1. What is WebEx? Preparing for the technical aspects of a webinar
Welcome! This brief presentation is to help you become comfortable with the technical aspects of WebEx, the program we use for our webinars. Our hope is that you’ll feel confident attending and participating in webinars offered by Health Engagement and Wellness Services. You can review this presentation as many times as you find helpful.
Health Engagement and Wellness Services

2. Agenda Logging In Desktop view Mobile view Audio connection
These are the key points we want to discuss in today’s presentation. First we’ll talk about how to log in, then the differences between capabilities and screen views of joining via a desktop or laptop computer versus a mobile device (such as a tablet or smartphone), how to join the audio portion of the webinar, and then some final frequently asked questions and where to go for additional technical support.
Audio connection
Technical issues
December 12, 2019
| © 2011 Kaiser Foundation Health Plan, Inc.

3. Save link or click on hyperlink from original email/letter
This is what your registration will most likely look like. It will contain information about how to log in and, most importantly, the link you’ll need to get to the webinar. For multisession webinars, such as Healthy Weight, Diabetes Basics or the Plant Based Eating series, you’ll want to save the link into a Word document, or someplace easily accessible. It will NOT work to save it as a bookmark or favorite, however, so be sure to save the link somewhere safe.
December 12, 2019
| © 2011 Kaiser Foundation Health Plan, Inc.

4. Logging in How do I log in?
Save link to webinar from original letter or
Click on link, to open up webinar on WebEx site or app
Enter first name, last name initial, and
Example: Kate O.,
First step: Logging on. You will receive a link from the class registration coordinators at least one business day before the start of your webinar like the one shown on the previous slide. Either type the URL into your web browser, or click on the link if in form, and it should open right up to WebEx.
If you are accessing the webinar from a mobile device, you will first need to download the WebEx app. This app is free and should only take a few moments to download to your phone or tablet. Once it has been downloaded to your mobile device, you’ll close the app and go back to the kp.org message with the webinar link. You’ll then click on the link and be asked to start the webinar using the Citrix Webex app, click yes and then “join meeting.” Otherwise, copy and paste the URL from the kp.org message into the designated area of the webex app where it asks you to join, type in your first name and last initial, as well as your address, and click to join.
That last step will be the same if joining via desktop or laptop computer, as the link will take you to the webinar page. You’ll just need to fill in your first name and last initial, as well as your address and then click join.
December 12, 2019
| © 2011 Kaiser Foundation Health Plan, Inc.

5. Session password: healthyliving123 or thrive123
Enter first name, last name initial, and Example: Kate O.,
Session password: healthyliving123
or thrive123
Once you click on the link (or copy and paste it into your internet browser), you’ll see this screen appear. It will list your class name and information. Then here on the right, is where you’ll enter your name, your address, and the session password. Most often the password will be healthyliving123 or thrive123, all one word. The class name and password will be included in the letter and/or you get with the link, however, so you can refer to that for more specifics. Once you’ve entered the required information, click the ‘join now’ button. You can usually join the webinar minutes before the webinar is scheduled to start. We encourage you to sign in a little early, especially if this is your first webinar with us.
December 12, 2019
| © 2011 Kaiser Foundation Health Plan, Inc.

6. Pop ups?!
If any pop up boxes appear, click “Run.” Usually these pop ups come in two’s. You’ll have to run the temporary WebEx applications each time you enter the webinar. Certain browsers do not require this update and others will show the pop up window just below the toolbar that you’ll need to click on to allow. If nothing happens, it could mean that you’ll need to ensure your browser is updated first.
December 12, 2019
| © 2011 Kaiser Foundation Health Plan, Inc.

7. Desktop view First Agenda
This is what the screen will look like once you join the webinar. It will have a Powerpoint with your class title up and you will see the name of the facilitator listed under panelist. The presentation for your particular webinar may show a different image, but generally speaking this is what the screen will look like once you join the webinar.
December 12, 2019
| © 2011 Kaiser Foundation Health Plan, Inc.

8. Downloading the WebEx app
Before you’re able to access the webinar from your smartphone or other mobile device, you’ll first need to get the WebEx app from the app store. This is a free download, but is required in order to access the Webex webinars. Once it is downloaded, you should be able to open the app, click “Join Meeting,” and then paste the copied link from the directly into the app.
December 12, 2019
| © 2011 Kaiser Foundation Health Plan, Inc.

9. Mobile view First Agenda
This is what you’ll see once you join the webinar on your smartphone or mobile device.
Once in, you’ll still see the Powerpoint, but the other information will be mostly hidden. You can access the audio portion of the session by either clicking on the telephone icon or the triple dot to get meeting information so you can call the toll free number and/or join in using your device.
December 12, 2019
| © 2011 Kaiser Foundation Health Plan, Inc.

10. Audio connection First Agenda
Ok, back to the desktop view. If you’ve logged on successfully but weren’t prompted to join the audio portion automatically, you can go to the top of your screen to the tab marked “Audio” and then either call the toll-free number or join in using your computer. Alternatively, you may see a button below your name (on the right of the screen) that will give you the same options.
If you’re unable to get either option to work, you can call in separately, by calling and entering the access code for your specific webinar, which can be found on the kp.org message sent with log in information. It will be a 9 digit numeric code.
December 12, 2019
| © 2011 Kaiser Foundation Health Plan, Inc.

11. Technical issues Who do I call?
WebEx toll-free Tech Support line:
Call or webinar host or health coaches at , option 2.
You’ll be given additional information, once you’ve logged into the webinar, on how to use different features, such as sharing ideas on a whiteboard, sending private and public messages using the chat feature, answering poll questions, and raising your virtual hand in order to be unmuted so you can ask a question or share a response verbally.
If you have difficulty using WebEx, their tech support line is If you’d like to schedule a time to troubleshoot with one of the health coaches or nutrition specialists prior to a webinar, you can call and press option 2. Otherwise, you can or call the webinar host listed on your registration letter. We’re here to help and want to ensure that you have the best experience possible. If you find that webinars just aren’t for you, then we have other phone and/or in-person options that may be a better fit instead.
December 12, 2019
| © 2011 Kaiser Foundation Health Plan, Inc.

12. Click on the chat tab to bring up this function
If you can’t get connected to audio or can’t hear: Click on the Session Info tab for toll- free number
to call in
using your phone
Click on the “hand” to let us know you have a question. Click on it again to let us know we answered it!
Here’s a sample of what you should see on your screen once you’ve entered a live webinar.
We’ve placed directional arrows to show you where some of the features that we’ll be using during the live webinars, are located, including: the “chat” and “polls” features. If you don’t see these features, you may need to click on one of the tabs at the top right side of your screen (where you see the words “Participants” and “Chat”). Lets practice that now! Everyone click on the “raised hand” symbol, see that it appears next to your name, and click again to remove it.
If you’d like to send the group a chat message, type it in this field and hit the “send” button.
December 12, 2019December 12, 2019December 12, 2019December 12, 2019

13. Tips for using WebEx on mobile device
To ask a question or share a comment, you can send a chat and/or unmute yourself.
For those who are joining us via a mobile device, your screen will look a little different (Instructor: Use arrows to highlight key points while explaining)
The first picture shows after you’ve logged in, how you can connect to the audio (either by calling in by phone or over the internet).
The second picture then shows at the bottom the button to mute and unmute oneself, the video feature (which we don’t use in our webinars at this time), the more buttons (…), and the red X is how you end your participation or exit the webinar. The top right of your screen (the participant list button, with the person and 3 lines) is also found there on your home screen.
If you click on the more (…) button from the home screen, these options will appear. You’ll be able to check your microphone/speakers, chat, access polls if/when they appear, etc.
Then finally, the last picture is the participant list (if you click on the top right button on your home screen). It will show you the names of participants and give you the ability to mute/unmute yourself and chat.

14. Thank you so much for your attention. I hope this presentation helps
Thank you so much for your attention. I hope this presentation helps. Again, please feel free to call us at , option 2, if you have any further questions that we can help with! We at Kaiser Permanente’s Health Engagement and Wellness Services in the Northwest are so happy we get to work with you! Congratulations on taking this step to start THRIVING!
December 12, 2019
| © 2011 Kaiser Foundation Health Plan, Inc.