Webex - How to Schedule Webex Webinars

As a host, you can schedule webinars. Webinars are interactive and highly engaging; if your event calls for a simpler attendee experience, webinars in webcast view are the way to go. You can get these scheduled quickly with the basics, or take a little bit more time to customize them using advanced options to tailor webinars to your needs.

After you schedule a webinar, you get a confirmation email, as well as an email to forward to attendees.

Instructions to Schedule a Webex Webinar

Sign in to your Webex site, then select Schedule a webinar.


(Optional) If you have any saved webinar templates, select one from the Webinar templates drop-down menu.


Add the basics by providing the following information:

  • Topic—Choose a topic that people will recognize and get excited about.
  • Date and time—Indicate when the webinar will be taking place. If you're inviting people from different time zones, click the Time zone planner so you can find a time that works best for everyone.
  • Maximum attendees—Choose the maximum number of attendees and whether you want a webinar in webcast view. See Compare experiences in Webex Webinars for more information.
  • Panelists—Enter the email addresses of the people you’re inviting to help you run your webinar. You can have up to 500 panelists in your webinar. If they have an account on this site, you can select  next to their name if you want them to be a cohost.
  • Webinar agenda—Add any context or details that you want your attendees to have about the upcoming webinar.

In the Security section, add the following information:

  • Webinar password—Use the password that's provided or enter your own. Attendees must enter this password to join your webinar.
  • Panelist password—Use the password that's provided or enter your own. Panelists must enter this password to be part of your webinar panel. If panelists don't enter this password when they join your webinar, they just join as an attendee.


    If a panelist has an account on the same site where the webinar is hosted, they'll just have to sign in. If they don't have an account on the same site, they'll be prompted to enter this panelist password.

    Check out Roles in Webex Webinars for information about the differences between the various roles.

  • Join before host—Allow panelists and attendees to join your webinar and panelists to connect their audio before the webinar starts.
  • Require account—If you want attendees to have a Webex account on this site in order to join the webinar, check this check box.

    Check the check box next to Restrict webinar to invited attendees only if you want to restrict the webinar to invited attendees only. This will turn off webinar registration options.


In the Audio & Video section, add the following information:

  • Audio connection type
    • Webex Audio—Choose to support call-in, call-back, and computer audio options. You can then also include toll-free and global call-in numbers and set entry and exit tones to hear when someone joins or leaves the webinar.

      When using Webex Audio with the Announce Name feature, panelists who select the Use computer for audio option can't record and announce their names
    • Use VoIP only—Limits all panelists to using computer audio.
    • Other teleconference service—Allows you to enter third-party teleconference information.
    • None—No audio.
  • Mute panelist
    • Allow the host and cohosts to unmute participants (Moderated unmute mode)—Hosts and cohosts can unmute participants and SIP-based video devices directly without sending an unmute request.
    • Allow panelists to unmute themselves in the webinar—If you choose to mute panelists when they join, select this option to allow them to unmute themselves during the webinar.

      Don't select this option if you want only the host or cohost to be able to unmute panelists.

    • Always mute panelists when they join the webinar—Automatically mutes panelists when they join the webinar.

Click Advanced options to add a practice session, enable breakout sessions, turn on simultaneous interpretation, require registrationsend email reminders, and more.


Click Save as template to save these options as a template for future use.


Click Schedule to schedule your webinar.


When you schedule a webinar, email reminders are automatically sent to attendees using the default template. If you prefer to customize your email template and send reminders later, uncheck the check box next to Automatically send email invitations to all participants after clicking Schedule, then follow the instructions in Customize email templates in Webex Webinars.

Once the webinar is scheduled, you can select it from your Calendar and invite attendeesupload up to 20 filesupload an image for attendees to see while practice sessions are going on, customize the email template used to send emails to attendees, and customize the Registration and Join pages for webinars, as well as what your attendees see in webinars.

Once the webinar is scheduled, you can click  to download an .ics file, or add the webinar to your Google or Microsoft Office 365 Calendar.


You'll receive an email to forward to attendees to invite them to the webinar.

KeywordsWebex, Webex Events Cisco, alternate host, scheduling, events, registration system, panelist, manage registrations, webinars,   Doc ID103088
OwnerShawn T.GroupCisco Webex
Created2020-06-16 13:12:31Updated2022-05-31 13:26:09
SitesCisco Webex, DoIT Help Desk
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