How to control access to a Webinar


Holding open and private webinars

You can organize both open and private webinars using our platform.

Open are webinars intended for a wide range of attendees. Registration for such kind of events is free with no restrictions.

Private are webinars intended for the attendees from the predefined list. For instance, corporate or club webinars with invitation-based access (via unique links).

Both kinds of webinars can be either paid or free of charge.

Yet, whatever format you choose, when organizing either private or open webinars, either paid or free ones you need to take care of limiting the range of attendees that will be able to get to your meeting. This limitation can be connected to the format of your meeting or the limitations of your current pricing plan.

To do so, you will be required to proceed with a number of actions and settings, which allow for limiting access to your webinar and exclude the possibility of transferring webinar links to third parties.

It should be mentioned that our service does not accept payments from attendees. This is why the event organizers shall charge attendees prior to the webinar on their own. For this purpose, they could use special online payment processing systems or electronic wallets.

Webinar with free access

If it is important for you to get the maximum amount of attendees at your webinar, you can send the public link to the webinar and never set any password. In this case, the webinar room will be open for anyone has the link, with the number of attendees limited by the capacity of your package. This variant is perfect if you would like your event to welcome the largest number of attendees possible. Usually, such events are promo webinars or advertising presentational webinars. This is a convenient way of telling attendees what you are going to share with them at the following meetings, what they could learn from you and what precious information they could get from you.

Public link to the webinar can be obtained in the section Webinar room by pressing the button You can copy link to invite attendees to your webinar. You can also get the link in the webinar room itself by pressing the button Invite to webinar



Ways of restricting access to webinars

To hold an event with a restricted range of attendees, enter the webinar settings.

You can use the following methods of restricting access to the webinar:

  1. Set password for the webinar — this way only the users having the link and the password will be able to attend it.
  2. Disable the possibility of sharing the webinar link by unchecking Allow sharing the link to the webinar and by further use of personal links in order to avoid using links and passwords by other attendees.

Each of these methods can be used in certain cases depending on your aims.

Public link and password

When holding an event, you can send your attendees a public link to the webinar and the password for accessing it.

The disadvantage of this method is that attendees can share the information on accessing the webinar and you cannot control and avoid this when having numerous participants.

Use this method when you would like your webinar to welcome the largest number of attendees. For example, when you hold a free or promotional webinar that introduces your product(s) or service(s) to the attendees.

Adding a password to the public link can be done in order to stimulate users to undergo preregistration for the webinar.

In order to set a password for the webinar, fill the field Password in the General tab of the webinar settings.


You can set the password directly from the webinar room. To perform this, point the cursor at the top side menu and select Change password.

This variant is also suitable for private events held for small groups, or groups not changing for a long time, when you know everyone and can notice a new user yourself. You can thrust the unwanted attendee out of the webinar room or deny access to all of your events forever by using the corresponding instruments available in the room.

Personal links for attendees

To exclude the possibility of using a link and a password by other attendees, you can use personal links.

First, in your webinar settings in Global settings uncheck Allow sharing the link to webinar.

Save the changes.

Next, in the section Webinar room, you can create individual links for each person from the webinar attendees list. Each link provides automatic login to the webinar and does not require additional input of credentials by attendees. The personal link has the attendee’s data and password to the webinar encoded in it. Yet, the password to the webinar is not announced to the attendee.

Personal links are worth using only for private events in case you have a ready list of attendees with their personal data and you intend to limit the list of webinar attendees to that list only. These links have a validity period, which means one can use them during the certain period. In case you provided personal links to the webinar planned for some certain time, you can still use the webinar room to hold other events, as access to the webinar room using such links is blocked both before and after the webinar. Only one user will be able to enter the webinar room using such personal link.

While the link is active, the attendee is able to enter the webinar room an unlimited number of times using it.

The program is aware of all attendees with personal links in advance and allows entrance to the room based on the list. If any of the attendees share the link with others, only one person will be able to participate in the webinar anyway, i.e. the person that will be the first to use the link. So, the rule “one link – one attendee” applies.

Creation of personal links for attendees

If you have a list of attendees with personal data and you would like to restrict access to the webinar to users from this list only, go to the section Webinar room and press the button Generate in the string You can generate unique personal links to login to your webinar.

To create personal links for the attendees, do the following:

  1. Type or paste the data of the intended attendees into the text field. First and last name or other significant criteria can be used as the user’s data — this information will be shown as the name of the webinar room. There shall be a space between the data belonging to the same user (e.g., between the first and the last name), while new line shall be used for the data of different guests.
  2. When needed, you can limit the link’s validity period by checking the relevant setting. After that, you define the period for which the link will be valid. Neither before that period or after it will the user be able to get into the webinar room.

  3. Press the button Generate
  4. Copy the links appearing in the text field next to each attendee. After this, you will be able to paste the copied link into the text of your mailing or share it using any method convenient for you.

Moreover, you can send personal links to your subscribers using the messaging system of MyOwnConference. To do so, proceed to My invitationsMessages.

When creating an email or changing its settings, press the button Variables. In the drop-down list, select Autologin link for subscriber. The system will create a personal link for each message itself.

Additional information

If you have not found the answer to your question, we invite you to learn other educational materials and video lessons that we offer.

Here you will find answers to the most frequent questions.

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