Why Use Slate Share for Webinars?

Slate Share stands out because it:

• Handles large audiences (thousands of attendees)
• Automatically logs attendance and engagement
• Integrates with Slate events, communications, forms, and workflows
• Offers features like live streaming audio/video, PowerPoint/PDF sharing, moderated chat, and full recording (including Lip Sync for replays)
• Supports accessibility with real-time closed captioning and transcription

It’s perfect for admissions webinars, virtual tours, Q&A sessions, and more — no need for clunky third-party logins.

Two Main Approaches to Hosting Webinars in Slate

1. Native Slate Share — Use the built-in platform for full integration and automation.
2. External Platforms (e.g., Zoom, Microsoft Teams) — Host externally but track registration and attendance in Slate.

This post focuses primarily on the native Slate Share method, as it’s the most powerful for higher ed use cases.

Step-by-Step: Setting Up a Webinar Using Slate Share

Step 1: Create an Online Event in Slate

• Navigate to Database > Events > New Event (or use an existing event template for consistency).
• Set the Event Type to “Online” or use a webinar-specific template.
• Fill in key details:
  • Name — e.g., “Virtual Graduate Program Info Session – Spring 2026”
  • Date & Time — Include start/end times and timezone
  • Location — Mark as “Online” (this enables Share functionality)
  • Capacity — Set a realistic limit (Slate Share supports very large events)
  • Status — Set to “Confirmed/Active” when ready
• Under the Online tab (or similar), select Slate Share as the platform.

Step 2: Configure Permissions and Presenters

• Go to the Permissions or Grantees section of the event.
• Add yourself or team members as the primary User (the host).
• For additional moderators/presenters:
  • Grant Share permission if they’re Slate users.
  • For external presenters (non-Slate users), create a User Token:
    • Type: User Token
    • User Name: Their display name (e.g., “Dr. Jane Smith, Program Director”)
    • Generate and send them the Access URL for broadcast control.

Step 3: Build Registration and Communications

• Link or create a Registration Form (use Form Builder for custom fields like program interest or questions).
• Use the powerful Form-Share-Link merge field in communications — this generates unique, secure join links for each registrant.
• Set up automated communications:
  • Confirmation email (with join link)
  • Reminder series (24 hours, 1 hour before)
  • Post-event follow-up (thank you + recording link)
• Add triggers for attendance-based workflows (e.g., add to “Attended Webinar” population).

Step 4: Prepare Your Content and Test

• Prepare slides (PowerPoint, PDF), videos, or screen share materials.
• Test the broadcast:
  • Join as a moderator early
  • Check audio/video, screen sharing, and chat
  • Enable Closed Captioning for accessibility
  • Record a test session to verify quality

Step 5: Go Live and Record

• On event day, start the broadcast via the event’s Share interface.
• Features include:
  • Live streaming
  • Screen/content sharing
  • Moderated/open chat
  • Real-time attendance tracking
• Record the full session (audio, video, slides, chat) — Slate combines everything into an easy playback format.
• Use Lip Sync for perfect timing in replays.

Step 6: Post-Event Actions

• Slate automatically tracks attendance.
• Send follow-up communications with the recording link.
• Use queries/reports to analyze engagement (e.g., registrants vs. attendees).
• Add attendees to nurture populations for further recruitment.

Quick Tips for Success

• Start small: Test with internal team webinars first.
• Promote widely: Embed registration forms on your website and use Slate Deliver for targeted emails.
• Accessibility matters: Always enable closed captioning.
• Scale up: Slate Share handles 3,000+ attendees — great for large info sessions!
• For external tools like Zoom: Create the event in Slate, use custom join links in communications, and import attendance manually or via integrations.