10/19/18 20:40 PM  

RingCentral Webinar - Invite Panelists and Attendees

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SummaryHow can I invite Attendees and add Panelists to the Webinar?
Details
The Webinar host has the ability to invite Panelists and AttendeesPanelists are considered as full participants in the meeting — they can view, send video, share screens, annotate, etc. There can be up to 200 panelists, including the host, in a Webinar. 
 
NOTE: Panelists will receive a direct email invitation separate from the attendees of the Webinar.
 
Attendees are view-only participants — they can view the active speaker of the meeting as well as the screen share of the meeting when it is being shared. The Q&A is provided via the text chat panel. Attendees who were invited to register for the webinar are given questions selected by the organizer. Once registered, they will receive an email notification with a unique join link. 
 
This article discusses how Panelists and Attendees can be invited to a Webinar by the host. Click on links below to learn more:
IMPORTANT:  Only Account administrators and Webinar owners can invite Panelists and Attendees.

Inviting Panelists

Follow the steps below to invite Panelists anytime before the Webinar starts:

Step 1:

Step 2:

Click a scheduled Webinar to open its settings.
 
Click a scheduled Webinar to open its settings.

Step 3:

Look for the Invite Attendees tab.

Click Edit across Panelists.
 
Look for the Invite Attendees tab. Click Edit across Panelists.

Step 4:

Enter the Name and Email Address of a panelist.
 
Click Add Another Panelist to add more panelists.
 
NOTE: You can add and delete panelists anytime before the Webinar starts. You can add up to 200 panelists if the Large Meetings add-on is enabled

Enter the Name and Email Address of another panelist. Click Add Another Panelist to add more panelists.

Step 5:

Edit panelists success appears indicating the panelists were successfully added.
 
Click Save.
 
Check the Email Settings to make sure the panelists will receive the Webinar invitation.
 
Edit panelists success appears on top of the Managing Webinars page, indicating the panelists were successfully added. Click Save.

Checking the Panelists Email Invitation Setting

The Webinar Host should check the following to make sure the panelists receive the email invitation:
 
• Reply-to email address should not be not blank
• Invitation Email to Panelists should be enabled

Step 1:

Click the Email Settings tab.

Make sure there is a name and email address next to Reply-to: 

Click the Email Settings tab.

Step 2:

If Reply-to is blank or information provided (name/email address) is incorrect, click Edit

Go to Step 4 if the information provided is correct.
 
If Reply-to is blank or if the information provided (name/email address) is incorrect, click Edit.

Step 3:

Enter the correct information then click Save.
 
User-added image

Step 4:

The panelists will only receive an email invitation from the Host when Invitation Email to Panelists is displayed below Reply-to.​ Otherwise, the panelists will not receive the invitation if No Invitation Email to Panelists is shown. 

To make sure the email invitation will be sent to panelists when No Invitation Email to Panelists is displayed:

Click Edit opposite No Invitation Email to Panelists.

Click Edit opposite No Invitation Email to Panelists.

Step 5:

Send Invitation Email to Panelists should be selected.

If no email address needs to be sent to the panelists, leave this setting unchecked.

Click Save.

User-added image

Inviting Attendees

Follow the steps below to invite Attendees anytime before the Webinar starts:

Step 1:

Step 2:

Click a scheduled Webinar to open its settings.

Click a scheduled Webinar to open its settings.

Step 3:

Look for the Invite Attendees tab.

Navigate to Invite Attendees section, listed below Panelists.

Look for the Invite Attendees tab. Navigate to Invite Attendees section, listed below Panelists.

There are 3 ways to get the invitation information that you can incorporate into your event communications:

Copying the Registration URL
Copying the Invitation
Sending the Email Invitation
 

Copying the Registration URL

Copy the registration URL (right click on the link, then click Copy link address or Copy shortcut), then send it out using your email, or post the link to a website, or share it in Glip.

Copy the registration URL (right click on the link, then click Copy link address or Copy shortcut), then send it out using your email, or post the link to a website, or share it on your messenger.

Copying the Invitation

Click  Copy the invitation.

Click Copy the invitation.

Click Select All to view and copy the invite verbiage and paste in to an email, post to your website, or share it in Glip.

Click Select All to view and copy the invite verbiage and paste in to an email, post to your website, or share it on your messenger.

Sending the Email Invitation

Click Email me the invitation.

Click Email me the invitation.

Click Send to me to send the invitation copy to your email address which you can forward to your potential attendees.

Click Send to me to send the invitation copy to your email address which you can forward to your potential attendees.

NOTE: For the complete list of International Numbers, see International Numbers list.



See Also

Scheduling a RingCentral Webinar with Registration 
Scheduling a RingCentral Webinar without Registration 

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