a piece of paper for quick reference.
     • In the GTW, click on the calendar icon next to Start Date. Select the date of the first virtual session for the program you are creating.
     • Adjust the time for the start time of the sessions. (i.e., 4:00pm, 5:00pm, 6:00pm, etc.). All sessions are an hour long. Make sure the end time reflects this.
     • Click Add another session and repeat until you have entered all 12 sessions.
   • Webinar Time Zone. This should be Pacific time for all US sessions. If a session is led outside the US, e.g., New Zealand, choose the correct time zone.
   • Registration Type: Set by default to Participants Register once to attend all sessions. Do not change.
   • Webinar Language: Set by default to English. Do not change.
4. Once the all sessions have been entered, click on Schedule. An Include Staff screen appears that allows you to choose which co-organizers will receive a notification email for the program. Check all that apply (Co-organizers are currently Bernard Jordan, Drew Knowles, Gary Ward, James Walls, Kirkland Tibbels, Liz Smiley, Marne Powers) and click Save.  This will send an email to all co-organizers and take you back to the main page.
5. Review the Webinar. Check that the following options are correct: Title, Schedule, Organizers. Do not adjust any other settings such as audio, recordings, handouts, registration, etc. These auto-populated the correct information when you copied the previous training.
6. Review the Organizers: This should be marked as John Patterson. Co-organizers are currently Bernard Jordan, Drew Knowles, Gary Ward, James Walls, Kirkland Tibbels, Liz Smiley, Marne Powers. There may be more than one email address for these people. Please leave this list as it is unless directed to adjust by Registrar or Program Leader.
7. Share Your Webinar: Registration URL. This is what you will use for the URL address to add to the IE web site, to register participants, or when you have to give it out to someone to log in.
8. Share Your Webinar: Emails. This information is set to send a confirmation email and reminder emails 1 hour, 1 day, 1 week before a session, from Liz Smiley, Registrar. Do not adjust these settings. There are no follow-up emails for Attendees or Absentees.
9. Engage Your Attendees. Videos, handouts, and polls are not currently used. The Survey is used to supply Feedback and is not to be edited unless directed by Registrar or Program Leader.
10. Test Page: Now you will need to scroll back to the top and click on the Registration URL link to test the page. Review the Registration link. Make any corrections as needed.

You are now ready to add participants to the webinar and create a registration link on the website.