Overview

Slate provides the ability to host online events through its Share webinar platform. These types of events allow partner institutions to extend interactions with applicants or other constituencies who may not be able to attend an in-person event.  Its features include broadcasting live streaming audio, video, and content from PowerPoint slide decks, PDF documents, URL video content, or image files. Share also offers open and moderated chat functionality.  

This platform is built using WebRTC, a free, open-source project that provides browsers and mobile applications with Real-Time Communications (RTC) capabilities via simple APIs. It is a project supported by Google, Mozilla, Opera, and others.

Slate utilizes the RTC unified plan to support very large capacity online events with thousands of attendees, as well as allowing for smaller webinars and events.

Share webinar sessions are created using the Events Tool. These events use a location type of Online.

Event Templates

Online events should be approached just like any other type of event (i.e., campus tours or visits). If you expect your online events to be recurring or plan to host the same online event yearly, you will want to begin by creating a template. 

Event templates save time and effort by allowing you to configure event components for an event type in a central location.  

Event templates can be used to add events in a batch without the need for any additional configurations. All events with an event template use that template’s registration form and communications. If you need to change these items after your events have been created, those changes only need to be made to the event template. 

1. Select Events on the top navigation bar.

2. Select New Template.

3. Select Insert. A popup appears (pictured).

4. Enter the following configurations:

   • Timezone - Set the Timezone. Slate will not be able to "Autodetect from Location" since this event is online and will not have a designated location. If the timezone is left to autodetect, it will default to Universal Coordinated Time (UTC).

   • Online Event - Check the box to indicate that this will be an online event. Notice that the location selector is no longer available, as this event is online and has no physical location.

5. Click Save
   

   

Click the Slate Scholar Lightbulb    in the top left corner for a complete listing of all setting descriptions.

Once basic template configurations are saved, the Template Management screen will display. The Template Management screen contains resources to configure events while also providing an at-a-glance view of existing events that use the template.  

Tip

There are no enforced limits on attendees who can register and attend an online event. Partner schools have individually hosted webinars for 3,000+ participants.

Configure an Online Event

Once the location has been set to 'Online,' two new links will then display on the Template Management page: 'Settings' and 'Control.'

Participants must be registered for the event to access the online event. Each participant will receive a personalized link to the webinar. For participants to get this link, event communications must be set up.

• On the Event Template, click Edit Communications in the column on the right side of the screen. 

• Click New Mailing.

• Provide a Name and set a Trigger and Group.

• Click Save.

• Click Edit Message and include text in the body of the email and any other formatting. To provide the link to the online interview, include the merge field "Form-Share-Link." It appears as "Access Webinar" when dragged into the mailing. This will merge in the link to the Share Webinar and tie it to the registrant’s person ID.

• In the “Recipient” field, be sure to insert the {{sys-email}} merge field from the list at the right so the email will be sent to the registered person.

• Click Save.

When the registrant accesses the webinar through the link, they will automatically be marked as attended.

Tip

As a best practice, create a confirmation page and include the link so participants can immediately access the online event even if they register slightly after the start time.

Sound Check

We recommend having additional staff log in as Leaders before the event starts.  Staff users logging in with the Share permission on the event will not be bound by the time limits as normal attendees are. They will be able to view and hear the broadcast in advance to provide feedback about sound and video quality.

Students will not have access to the online event until the event has started and will see a landing/countdown page until the official event start time.

Troubleshooting Webinars

Is WebRTC supported in all browsers?

WebRTC is currently supported by Google Chrome, Firefox, Microsoft Edge, and Safari. If attendees are having difficulty within these browsers, they will want to ensure that there aren't any browser extensions active that could interfere with the WebRTC video conference.

What if we see a lag time in the chat updates?

The Share platform, including the chat functionality, will typically work better on a wired network than WiFi. For example, moderating a chat while connected via WiFi can create lag time on updates.

Can attendees access the online event on a mobile device?

Attendees for online events that only include chat and/or slides (slides only are recommended) should be able to access the event via a mobile device. If your event includes audio or video, this would not be supported for mobile users. The limited screen real estate on a mobile device typically precludes a good user experience of seeing video, chat, and slides all on the same screen.

What if attendees are having trouble with the audio?

There are many reasons why someone might not be able to hear the audio, including what hardware they are using, their browser, their browser's security settings, and other IT permissions based on their school/work, etc. Alternatively, the Audio Bridge feature can offer another means of "calling in" or listening to the webinar.