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Adding speakers

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Adding Speakers brings more structure and makes the event more informative to the attendees. Speakers can be added from the Speakers tab or directly from the Schedule. This guide covers everything you need to know about adding Speakers to your event. 

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
    • LinkedIn
    • Priority: Determines the order of the speaker on the landing page.
  4. At this point, you can either 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.

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 and selecting the Create profile and register option as outlined in Creating a speaker profile.
  • Later by hovering over the existing speaker profile and selecting 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 get 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 profile details. Refer to the section below for more information.    

The Speaker will also receive an order confirmation email with a link to the event. This link will take them to the event and they will be able to access the online event venue also before the event start. In this case, they will see a pop-up message informing them about the event test run and a head banner stating that they're in test run mode.

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 at a time can be added.
  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 a pre-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 can 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. 

Speaker order

Added Speakers will appear on your Classic landing page and in the synced Speakers block of the Advanced landing page according to the priority they've been assigned. 

Here is how it will look like on the Classic landing page:

When adding Speakers to your Schedule, they will populate in your Reception page in the order in which they are added to each segment. 

Here is how it will look like on the Reception page:

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 (they can click on the user’s avatar in 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.

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