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Webinar Panelist Role

  • Updated

Panelists are full participants in a webinar. They can view and send video, screen share, annotate, etc. Panelists are added to a webinar when the host schedules/edits the webinar. A panelist does not require a TechConnect Zoom license. The host can also disable some features for panelists, including starting video, sharing your screen, and recording. 

Panelist available features may include:

  • Mute/unmute themselves
  • Start/stop their own video
  • View attendee list
  • Share screen
  • Request/give remote control
  • Save chat
  • View Q&A and respond
  • Answer polls
  • Enter closed captions
  • Raise hand
  • Record local

 Add Panelists to a Webinar - Manually

  1. After scheduling the Webinar click on the title of the event.
  2. Navigate to the Invitations tab towards the bottom of the Webinar details.
  3. Click Edit to the right of Invite panelists.    
  4. Enter the Name and Email address. 
  5. Select Add Another Panelist to add more additional Panelists.
  6. Click Save. If you have the option to Send invitation to all newly added panelists immediately checked, panelists will be sent an email invitation after you click Save.

To resend the Panelist invitation, click on Edit on the far right of the panelist's name, then click Resend.

Note: The max number of panelists is dependent on the host's meeting capacity, while the max number of attendees is based on the host's webinar capacity.

Add Panelists to a Webinar - Using CSV file to Import

If you want to add panelists in bulk to a webinar, you can specify the panelists in a CSV file and upload it through the web portal.

How to create a CSV file of panelists

  1. Open spreadsheet software like Microsoft Excel.
  2. Create a new file. You can also download and open the CSV sample file.
  3. Specify the following information:
    • Column A: Email address of each panelist.
    • Column B: Full name of each panelist.
      Note: Don't enter column titles, for example, Email Address and Full Name.
  4. Save the file as a CSV file (comma delimited).

How to import the CSV file

  1. Sign in to the Zoom web portal.
  2. Click Webinars. 
  3. Click the topic of the webinar you want to add panelists to.
  4. On the Invitations tab at the bottom of the page, find the Invite panelists section and click Import from CSV.
  5. Click Import.
  6. Select the CSV file you created.
    You will see a list of panelists you're importing. You can click these options:
    • Resend: Immediately send the invitation email to the panelist.
    • Copy: Copy the invitation email for the panelist.
    • Delete: Remove the panelist from being imported.
    • Send invitation to all newly added panelists immediately: Send an invitation email to all panelists being imported after you click Save.
      Note: If you don't see a list of panelists you're importing, click Cancel, reload the page, then click Edit in the Invite Panelists section.
  7. Click Save.

How to add panelists during a recurring webinar

If a webinar is recurring, the user will be a panelist for all webinars in that series. If you want them to join as a panelist for one webinar occurrence only, you will need to add them as a panelist before the webinar that you want them to be a panelist for and remove them before the next occurrence. 

How to remove panelists from a recurring webinar

  1. Sign in to the Zoom web portal.
  2. Click Webinars. 
  3. Click the topic of the webinar you need to remove panelists from.   mceclip0.png
  4. On the Invitations tab at the bottom of the page, find the Invite panelists section and click Edit.
  5. To the right of the panelist's details, click Delete.
    mceclip1.png
  6. Click Save.
    This panelist will now be removed from all webinars in the series and will need to join as an attendee.

Panelist 'Waiting Room'

Although Webinars do not have a Waiting Room, the host can still place a panelist on hold, which functions the same way as placing them into the waiting room. 

  1. Start a webinar as the host. 
  2. Click on Participants in the host controls.
  3. Hover over the name of the Panelist, click More, then Put on Hold.
    The Participants list will now indicate that this attendee is in the Waiting Room; a screen
    indication appears stating the host will admit them shortly.
  4. To admit the Panelist back into the webinar, click Admit at the top of the webinar window, or locate their name in the Panelist list on the right and click Take off hold.

Screen_Shot_2022-03-22_at_11.33.35_AM.png

 

Change Panelist Role 

Host can change the role of the Panelist, including assigning Closed Caption input to a Panelist (or Attendee).

Hover over the name, and click the More button and select the appropriate role.

mceclip0.png

Allow Panelist to Screen Share in a Webinar

To allow Panelists to share screen, click the ^ to the right of the Share Screen icon on the toolbar and enable. 

Panelist Controls

Controls appear at the bottom of the screen of the live Webinar.

Screen_Shot_2022-03-22_at_11.19.56_AM.png

  • Mute/Unmute: This allows you to mute and unmute your microphone.
  • Audio Controls (via the ^ arrow next to mute/unmute): The audio controls allow you to change the microphone and speaker that Zoom is currently using on your computer, leave computer audio, and access the full audio options in the Zoom settings.
  • Start/Stop Video: This allows you to start and stop your video.
  • Video Controls (via the ^ arrow next to Start/Stop Video): If you have multiple cameras on your computer, you can select which camera Zoom is using, access the full video controls, and select a Virtual Background. 
  • Participants: This opens the Participants window.
  • Chat: Access the chat window to chat with the Host, the other panelists, or all attendees. 
  • Share Screen: Click on this to start a screen share. You will be able to select the desktop or application you want to share.
  • Raise Hand: allows attendees, panelists, co-hosts, and the host to raise their hand to indicate that they need something from the host, co-host, or other panelists.
  • Q&A: This opens the Question-and-Answer window.
  • Record: Panelists can record locally (if enabled by host).
  • Leave: Click this to leave the webinar. Only the host can end the webinar.

While in screen sharing, the controls will appear in a moveable bar. It is typically at the top of your screen, but you can drag it around as needed. 

  • New Share: You can click New Share to start a new screen share without first stopping your current screen share. It will replace the screen that you are currently sharing, as you can only share one screen at a time.
  • Pause Share: This will pause your current share and not show any changes to your screen until you choose Resume Share.
  • Annotate: This will allow you to annotate on your shared screen. It will open the annotation options.

       

  • Remote Control: Click this to give the Host, Co-Host or another panelist remote control of your shared screen. 
  • More: There are additional settings specific to screen sharing when clicking on More.

    Screen_Shot_2022-03-22_at_11.22.20_AM.png
    • Disable/Enable Attendee Annotation: If you want to prevent the attendees from being able to annotate on your screen share, select this option.
    • Optimize for full-screen video clip: When sharing a video clip on full screen (not your live camera feed), we recommend checking this option
  • Stop Share: Select this to stop your screen share.

More information:

https://support.zoom.us/hc/en-us/articles/360000252726-Roles-in-a-Zoom-Webinar  
https://support.zoom.us/hc/en-us/articles/115005657826-Inviting-Panelists-to-a-Webinar  https://support.zoom.us/hc/en-us/articles/115004834466-Managing-attendees-and-panelists-in-a-webinar 

 

 

 

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