Moderating RingCentral Events Studio

This guide covers everything you need to know to effectively produce a stream in RingCentral Events Studio as an Organizer or an assigned Moderator.

Entering Studio

Via direct link

When Studio is enabled on Stage, you can access it via the dedicated link. Organizers can find it in the Stage settings in the Event Dashboard.

• To enter the backstage 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 Broadcast Studio, click Go to backstage.
     ✔ You will be directed to the Studio in a new tab.
     

• To enter the backstage 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 Enter backstage to be redirected to the Studio.
     

Via Sessions area

When Studio is enabled in a Session room, Organizers and assigned Moderators can access it through the Sessions area in the event venue by clicking Join Studio. 

Audio & video settings

When entering the Studio:

1. Grant permissions for your camera and microphone. Your browser may give you a prompt, to which you must click Allow mic/cam access.
   
2. In the Audio/Video settings, you will be able to:
   • Select hardware sources for your camera, microphone, and speakers.
   • Turn on/off your microphone and camera.
   • Customize your tag's first name, last name, and headline.
   • Upload a new profile image. 
   • Under Background appearance & effect, blur your video background or add a virtual background.
   • Under More settings, enable additional video and audio settings.
   • Run a pre-event check.
3. Once ready, click Apply Selection.
   

Studio settings

There are various ways you can customize your broadcast feel and attendee experience in the Studio:

• Confetti, emoji reactions, raising hand: These engagement settings are enabled in the Studio by default, but you can disable them if needed. For detailed steps, refer to the guide on Studio engagement settings.
• Attendee join stage: By default, Attendees don't have Studio access and cannot join the screen, but you can enable this option in a Session room if needed. For detailed steps, refer to the guide on Studio engagement settings.
• Colors & background: The screen can be customized to match your branding. For more information, refer to the guide on Studio branding settings
• Screen layouts: You can use different screen layouts to personalize your screen setup to your content. For detailed steps, refer to the guide Studio: Changing a screen layout.

Inviting speakers

To invite Speakers, click Invite. Next, to Invite to Backstage, you can copy the general Speaker invite link. Under Invited Users, you will see the list of Speakers added to an associated schedule segment and their personalized Magic Links. 

• Speaker invite link: 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.
• Personalized Magic Links: Automatically signs in the Speaker and brings them to the Studio. Use this functionality with caution and ensure you're sending the correct Magic Link to your Speaker.

To learn more about how the Speaker links work, refer to the guide on Inviting speakers to RingCentral Events Studio.

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). Speakers added to an associated schedule segment will always see the option to Join 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.  

Sharing content

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

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

Managing speakers & content

• To add yourself, a Speaker, and a content share to the screen, hover over the video card or tile in the Stage tab and click Bring to screen.

  ✔ Speakers or content will be displayed on screen and visible/audible to all studio participants and stream viewers. They will be highlighted in blue in the Stage tab. 

  

• Once a Speaker is on screen, you can control their microphone by turning it on/off. Hover over the Speaker video card on the screen or in the Stage tab and click the red Mic icon to mute/unmute. 

  

• To remove a Speaker or a content share, hover over the associated video card on the screen and click the Projector. Alternatively, hover over the associated tile in the Stage tab and click the Cross icon.

  

• You can use the multi-select tool to add multiple speakers or content pieces to the screen with a click. In the Stage tab, hover over the selected tile and click the Circle icon to select it.

  ✔ Selected tiles will be highlighted with a white frame and a checkmark tag in the Stage tab.

  Once selected, you can perform the following actions:

  • Click Add to screen to bring selected content and speakers to the screen.
  • Click Swap to replace speakers and content on the screen with the selected tiles. 
  • Click the Cross icon to cancel the selection. 

  

• Rearranging content in the desired order helps you quickly bring items on and off the screen. Once you rearrange your content, newly added content will appear at the end of your rearranged list.

  To rearrange content:

  1. In the Stage tab, hover over a content tile.
  2. Click the Menu icon and select Rearrange.
     ✔ A Drag badge appears on all content tiles.
     
     
     
  3. Hover over the badge, and drag and drop a content tile to its desired position.
     
     
     
  4. Once done, right-click anywhere in the Studio panel to exit the drag & drop mode. 

  Note: Content rearrangement is specific to each user and is saved using browser cookies. Your custom order of the content tiles remains even if you leave and rejoin the Studio. If you use a different browser or clear your cookies, the arrangement will reset. 

• The search functionality lets you quickly find a Speaker or a content share. This is especially useful when managing many people and content shares at once. 

  To search for speakers and content:

  1. In the Stage tab, click the Magnifying Glass icon.
     
     
     
  2. You can search by name or use the Dropdown menu to filter the content by its type.
     

Going live

Once you're ready to start your broadcast, click Go Live. You will be prompted to confirm your choice, click Start to continue. 

To end the broadcast, click End Broadcast. You will be prompted to confirm your choice, click End Broadcast once again to continue. 

Highlighting chat messages, questions, and polls

Finally, you can effortlessly showcase a chat message, question, or poll from the activity panel on the screen. In the activity panel tab, hover a message, question, or poll and click the Projector icon.

The highlighted chat message or question will appear on the bottom left of the screen, while the poll will be displayed as a separate video tile, enabling attendees to engage directly on the screen. To remove the highlighted content, hover over it in the right-side activity panel or on the screen directly and click the Projector icon again. If not manually removed, messages and questions will be displayed on the screen for a minute before disappearing.

For more information, refer to our guide on Displaying a chat message, a question, or a poll on the screen in Sessions.

Removing Studio participants

To remove a Speaker or a guest from the Studio:

1. In the Stage tab, hover over a video card.
2. Click the Menu icon.
3. Click Remove from studio.