Understanding Participant Roles and Visibility Settings
Before attendees can join the gallery or request stage access, configure your Audience Participation & Visibility settings.
Hosts & Co-hosts
Can control the session, move people between Audience, Gallery, and Stage, and manage permissions.
Speakers
Participants you wish to have on stage to speak and typically assigned before the event or session.
Attendees
Regular audience members who stay in the Audience by default, but who may join the Gallery (and then the stage), depending on the visibility settings.
Stage Capacity
Each person, presentation, or media source appears as a tile on stage.
Up to 12 people on stage + 1 media source
Up to 20 total participants across Stage and Gallery
Stage Configuration Examples
12 people on stage + 1 media source
9 people on stage + 1 screen share + 11 people in the gallery
10 people on stage + 1 shared video + 10 people in the gallery
How Hosts Invite People
Bringing Speakers On Stage
Speakers can join the Greenroom once a host or co-host has entered it
Only hosts and co-hosts can move speakers to the Stage
Speakers can move themselves back to the Gallery from the Stage at any time, but not back to the Stage
In multi-session events, speakers must be assigned per session
Notes:
Channel teammates are automatically co-hosts
Event-level co-hosts can move between the stage and gallery at any time
📌 Learn more about role assignments and permissions
Bring Attendees On Stage
Hosts and co-hosts can invite attendees to the Gallery, then move them from the Gallery to the Stage.
To invite an attendee:
Within your event, open the Greenroom, and go to the People tab
Hover over the attendee’s name
If you want to invite an attendee to the Gallery BEFORE the event, they must be assigned a role:
Click Invite to greenroom and assign a role
If you want to invite an attendee to the Gallery DURING the event, and keep their role assigned to attendee:
Click Move → Move to Gallery
Once invited:
Their status in the people tab updates to Gallery
When moved to stage, their status in the people tab updates to Stage
📌 Learn more about stage layouts, tile and gallery controls.
Accepting Invitations
When someone is invited to the Gallery or Stage:
They’ll receive a notification prompting them to join
Accepting the invitation automatically moves them to the requested area
If camera and microphone permissions are not enabled, they will be prompted to allow access first
Attendees moved to the Gallery remain off-stage until promoted to the Stage by a host.
Promoting and Demoting Participants
Hosts and co-hosts can move participants between the Audience, Gallery, and Stage during the event.
Common actions include:
Moving attendees from Audience → Gallery
Move Gallery participants → Stage
Moving Stage participants → Gallery
Removing participants back to the Audience
Participant movement options depend on their assigned role and current location in the event.
Stage Moderation Workflow
A common moderation workflow looks like this:
Open the Greenroom and invite participants to the Gallery
Confirm participants are ready - test backstage chat
Host moves participants to the Stage when it’s their turn to speak
Move participants back to the Gallery after they finish
Move participants to audience from the Gallery if needed
This workflow helps hosts manage transitions smoothly during panels, Q&As, and presentations.
Recommended Gallery Access Settings
Choose the Gallery access setting that best matches the level of participation and moderation you want for your event.
Private
Only people invited by the host can join the Gallery or appear on Stage.
Best for:
Large webinars with selected speakers
Panel discussions
Events where only pre-approved participants should appear on camera
Recommendation:
Use this setting when you want complete control over who can join the Gallery or Stage.
Closed
Attendees can raise their hand to request access to the live stage.
Best for:
Q&A sessions
Coaching calls
Community events with audience participation
Interactive presentations
Recommendation:
Use this setting when you want attendees to request permission before joining the Gallery.
Open
Anyone can join the Gallery without approval.
Best for:
Networking events
Casual community hangouts
Collaborative workshops
Group discussions
Recommendation:
Use this setting when you want attendees to freely join and participate without moderator approval.
Note: With Open access enabled, Gallery spots will fill automatically as attendees join.
Common Questions
Why can’t I invite people to the Stage in RTMP mode?
RTMP sessions do not support Gallery or Stage invitations.
Why did someone disappear from the Gallery?
If Gallery access is set to Open, the Gallery may auto-fill when capacity is reached.
Can hosts mute or turn off cameras?
Hosts can mute participants, but participants control their own camera.
Why can’t someone appear on Stage?
Participants must join the Gallery before they can be moved to Stage.
Can participants move themselves between sections?
Participants can move themselves from Stage → Gallery, but only hosts and co-hosts can move people to Stage or Audience.
What happens after the session ends?
Hosts and speakers enter a Post-show space. Attendees do not have access to this space.
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