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Adding Speakers

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Adding Speakers adds structure and makes the event more informative for the Attendees. Speakers can be added from the Speakers tab, directly from the Schedule, or from the RingCentral Events Studio. This guide covers everything you need to know about adding Speakers to your event. 

Speaker role and permissions

Speakers are event attendees with a Speaker profile created under the same email address in the event settings. You can register a Speaker while creating a Speaker profile or add an existing registrant as a Speaker. A Speaker profile is also automatically created when inviting Speakers to RingCentral Events Studio. All Speaker profiles are displayed on the Landing page (unless hidden). Speaker profiles added to the Schedule are also displayed on the Reception page.

Speaker permissions

  • Manage activity panel: Speakers can respond to Q&A, announce Q&A, and create polls event-wide.
  • Access scheduled Sessions early: If assigned to an associated schedule segment, Speakers can see scheduled Sessions in the Sessions area before the configured display time. These Sessions are marked with a Test run badge.
  • Preview event before start: When accessing the event before the event starts, a pop-up message and a head banner will indicate Test Run mode.

Speaker profiles vs personal user profiles

Every user on the RingCentral Events platform has a personal user profile:

  • Includes user-specific details like name, email, profile picture, headline, bio and social profiles.
  • Owned and editable by the user only.
  • Shared across all events the user is registered for.
  • Visible to other event attendees in the online event venue (via the chat or in the People tab).

Event Speakers have a Speaker profile: 

  • Includes Speaker-specific details like name, email, profile picture, headline, bios, social profiles, and priority.
  • Created and managed by the Organizer.
  • Linked to a single event.
  • Displayed on the Landing page, Reception page, and Schedule. 

When you register a Speaker and create a RingCentral Events account for them, the first name, last name, and email from the Speaker profile fields are copied to the user profile.

When you add an existing registrant as a Speaker, their user profile information is copied to the new Speaker profile. You can edit all details apart from name and email.

Changes made to the Speaker profile do not reflect in the user profile, and there is no automatic synchronization between the two profiles.

Creating a Speaker profile

To create a Speaker profile:

  1. Go to Event Dashboard > Venue > Speakers (or to Event Dashboard > Setup > Speakers in a Webinar event).
  2. Click Add speaker.


  3. In the Speaker profile settings, fill in several details, some of which are required:
    • Profile picture
    • First name (required)
    • Last name (required)
    • Email (required): Cannot be the same email as another Speaker.
    • Headline (required)
    • Bio: The Speaker's bio will only be displayed on the advanced landing page layout when clicking on a speaker tile.
    • Website link
    • Twitter / X
    • LinkedIn
    • Priority: Determines the order of the speaker on the landing page. Lower numbers are displayed first. 
    • Show speaker on registration page: When enabled, the speaker will be listed on the landing page.
  4. At this point, you can either Create profile and register or Create profile. By registering the Speaker, you will create a RingCentral Events account for them (if they don't have one yet) and give them access to the event. If you’re not ready to do this yet, you can also create a Speaker profile first and register them for the event later.

Once the Speaker profile has been saved, it will be displayed on the list. Hover over the listing to register a Speaker with a click (if not done already), to edit the profile or delete it. 

Registering a Speaker

You can register a Speaker for your event on their behalf in the Event Dashboard > Venue > Speakers (or Event Dashboard > Setup > Speakers in a Webinar event) in one of two ways:

  • When creating a Speaker profile, select the Create profile and register option, as outlined in Creating a Speaker profile.
  • Hover over the existing speaker profile and select the Register action.

You will need to assign a free ticket to your Speaker:

Note: If you don't have any free tickets created, the registration option will be greyed out. If you need to use a paid ticket for Speakers, you can ask them to register for your event first and then use the option to add registrant as a Speaker.

If the Speaker doesn’t already have a RingCentral Events account, this step will create one for them. They will receive a notification that a RingCentral Events account has been created for them:

Note: It's not possible to disable or customize the "A RingCentral account has been created for you" email. This email is required in accordance with privacy laws and policies. This email will only be sent to those Speakers who do not have an existing RingCentral Events account associated with their email.
Note: Only the Speaker's email and name will be used to create a RingCentral Events account for them. The rest of the information added to the Speaker profile (e.g. profile image or bio) will not be used. The Speaker, as an account owner, will be able to update their user profile details. Refer to the section below for more information.    

Adding a registrant as a Speaker

To add an existing registrant as a Speaker:

  1. Go to Event Dashboard > Venue > Speakers (or to Event Dashboard > Setup > Speakers in a Webinar event).
  2. Click Add registrant as speaker.
  3. In the Choose Registrant field, search for a registrant by name. Their name will come up automatically as you type. Only one speaker can be added at a time.
  4. Once you select a registrant, the Speaker profile fields get populated with the profile information from their existing RingCentral Events account. You can edit this information but these changes will not be reflected in the individual's profile.

Note: When you duplicate an event with registered Speakers, the Speaker profiles are copied to the new event but the speakers don't automatically get registered. You can register them manually by following the instructions in Registering a Speaker.

Adding a Speaker from the schedule

You can also create a Speaker profile or add a registrant as a Speaker directly from the schedule when creating a new segment or editing an existing one. 

  1. Go to Event Dashboard > Venue > Schedule (or to Event Dashboard > Setup > Schedule in a Webinar event).
  2. Open the segment you would like to add a speaker to. Alternatively, click Add to schedule to create a new schedule. A new speaker can be also added directly from the table view.


  3. In the Speakers field, you can type the name of a Speaker to select an existing Speaker or to create a new one (if this name isn't on your Speaker list yet). When adding a new Speaker, click + Create or Add. When creating or editing the segment, the new name will also appear on the list and you should click on it:


  4. Next, you will need to fill in the Speaker details. Select Create profile and register or Create profile. By registering the Speaker, you will be creating a RingCentral Events account for them (if they don't have one yet) and giving them access to the event. If you’re not ready to do this yet, you can also create a Speaker profile first and register them for the event later. The new Speaker will be assigned to the scheduled segment and you can then finalize creating or editing your schedule.

You will be able to see the newly created speaker on the list in the Event Dashboard > Venue > Speakers (or Event Dashboard > Setup > Speakers in a Webinar event). Here you will also be able to edit it, delete it, or register a Speaker (if it was created as a Speaker profile). However, if the email address of the Speaker profile matches an existing registration, that user is automatically made a Speaker, so you don't have to register them. 

Note: Only Speakers assigned to the scheduled items will be listed in the Speakers section on the Reception page or in the Mobile App. However, all created Speaker profiles will be listed on the Landing page. 

Adding a Speaker from the Studio

When using RingCentral Events Studio, you can add Speakers by sharing the Studio invite link.  

Everyone who clicks this link will automatically get a Speaker profile created, get registered for the event, and be brought into the Studio. However, they will still need to sign in to their existing RingCentral Events user account or create a new one.

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. 

Using Speaker Magic Links

Speakers added to a schedule segment associated with a Stage or a Session room will have their personalized Magic Links generated. Clicking on this link will register a Speaker for the event and create a RingCentral Events user account for them if needed. It will also sign them in and take them directly to the associated Stage, Session, or Studio. To learn more, refer to our guide on Using Speaker Magic Links. 

You can find and copy Speaker Magic Links in the schedule settings, in the Speaker Dashboard, or even in the Studio panel. 

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.

  • To copy a Speaker link from the schedule:

    1. Go to Event Dashboard > Venue > Schedule in a multi-track event (or Event Dashboard > Setup > Schedule in a Webinar event).
    2. In the Table view, hover over the Speaker icon added to a segment.
    3. In the pop-up window, click Copy speaker link.

  • To copy a Speaker link from the Speaker Dashboard:

    1. Go to Event Dashboard > Venue > Speakers in a multi-track event (or Event Dashboard > Setup > Speakers in a Webinar event).
    2. Associated schedule segments will be listed under Session Magic Links. If a Speaker is added to schedule segments, click on the Plus icon to display the links for all of them.   
    3. Find the needed Speaker and click the Copy icon next to the schedule segment name.

  • If a Stage or a Session associated with a schedule segment is powered by our built-in RingCentral Events Studio, Organizers and assigned Moderators can copy Speaker links directly from 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. 

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