Women, Children, Young People and Families

​How do I register to attend an upcoming WCYPF online event?

Registration flyers and links will be sent out via NHS team networks, or to anyone registered to the WCYPF Webinar Mailing List. Registration links are also available at the WCYPF Events Calendar Turas page. The link will direct you to Microsoft forms, and upon completion of the registration form, you will automatically receive your joining link.

Please ensure you enter the correct email address, or this will delay you in receiving your joining link.

​How do I sign up to the WCYPF webinar mailing list?

To sign up for to the webinar mailing list, where you can receive information on future online webinars and registration links direct to your mail box, visit the WCYPF Webinar Mailing List page.

​I have registered for an event but have not received my joining link.

Registration links are automatically sent upon registering. If you have not received your joining link, please check your junk folder in the first instance.  If your joining link isn’t there, you may have entered your email address incorrect. 

Please register for the event again as duplicate registrations are removed by the business support team.  You can also email WYCPF@nes.scot.nhs.uk and a member of the team can check the registrations list and resend your joining link.

​I would like to watch the webinar at home as I will be working from home, or not at work on the day of the webinar.  Is this possible?

Yes, if you have your work laptop at home, you can join as if you would in the office.

If you don’t have access to your work device, you can forward the registration confirmation email with joining link to your personal email address. However, please note that all WCYPF webinars require accounts to be verified, so you will be asked to sign in to your work Microsoft 365 account to access the webinar. If you have private email or try to join the event using an unverified account, you will be asked to verify your email by Microsoft before you are able to join the webinar.

​What are the webinar system requirements for joining?

For the best user experience during the webinar and for full functionality, it is recommended that you use the Microsoft Teams app on a laptop or computer with Windows. If you only have access to an iPad, tablet, or mobile device, you will get the best user experience if you download the latest Microsoft Teams app.

The webinar can be accessed using the online Microsoft apps, but functionality may be limited depending on your device.

​My team would like to attend and watch the webinar together as a group, is this possible?

Yes, if your team register individually, each person will receive their joining link as well as the resources after the event.  On the day of the webinar, only one person will be required to connect their computer/laptop to a large screen, or log into the device connected to the large screen.

​I am having trouble connecting to the webinar call.

If you are unable to connect to the call, check your internet connection is active in the first instance. You can make a test call prior to the webinar starting, where you can test sound and vision before joining the live event.  Please refer to the Manage your call settings in Microsoft Teams - Microsoft Support page for further information on making a test call. You can also call a colleague to check your settings.

Please try using another device or contact your IT department if you are still having trouble connecting to the call.

​I am unable to hear the presenters when they are talking.

If you have any IT issues with sound or vision, please end the call and join again. If this doesn’t help, restart Teams, and if that does not help, please restart your device.  If you are still unable to resolve the issue, please try using another device or contact your IT department.

​I am unable to hear or see the videos being played.

If you were able hear the presenter up to the point of the video being played, this is an issue with your health boards firewall settings.  Please contact your IT department to rectify the issue so that you don’t experience the same issue at a future event.  Unfortunately, this is out with our control and requires your board IT department to investigate the issue. 

All videos are either embedded into the presentation, or played via Microsoft Stream, Vimeo or YouTube which are all authorised for use with the NHS.

​What is the Q&A function and how do I use it?

The Q&A function is where you can post questions to ask the presenters at any time during the webinar. These are collated in the background or at times answered via the Q&A.  Time permitting, we aim to answer as many questions as possible on the day. Where possible, we can also collate the questions and make them available with the webinar resources.

If you have not used the Q&A function before, you can access user instructions at the Q&A User Guide. Anonymous posting is also available when the Q&A function is being used, so your username is not displayed on the Q&A list during the call.

​I am unable to access the chat or Q&A.

If you are unable to access the chat or Q&A, please end the call and join again.  If that doesn’t help, restart Teams, and if that does not help, please restart your device.  If you are still unable to resolve the issue, please try using another device or contact your IT department.

Please note that some mobile devices do not have this functionality built in, which is why we recommend using the Teams app via a computer or laptop.

On occasions, if the event call has reached its attendee interaction limit on Microsoft Teams, you will be automatically joined in view only mode which means you will not have access to any of the functions due to the high volume of delegates within the call.  You will be notified of this upon joining.

​I am trying to join a webinar, but have a message from Microsoft Teams stating that I am going to join in view only mode, why?

If you join a webinar and are presented with the view only mode message, this means that Microsoft Teams has reached the capacity for attendee interaction, so will only be able to view the webinar.

This message is very rare to see with WCYPF events, but you could try to leave the call and try again at a later point during the webinar.  If you have questions for a presenter and are in view only mode, you can email WCYPF@nes.scot.nhs.uk and these can be added to the Q&A by the Business Support Team.

​Why is the chat function is showing as unavailable or turned off.

If the chat has been turned off, this would be due to the sensitivity of the webinar topic and any comments or questions are directed and filtered via the Q&A.

Some mobile devices also may not have the chat functionality build into the app, which is why we recommend using a computer/laptop with Microsoft Teams.

​I sometimes see clapping hands, hearts or laughing faces on the screen.  What are they and how can I do this?

These are reactions and can be accessed using the reactions option at the top of the webinar screen. Click react then you can select which reaction you’d like to share.

If the react button is not available to you, this will be down to the device that you are using and may be unavailable.

​The noise from delegates or staff posting in the chat can be distracting when trying to listen to the presenters, can I turn this off?

Yes, chat notification sounds can be muted for the chat which will stop any interruption. Click the … for the webinar in the chat list in Teams. When the menu opens, click mute and this will silence all the chat notifications.

​Will the resources that are shared or shown during the live event be available to all?

Yes, most of the presentations and resources shared at the WCYPF events would be made available via the Women, Children, Young People and Families Turas Learn page.  A link to access resources will be sent to delegates to register and attended or registered for the event.

From time to time, there may be occasional resources that we are unable to share, but we endeavour to share as much as we are able to for each event.

​Are there any accessibility tools available at the webinar on Microsoft Teams?

Yes. Accessibility tools available from Microsoft Team range from screen magnifier, screen readers, and high contrast mode to customise your user experience. Additional information is available from Microsoft at their Accessibility tools for Microsoft Teams - Microsoft Support page.

Live captions are available at all WCYPF webinars. However, due to the nature of live transcription, there may be occasional inaccuracies. We appreciate your understanding and patience. To activate cations, please refer to the Captions User Guide for more information.

Microsoft Teams also allows for the inclusion of sign language interpreters, and attendees can choose to view them in the call.  If you are attending an event with a sign language interpreter, please contact WCYPF@nes.scot.nhs.uk and they can be added to the call as a sign language interpreter on the day.

The Business Support team also spotlight presenters talking during their presentation where possible, so you can see the presenter and presentation at the same time.

​Can I use a BOT or Artificial Intelligence (AI) App at the webinar?

No, the use of automated bots, AI or similar technologies is strictly prohibited during any WCYPF webinar or online event. This measure is in place to maintain the integrity, confidentiality, and security of all participants and shared information.

Please note that whilst Copilot is authorised for use within NHS and other organisations, this option is deactivated by the Business Support Team as users would require permission from all attendees, staff and presenters to transcribe or record the event using Copilot.

The use of Copilot or other third-party AI apps on another device whilst attending a WCYPF webinar is also strictly prohibited.