> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Creating webinars

> Set up a live or on-demand webinar funnel, configure the schedule, build the registration page, and activate automation recipes.

Creating a webinar in the HoopAI platform builds a complete funnel — registration page, webinar room, and replay page — along with pre-built automation recipes. This page walks through the full setup process from creating the funnel to publishing the registration page.

## Creating a new webinar funnel

<Steps>
  <Step title="Navigate to Sites > Webinars">
    Click **Sites** in the left sidebar, then select **Webinars**. Click **New Webinar Funnel**.
  </Step>

  <Step title="Choose live or on-demand">
    Select the webinar type:

    * **Live** — for a scheduled, real-time session
    * **On-Demand** — for a pre-recorded video that plays automatically on registration
  </Step>

  <Step title="Name the funnel">
    Enter a name for the webinar funnel. This is an internal label — it will not be shown to registrants unless you use it as the webinar title on the registration page.
  </Step>

  <Step title="Confirm creation">
    Click **Create**. The platform builds the standard webinar pages (registration page, webinar room, replay/thank-you page) as funnel steps and opens the funnel builder.
  </Step>
</Steps>

## Building the registration page

The registration page is the entry point for your webinar. It must capture attendee contact information and create excitement for the event.

<Steps>
  <Step title="Open the registration page in the builder">
    In the webinar funnel, click on the registration page step to open the drag-and-drop editor.
  </Step>

  <Step title="Add a form element">
    Drag a **Form** element onto the page. Configure the form to collect at minimum:

    * **First name** — personalizes reminder emails
    * **Email address** — required for sending confirmation and reminder emails

    Add a phone number field if you plan to send SMS reminders. Additional fields (company, job title, specific question) are optional and may reduce conversion if overused — keep the form short.
  </Step>

  <Step title="Customize the page content">
    Add content that answers the key questions every prospective attendee has:

    * **What is this webinar about?** — a clear, benefit-focused headline
    * **Who is presenting?** — presenter name and a brief credibility statement
    * **When is it?** — date, time, and time zone displayed prominently
    * **What will I learn or gain?** — 3–5 bullet points listing specific outcomes
    * **How long is it?** — set expectations for the time commitment

    A countdown timer element, if available in the builder, creates urgency for live webinars with a fixed date.
  </Step>

  <Step title="Set the form submit action">
    Configure what happens after a visitor submits the form. Typically, the form redirect takes registrants to the webinar room page (for on-demand) or to a confirmation page (for live webinars).
  </Step>

  <Step title="Preview and save">
    Use the preview function to review the page on desktop and mobile. Save the page.
  </Step>
</Steps>

## Configuring the webinar schedule

For live webinars, the session date and time must be configured so that reminders are sent at the right moments.

<Steps>
  <Step title="Open the webinar funnel Actions menu">
    From the Webinars list, click the three-dot icon on the funnel and select **Edit**, or open the funnel and navigate to its settings.
  </Step>

  <Step title="Set the session date and time">
    Enter the scheduled date and start time for the webinar. Select the time zone. For recurring webinars (weekly, monthly), set the recurrence schedule.
  </Step>

  <Step title="Set the session duration">
    Enter the expected session length. This is used to calculate when post-event emails should fire.
  </Step>
</Steps>

## Setting up the on-demand video

For on-demand webinars, the pre-recorded video is configured in the webinar room page.

<Steps>
  <Step title="Open the webinar room page in the builder">
    Click on the webinar room step in the funnel.
  </Step>

  <Step title="Configure the video source">
    In the webinar room settings, add the video. Accepted sources:

    * **YouTube** — paste the video URL (use an unlisted video to prevent public discovery)
    * **Vimeo** — paste the Vimeo video URL
    * **Hosted video** — upload or link to a video file in your Media Library
  </Step>

  <Step title="Set the video start behavior">
    Configure whether the video starts playing immediately when the registrant arrives, plays after a brief countdown, or starts at a specific point in the recording.
  </Step>

  <Step title="Add chat or interaction elements">
    Optionally add a chat panel, poll, or call-to-action elements that appear at specific timestamps during the video (if supported in your plan).
  </Step>
</Steps>

## Activating automation recipes

Webinar Recipes are pre-built automation templates for the standard webinar email sequence. Activate them from the funnel settings.

<Steps>
  <Step title="Open the funnel's Actions menu">
    Click **Edit** on the webinar funnel from the Webinars list.
  </Step>

  <Step title="Navigate to Recipes">
    Find the **Recipes** section in the funnel settings. You will see the available Webinar Recipes: registration confirmation, 24-hour reminder, 1-hour reminder, and post-event replay.
  </Step>

  <Step title="Activate each recipe">
    Toggle each recipe on. Review and customize the email content for each one — especially the subject lines, sender name, and any personal details about the webinar.
  </Step>

  <Step title="Test the sequence">
    Register using a test email address to trigger the confirmation email and verify the sequence is working correctly.
  </Step>
</Steps>

## Publishing and sharing the webinar

<Steps>
  <Step title="Connect a domain">
    Connect a domain or subdomain to the webinar funnel in the funnel's Settings tab. The registration page will be accessible at this URL.
  </Step>

  <Step title="Publish the funnel">
    Set the funnel to **Published** status to make the registration page live.
  </Step>

  <Step title="Share the registration URL">
    Copy the registration page URL and share it through email, social media, paid ads, or your website. You can also embed the registration form directly on your website using the form embed code.
  </Step>
</Steps>

## Viewing registered guests

From the webinar funnel's **Edit** menu, click **Registered Guests** to see a list of all contacts who have registered. The list shows each registrant's name, email, registration date, and attendance status for past sessions.

<Tip>
  For live webinars, send a final reminder 15–30 minutes before the session starts. This "last call" email reliably lifts attendance rates and can be added to the Webinar Recipe automation sequence as an additional step.
</Tip>