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Getting Started

Create Your First Event

Who can use it? Admin, Member, Workspace owner

On which plans? All

Whether you’re hosting a quick brainstorm meeting or a large public webinar, creating your first event in Livestorm is easy. You can create your event however you want then customize it according to your needs. This article will walk you through the simple process, step-by-step — it only takes a few minutes!

In this article

Create Your Event Through Multiple Pathways#

There are multiple pathways you can follow to create an event, depending on your preferences: dashboard, calendar, personal calendar system.

Create Your Event Through the Livestorm Dashboard#

You can create your event through your Events dashboard in Livestorm.

Go to your Events dashboard. Click on Create New Event in the top right-hand corner.

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Create Your Event Through the Livestorm Calendar#

You can also create your event by clicking on the calendar in your Livestorm dashboard.

By default, the events created from the calendar are booked for 1 hour but you can of course change the duration in the settings.

Click on any white part of your calendar.

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Team members with a "Member" role won't be able to create, edit, start, or end events. Also, they won't be able to access the event settings and won't be able to email invites. This is only possible with the Admin role.

Create Your Event with a Personal Calendar System#

You can also create an event directly in a third-party calendar app, such as Google Calendar or Outlook Calendar, as long as it is integrated with your Livestorm account.

Creating an event in this way will NOT automatically synch to your registrants' personal calendar system. They must manually add your event to their own personal calendar.

1Open up your third-party calendar app and create an event (Google Calendar used here as an example).

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2Fill out the required fields.

3Choose to add a video service as your location. For example, with Google Calendar, click on Add video conferencing and choose Livestorm from the add-ons list below. Make sure to save your event.

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4Your event will then show up in your Events dashboard in Livestorm.

Configure Your Main Settings#

When creating your event from the Livestorm dashboard, you are prompted to configure your main settings.

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These settings can be changed anytime afterwards, when you configure your event’s advanced settings as well.

You can:

1Name your event.

2Adjust the URL.

3Adjust the event access settings.

4Determine speaking permissions

5Choose your date, time, and time zone.

While creating or adding new sessions, select the location that you will be running the event. We will adapt and display the timezone according to the timezone of your visitors and registrants. So anyone who views your registration page will see the date/time of your event in their own timezone. Same for the date/time in the automatic emails. No messy conversions on your end or your registrants!

Options are available for time zones all around the world! Your recipients will receive your email invitation with the time zone that they are currently in, translated from the time zone that your event is in if need be.

6Add any future sessions.

7Add any team members you wish.

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Add a New Session#

You can always add, edit, rename or delete sessions to any event for a recurring event. All pre-configured settings will apply to any session you choose to add, unless you edit the settings.

You can also add a custom title for each session of your event!

To add a new session:

1From the dashboard, select the event where you want to add a session.

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2In the top left corner, click Add a Session. You can create as many future sessions as you'd like. 👌

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3Set the session's date, time, and timezone, and Save.

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4Add a session name if desired.

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5Select your team members (highlighted or not).

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6Click Save.

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7Your new session is now successfully created! 🎉

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Edit a Session#

Here are the steps to edit a session:

1Click on the session you want to edit.

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2You can:

  • Edit the session's date, time, and timezone (1).

  • Change the name (2).

  • Add or update a team member (3).

  • Add a guest speaker (4).

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3Once you are finished editing your session, click Save.

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Delete a Session#

To delete a session:

If people have already registered for a session, you won't be able to delete that specific session. Instead, you can cancel it. This way, all remaining emails will be canceled as well. If someone tries to connect to the Event room for that session, they will be redirected to a page stating that the event is canceled.

1Select the session you wish to delete.

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2Click on the ⋮ menu in the top right corner and choose Delete Session.

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3Confirm your choice by clicking Delete Session in the confirmation prompt.

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4The session has now been successfully removed from the session dashboard.

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Configure Your Event Settings#

Once your event is created, you can further customize it by clicking on Event Setup in your event’s dashboard. This allows you to modify general settings and configure any optional features to suit your needs.

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Choose Your Event Access Settings#

You can adjust your event’s access settings to regulate who gets to see, register for, and join the event.

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For those who are outside your workspace (anyone who is not a member of your team in Livestorm), you can allow them full access to see and join your event by marking Access in settings. This means that they will be able to access the registration page to register and join the event in addition to being able to access the event by the shared event link. 

  • If you do not want them to see or join your event, you can mark No access in settings. This means that they will not be able to access the registration page to register and join the meeting or access the event by the shared event link. You can always register someone manually as an exception.

  • As a separate access setting, you can mark Access or No access for everyone on your team (in your workspace).

You can always register anyone as an exception through manual registration.

Choose Your Event's Speaking Permissions#

You can always invite someone to speak or remove a speaker from the stage regardless of your event settings.

Who gets to speak during your event is up to you, depending on what kind of event you are having.

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You can select either:

  • Only team members and guest speakers can speak. This option allows you to limit the stage to only those who were planned to speak.

or

  • Everyone can speak. This option allows you to be more flexible and lets up to 25 participants in your event join the stage to speak if they desire to.

Someone under compatibility mode won't be able to speak in the room even though you gave the permission.

Once your event starts, you cannot change the speaking permissions.

Set Your Event Duration#

Each event can have a duration time of up to 4 hours and 45 minutes total. You can always start and end your event early.

This is just an estimation that will be displayed on the registration page to let your registrants know how long the event may last. It will NOT automatically stop your event after you have reached your estimated duration.

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Choose the Language of Your Event#

You can choose to host your event in one of the 24 different languages available with Livestorm. We will translate everything that is visible to your registrants and attendees: the landing page, the Event room, and the emails.

🌎 So far we handle 24 different languages: French, English, German, Croatian, Arabic, Spanish, Portuguese, Russian, Korean, Danish, Dutch, Polish, Swedish, Norwegian, Italian, Lithuanian, Czech, Turkish, Finnish, Slovenian, Chinese, Japanese, Vietnamese, and Greek 🌍 Feel free to ask if you need another! You can get in touch with us at help@livestorm.co.

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Customize Your Registration Page#

You can customize your event’s registration page to fit your needs by:

  • Adding a registration limit to control how many people can register for your event

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  • Adding or deleting a registration field that registrants must fill out

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  • Adding any additional consents that must be agreed to upon registration 

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  • Adding the registration page to your company page

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In the top right-hand corner of the dashboard, you can also view your registration page in detailed or light mode. Detailed mode will display all event, company, and host information on the page while light mode will only display a quick access page to register and join your event.

Customize Your Event Room#

Under this setting, you can configure your event room to:

1Enable the chat, questions, polls, and people tabs

2Hide your attendees last names from the wider public

3Allow attendees to download shared PDF presentations

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Customize Your Event's Design#

The Design setting allows you to personalize your event’s registration page and any associated emails. You can change the:

1Background color

2Text color

3Access button background color

4Access button text color

5Company logo (in the place of Livestorm’s logo)

6Cover image for the background

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These customizations will appear on both your registration page and in the emails that are sent to your registrants about your event from your Livestorm account.

Set Your Event Emails#

There are 5 emails that are automatically assigned to your event. You can preview, edit, and delete any of these to fit your needs and you can add a new automated email.

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If necessary, you can also add a new email template to use instead of the one suggested by Livestorm. To do so:

1Click on Add an email in the email settings tab.

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2Click on Manage templates.

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3You will be redirected to the email settings of your Livestorm account. Click on Create template in the top left-hand corner or in the middle of the window.

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4Fill in the required fields.

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5If necessary, send a test to yourself from the Send a test button in the top right-hand corner of the screen.

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6Once you’re done, click on Create this template.

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7Once the template is created you can access it from the drop-down menu of Add an email in the email settings tab.

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Choose Your Recording & On-demand Settings#

Recording is automatically enabled for each event.

Recording doesn't work when you have an iframe video source.

Recording is automatically enabled for each event. If you do not wish to record your event, you can simply uncheck the box Automatically record upon event start.

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The setting will apply to all the event sessions.

You can also manage who has access to the replay to be:

1No one: This option removes the replay video from emails after the event, but you will still be able to download it as the event host.

2Registrants and attendees: This option is checked automatically and means that the replay video will be accessible to all registrants of the event afterwards, whether they were present or not.

3Anyone on demand: This option allows you to have an on-demand event and means that anyone with the shared link will be able to register and watch the replay after the event is over.

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Choose Your Video Settings#

Your video will automatically be streamed using Livestorm’s platform, however you can also configure another streaming source for RTMP streaming or another desired iframe. You can learn more on how to set it up in our Help Center documentation.

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Make sure to configure your desired streaming sources before you start your first session of the event. Once you have started a session, you cannot add another streaming source for future sessions

Configure Your Automations#

You can also add an automation to Start Event, End Event, Play a Video, or Redirect to a page.

Make sure you enable automation on the right-hand side of the Automation title.

To add an automation:

1Click on Add Automation.

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2Choose the desired automation from the drop-down menu

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3Click Add automation.

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You can delete or modify an automation:

1Click on Edit on the right-hand side of an existing automation.

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2Click on Update automation to modify your automation or Delete automation to delete it.

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Add Apps/Integrations#

You can integrate external apps within your Livestorm account to help manage your events, such as HubSpot, Zapier, Google Calendar, etc. You must configure their integration ahead of time in the Apps section of your account settings in order to activate them in the Apps tab of your event’s optional settings.

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You must activate any desired apps for your event in the event settings beforehand, even if they are already configured in your general account. You can visit our integrations section of the Help Center for more information on how to set up specific integrations.

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Test Your Event#

After you have adjusted the settings of your event as necessary, you can test out your registration page and even room beforehand to see what they will look like.

Test the Registration Page#

You can preview your registration page in both detailed and light modes.

1Click on Registration page in the top right-hand corner of your event's dashboard.

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2Choose Detailed or Light from the drop-down menu.

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3You can then preview your registration page in a new tab.

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Test the Room#

Thanks to our preview mode, you'll see that you'll be able to see the changes that you make to the event room directly.

Your event will only start when you press Start event. Until then, no one will know that you are in the event room.

Just access the room and don't click on the Start event button. Make sure you have the "Not started yet" label at all times. If you click on Start event the notification emails will fire to all your registrants. You may find more information about previewing your event room here.

1Click on Event room in the upper right-hand corner of your event’s dashboard.

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2Configure your camera and microphone settings as desired. Choose to Join the stage or Watch event.

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3You will be able to preview your event room to see your chat, questions, polls, and people tabs.

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4To make any further changes to your event, click on Leave and confirm you want to leave the room to return to your dashboard.

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Share Your Event#

When you are ready, there are multiple ways to share your event for others to see and register for it.

You can easily copy and share your event link:

1Click on the ⋮ in the top left corner of your session dashboard.

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2Select Share event.

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3Click on Copy event link.

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4The event link is now copied, and you can share it with anyone you’d like. 🎉

Share the Registration Page#

You can also share your event's registration page as a link or an embed code:

1Click on the ⋮ in the top left corner of your session dashboard.

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2Select Share event.

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3Click on Share registration page.

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4From the drop-down menu, choose Copy link or Get embed code.

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Manually Register Someone#

If you need to manually register someone for your event or ensure their registration, you can do so at any time:

1Click on the ⋮ in the top left corner of your session dashboard.

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2Select Share event.

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3Click on Register manually.

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4Select the session you’d like to register them for (1) and enter their email address (2).

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5Click Confirm registration to complete the process.

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Send Email Invites#

We send the email invites & reminders through no-reply@livestorminvites.com and no-reply@livestormevents.com, but there is a "reply-to" with the account owner's email. If you want to change the "reply-to" email address, you can go to your Settings > Team profile and add a "Contact email".

If you have a paying plan, you can also invite people to register for your event from the Email invites tab on the top navigation bar.

1Go to the Email Invites tab for your event. Click on Invite contacts.

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2Preview your invitation email if desired and then input the emails of those you wish to invite in the provided window below.

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3Check the acknowledgement of GDPR and consent for reception.

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4Click on Invite contacts. Your invitations are now sent! 🎉

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Duplicate Your Event#

If you would like to duplicate your event, you can do so from the Events section of your dashboard.

Any sessions and registrants associated with your event will NOT be duplicated!

You can always further edit your events to fit your needs after duplication!

1Click on the Events section from the side navigation bar of the dashboard.

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2Hover over the event that you want to duplicate and click on the … to the right-hand side of the title.

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3From the drop-down menu, choose Duplicate.

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4Choose a name for your duplicated event (1). Edit the URL if necessary (2).

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5Click on Duplicate event in the bottom right-hand corner.

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6Your event is now duplicated! 🎉

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Delete Your Event#

If you would like to delete your event, you can do so from your Events dashboard.

1Hover over the event that you would like to delete and click on … to the right of the title.

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2Choose Delete from the bottom of the drop-down menu.

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3Confirm that you want to delete this event. It will permanently delete the registration page, sessions, registrants, and event room associated with this event.

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4Your event is now deleted.

As you can see, creating your first event is simple and takes only a couple of minutes. Happy creating! 😊

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