How to Run an Evergreen or Repeating Event

An evergreen or repeating event gives people more than one opportunity to attend your webinar. Instead of creating a new webinar for every session, you set the schedule once, and StealthSeminar continues showing eligible upcoming times on your registration page.

Step-by-Step Configuration Instructions

Step 1: Open the Scheduling settings

For a new webinar:

1. Complete the initial webinar setup.
2. Select Create Webinar.
3. Select Continue Webinar Customization.
4. Select Scheduling under Customize Your Webinar.

For an existing webinar:

1. Open the webinar.
2. Select Scheduling under Customize Your Webinar.

The Scheduling tab contains the webinar dates, times, timezone settings, repeat options, blackout dates, reminders, and replay settings.

Step 2: Set the webinar dates and timezone

1. Under Webinar start date, choose the date when your webinar schedule should begin.
2. Under Webinar start time, choose the time for the first session.
3. For a webinar that uses registration, set the Registration start date and Registration start time.
4. If needed, set a Registration end date to stop new registrations after a specific date.
5. Select your Webinar timezone.
6. Under Scheduling timezone, choose one of these options:
   • Attendee timezone — each attendee sees the scheduled time in their own local timezone.
   • Webinar’s timezone — attendees see the schedule based on the timezone selected for the webinar.

Live and Hybrid Webinars use the webinar’s timezone for scheduling.

Step 3: Turn on the repeat schedule

1. Find Repeat schedule.
2. Select Yes, repeat.
3. In Maximum repeat time, enter the number of upcoming sessions you want to make available on the registration page.

You can enter a number from 1 to 30. This number is a maximum, not a guarantee that exactly that many sessions will always appear. The number of available sessions can also be affected by the date range, blackout dates, and the schedule options you enable.

For example, entering 5   allows the registration page to show up to five eligible upcoming sessions.

Step 4: Choose how the webinar should repeat

Choose the scheduling option that best matches the experience you want to provide.

Option A: Just In Time

Use Just In Time when you want attendees to see a session that begins soon after they register.

1. Set Just In Time to On.
2. Use the interval dropdown to choose one of the available options:
   • Next five minutes
   • Next quarter hour
   • Next half hour
   • Next hour
3. Set the Between the times of start and end times.

For example, if someone registers at 2:17 PM and you select Next hour, they may be offered a 3:00 PM session, provided it falls within the time window you set.

Both start and end times are required when Just In Time is enabled. The start time must be earlier than the end time.

Option B: Flexible Scheduling

Use Flexible Scheduling when you want to offer a session a specific number of days after someone visits the registration page.

1. Set Flexible Scheduling to On.
2. Select the number of days ahead.
3. Choose the session time.
4. Select Add another day to add another day-and-time option.

The available values range from 0   to 6   days ahead. A value of 0   can be used for a session later on the same day, while 1   schedules the session for the next day.

Option C: Daily Repeat Schedule

Use Daily Repeat Schedule when you want fixed weekly times, such as every Monday at 3:00 PM.

1. Set Daily Repeat Schedule to On.
2. Select a weekday.
3. Choose the session time.
4. Select Add another time to add another session.
5. Repeat these steps for each weekday and time you want to offer.

You can add more than one time on the same weekday. Each weekday-and-time combination must be unique. For example, you can add Monday at 12:00 PM and Monday at 7:00 PM, but you should not add the same Monday time twice.

Option D: Minutes Until Webinar

Use Minutes Until Webinar when you want a session to begin a set number of minutes after someone lands on the registration page.

1. Set Minutes Until Webinar to On.
2. Under Minutes to the next viewing after landing on registration page, choose one of these options:
   • 1 minute
   • 2 minutes
   • 5 minutes
   • 10 minutes
   • 15 minutes
   • 30 minutes
   • 45 minutes
   • 60 minutes
3. Set the Start Time.
4. Set the End Time.

Both times are required when this option is enabled, and the start time must be earlier than the end time. This option is not available for Live or Hybrid Webinars.

You do not need to enable every scheduling option. Choose the method that best fits your registration funnel.

Step 5: Add optional replay and blackout settings

Offer yesterday’s replay

1. Find Watch Yesterday’s Webinar.
2. Set it to On if you want registrants to see an additional option to watch the previous replay immediately.

This option is available for eligible repeating webinars. Live and Hybrid Webinars need a replay video configured before this option can be used effectively.

Block specific dates

Use blackout dates for holidays, planned breaks, or other dates when you do not want people to register.

1. Under Black Out Start Date, choose the first date to block.
2. Under Black Out End Date, choose the last date to block.
3. To block one day, select the same date in both fields.
4. Select Add more days to add another blackout range.

Blackout dates are available only for repeating schedules. No registration times are shown during a blackout range.

Step 6: Set the delayed reset time if needed

If the option appears in your account:

1. Find Automatic Delayed Reset Time.
2. Enter the delay shown beside the field.

This controls how long viewers remain on the completion page before they are returned to registration. Follow the unit displayed in your account.

Step 7: Configure reminders and replay availability

In the Webinar reminders section:

1. Select Email to enable email reminders.
2. Select SMS to enable SMS reminders.
3. Select Replay to enable replay reminders.
4. If available in your account, select Facebook to enable Facebook reminders.

If you are not using a marketing plugin, the built-in webinar reminders are recommended. Facebook reminders require Facebook to be connected in the appropriate settings.

To offer an automatic replay:

1. Find Automatic replay available.
2. Select Enabled.
3. In Replay available for, enter the number of hours the replay should remain available.

Automatic replay availability and Watch Yesterday’s Webinar are separate settings. Automatic replay controls how long a replay remains available, while Watch Yesterday’s Webinar adds an immediate replay option to the registration page.

Step 8: Save the schedule

1. Select Save & Continue at the bottom of the page.
2. If you are not ready to finish the setup, select Save to draft.
3. Continue through the remaining setup steps.
4. When creating a new webinar, select Create Webinar on the final setup step.
5. When editing an existing webinar, select Update Webinar on the final setup step.

Save & Continue saves the current setup and moves you to the next step. Save to draft saves the webinar without publishing it.

Prerequisites and Upstream Requirements

Before you begin:

1. Create or open the webinar you want to schedule.
2. For a prerecorded presentation, choose Automated Webinar.
3. Decide whether attendees should see times in their own timezone or in one shared webinar timezone.
4. Choose the scheduling method that best fits your event:
   • Just In Time for sessions that begin shortly after someone registers.
   • Flexible Scheduling for sessions scheduled a set number of days after someone visits the registration page.
   • Daily Repeat Schedule for fixed times on selected days of the week.
   • Minutes Until Webinar for a session that begins a specific number of minutes after someone lands on the registration page.
5. Prepare any holidays, days off, or other dates that should be blocked.

A Dedicated Replay is intended for on-demand viewing and does not use a repeat schedule. Just In Time, Flexible Scheduling, and Minutes Until Webinar are unavailable for Live and Hybrid Webinars.

Deterministic System Verification Gateway

Test the schedule before sending people to the registration page:

1. Save the webinar with Save & Continue.
2. Open the viewer-facing page for the webinar type you configured.
3. Open the page in a private or incognito browser window.
4. Confirm that the page displays the expected upcoming times.
5. Remember that Maximum repeat time is a maximum, so fewer times may appear because of blackout dates, date ranges, time windows, or the current time.
6. Confirm that the displayed times match your selected timezone setting.
7. If you selected Daily Repeat Schedule, confirm that the expected weekdays and times appear.
8. If you selected Just In Time or Minutes Until Webinar, confirm that the offered time follows the selected interval and allowed time window.
9. If you added a blackout date, confirm that no session is offered on the blocked date.
10. Complete a test registration if you need to verify reminder emails, SMS messages, or replay access.

When Attendee timezone is selected, test the page from the timezone you want to verify. When Webinar’s timezone is selected, compare the displayed time with the webinar timezone selected in the settings.

Diagnostic Troubleshooting Matrix