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Like registrants, speakers require a unique magic link to access their sessions in your Goldcast event. On this page, you can learn how to send the magic links and calendar invites to speakers.  

Speaker Instructions Email

Goldcast offers a Speaker Instructions email you can send to speakers at the following times: 

• When a speaker is added to the event
• 1 hour before the event starts
• 1 day before the event starts

By default, this email includes the speaker's magic link and calendar invite. 

Best Practices

Here are a few tips to make it easy to automate speaker emails and calendar invites:

Tip #1: Turn on the Email Schedule before adding new speakers

When creating an event, we recommend toggling on the email schedule before adding speakers. This way, whenever you add a new speaker, their magic links and calendar invites will be automatically sent out. 

Tip #2: Set your preferred email schedule in a template

If you want the speaker emails to be turned on for all new events you create, we suggest enabling it in the event template you use. This ensures the speaker email settings are automatically applied to all new events created with that template.

How to share magic links and calendar invites with speakers

Step 1: Schedule Speaker Emails

Follow these steps to schedule this email: 

1. Log into Goldcast Studio and open your desired event. 
2. Navigate to Email → Schedule, and click the Edit Schedule button. 
   
    
3. Scroll to the Speaker Emails section. By default, the Speaker Instructions email is turned off. 
4. Turn the toggles ON for the times you want to send the email.  
   
    
5. Click Save. 

Step 2: [Optional] Include a Buffer Time in Speaker Calendar Invites

To ensure a smooth backstage setup, consider inviting speakers to join early. Incorporating a brief buffer in the calendar invite will give them the necessary time to prepare and coordinate with event speakers and other staff before the live event begins. 

Goldcast offers the flexibility to include a buffer of 5, 10, or 15 minutes in the speaker calendar invite. For instance, if the event is set for 10:00 a.m., adding a 15-minute buffer will reserve the speaker's calendar from 9:45 a.m.

Here's how to include the buffer:

1. Log into Goldcast Studio and open your desired event. 
2. Navigate to Email → Schedule, and scroll to the Speaker Emails section.
3. Click on the Speaker Registration email.
4. Confirm if the Calendar Invite toggle is ON. 
5. In the Select Buffer Time dropdown, choose your preferred buffer from 0, 5, 10, or 15 minutes. Note: If you don't select any buffer time, the default buffer is set at 0, and the calendar invite will be scheduled as usual for the event's start time. 
6. Click Save. 

Customizing speaker instructions email

Goldcast allows you to customize the content and look and feel of the Speaker Instructions email to match your branding requirements. 

Method 1: Make changes to the default template

To do so:

1. Click Email → Templates on the left sidebar. 
2. Scroll to the Speaker Instructions Email template and click the Edit button. 
   
    
3. You can use our Email Template Builder to change the existing template. For step-by-step instructions on using the Email Builder, refer to Crafting & Scheduling Emails.

Method 2: Create & use a new template

Alternatively, you can create a new template for the Speaker Instructions email. To do so, navigate to Email → Templates and click the New Template button. You can create a new template using Goldcast's Email Builder or upload an HTML template. 

Once you've created the new template:

1. Click Email → Schedule and scroll to the Speaker Emails section. 
2. Click on the email to which you want to apply the new template. 
3. This will open the Edit Email drawer. 
4. In the Template section, choose your new email template and click Save. 

See here for more information on creating, editing, and using new email templates. 

Resending speaker emails

There might be scenarios where the speaker has lost or accidentally deleted the speaker instructions email. In such cases, you can resend it by following these instructions: 

1. Open your event and use the left navigation bar to go to Program → Speakers. 
2. Select the speaker(s) to whom you want to resend the invite email.
3. Click the Send Email button. 
4. Modify the email subject line if required. 
5. By default, the [Speaker] Instructions Goldcast Template will be chosen. You can also use a custom template—ensure you’ve included the magic link macro #### in your template.
6. Turn on the Include Calendar Invite Email toggle if you want to send a calendar invite. 
7. Click Send. 

Resending calendar invites

Follow these steps to resend only the calendar invite:

1. Open your event and use the left navigation bar to go to Program → Speakers. 
2. Select the speaker(s) you want to resend the invite email to. 
3. Click the Send Email button. 
4. Click the Calendar Invite tab. 
5. Modify the email subject line if required. 
6. Click Send. 

Import an existing speaker email template to another event

There might be scenarios when you want to copy an existing speaker invite email template to another event. Follow these steps to complete this action:

1. Log into Goldcast Studio and open the event containing the email template you want to import. 
2. Click Email → Templates on the left sidebar. 
3. Click Duplicate on the template you want to copy. 
   
    
4. Select Duplicate Inside an Upcoming Event, choose your preferred event, and click Duplicate. 
   
    

The template will now be copied into your chosen event, and you can use it as required. 

Limitations

The speaker calendar invites span the entire event duration, from Event Start Time to End Time. It's currently not possible to create day- or session-level calendar invites for speakers. 

FAQs & Troubleshooting

1. Where can I find the speaker magic link?

Open your event and use the left navigation bar to go to Program → Speakers. The Magic Link column has the magic link for each speaker. Copy the link and share it with your speakers via IM/Slack, as needed. 

2. Will speaker invite + calendar hold be sent by default on event duplication?

No. When duplicating an event, you can select “Send Invites to Duplicated Speakers” to send the invite + calendar holds to duplicated speakers. If you do not select this option, you can turn the speaker invite later by going to Email → Schedule. 

3. Are speaker email settings captured when creating an event template?

Yes. An event's speaker email settings are copied to the template you create from it. 

4. Are calendar invites resent to the speaker when the event's time/date changes?

Yes. If you change the event's date or time, you'll receive a prompt asking if you want to resend calendar invites. The updated calendar invites are sent to speakers and registrants. 

5. Where can I view the analytics for speaker emails?

Open your event, use the left navigation bar and go to Analytics → Emails. In the Email Type dropdown, select SpkInvite to view its metrics.