RingCentral Events Studio is a built-in backstage used to produce the broadcast in a Session room or on a Stage. This guide explains how Speakers can enter the Studio and provides instructions on how to navigate around and share content.
Entering Studio
Via Speaker invite link
An Organizer or a Moderator can share the Studio invite link. Clicking on this link will register you for the event, create your speaker profile, and bring you into the Studio.
If you are not already signed in to your RingCentral Events account, you will be prompted to sign in first. If you don't have an account yet, click Create an account to create one.
Via personalized Magic Link
If you already have a Speaker profile and have been added as a Speaker to an associated schedule segment, an Organizer or a Moderator can also share your personalized Speaker Magic Link. Clicking on this link will automatically create a RingCentral Events user account for you, register you for the event, sign you in, and bring you to the Studio.
Warning: Keep in mind that anyone with the link can impersonate you in the event. Use this link with caution and don't share it with other users.
Via direct Studio link (Stage only)
Organizers can also share the direct Studio link with you. To access the Studio via this link, you must be signed in, registered for the event, and have a Speaker profile created.
By requesting access (Session only)
Additionally, in a Session room, you can access the Studio by clicking Join Stage. An Organizer or a Moderator will need to let you in.
Note: Requesting Studio access is not available on a Stage.
Audio and video settings
When entering the Studio:
- Grant permissions for your camera and microphone. Your browser may give you a prompt, to which you must click Allow mic/cam access.
- 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.
- Once ready, click Apply Selection.
Tip: You can access your audio and video settings anytime from the Studio by clicking on the Setting icon in the Speaker controls.
Inside the Studio
Inside the Studio, you will see different areas. You must wait until an Organizer or a Moderator adds you to the screen, so be ready!
- Screen: The screen above the Studio panel shows the stream.
- Video card: Your video card and shared content will be shown below the screen. Only Organizers and Moderators can see you and your uploaded content.
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Speaker controls:
- Microphone: Turn on and off your microphone.
- Camera: Turn on and off your webcam.
- Device Settings: Opens the audio/video settings where you can customize your name tag and change the hardware selection for your camera and microphone.
- Add content: Share your slides or a video file.
- Share screen
- Private backstage chat: You can chat with other studio participants here.
- Collapse studio panel: Hides the Studio panel under the screen so you can focus on the broadcast. Click Expand studio panel to return to the previous view.
- Studio participants: You can review who you are with in the Studio.
- Exit Studio: You will exit the Studio and return to the attendee view.
Once you are on screen, you will see a couple of additional options:
- Emoji reactions (if enabled): Select an emoji to place on your video tile for a few seconds to express your sentiment during the presentation.
- Raise hand (if enabled): Raise your hand to indicate your desire to ask a question or contribute a point.
- Leave Stage: You will be removed from the screen but will stay in the Studio.
- Bring your content to screen: Hover over your shared content and click Bring to screen.
Sharing content
In the Studio, you can share your screen, a video file, or slides. An Organizer or a Moderator can add your content to the screen, but you can also add it yourself once you are on stage.
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To share your screen, click Share screen and select the preferred option.
To bring a screen share to the screen, hover over the content tile and click the Projector icon. -
To add a video file:
- Click Add Content.
- Go to the Video tab.
- Drag and drop your video file or click the Plus icon to select a file from your computer.
- Supported format: MP4
- Minimum length: 2 seconds
- Maximum length: 10 hours
- 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.
To play a video on the screen, hover over the content tile and click the Projector icon.
Uploaded videos will auto-play and loop when brought to the screen. Once a video is on screen, you can control it in multiple ways:-
Play / Pause: Use the Play/Pause icon on the video tile on stage.
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Scroll: Use the progress bar on stage to navigate through the video.
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Mute / Volume control: Adjust the volume by using the Mute/Unmute icon and the Volume bar on stage.
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Cinema mode: Hover over the video tile on stage and click the Expand icon to switch to full-screen mode. To come back to the default screen layout, hover over the video again and click the Collapse icon. To learn more about screen layouts, refer to our guide Studio: Changing a screen layout.
- Click Add Content.
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To share a presentation:
- Click Add Content.
- Go to the Slides tab.
- Drag and drop your file or click the Plus icon to select a file from your computer.
- Supported format: PPT, PPTX, PDF, DOC, DOCX
- Maximum file size: 100MB
- Slides are flattened (animations, videos, and GIFs are removed)
To display slides on the screen, hover over the content tile and click the Projector icon.
To manage the slides, hover over the content tile either in the Host panel or directly on the screen, use your mouse cursor to scroll through the slides, and click on the slide you want to display.
- Click Add Content.