WebinarBaser User Guide

WebinarBaser runs automated webinars that feel live. You record your presentation once, choose when sessions run, and every attendee gets a synchronized "live" event with chat, polls, offers, reminders, and a replay — without you presenting each time.

Signing in

1. 1Go to the WebinarBaser homepage and click Sign in (or Start building).
2. 2Sign in with your Scale Plus account. If you are already signed in to another Scale Plus app, you go straight in.
3. 3You land on Home, your dashboard.

Finding your way around

Everything lives in the left sidebar (on phones it becomes a scrolling row of buttons at the top).

• Home — your totals, activity charts, and quick links.
• Webinars — My Webinars (the ones you own) and Invited Webinars (ones where you are on someone's team).
• Surveys — post-webinar feedback forms.
• Polls — reusable polls you drop into a webinar's timeline.
• Presenters — your hosts, presenters, and moderators.
• Analytics — traffic, attendance, engagement, revenue, and registrants.
• Settings — canned responses for your moderators.
• User Guide and Sign out — at the bottom of the sidebar.

The Scale Plus app switcher near the top of the sidebar jumps to any other Scale Plus app your account can use.

Your first webinar in five minutes

1. 1Click New Webinar on Home or on the Webinars page.
2. 2Step 1 Details: enter a title and short description, then Save & Next.
3. 3Step 2 Video: pick the recording from your library.
4. 4Step 4 Schedule: add a recurring schedule or a one-time session.
5. 5Step 11 Links & Publish: turn on Published and copy your registration link.
6. 6Share the link. Everything else (reminders, chat, offers, replay) is optional and can be added any time.

• Registrants and Visitors — totals for your whole workspace. Visitors are real, unique registration-page views.
• Activity charts — switch between 7, 14, and 30 days to see registrations and page visits by day.
• New Webinar — starts the setup wizard.
• Quick actions — one-click tiles for My Webinars, Analytics, Surveys, Polls, Presenters, and Settings.

Webinars → My Webinars shows totals (webinars, published, registrants) and a card for each webinar with its status (Published or Draft), registrant count, and whether setup is complete.

• Search by title and sort by Recently Created, Recently Updated, Most/Least Viewed, or Most/Least Registrants.
• Edit reopens the setup wizard.
• Links opens the publish switch, every share link, and every embed code (the same panel as Step 11).
• The ⋮ menu has Registrants, Clone, and Delete.

Clone a webinar

1. 1Open the ⋮ menu on the webinar card and choose Clone.
2. 2A copy appears with every setting — schedules, scripted chat, offers, notifications — a fresh link, and Draft status.
3. 3Edit what you need and publish it when ready.

Delete a webinar

1. 1Open the ⋮ menu and choose Delete.
2. 2Click Delete webinar to confirm. This permanently deletes the webinar, its schedules, registrants, and analytics.

Creating or editing a webinar opens an 11-step wizard. The steps are listed on the left: completed steps get a check, the current step is highlighted, and a step with a problem shows a red badge.

• Save & Next saves and moves forward. Back returns to the previous step. Save saves in place.
• Exit returns to My Webinars. Your progress is remembered, even if you refresh the browser.
• You can jump to any step from the left list once Step 1 is saved.

Step 1 — Details

1. 1Enter a title (5–70 characters).
2. 2Enter a description (5–150 characters). Attendees see it on the registration page.
3. 3Choose the language and optionally upload a featured image.
4. 4Click Save & Next. Saving this step creates the webinar and unlocks the rest.

1. 1Click Select a video. The Choose your video source window opens.
2. 2Pick a source: VideoPlayer.gg Library, GrooveVideo, or YouTube URL.
3. 3VideoPlayer.gg: search your library and click a video. Need a new one? Use Upload a new video in VideoPlayer.gg.
4. 4GrooveVideo: search by title, filter by category and subcategory, and use Previous/Next to page. Recordings that are still processing or unavailable show why they can't be picked.
5. 5YouTube: paste the video URL under Import a YouTube URL.
6. 6If the video doesn't report its length, enter the exact Video duration when asked.

After attaching, you can Replace the video, Refresh from provider (re-syncs title, thumbnail, and duration when available), or Remove it.

1. 1Attach people from your Presenters list, or create a new presenter right here.
2. 2Choose each person's role for this webinar: Moderator, Presenter, or Host. You can change it any time.
3. 3Copy each person's Control Center link and personal invite link and send them.

Invitees open their link to accept or decline on a branded page — no account needed. Presenters appear on the registration page (photo, role, bio) and in the room header.

Add a recurring schedule

1. 1Choose the days: every day, weekdays, weekends, or a specific weekday every 1–4 weeks.
2. 2Set the start time. Optionally repeat within the day every 15, 30, or 60 minutes.
3. 3Set an end date, or turn on Never-ending to keep generating sessions on a rolling 30-day window.
4. 4Pick a timezone — a fixed zone, or Each registrant's own timezone so 9:00 AM is 9:00 AM local for everyone.

Add a one-time session

Pick an exact date and time. It runs once.

Schedule Settings

• Late attendance — lets people join a session in progress up to your max join time. The insertion point fast-forwards late arrivals so they never miss your pitch. Sessions in progress also stay open for new registrations, labeled Happening now — join in progress.
• Just-in-time sessions — always offers a session starting a few minutes from now.
• Limit how many sessions or days are shown, block last-minute registrations, and hide night-time slots.
• Block holidays — add a whole country's public holidays in one click.

Engage has a tab for each tool. Everything you script plays back identically in every session, and late arrivals see the history they would have seen live.

• View Experience — allow or block pausing, fullscreen, and avatars.
• Live Chat — script chat lines (time, name, role Attendee/Host, Chat or Question). Import or export CSV (Time,Name,Role,Mode,Message) or copy chat from another webinar.
• User Chat — turn real attendee chat and Q&A on or off, and require moderation before messages appear.
• Sticky Messages — pinned notes at the top of chat for a time window.
• Featured Comments — short announcements shown over the video for a few seconds.
• Offers — headline, text, image, price (26 currencies), and a button, shown over the video for a window or until the end. Add an urgency countdown and an in-chat card that is either Sticky (pinned once) or Scrolling (repeats). Every click is tracked.
• Polls — attach polls from your Polls page and set when each opens and closes.
• Simulated Alerts — "{name} just purchased {product}" social-proof pop-ups.
• Attendees — a simulated attendee counter that climbs to a peak, moves within a margin, and tapers off — the same for every viewer.
• File Sharing — upload handouts that appear in the room's Files tab on schedule.
• External URLs — share a link at a set moment as a dismissible card.
• Embeds — custom HTML on the registration page or live webinar page, safely sandboxed.
• Replay — turn on replays and set how they work (see Replays).

• Registration — a Welcome message the moment someone registers, plus up to 4 pre-webinar reminders (N hours before).
• Live — a last-minute reminder (N minutes before) and a live nudge (N minutes after start, sent only to people who haven't joined).
• Replay — up to 3 replay follow-ups (N hours after the session ends) with the replay link.

Edit a message

1. 1Turn the message on with its switch and set its timing.
2. 2Choose Email or SMS. SMS shows a live character and segment counter.
3. 3Write the Subject (email) and Message. Click a variable to insert it: {first_name} {last_name} {title} {description} {presenter} {date} {time} {link} {replay}.
4. 4Click Send test to preview it against your next session with sample data.

Use your existing email senders

1. 1Under Use your existing email senders, open MailBaser or GrooveMail.
2. 2Click Use this workspace beside a verified sender.
3. 3Choose that sender in the Sender menu (or keep Default sender).

Your provider keys and domain verification stay in the original app. Disconnect removes access. Messages assigned to a disconnected sender are held until you choose an available sender.

Events you can react to: Registered, Attended live, Didn't show up, Watched to the end, Watched the replay, Clicked an offer, Sent a chat message, Asked a question, and any Watched until minute… trigger you create.

Webhooks

1. 1Open the Webhooks tab and add an HTTPS endpoint.
2. 2Pick the events it should receive.
3. 3Copy the signing secret right away — it is shown only once. Requests are signed JSON POSTs with an X-WebinarBaser-Signature header (HMAC-SHA256 of the raw body).
4. 4Click Send test to fire a sample event.

Watched-Until

Create a trigger for "still watching at minute N", for Live or Replay. It fires only for registrants who are really there at that minute, once per registrant.

MailBaser

Bind any event to Add to list or Apply tag so registrants flow into your MailBaser audience automatically.

Delivery Log

See every webhook and MailBaser delivery and its result. Failed deliveries retry 3 times. Each automation fires only once per registrant, even if they re-watch or refresh.

• Thank You page — the hosted page, or your own.
• Survey — attendees land straight on the survey you pick.
• External link — any Redirect URL, such as your checkout or calendar.

Step 9 — Pages

• For registration, confirmation, and replay, choose the hosted page or your own URL. Your registrant's token is added as ?r=.
• Turn on an Upsell page and attendees land there when the webinar ends.
• Add named custom pages for quick access in Links.

Step 10 — Customizations

• Brand colors, favicon, and logo for every attendee page.
• The registration form: one-step or multi-step, last-name and phone fields, disclaimer, button text, colors, and logo — with a live preview of the real form.
• The embeddable registration button: colors, border, size, and shape.
• The offer overlay colors and default button text.

1. 1Turn on Published. Unpublished webinars can't be visited by anyone.
2. 2Copy the Quick Registration Page link (and your custom registration page, if set).
3. 3Copy an embed: Registration Button Embed, Registration Form Embed, or Registration Widget Embed, and paste it into your website.
4. 4Copy the confirmation, replay, upsell, custom page, and per-presenter Control Center links as needed.

1. 1Registration page — title, description, presenters, a countdown, and upcoming sessions in the visitor's own timezone.
2. 2Register — name and email, pick a date and session (or the next available one), and optionally add a phone number for text reminders.
3. 3Confirmation page — their session time, a personal join link, and Google, Apple, or Outlook calendar buttons.
4. 4Waiting room — opening the link early shows a countdown that lets them in automatically.
5. 5Live room — the video plays in sync for everyone, with Chat, Q&A, Polls, and Files tabs.
6. 6After the webinar — they go to your thank-you page, survey, upsell, or link, and later get replay follow-ups.

• Registering twice with the same email returns their existing link — no duplicates.
• Late arrivals join at your insertion point while late attendance is open. Past the window, they're invited to register for the next session.

• The video runs in sync for everyone. There's no skipping ahead (and no pausing unless you allow it); refreshing drops people back at the live moment.
• Audio starts muted because browsers require it — attendees click Click for sound.
• The top bar shows a LIVE badge, the title, a light/dark toggle, mute, fullscreen, and Leave.
• The side panel has Chat, Q&A, Polls, and Files tabs and collapses to a slim icon rail.
• Links typed into chat by attendees are removed automatically. Q&A questions can be voted up or down.

Each team member gets a private Control Center link — no account needed, and it works before the session starts. Open it from Step 3, Step 11, or Invited Webinars.

• Post as the host to everyone or to moderators only.
• Reply privately to any attendee.
• Edit or delete any message, and move a message between Chat and Q&A.
• Mark questions answered.
• Fire one-click canned responses (managed in Settings).
• Approve messages waiting for moderation, and save a great attendee line into your script.
• Shadow-ban a disruptive attendee: they still see their own messages, but nobody else does.

1. 1In Step 5 Engage, open the Replay tab and turn replays on.
2. 2Choose the content: Replica of the live show (everything, synced) or A different video.
3. 3Set expiry: Never or after N hours/days, counted from each registrant's own session end.
4. 4Optionally enable the replay questions box.

• Once a session ends, the registrant's join link offers Watch the replay.
• The replay room has full player controls, pausing, and seeking; chat, offers, and polls follow the video position.
• Expired links show a friendly page pointing to your upcoming sessions.
• Replay watch time, completion, and offer clicks are tracked separately from live.

1. 1On My Webinars, open a webinar's ⋮ menu and choose Registrants.
2. 2Review name, email, phone, timezone, session, and joined status.
3. 3Click Add registrant to add someone by hand. They get the same confirmation, reminders, and automations as anyone else.

Webinars → Invited Webinars lists every webinar where your email is on the event team, with your role, invite status, an Open Control Center button, and a copyable link.

1. 1Open Surveys and click Create Survey.
2. 2Enter a Survey name and optional description.
3. 3Add up to 20 questions: One answer, Multiple answers, Short answer, or Long answer.
4. 4Save, then pick the survey in the webinar's Step 8 Post Webinar.

Answers are saved per registrant. Edit or delete surveys from the same page.

1. 1Open Polls and click Create New Poll.
2. 2Enter the Question and answer options.
3. 3Optionally turn on Preset (fake) results and enter percentages that total 100.
4. 4Choose whether to Show results to attendees after they vote.
5. 5Save, then attach the poll in Step 5 Engage → Polls with open and close times.

Attendees can change their vote while a poll is open. Real vote tallies appear in Analytics.

1. 1Open Presenters and click Create New Presenter.
2. 2Enter Full Name, Email Address, User Role, and an optional Presenter Bio and avatar.
3. 3Save. Attach them to webinars in Step 3.

• Moderator — views the Control Center and moderates, even before the webinar starts.
• Presenter — has access to the live room and presents.
• Host — controls the overall operation.

The table shows each presenter's webinars, email, and role, with edit and delete buttons.

Filter by webinar, session, and date range (All time, Today, Yesterday, This/Last week, Last 7 days, This/Last month, Last 30 days). Headline cards show Registrations, Live Attendees, and Replay Attendees. Then choose a panel:

• Traffic — page visitors, registrations with sign-up rate, live attendees with show-up rate, and replay attendees with replay rate.
• Insights — full-watch, chat, and offer-click gauges (live and replay), broadcast length vs. average watch times, the attendance curve with drop-offs, poll results, and per-offer clicks.
• Monetization — enter revenue by hand and/or let your checkout report sales to the conversion postback. See tracked revenue, EPC, EPA, and conversion rate.
• Notifications — held, sent, opens, and clicks per message, with a per-message reset.
• Registrants — filter Everyone, Attended live, No-shows, or Watched replay; search; export CSV; and edit, unregister, or delete a registrant.

1. 1Open Settings.
2. 2Type a quick reply (for example, "Great question — we cover that at the end!") and click Add or press Enter.
3. 3Use the pencil to edit or the trash can to delete a response.

Canned responses appear as one-click buttons in every webinar's Control Center.

When your workspace has Pro Max, an Agent button appears in the top bar.

1. 1Click Agent and select one or more webinars.
2. 2Ask about registrations, attendance, replay viewing, engagement, tracked revenue, or notification performance.
3. 3Use Copy message to copy a question or answer, the history menu to reopen past conversations, and New conversation to start fresh.
4. 4Ask it to propose a new draft title or description, then review the before/after card and approve or reject it.

• Only an authorized owner or admin can approve changes. The Agent can't create or publish webinars, change schedules, control live sessions, or message attendees.
• Connect to Superpowers links to the Claude/Codex plugin setup so you can ask the same questions from there.
• Pro Max unlocks the Agent; Scale Credits cover its AI usage.

My registration link says the page can't be found.

The webinar isn't published. Open Step 11 Links & Publish and turn on Published.

Session times look wrong.

Check the video duration in Step 2 and the timezone setting in Step 4.

Attendees can't hear anything.

Browsers start video muted. Attendees need to click Click for sound.

Reminders aren't going out.

Make sure each message is switched on in Step 6 and has a valid sender. Messages assigned to a disconnected sender are held until you pick another. Check Analytics → Notifications for held vs. sent counts.

Is my data private?

Yes. Every webinar, registrant, and report belongs to your workspace only.