Congratulations! You’ve been invited to join a Vidcast Studio as a speaker. Follow this guide to set yourself up for a successful recording. If your recording host or event organizer hasn't already invited you to a rehearsal session, ask them for one so you're completely comfortable when it's time to start!
Prepare for the recording
If you're joining the recording from a network secured with a VPN, firewall, or web filter, you may need to add the Studio URLs to your allowlist. We strongly recommend you send the Webex Events domain allowlist article to your IT representative and ask them to add exceptions for all Webex Events Production Studio URLs.
For the best Studio experience, make sure you have the following:
A laptop, desktop computer, or mobile device with a camera and a reliable microphone.
A second monitor is helpful when sharing your screen.
An up-to-date version of one of the following web browsers:
Chrome or Microsoft Edge on your computer or Android device.
Safari for iOS devices.
A strong internet connection so everyone can see and hear you as clearly as possible. An upload speed of 10Mbps or higher is preferred. If possible, connect your computer to your router with an ethernet cable instead of using WiFi.
We recommend wearing earbuds to prevent audio echoes.
Make sure you don’t use VPN during the recording.
Join the recording
When it's time, follow these steps to enter the Vidcast Studio:
The host should provide you with a link before the recording. Open the link in your browser, click the "Allow mic/camera access" button, then follow the instructions in your web browser's pop-up to grant the studio access to your camera and microphone.
Now you're in the "green room"! Before entering the Studio, add a profile image that will display when your camera is off in the Studio.
Turn your camera off.
Click Change image on the profile image placeholder.
Upload your profile image.
Click the Settings (⚙️) button below the video preview and use the tabs to check Video input and Audio input and output, set light mode or dark mode for the Studio's appearance, mirror your video, and edit keyboard shortcuts.
We highly recommend using headphones so you can listen to the other speakers without audio echo in the recording.
If your internet connection is slow, consider setting your video resolution to a lower quality. You can also change this after entering the Studio if necessary. If you're not sure what to do, ask a host.
Enter your full name under Your name.
Check with the host and ask if they have specific instructions on how to format your Tagline, such as including your organization name, job title, or pronouns.
When you're ready, click Enter Studio.
In the Studio
The host is notified when you enter the Studio, though you won't be visible or audible to attendees until the host starts the recording and adds you to the stage. A panel to the right of your speaker card tells you if you're on stage.
Studio functionality for speakers
While the host controls when and how your video feed and shared screen appear in the recording, you can still manage some Studio elements.
You may prefer the streamlined version of the Studio experience called Full-Screen Controls. Learn more in our Vidcast Studio article.
Edit information and leave the stage
On your speaker card, click the three-dot (⋯) icon next to your name and select Edit info to update your name and optional tagline. Click Leave stage to remove yourself from the stage.
Settings
Click the Settings (⚙️) icon on the right side of the Studio to edit the following settings:
Personal information - Update your profile image, name, and optional tagline.
Camera - Select your camera source and resolution, and control mirror settings.
Audio - Select your speaker or microphone source and activate or deactivate echo cancellation and noise suppression settings.
Clicker - Access the QR Code and the URL for the Clicker. Clicker allows you to move between slides from your mobile device for the presentation onstage.
Keyboard shortcuts - Review and edit keyboard commands that let you quickly take actions in the Studio without relying on a mouse, such as muting and unmuting your microphone, turning your camera on or off, navigating to items in the right side menu, and more.
Appearance - Select either dark mode or light mode for the Studio.
Mute video and audio
Click the mic or camera icons below the video panel to mute or unmute them. You can also click the mic icon on your speaker card to mute or unmute yourself.
The producer may also send you a request to unmute your mic. On the prompt that appears, click Unmute Me to unmute yourself.
Upload PDF Presentations
For full explanation on how to add PDF Presentations to the Studio and use the Clicker, navigate to our PDF Presentations and Clicker in Vidcast Studio article.
Share your screen
Click the Share button in the control panel below your speaker card to share your screen. Read the 'Screen sharing tips' prompt, then click the Share Screen button.
📍 Reminder, you can select the 'Don't show these tips again' checkbox to go directly to the screen sharing modal the next time you share your screen.
Depending on your browser, the screen sharing modal that appears may be a little different than the following screenshot. Most browsers provide the same three options to share your whole screen, a specific window, or a specific browser tab.
📍 Reminder, we recommend sharing only the specific window or tab you want to show in the stream unless you need to switch between multiple applications or tab.
If you need viewers to hear your computer's audio, share a specific tab and select the Share tab audio checkbox in the lower left corner of the modal.
📍 Reminder, it's usually best to start your screen share right after you join the Studio — even before the recording starts. This lets the host plan ahead and avoid rushing or awkward silences.
Your screen share appears as a card next to your speaker card, and a panel to the right lets you know whether the host has added your screen share to the stage. When the host adds your screen share to the stage, it displays in the recording preview.
Click the Stop Screen button in the control panel when you're done sharing your screen.
Share your video
Click Share in the control bar, then Share video file, and choose up to five .mp4 or .webm video file from your computer's folders.
Your video share appears as a card next to your speaker card, and a panel to the right lets you know whether the host has added your video share to the stage. When the host adds your video share to the stage, it displays in the recording preview.
To stop sharing a video, click the Stop screen button in the control panel, then the respective X.
Studio Chat
The Studio Chat tab lets you send a chat to hosts and speakers in the Studio. Send messages to everyone in the Studio with the 'Group chat' tab, or use the 'Direct chat' tab to have a one-on-one chat with someone in the Studio. These are great if you have technical questions for the host or ideas to share with other speakers during the recording! You can clear direct chats using the three-dot (⋯) icon on the chat bar.
Leave the Studio
When the recording is done and you're ready to leave the Studio, click the X button in the control panel at the bottom of your screen, or simply close your browser tab.
If you have any questions about your responsibilities during a recording, don't hesitate to contact your host.