Using RingCentral Studio [Open Beta]

This guide explains how to use our built-in production studio on a Stage or in a Session. 

Enabling Studio on a Stage

• To enable Studio on a Stage in a Virtual or Hybrid event:

  1. Go to Event Dashboard > Venue > Stages.
  2. Click Add Stage to create a new Stage or hover over an existing Stage and click the Pencil icon to open Stage settings.
  3. Under Stream Provider, select RingCentral.
     Note: When creating a new Stage, click Save before moving to the next step. 
  4. Under Broadcast Studio, select RingCentral Studio. 
  5. Once ready, click Save.

  

• To enable Studio on a Stage in a Webinar event:

  1. Go to Event Dashboard > Setup > Basics.
  2. Choose Stage as the Webinar style.
  3. Under Backstage, select RingCentral Studio.
  4. Once ready, click Save.

  

Enabling Studio in a Session

• To enable Studio in a Session room in a Virtual or Hybrid event:

  1. Go to Event Dashboard > Venue > Sessions.
  2. Click Add session to create a new session or hover over an existing Session and click the Pencil icon to open Session settings.
  3. Under Access > Who can share audio/video, select Studio.
  4. Assign Moderators who will have access to the Studio moderation. 
  5. Once ready, click Save.
     

• To enable Studio in a Session room in a Webinar event:

  1. Go to the Webinar Setup > Basics page.
  2. Choose Session as the Webinar style.
  3. Under Access, toggle Moderated Session on.
  4. Next, toggle Studio on.
  5. Assign Moderators who will have access to the Studio moderation. 
  6. Once ready, click Save.

  

Entering Stage Studio

When Studio is enabled on Stage, you and your Speakers can access it via the dedicated link. You can copy the Studio link from the Overview page or the Stage settings. 

To copy the Backstage link from the Overview page:

1. Go to Event Dashboard > Overview.
2. Next to Invite speakers to backstage, click Copy to copy the link. 
3. If you have multiple Stages, click Get backstage invites, select the Stage you need and copy the link.

• To copy the Backstage link from Stage settings in a Virtual or Hybrid event:

  1. Go to Event Dashboard > Venue > Stages.
  2. Hover over the selected stage and click Go to backstage.
     You will be directed to the Studio in a new tab.
     
  3. Alternatively, click on the Pencil icon to open Stage settings.
  4. Under Stream Provider, RingCentral needs to be selected. 
  5. Under Broadcast Studio, click Copy Link to copy the link. Or click Go to backstage to get redirected to the studio.
     

   

• To copy the Backstage link from Stage settings in a Webinar event:

  1. Go to Event Dashboard > Setup > Basics.
  2. Under Webinar Style, select Stage.
  3. Under RingCentral Studio, click the Link icon to copy the link. Or click Enter backstage to get redirected to the studio.
     

   

Entering Session Studio

When Studio is enabled in a Session room, Organizers and assigned Moderators can access it through the Sessions area in the event venue. Attendees and Speakers will need to click Request Studio Access to enter the Studio. 

Inside Studio

In a Session room, the Studio panel is compactly located under the Stage. Here, you can find different areas and features some of which you should be already familiar with:

1. Stage tab: This is the main place to manage your studio. Here you can:
   • See all of the participants.
   • Add content (videos, slides, music, banners, additional camera) and screen shares.
   • Bring participants and content to the Stage. 
   • Change the Stage layout.   
2. Settings tab: Here you can disable/enable engagement tools such Confetti, Emoji reactions, and Raise hand.
3. Branding tab: Here you can configure the color palette and background style. 
4. Report an issue tab: You will get redirected to the external form to submit feedback. 
5. Search: Use the search field to find a specific speaker or shared content.
6. Invite: Here you can copy the direct studio link for speakers. Everyone who clicks this link will be automatically added as a speaker, registered for the event, and brought into the studio. They will still need to sign in to their existing RingCentral Events user account or create a new one.  
7. Layout: Here you can change the screen layout.
8. Speaker controls: Here you can turn on/off your camera and microphone or click the Gear icon to access video and audio settings.  
9. Go Live: Starts your live broadcast. Click End Broadcast to go offline. 
10. Private backstage chat: Use it to communicate with your Speakers and Moderators. 
11. Undock studio panel: Opens the Studio panel in a separate browser tab next so can have more space to manage the setup. Simply close the tab to come back to the previous view.
12. Collapse studio panel: Hides the Studio panel under the Stage, so you can enjoy the broadcast. Click Expand studio panel to return to the previous view. 

Bringing speakers & content to screen

To add yourself, a speaker, and a content share to the screen, in the Stage tab, hover over the video card or tile and click the Projector icon. The speaker or content will be displayed on screen and be visible/audible to all studio participants and stream viewers. 

To remove a speaker or a content share, hover over the associated video card on screen or in the Stage tab and click the Projector icon again. 

Sharing content

You can share various types of content through RingCentral Studio: video files, slides, music, banners, an additional camera source, and screen shares. All content and screen shares will be listed in the Stage tab.

To share content, go to the Stage tab and click Add content.

• Under the Video tab, you can upload video files. 

  Uploaded videos will auto-play and loop when brought to screen. There are no controls for now, but we will be adding them later. We will also add the option to loop videos. The videos are streamed from RingCentral Events cloud storage.

  • Supported format: mp4 
  • Minimum length: 30 seconds
  • Maximum video size: 1080p (1920x1080px)
  • Maximum file size: 5GB

  Note: Video processing time is approximately 0.4x the video length, so upload large videos in advance.

  

• Under the Slides tab, you can upload your file with sliders. 

  When brought to screen, you can navigate through the slides using the Arrow icons <>, or using the mouse cursor and clicking on the slide you want. 

  • Supported formats: ppt, pptx, pdf, doc, docx
  • Maximum file size: 100MB
  • Slides are flattened (animations, videos, and GIFs are removed).

  Note: Slides can be controlled by Moderators and any Speaker who is on screen. Speakers can bring the slides they’ve uploaded on screen.

  

• Under the Music tab, you can select music from a predefined list of tracks. Select a track to hear the preview and click Add to backstage to add it to your studio.

  

  Once brought to screen, the track will loop until removed. Music share does not appear as a video tile but as a floating button in the upper left corner. You can choose from 2 pre-defined volume levels using the content tile control in the host panel.

  Tip: Music is also played when the stage is empty and not yet live. Bring a track to screen before going live or during breaks for waiting music.

  

• Under the Banners tab, you can create a custom text banner:

  1. Click on the color box to choose the banner color.
  2. Choose the banner style.
     • Ticker: Scrolls across the screen.
     • Normal: Statis display.
  3. Enter the banner text.
  4. Enter the banner URL (optional). 
  5. Click Add.

  Note: You can create and add multiple banners.

  

• Under the Add Camera tab, you can add one extra camera source from your device:

  1. Enter the camera name.
  2. Select the camera source in the Device drop-down.
  3. Select the preferred resolution: 1080p, 720p or 480p.
  4. Click Add camera.