Organizers and Moderators can effectively manage event content in various ways. This guide outlines the actions you can take as an Organizer to manage attendees, chat, polls, Q&A, and moderate standard Sessions.
Tip: If you are moderating a Stage or a Session room powered by our built-in production Studio, refer to our dedicated guide on Moderating RingCentral Events Studio.
Muting an attendee in chat, polls and Q&A
To mute an attendee and prevent them from posting chat messages, answering polls, and asking Q&A questions, go to the People tab, find the attendee on the list, open their profile, click the Menu icon ••• and select Mute this person.
Note: Muted attendees will see the message "You have been muted by the organizer" if they try to post in chat, answer a poll/Q&A, or send direct messages to other attendees. They can still request to share their audio and video in a moderated session.
Blocking an attendee
To ban the attendee from the event, go to the People tab, find the attendee on the list, open their profile, click the Menu icon ••• and select Block this person. This will kick them out and prevent them from registering again under the same email.
To unblock an attendee, go to Event Dashboard > Registration > Registrants. Find the registrant on the list, click on the Menu icon ••• and select Unblock.
Deleting and pinning chat messages
To delete a message, hover over the message and click the Bin icon. You'll be prompted to confirm your choice. The deleted message will be immediately removed for everyone in the event.
To pin a message, hover over the message and click the Pin icon. A pinned message is highlighted and displayed at the top of the chat, making it visible for all attendees, even as new messages are posted.
Creating and managing polls
To create a poll, navigate to the desired event area. This could be the event-wide chat or within a specific Session, Stage, or Expo Booth. In the activity panel, go to Polls and click Create a poll.
Polls can be created as a draft or scheduled for later, as well as restricted to specific ticket types only. Once the poll is created, you can edit it as long as it has not been voted on, publish/unpublish it, or delete it. For detailed steps, refer to our guide on Creating and managing polls.
Moderating Q&A
When the Q&A moderation is enabled, you will need to review questions from attendees before they are displayed publicly.
To approve a submitted question (it is marked as "In review"), click the Menu icon ••• next to the question and select Approve. Alternatively, click Delete question if you don't want to publish it.
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To enable/disable Q&A moderation in a multi-track event:
- Go to Event Dashboard > Venue > Venue Controls (or to Event Dashboard > Setup > Access and settings for Onsite events).
- Under Activity Panel > Q&A moderation, select the Enable Q&A moderation check box.
- Click Save.
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To enable/disable Q&A moderation in a Webinar event:
- Go to Event Dashboard > Setup > Basics.
- Under Activity Panel > Q&A, toggle Q&A moderation.
- Click Save.
Accepting requests to join the screen
In a moderated Session, Attendees and Speakers need to request to join the screen. The Host Controls icon will display a red tag with the number of requests. Open Host Controls and go to Moderation to approve or decline these requests.
Additionally, to mute a speaker for everyone, remove them or their screen share from the screen, hover over the selected speaker or screen share tile, click the Menu icon ••• and click Mute for everyone or Remove.
Sharing a screen
In a Session room, you can share your screen and content from other platforms like Youtube, Miro, or Figma (if enabled in the Session settings) without joining the screen. Open the Share menu and select the preferred option.
Note: When you're sharing content and audio and video at the same time, click Stop Sharing Audio and Video to leave the screen. To stop sharing your screen, open the Share menu and click Stop sharing.
Creating breakout rooms
In a Session, you can create Breakout Rooms to divide attendees into smaller groups and organize interactive activities. Open Host Controls, select Breakout Rooms and click + New Breakout. For more information, refer to our guide on Managing breakout rooms in a Session.
Displaying a banner
In a Session room, you can create a call-to-action banner to encourage attendees to participate in a survey or visit a webpage. Open Host Controls and select New Session Banner. For more information, refer to our guide on Creating a call-to-action banner in a Session.
Managing engagement features
By default, all engagement features (confetti, emoji reactions, raising hand) are enabled in a Session room. To disable them, open Host controls, go to Attendee Engagement and toggle off the corresponding option.
Note: Configure your confetti settings before starting a breakout session, as they cannot be changed afterward. If enabled, confetti will remain active in the breakout rooms; if disabled, it will be off.
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Confetti is an engagement feature that allows attendees to express appreciation by sending confetti. Attendees can trigger this effect by clicking on the video tile or screen share during the session, providing a fun way to acknowledge a speaker or highlight presented data on the slides.
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Emoji reactions allow participants on the screen to place an emoji in their video tile to communicate their sentiments without causing interruptions during the meeting. To trigger the effect, they need to click the Emoji icon in the Speaker Controls and select one of the available emojis. The emoji will be placed on their video tile for a couple of seconds and disappear automatically.
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Participants on the screen can click Raise hand in the Speaker Controls to signal their intention to ask a question or contribute to the discussion without interrupting the flow of conversation. The hand icon will be placed on their video tile to notify other speakers until the participant lowers their hand.
To disable the Raise hand option, open Host controls, go to Attendee Engagement, and toggle off Raise hand.
Changing screen layouts
In a Session room, you can customize the screen setup by changing the screen layout. Open Host Controls, go to Layouts, and select the preferred layout. Five pre-set screen layouts are available. For more information, refer to our guide on Changing a layout in a Session.
Highlighting chat messages, questions, and polls
Finally, you can effortlessly showcase a chat message, question, or poll from the activity panel on the screen in a Session. In the activity panel tab, hover a message, question, or poll and click Highlight.
The highlighted chat message or question will appear on the bottom left of the screen, while the poll will be displayed as a separate video tile, enabling attendees to engage directly on the screen. To remove the highlighted content, hover over it in the right-side activity panel or on the screen directly and click Stop highlighting. If not manually removed, messages and questions will be displayed on the screen for a minute before disappearing.
For more information, refer to our guide on Displaying a chat message, a question, or a poll on the screen in Sessions.