You have your Speakers booked in and your session scheduled. Now you're wondering how to get the ball rolling on the big day and what the Speaker flow will look like.
This really depends on the type of session you have configured. Check out the steps for native webinar integrations, custom streams, and pre-recorded content below.
Top tip: We always recommend doing a dry run on a test event of each type of video integration you're using, so you know exactly how it will work for the real thing for Speakers, Hosts, and Attendees.
Native Webinar Integration
If you've configured your video settings to use one of our native integrations (Video Settings > Live Sessions), e.g., Zoom Webinar, BigMarker, LiveWebinar, GoToWebinar, Remo, the Host (the person that owns or can log into the webinar account) would start the session. Once they have, the Speaker can join.
So how do they join? Speakers are sent reminder emails via HeySummit for their webinar session if you have this email set to be active (which it is by default, but you can check under Event Setup > Email Templates > Speaker Emails). These emails will include their own personalized join link.
Once they click this link, they'll be taken to the webinar session in the relevant provider and should have panelist/presenter privileges (i.e., be able to share video/audio, use Q&A, etc. If you want to edit what features the Speaker will have access to, this can be done in your webinar provider's settings.
Speakers can also find the link to join their session via their Speaker Dashboard. Once you've sent their login details email to create their Speaker account, they can access this dashboard. If your Speaker is looking for help with setting up and using their dashboard, check this help doc out.
If you have configured your video settings to connect the session to one of our native webinar integrations, the link to join their session will appear next to the session record on their dashboard under My Talks. This will be labeled '(Webinar Link)' until 5 minutes before the session starts, when it will change to '[LIVE: Join Webinar Now].'
If you configured the session using YouTube Live, Vimeo Live, or a Custom URL, the Speakers wouldn't receive reminder emails with join links from HeySummit, and it also won't appear on their Speaker Dashboard.
Because Custom Streams are set up manually and don't automatically create and sync the details you fill in on your HeySummit settings with your video streaming provider as we do with native webinar integration, you will have to add your speakers to the session record in your video streaming provider. Once you've done that, their join links will be created there, and you can share them with your speakers. This will have to be done external to HeySummit. The provider may have an invitation feature, or you could copy and paste the link into an email to the relevant Speaker in your own email service provider.
If you've configured a session to use Pre-Recorded content on HeySummit, Speakers won't need to join a live feed. However, they can watch the session as it plays and reply to comments attendees might leave or talk in the live chat if you have these features enabled. Looking for tips on how to moderate the live chat? Check out this help doc.
To navigate to their session, Speakers can head to their Speaker Dashboard (once you've sent their login details email) and click the '(Preview Talk Page)' link if the session has yet to start, or '(View Recording)' if it has already started.
Want to know how Speakers can watch sessions that they're not presenting themselves? Check out this help doc on giving Attendee access to Speakers.