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Inviting Speakers to RingCentral Events Studio

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This guide explains how Speakers and Attendees can access RingCentral Events Studio. 

Note: Speakers and Attendees share the same permissions inside the Studio. The only difference between two roles is that Speakers can enter the Studio before the start time for rehearsal. To learn more, refer to our guide Studio roles & permissions: Organizers, Moderators, Speakers, Attendees.

Tip: For more details on Speaker experience, refer to our dedicated guide Speakers: Using RingCentral Events Studio.

Sharing general invite link

Organizers can add Speakers by creating a Speaker profile for them in the Event Dashboard. This step can be now skipped when using the Studio invite link. 

When clicking on the invite link, the following will happen:

  • The user is brought directly into the Studio.
  • If not already registered, the user gets automatically registered for the event.
  • If not already added as a Speaker, the user gets a Speaker profile automatically created for them (this doesn't apply to Organizers).
  • If not signed in, the user is prompted to sign in to their RingCentral Events user account first (or create a new user account). 

Organizers and Session Moderators can copy the invite link from the Studio panel. Click Invite in the Stage tab and click Copy Link next Invite to Backstage. 

Organizers can also copy the Studio invite link for a Stage on the Overview page or the Stage settings in the Event Dashboard. 

  • To copy the Speaker invite 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 Speaker invite 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 the Pencil icon to open Stage settings.
    3. Under Stream Provider, RingCentral needs to be selected. 
    4. Under Broadcast Studio, click Copy Link to copy the link. 

  • To copy the Speaker invite 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. 

Sharing personalized Speaker links

In addition to sharing the general Studio link, Organizers and Session Moderators can copy the personalized Magic Links for added Speakers from the Studio panel. When clicking on the personalized Magic Link, the Speaker is automatically signed in to their account and brought directly into the Studio.

Click Invite in the Stage tab. Under Invited Users, you will see the list of Speakers added to an associated schedule segment and their personalized Magic Links. 

Warning: When sharing Magic Links, keep in mind that anyone with the link could impersonate its owner in the event. Use this functionality with caution and ensure you're sending the correct Magic Link to your Speaker.

Accepting requests (Sessions only)

In a Session room, Attendees can request Studio access by clicking Join Stage (if this option is enabled in the Studio settings).  This option doesn't create a Speaker profile.  Speakers added to an associated schedule segment will always see the option to Join Stage.

Note: Requesting Studio access is not available on a Stage. 

The Stage tab in the Studio panel will display the number of requests. To approve or decline these requests, click Requests and hover over the selected person. You can also click Accept all to approve all requests.  

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