Using Backstage powered by StreamYard

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StreamYard is a browser-based streaming production tool offering extensive customization options. StreamYard studio is integrated into RingCentral Events as the Backstage studio allowing you to create a polished and professional stage experience. This guide explains how to enter the Backstage, invite speakers, and manage the broadcast. 

Important: The Backstage powered by StreamYard is free and does not require a StreamYard account to use. However, it does not include all the features available on StreamYard. For a detailed comparison, refer to our article Backstage powered by StreamYard vs StreamYard Business.

Backstage link

The Backstage can be accessed via a dedicated link. The Backstage link can be copied from the Overview page or from the Stage settings.

To copy the Backstage link from the Overview page:

  1. Go to Event Dashboard > Overview.
  2. Click View links.
  3. Go to RingCentral Events Studio, select a stage (if applicable) and copy the Backstage link.

  • To copy the Backstage 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 on the Pencil icon to open Stage settings.
    3. Under Stream Provider, StreamYard needs to be selected. 
    4. Under Broadcast Studio, click Copy Link to copy the link. Or click View StreamYard Backstage to get redirected to the studio.

  • To copy the Backstage link from Stage settings in a Webinar event:

    1. Go to Event Dashboard > Setup > Basics.
    2. Under Webinar Style, select Stage.
    3. Under StreamYard, click Copy to copy the link. Or click Enter backstage to get redirected to the studio.

Entering the studio

When entering the Backstage via the link:

  1. Grant permissions for your camera and microphone. Your browser may present you with a prompt, to which you must click Allow mic/cam access.

  2. Change your display name and edit your avatar.
  3. Check your camera and microphone. Click Mute/Unmute and Stop/Start Cam to turn on and off your camera and microphone.
  4. Click Settings to select another camera and microphone source, add a virtual background, and explore other configurations. 
    Screenshot 2023-11-17 at 10.33.20 AM.png


  5. Once you're ready, click Enter Studio.
Note: As an Organizer, you will need to be registered for the event with an Organizer Pass in order to be able to join the Backstage and use host controls. To get an Organizer Pass, click Preview event in the top right hand corner of your Event Dashboard. 

Inviting speakers

Via the Backstage link

Once your speakers are registered for the event and signed in into their user account, share the Backstage link with them. If the user is not signed in and registered for the event, they will be automatically redirected to the event landing page. 

Note: Only Organizers have the necessary permissions in the backstage, and other users may not have access to the same controls available to Organizers.

Via the StreamYard link

Alternatively, you can copy the StreamYard link directly from the studio. Click Invite to copy the link or send it via email. Users don't need to be registered for the event to be able to access the Backstage via the StreamYard link. However, they will not be able to participate in the public chat in the Comments area. 

Tip: For an immersive event experience and optimal audience engagement, it's strongly advised to have your speakers registered for the event and let them access the Backstage via the link copied from the Event Dashboard.  

Inside the studio

Once you enter the StreamYard Broadcast Studio, you will see different areas:

  1. StreamYard logo: Click on the logo to get redirected to the Reception page of the event.
  2. Screen: The black screen in the center is where your stream will be shown on the Backstage and how it will look on the main Stage. Choose different video layouts or create your own below the screen.
  3. Video cards: Your video card, video cards of other participants and screen shares will be shown below the screen. Click on the video card to add it to screen.
  4. Controls menu: Turn on/off your camera and microphone, access video and audio settings, share your screen or a video file, copy the studio invite link, and return to the main event.
  5. Tabs area:
    • Comments: Public chat area integrated with the Stage. 
    • Banners: Create and add banners to your stream. 
    • Brand: Change the brand color, theme, logo, add overlays, backgrounds, video clips and background music.  
    • Private chat: Chat available for studio participants only.

Adding speakers to screen

When a speaker joins your Backstage studio, they can observe everything happening on screen but won't be visible or audible on the stream to other participants.

To add a speaker to the screen: hover over their video card and click Add to stage. They will be displayed on screen and be visible/audible to all studio participants and stream viewers. In the same way, you can add yourself and screen shares to the screen. 

To remove a speaker or a screen share, hover over their video card and click Remove. Or click on the Menu icon in the top right corner of their card on screen and select Remove from stage.   

 

Integrated chat area

The Comments area seamlessly integrates with the Stage chat. Messages sent from the studio are automatically added to the Chat area in the Stage, while messages from the Stage chat are displayed within the studio.

To display a comment on screen, hover on it and click + Show.
The displayed comment will be highlighted with blue. 

Note: Only the chat area is integrated with the Backstage. For accessing Polls and Q&A, open an additional browser tab with the front-end of the Stage.
Tip: When working with two tabs open (Backstage and front-end Stage), mute the Stage tab to prevent audio feedback. Double-click on the tab and select Mute Tab. For more information, refer to our guide Echo in a Session or Stage.
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Going live

Click the Go Live to start broadcasting to your Stage. Remember, there is roughly a 10-second delay to the Stage. 

To stop the broadcast, simply click Stop Broadcast.

Sharing content

To share pre-recorded videos or slides and presentations without having to screen share:

  1. In the Controls bar, Click Present
  2. Click Video file to upload a video file from your computer (MP4 and MOV files).
    ✔  It will automatically be added to the stream (unless you disable this in settings). You can pause, play, scrub through it, and change the layout.
    Note: There is no limit to length or size of file that you can share this way.
  3. Click Slides to upload a Google Slide presentation or a file from your computer.
    ✔  The video card with the slides will appear under the screen so you can add it to stage and remove it anytime. You can advance through the slides on the video card or on the screen. Refer to this guide to learn more about sharing slides. 

Alternatively, if your video is less than 10 minutes and under 200 MB, you can upload it in the Video Clips section in the studio:

  1. Go to Brand.
  2. Under Video clips, click Add video clip.
    Note: Videos must be MP4 files. MOV and MV4 files are not supported.

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  3. Hover over the clip and click + Show to add the clip to the stream. Similarly, click + Hide to remove the click from the stream. 
    streamyard_show_video_clip.png  streamyard_hide_video_clip.png

What happens if the studio is full?

The RingCentral Backstage powered by StreamYard supports 10 participants at a time. Screen sharing does not count against the total number of participants. When the StreamYard Studio is full and someone tries to join backstage, they will see the following message:

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While the host will see a message that looks like this:

streamyard-host-studio-full.png

Removing someone from the studio

In order for someone else to join your studio when it's full, the host will have to remove a guest from the studio.

To remove a participant:

  1. Click the Menu icon on their video card.
  2. Select Kick from studio.
     The next guest can refresh the page to join your studio.
    Note: Selecting Ban from studio is not recommended. You will need to require your guests to authenticate via YouTube and Facebook to be able to ban specific accounts from joining Backstage.