How to add speakers

  • Updated

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 around adding Speakers to your event. 

Create a Speaker Profile

When you go to the Event Dashboard > People > Speakers, you will see two options: Add speaker and Add registrant as a speaker.

Click Add speaker to create a Speaker profile. You will need to fill in a number of details, some of which are required:

  • Profile Picture
  • First name (required)
  • Last name (required)
  • Email (required, and cannot be the same email as another Speaker)
  • Headline (required)
  • Bio (note that the Speaker's bio will only be displayed on the Canvas registration page design when clicking on a speaker tile)
  • Website Link
  • Twitter
  • Linkedin

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 in the Speakers tab where you will also be able to edit it, delete it, or to register a Speaker with a click. 

Register a Speaker

As an Organizer, you are able to register a Speaker for your event on their behalf. You can register a Speaker in the Event Dashboard > People > Speakers in one of two ways:

  • When creating a Speaker profile and selecting the Create profile and register option as outlined in Create a Speaker Profile
  • At a later date by selecting the Register action on the Speaker listing

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

Note: If you don't have any free tickets created in your event, 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 Add Registrant as a Speaker option.

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 disable or customize the "A RingCentral account has been created for you" email. This email is required in accordance to 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 the Speaker to the event reception and they will be able to access the online event venue also prior to 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 a test run mode.

Add Registrant as a Speaker

If you'd like to add an existing Attendee as a Speaker, click Add attendee as speaker and search for a registrant by name in the Choose Registrant field. Their name will come up automatically as you type. Only one Speaker at a time can be added.

Once you select a registrant, the Speaker profile fields get populated with the profile information from their exiting RingCentral Events account. You can edit this information but these changes will not be reflected in the individual's personal 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. They can be registered by the Organizer by following the instructions in Register a speaker.

Add a Speaker from the Schedule

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

Head to your schedule page by navigating through Event Dashboard > Venue > Schedule and 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. 

When editing 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:

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 > People > Speakers. Here you will also be able to edit it, delete it or to 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 Registration page. 

Speaker Order

When adding Speakers to your event, note that they will appear on your classic registration page, if selected, in the order in which they are added. This is important to keep in mind if you'd like to display your Speakers on the Registration page in a certain order, such as alphabetical.

Here is how it will look like on the Classic Registration 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:

Understanding Speakers Profiles and Personal Profiles

Every user on the RingCentral Events platform has a Personal profile. It is shared across RingCentral events the user is registered for. This profile can be viewed by other event attendees in the online event venue when they click on the user’s avatar in the chat or in the People tab. It is owned by the user and can only be edited by them.

Event Speakers have a Speaker profile. This is associated with a single event and is owned by the event Organizer. The speaker profile details are shown on the event Registration page, Reception page and schedule. They can only be edited by event organizers.

When an organizer registers a Speaker and creates a RingCentral Events account for the Speaker, only the first name, last name and email from the Speaker profile fields are copied to the Speaker’s Personal profile.

When an Organizer selects an existing event registrant to be a Speaker in the event the Speaker’s Personal profile fields are copied to the new Speaker profile, but can se edited by the event organizer. These changes won't be reflected in the Personal profile of the user.  

The Speaker and Personal profile fields are not automatically synced.

 

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