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Like speakers and attendees, producers and coordinators require a unique magic link to access their sessions in your Goldcast event. In this article, you can find instructions on using the default [Staff] Instructions Email template to send magic links and calendar invites to event staff.

Staff Instructions Email

Goldcast provides a default Staff Instructions Email template that you can schedule to send to event producers and coordinators. This email contains the staff's unique magic link and calendar invite. 

By default, the email sent when adding a new staff member to the event includes the calendar invite. 

How to share magic links and calendar invites with event staff

Step 1: Schedule Staff Emails

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 Staff Emails section. 
   
    
4. Turn the toggles ON for the times you want to send the email.   
5. You can schedule these emails to be automatically sent at:
   • Whenever you add a new staff member to the event
   • 24 hours before the event starts
   • One hour before the event starts
6. Click Save. 

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

Consider inviting producers and coordinators to join early. Incorporating a brief buffer in the calendar invite will give them 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 staff calendar invite. For instance, if the event is set for 10:00 a.m., adding a 15-minute buffer will reserve the staff'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 Staff Emails section.
3. Click on the Staff 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 staff instructions email

Goldcast allows you to customize the content and look and feel of the Staff 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 Staff 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 Staff 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 Staff 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 staff emails

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

1. Open your event and use the left navigation bar to open Program → Staff. 
2. Select the staff(s) you want to resend the invite email to.
3. Click the Send Email button. 
4. Modify the email subject line if required. 
5. By default, the [Staff] 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 open Program → Staff. 
2. Select the staff(s) you want to resend the invite email to. 
3. Click the Send Email button. 
4. Click the Calendar Invite tab. 
5. [Optional] Modify the email subject line.
6. [Optional] Include a calendar buffer of 5, 10, or 15 minutes. 
7. Click Send. 

Import an existing staff instructions email template to another event

There might be scenarios when you want to copy an existing staff 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

Staff calendar invites span the entire event duration, from Event Start Time to End Time. You cannot create day- or session-level calendar invites for staff. 

FAQs & Troubleshooting

1. Where can I find the staff magic link?

Open your event and use the left navigation bar to go to Program → Staff. The Magic Link column has the magic link for each staff. Copy the link and share it with your staff via IM/Slack. 

2. How do I send staff emails + calendar invites on event duplication?

When duplicating an event, you can select “Send Invites to Duplicated Staff” to send the invite + calendar holds to duplicated staff. 

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

Yes. The staff email settings are captured in event templates.  

4. When the event's time/date changes, are calendar invites resent to staff?

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 event registrants, speakers, and staff.