How to Publish Recorded Webinars on Your Chapter Website

Video Tutorial | PDF Guide | Step-by-Step Presentation 

You can find video and written instructions on publishing recorded webinars on your chapter website on this page.

Recorded webinars are an effective way to share information and engage with your audience asynchronously. Two primary methods for creating a recorded webinar are repurposing an existing event or building a new one from scratch. 

This guide will explain both methods step-by-step. In addition, you can learn why recorded webinars are a great resource for your local site and the preparations needed to have a successful recorded webinar process. Special thanks to Mark Krosse and Anita Khayat from SCORE Cleveland for their help in creating this process. 

*If you are in the Website Centralization Program or already use Ecropolis, consider creating a ticket for your recorded event with Ecropolis. Be sure to include the relevant information, such as if it was or was not a previous live event (if yes, include the event name and live event URL) and a link to the video recording. 

Table of Contents 

• Video Tutorial
• Repurpose an Existing Event
• Creating a Recorded Webinar from Scratch
• Why Create Recorded Webinars? 
• Recorded Webinar Pre-Planning, Event Execution, and BIRT Reports

Video Tutorial

Repurpose an Existing Event

1. Locate a previous event in the Back End Search (Content Admin).
   • For Engage events, ensure the status is "Completed" before proceeding.
2. Update the Event Type to "Recorded Webinar"
   • This action will reveal the "Recording Info" tab.  
     
     
3. Select "Add Media" in the Recording tab in the Video section.  
   
   
   • In the Add Media window, enter the video URL (preferably YouTube or Vimeo), and then click “Add” 
     • Youtube or Vimeo (preferably YT).
     • Youtube - Video Settings 
       1. Allow Videos to be Embedded. 
       2. Make Videos Public, but Unlist Videos.
          1.  
             
             
   • Another Pop-Up will appear, showing the Video you want to upload, hit Save.
   • You’ll be brought back to the Add Media window, where your video will be uploaded. 
     • Select your video, scroll the Window down and select “Insert Selected” at the bottom right of the window.
4.  After uploading, set the Status to "Published" in the "Save As" section on the right.    
   
   
   • Important: Due to a system issue, you must save TWICE
     • The Recorded Webinar will only appear on the site if you DOUBLE SAVE to ensure
       1. The recorded webinar appears on the site.
       2. The correct label is applied (not "Online Live Event").
     • NOTE: Please save twice to avoid the webinar not displaying or having an incorrect label.

Creating a Recorded Webinar from Scratch

Follow the same steps as above, but also include:

• Title
• Image
• Summary
• Body Content
• Categories
• Date/Time
• Video

Fill in all required fields with appropriate information for your new webinar.

Why Create Recorded Webinars? 

Zoom recordings have a limited lifespan, automatically deleting after 90 days. In contrast, YouTube recordings remain available indefinitely unless you remove them. These YouTube videos can serve as valuable "Recorded Webinar" resources on your chapter's website.

When you create a Recorded Event resource, it features a "View Recorded Webinar" button. Clicking this button guides visitors through a brief registration process, collecting their name and email address. This information serves two purposes:

1. It allows for proper crediting of SBA services.
2. It provides data for future local marketing initiatives.

This approach ensures your webinar content remains accessible long-term while gathering useful participant information.

Recorded Webinar Pre-Planning, Event Execution, and BIRT Reports

A: One-time Pre-planning 

Each chapter is equipped with the following:

1. A YouTube account set up by HQ, named "SCORE Mentors [ChapterName] - If you do not currently have one, email marketing@score.org, and they will set one up for you. 
2. A Zoom Pro account

These accounts are usually managed using the chapter's official email address: ch.admin.0xxx@scorevolunteer.org. Those with the login credentials for this email account control access.

Chapter YouTube account settings 

The YouTube account allows additional chapter volunteers to be added as channel ‘Managers’, ‘Editors’, etc. This avoids the complications of sharing the ch.admin account's password.

Each permissioned volunteer can authenticate into the YouTube account using their @scorevolunteer.org SCORE Google Workspace account. 

Chapter Pro Zoom account settings: 

Live Streaming

• You must enable live streaming once in your Zoom account. Go to “Settings” and under “in meeting” (advanced), and you will find the option to live stream meetings and webinars to several channels, including YouTube.

Automated Captioning

• Use Closed Captioning (CC) during the event, which also appears in the recording, to simplify and avoid handling separate transcription files. Some client attendees often request that CC be turned on anyway, so consider automating it as a standard event practice default.

B: For Each Event [Host] Execution

Steps to automatically record by livestreaming Zoom event to your chapter YouTube channel 

1.  Log into your live event Zoom webinar in practice mode.
   1. At the far right of the taskbar, there are three dots … to click on
   2. You will then see several options, one of which is “live stream on YouTube.”
      1. Clicking on that, a dialogue box will open and ask you to select an account.
      2. Choose your ch.admin0xxx Google account
      3. Recommend: Privacy be set to Unlisted
2. Then another box will open with your account and your chapter’s SCORE Mentor [Chaptername] YouTube account
   1. After choosing your SCORE Mentor account, another box will open with a red button that says “GO LIVE.” Click on the button to activate the link between the Zoom webinar and the YouTube channel.
3. Go back to your Zoom webinar and verify that you see in the upper left-hand corner that you are live on YouTube.
4. Also, turn on Closed-Captioning for the live event.
5. Once you have ended the Zoom event session, you can go to your YouTube channel and open “Live” to see the webinar recording.   
   1. You can then edit out the dead time at the front of the session.  
   2. You are ready to copy/paste the YouTube recording URL for the next steps for the post-event.

C: BIRT Reports 

SCORE Chapters are awarded service credits for views of recorded events. These recording views frequently amount to an additional 40% on top of live event attendance figures. You can find information about these events, chapter services click-thru's and clients in your chapter's BIRT National Online Workshop Leads Report version.