Teams Webinars for Delivery Managers

Teams Webinars for Delivery Managers

This article will provide information on Teams Webinars that will now be used for Certification Classes on the Omni Platform. Please review the information below as needed. 

Introduction to Teams Webinars

Webinars provide different features from regular Teams Meetings, one example of this is Registrations. GBAs are required to register to join a Teams Webinar using their Omni SSO. This allows GPSs easy access to information for attendance to the Webinar. Another feature is Presenter Bios allowing GPSs to easily introduce themselves to GBAs without much hassle. Webinar reports are the final feature we will discuss; these allow those associated with the Webinar to view information such as attendance, leave reports, activity information, etc. 

Setting Up a teams Webinar

This section will provide information on how Delivery Managers can set up a Teams Webinar and send the notification to GPSs and the Content Team.

1. Select Webinar in Teams

Navigate to your Microsoft Teams Calendar, select the drop-down arrow next to New Meeting, and select the Webinar Option. 

2. Enter Details

Enter the Webinar Details in the 'New Webinar; Pop-up Box. Enter information such as:
  1. Title of the Webinar i.e., Client Certification Wave # (mm.dd.yyyy – Omni Day) 
  2. Start Date- Omni Date of Certification with HOOPs i.e., 06.01.2024 8 am EST 
  3. End Date - Last Day of Certification with HOOPs i.e., 06.08.2024 4 pm EST 
  4. Enter a brief Description of the Certification as needed. You may use this as your template:
    1. Omni Day: MM/DD/YYYY Please register and join only one session. 
    2. Certification: MM/DD to MM/DD 00:00 to 00:00 (Time Zone) Classroom Session
    3. Certification Tips:
      1. Be on time! NO late entries will be accepted.
      2. Please be sure you are on the PC you will be using to service the Client.
      3. Please be prepared by having your Omni Credentials ready. This was emailed to you. (Look for Welcome Emails)
      4. Registration is required for entry. Please register at least 30 minutes before the session starts, as failure to register on time may result in a delayed entry to Certification. 
      5. Please make sure that your PCs are updated as needed for the Client. 
  5. Enter a Co-Organizer (GPSs) - Please note GPSs will have to be entered here and within the Presenter Section
  6. Enter GPSs into the Presenter Section 
  7. Set the Event Access to 'Your Organization' - This requires GBAs to sign in with their Omni SSO 

3. Save & Send

In the top left corner of the Webinar, you will see a Save Option; this may also say 'Save and Send Invites' click on this to save your Webinar Details. 

4. Publish Site

Click on the 'Publish Site' Option in the top right corner once you have entered all details associated with the Webinar. 

Distribute the event link to all parties involved with Certification or Digital Learning, this can include, but is not limited to, GPSs, the Content Team, Onboarding to Provide to GBAs, etc. 


  1. If you are creating an Omni Day Webinar for your Client's Certification remember to place that specific Webinar link in question 10 of the survey. 

  2. You Webinar Link(s) (Omni Day and Regular Certification) should always be placed in question 12 of the Survey

Meeting Options in Teams Webinars

This section will be to set the appropriate meeting options within the Teams Webinars. Please review the information as needed.

Getting to Meeting Options 

1. Click on the Meeting Options Widget in the top left of your Webinar Window


2. Review the Meeting options and ensure the settings are set appropriately.

Who Can Bypass the Lobby?

This section will need to be set to: Only Organizers and Co-Organizers
This toggle will need to be: OFF

Audio and Video

This section can be toggled on or off as needed whether you would like to provide GBAs with Mics or Cameras once they first enter the classroom. 


Meeting Chat

This needs to be set to In-Meeting Only. This can also be toggled on or off as needed for rowdy classrooms. 

Q&A 

This can be toggled on or off as needed. If you turn the meeting chat off for disruptive behavior, the Q&A section MUST be turned on. Please note if you are turning chat off and turning the Q&A section on you will need to ensure that Q&A moderation is turned on as well. 

Allow Reactions

This can be toggle on and off as needed to allow GBAs to react within the virtual room. 

Roles

Please ensure these toggles are set to off. 

Click the Apply option once you have set your Meeting Options Appropriately. 

Presenter Bios

This section will provide information on the Presenter Bios that are available for GPSs. Please review the information as needed. 
1. Get Bios From GPSs
Please ask for Bios from GPSs so that you may place it within their section. 
2. Getting to the Presenter Bios Section 
Please click the Presenter Bios option on the left hand side. 

3. Click Edit 
Please Click Edit next to the Presenter you would like to add a bio for.

4. Add a Bio & Save
Please add in the introductory bio for the GPS. Adding Presenter Bios into a Teams Webinar will allow GBAs to have a more personal connection with their GPSs when registering and joining the class. Once you have the Bio in for the GPS you may click on the Save button. 


Theming Webinars

This section will provide information on how you can change the theme of your Teams Webinar to match the client. Please review the information below as needed. 

Changing the Image

You can change the image from the default image associated to either an omnified banner image or a client banner image for the Certification. 

You may change the logo to that of the Clients or of Omni this will show an icon on the registration page. 

Theme Color

This can be set to the Client's Color or an appropriate color of you choosing. 







Emails Section 

Within the Emails Section you can view the emails that are automatically sent to GBAs saving time with items such as, reminder emails for the Webinar, Webinar Date and Time Reminders, and Webinar Recording Reminders. These emails cannot be changed, but do get sent to GBAs once they've registered for a Webinar. 


Reports

Within the Reports section not only are you able to view attendance for a Webinar, but you will be able to view information such as:
  1. Times GBAs joined within the Webinar 
  2. Times GBAs left the Webinar 
  3. How many times a GBA Unmuted themselves to speak within class 
  4. How many time a GBA used a reaction 
  5. Which GBAs registered and then canceled their registration 
  6. GBAs who asked a Question in the Q&A Pod if it was active 
With this information available in Webinars, you will no longer have to download individual attendance reports for Teams Meetings, instead you can view the Reports section within your Webinar for all of this information. If you have multiple rooms within a Webinar you can use the drop down arrow located at the top left within the reports to locate the specific report you would like to view. 


Multiple Rooms

This section will provide information on how you can create multiple rooms within a single Webinar. Please review the information below. 

1. Publish the Webinar

Once you have added in the details of your Webinar you can then publish the Webinar by clicking on the 'Publish Site' Option in the top right hand corner of your Webinar Screen and share the link as mentioned in the steps above. 

2. Navigate to Calendar

Navigate to your calendar section in Teams and click on it. 

3. Locate the Webinar and Edit

Locate the Webinar within your Teams Calendar and Click on the Edit option. 
 

4. Breakout Rooms

Click on the Breakout Rooms option in the top menu. 

5. Create Rooms 

Click on the Create Rooms Option in the Middle of the screen and then create the number of rooms that you will need for each class. 


Please Note: If you accidentally create too many or too little rooms don't fret these can be added and removed at any time during the Webinar to adjust. 

6. Title The Rooms 

Once you have the rooms created click on the three dots menu for each room to change their name.

7. Manual or Auto Assign

If you do not want Teams to automatically assign participants into the rooms, click on the Assign Participants option and Manually assign the GBAs you would like to each room. This will also allow you to pair specific GBAs with GPSs that you would like. If you do not have a preference you can click on the Automatically assign option and Teams will try and split the registered GBAs into the rooms as evenly as it can. 





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