How to Make your On-Air Webinar Private

Want to limit the audience of your On-Air webinars? By setting your webinar privacy to Private, you can upload a list of registrants to control who will be allowed to watch your webinars. This feature is available on the Advanced Plan and up. 

Setting your webinar to Private

1. After creating your webinar, access your On-Air settings. (If your webinar has already been created, you can find this option by clicking the three dots on the right-hand side)
   
2. On the left hand side, click Registration. 
   
3. Set your webinar privacy to Private. Now, only already existing registrants, or uploaded registrants will be able to access and watch your webinar. To manually upload approved registrants for your webinar, click Add registrants from .csv.
   
4. In order to be able to successfully import your .csv file, it must have an email address column, first name column, and last name column. Below is an example of a sheet that contains all three required columns
   
5. Click Add .csv file or drag and drop your .csv file into the window to upload it. 
   
6. Once successfully uploaded, select the column header for each column in your .csv file that correctly corresponds to your registrants' email address, first name, and last name. When finished, click Next.
   
7. StreamYard will automatically register all newly uploaded email addresses for your webinar. Choose whether or not you would like your newly registered attendees to receive a confirmation, reminder, and thank you email. Then click Add registrants. 
   
8. All newly added registrants will now appear on your registration page. 
   

Accessing a Private Webinar

1. In order to access a private webinar, your viewers will need to enter their email address on the watch page. 
   
2. If an unapproved viewer tries to use their email address to watch the webinar, they will see a Restricted access message. 
   
3. If a viewer's email address is on the registration list, StreamYard will send a 6-digit code to their email inbox. They can retrieve the code, and use it to enter the webinar! This code is valid for 15 minutes.
   

FAQ

Are there any limits as to how many registrants I can upload, or how large my .csv file can be? 

Csv files that you upload can be a maximum of 2MB in size. That roughly translates to about 50k registrants. There isn't any limit to the number of times you can upload a csv file, so you can upload multiple files if you need more registrants. 

What happens if I change my registration privacy setting after I have uploaded registrants OR have users previously manually registered?

When the webinar registration type is changed from public to private (or vice versa), StreamYard will show you a popup so you can choose whether or not you would like to keep the already existing registrants on your webinar. 

Can my .csv file have more than the three required columns? 

Yes- as long as your CSV has the three required columns, it doesn't matter if any other extra columns are present. 

Can I use custom registration fields with private webinars?

It is not possible to use custom registration fields, and capture custom registration data when using the private webinar feature. You can only capture the registrant's name and email address. 

What happens if there are duplicates in my CSV file when I upload it? 

If you have duplicates with the same first name, last name, and email, it will be uploaded only once. However, if the name is different and the email address is duplicated, only the most recently uploaded information will be taken into account.

Updated October 11, 2024 08:42