Introduction

Hosting a virtual event or webinar with multiple speakers can present significant challenges. A misclick or accidental share can disrupt the flow of the session. Assigning speaker permissions is an effective way to minimize these risks. 

By assigning speaker permissions, you control access to essential stage features—like sharing slides, videos, polls, and managing Q&A sessions—thus preventing unwanted interruptions. This approach reduces the chances of unexpected screen shares, presentation mix-ups, or mistakingly pressing the wrong buttons. Moreover, it enables speakers to focus entirely on delivering their presentations without the anxiety of navigating the various tools in the event space.

In this article, we explain how to assign speaker permissions in Studio, thereby giving them specific controls in the event space. 

Types of speaker permissions

You can assign ONE of the following permission sets for each speaker:

#1: Stage access

Go on stage & view Q&A.

This permission set allows speakers to use the backstage area, go on stage, leave the stage, and view Q&A. 

Ideal for Senior leaders and new speakers who prefer a straightforward experience without any added functionalities. 

#2: Share access

Go on stage, answer Q&A, and share slides and screen.

Share Access includes all the permissions granted in Stage Access with additional presentation capabilities. Speakers with this permission set can share slides and computer screens on stage. Furthermore, they can engage with the audience by responding to Q&A through text-based answers.

Ideal for: Speakers who want to deliver their content using visual aids, such as slideshows, or those who wish to conduct in-depth explanations or demonstrations through screen sharing. It is also a good choice for expert speakers who want to respond to audience questions during the event.

#3: Full access

All event production controls, including moderation settings.

Speakers with Full Access can utilize various interactive tools to enhance the audience experience. They can share multimedia elements such as videos and images (logos) and facilitate audience engagement through polls and Q&A. Additionally, speakers can streamline the chat experience by moving relevant chat messages into the Q&A tab.

Ideal for: Best suited for speakers who engage actively with the event's run-of-show, playing a hands-on role throughout the session. 

Speaker permissions: Quick comparison

Set default permission

By default, speaker permission is set to Share Access for all speakers unless you manually change it. To change the default settings:

For Webinars

1. Log into Goldcast Studio and use the Events tab to open your preferred webinar. 
2. From the webinar dashboard, click the Settings button in the Speakers tab. 
    
3. In the Default Speaker Permissions section, use the dropdown menu to select your preferred access. You can choose Stage, Share, or Full Access. 
4. If you want to apply the default permission to all existing speakers in the event, make sure to select the Apply to all Existing Speakers checkbox. 
5. Click Save.

 

 

For Events

1. Log into Goldcast Studio and use the Events tab to open your preferred event. 
2. From the event dashboard, click Program → Speakers on the left side menu. 
3. From the Speakers tab, click the Settings button. 
    
4. In the Default Speaker Permissions section, use the dropdown menu to select your preferred access. You can choose Stage, Share, or Full Access. 
5. If you want to apply the default permission to all existing speakers in the event, make sure to select the Apply to all Existing Speakers checkbox. 
6. Click Save.

 

 

How to assign speaker permissions

For Webinars

1. Log into Goldcast Studio, and use the Events tab to open your preferred webinar.
2. From the webinar dashboard, click the +New Speaker button. 
    
3. Enter the speaker details: email, first and last name, profile picture, title, organization, company, description, etc. 
4. In the Speaker Permissions dropdown, choose your preferred access: Stage, Share or Full Access. 
5. Click Create. 

 

 

 

For Events

1. Log into Goldcast Studio, and use the Events tab to open your preferred event. 
2. From the event dashboard, navigate to Program → Speakers using the left sidetab. 
3. Click the New Speaker button on the top right.
4. Enter the speaker details: email, first and last name, profile picture, title, organization, company, description, etc. 
5. In the Speaker Permissions dropdown, choose your preferred access: Stage, Share or Full Access. 
6. Click Create. 

 

 

 

How to change speaker permissions

For Webinars

Follow these steps to modify the role of an existing speaker in your event:

1. Log into Goldcast Studio, and use the Events tab to open your preferred webinar.
2. From the webinar dashboard, hover over the speaker you want to change the role for. 
3. Click the Edit button. 
   
    
4. In the Edit Speaker drawer, scroll to the Add Speaker to Session section. 
5. Use the dropdown to change the speaker role. 
6. Click Save. 

 

 

 

For Events

Follow these steps to modify the role of an existing speaker in your event:

1. Log into Goldcast Studio, and use the Events tab to open your preferred event. 
2. From the event dashboard, navigate to Program → Speakers using the left sidetab. 
3. Click the speaker you want to change the role. 
4. In the Edit Speaker drawer, scroll to the Select Session section. 
5. Use the dropdowns to change the roles for the speaker in each session. 
6. Click Save. 

 

 

Best practices

• Select the most suitable permission set for each speaker based on their expertise, their duties in the session, and the run-of-show.
• Before the event, communicate the permissions assigned to each speaker. This proactive approach ensures that all speakers understand their capabilities and limitations within the event space, fostering a more organized and effective environment for everyone involved.

FAQs

1: Will speaker permissions be captured in event templates?

No. Speaker permissions are not available at the template level. 

2: Are speaker permissions captured while duplicating an event?

Yes. 

3: Can speakers have different permissions for different sessions?

No. Speakers can have only a single set of permissions across all to sessions they have been added as Speakers to. For the sessions they have not been added to, they will attend the event as an attendee. 

4: How can I know the permission assigned to a speaker?

For Webinars

Look out for the permission tag mentioned next to each speaker. 

 

 

For Events

The permission you have assigned to each speaker is mentioned in the table in Program → Speakers tab.