Inviting attendees to your webinar

Last updated on July 18, 2022

Table of contents

You can invite attendees to your webinar via Google Calendar, Microsoft Outlook, or by copying and sharing the attendee join link via the webinar dashboard. You can also invite RingCentral Rooms as attendees.

Inviting attendees via Google Calendar

  1. Select Webinar in the left navigation bar.
  2. On the Upcoming tab under My Webinars, select your webinar or click the View or edit webinar details pencil icon.
View or edit webinar details
  1. On the Attendees card, click Google Calendar.
Google Calendar on the Attendees card
  1. If you haven’t signed in to your Google Calendar or haven’t connected it to the RingCentral app, choose the appropriate Google account, or click Use another account on the Sign in with Google page, then click Allow
  2. Click Google Calendar on the Attendees card. This will open the attendee invitation in your Google Calendar.
Webinar event on the Google Calendar
  1. Click the Edit event pencil icon at the top.
Edit event
  1. In the Add guests field under Guests, enter the name(s) or email address(es) of the attendee(s) you’d like to invite.
  2. Configure the Guest permissions. Check the boxes for Modify event, Invite others, and See guest list if you wish to adjust these settings.
Add guests on the Google Calendar invite
  1. Click Save at the top, then select an option in the Would you like to send invitation emails to Google Calendar guests? popup window. The options are Back to editing, Don’t send, and Send.
  2. A popup window will appear if you’ve invited guests from outside your organization. Select Continue editing or Invite all guests.

Inviting attendees via Microsoft Outlook

  1. Select Webinar in the left navigation bar.
  2. On the Upcoming tab under My Webinars, hover over the name of the scheduled webinar and click the View or edit webinar details pencil icon.
  3. On the Attendees card, click Microsoft Outlook.
Microsoft Outlook on the Attendees card
  1. If you haven’t signed in to your Microsoft Outlook account or haven’t connected it to the RingCentral app, select an account or sign in to your Microsoft account, then click Accept.
  2. Click Microsoft Outlook on the Attendees card. This will open the attendee invitation in your Microsoft Outlook Calendar.
  3. Click Edit at the top left.
Edit the webinar event
  1. In the Invite attendees field, enter the name(s) or email address(es) of the attendee(s) you’d like to invite and select their name(s) from the list.
  2. Click Send at the upper left.
Send invite

Inviting Rooms as attendees

To invite a Room in RingCental Rooms to join a webinar as an attendee, you can use Google Calendar or Microsoft Outlook to send the webinar invitation to the email address of the relevant Room.
Invite room in Microsoft Outlook
You can also copy the attendee join link, paste it into the “location” field of the invitation, and add the room’s email as one of the recipients. Click the Copy attendee join link icon at the top right of the Attendees card.
Copy attendee join link
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