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Help Center›Hosting & Studio Controls›Managing & Sharing Recordings
Hosting & Studio Controls

Managing & Sharing Recordings

All Plans
3 min read Updated May 2026 ✓ Beginner

Once your session ends, your recordings are saved automatically in your Admin Portal. This guide walks you through finding, playing back, sharing, and managing your recording library.

STEP-BY-STEP
1
Access Your Recordings
After a session ends, navigate to Recordings in your Admin Portal sidebar to view all recorded sessions.
Recordings tab in the R-Link Studio Admin Panel — showing recording cards with Play, Download, Details, Rename, Move and Delete options
Details
Admin Portal
Log in at studio.r-link.com and click Recordings in the left navigation.
Recording cards
Each session appears as a card with tags: Video, Chat, or Notes — depending on what was captured.
Stats bar
The top of the Recordings page shows your total recordings count, total duration, and storage used.
2
Play Back a Recording
Click any recording card to open the playback view. Video recordings play directly in the browser.
Recording playback view — video player with layout options, transcript panel, chat, and downloadable file list
Details
Video playback
Click the recording thumbnail to open the video player. Use the controls to play, pause, and seek.
Chat transcript
If a Chat export was captured, it appears alongside the video for reference.
AI Notes
If AI Notes was active during the session, the transcript and summary are available in the recording view.
3
Share a Recording
Open the recording and click the Share button at the top right to access your share link and share settings.
Share Recording modal — share link, toggle settings, and New Share Link option
Details
Copy link
Generates a direct URL to the recording. Anyone with the link can view based on your share settings.
Share via email
Send the recording link directly from the portal to one or more email addresses.
Expiry
Optionally set a link expiry date so access is automatically revoked after a set period.
4
Share Settings & Permissions
Control who can access your shared recordings and what they can do with them.
Share Recording modal — share link, toggle settings, and New Share Link option
Share Settings
Public Link
Toggle on so anyone with the link can view without logging in.
Require Login
Toggle on to restrict access to logged-in users only.
Allow Download
Toggle on to let viewers download the video file.
Allow Export
Toggle on to let viewers export notes and the transcript.
Show AI Notes
Toggle on to include the AI-generated summary, action items, and key questions.
Show Chat
Toggle on to include the meeting chat messages with the recording.
Set Expiration Date
Toggle on to set a date after which the recording link will no longer be accessible.
+ New Share Link
Create additional share links with different settings — useful for giving different audiences different levels of access.
5
Download or Delete a Recording
Download recordings for offline storage or remove sessions you no longer need from your library.
Recording card showing Play, Download, Details, Rename, Move and Delete action buttons
Details
Download
Click the download icon on a recording card to save the video file locally.
Delete
Click the trash icon to permanently remove a recording. This action cannot be undone.
Folders
Use New Folder to organise recordings by event, date, or team.

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Help Center› Hosting & Studio Controls› The Studio Interface
Hosting & Studio Controls

The Studio Interface

All Plans Business — AI Notes, All Elements
5 min read
Updated April 2026
✓ Beginner

Once you click Start Meeting, you're live inside R-Link Studio. This article walks you through every part of the studio interface — so you know exactly what each area does before your first session.

📌
Basic vs Business — What's Different in the Studio
Both plans give you access to the full studio interface. However, some features within each area are plan-specific:

Top Navigation Bar — AI Notes (Notetaker + Translation) is available on Business Plan only.

Left Panel (Elements) — Basic includes Slides, Video, and Audio. Business unlocks all Elements: Links, Banners, Polls, Website Overlays, Prompter, and more.

Meeting Control Bar — Core controls are available on all plans. Some advanced options may be Business only.

Not sure which plan you're on? See Understanding Your Plan.
Overview
1
Studio Areas
The R-Link Studio interface is built around five main areas. Each is covered in detail in the steps below.

↑ The R-Link Studio interface — Stage, Top Navigation Bar, Meeting Control Bar, Left Panel, Right Panel

Details
Stage
The large video area in the centre where participant videos and shared content appear.
Top Navigation Bar
Runs across the top — Rewards, Record, AI Notes, and your profile avatar.
Meeting Control Bar
Runs along the bottom — microphone, camera, screen share, and session controls.
Left Panel
Studio Controls — Views and Elements for managing stage layout and visual assets.
Right Panel
Chat, Attendees, Reactions, Branding, and Tools tabs.
2
The Meeting Control Bar
The Meeting Control Bar runs along the bottom of the studio throughout your session. Use the reference below to identify each control.

↑ The Meeting Control Bar — Business Plan view. Basic Plan may show fewer options.

The Meeting Control Bar — all controls along the bottom of the studio
Meeting Control Bar — Overview
🎙️ 📹 🔊 Audio & Video
Mute/unmute your mic, toggle your camera, and select your audio output device.
🖥️ Screen Share
Share your entire screen, a specific app window, or a browser tab with attendees.
😊 ♡ Reactions
Send emoji reactions and engagement signals during the session.
⊞ 👤 👥 Session
Switch layouts, invite participants, and manage Breakout Rooms.
CC 📄 ⚙️ Tools
Enable Closed Captions, access notes, and adjust session settings.
🚪 Leave / End
Leave the session or end it for all participants.
For a full icon-by-icon breakdown, see Using the Meeting Controls →
3
The Top Navigation Bar
The top bar runs across the top of the studio. Use the reference below to see what each control does.
Top Navigation Bar

↑ The Top Navigation Bar — Rewards, Record, AI Notes, and your profile

Top Navigation Bar — Icon Reference
Rewards
Displays your current R-Link token balance in real time.
Record
Start or stop recording your session. A red indicator shows when recording is active.
AI Notes Business Plan
Toggle the AI Notetaker on or off. Captures Smart Summary, Action Items, Decisions, and Insights.
Profile Avatar
Access your account settings from within the active session.
4
The Left Panel — Studio Controls
Click Studio Controls on the left to expand the panel. Use the reference below to see what each section does.
Left Panel — Studio Controls

↑ The Left Panel — Studio Controls showing Views and Elements

Left Panel — Studio Controls Reference
Collapse / Expand
Click the toggle to collapse the panel and give your stage more space.
Views
Switch between stage layouts — Grid View, Spotlight, Speaker View, and more.
Elements (Basic)
Access Slides, Video, and Audio elements from your library.
Elements Business Plan
Unlocks all Elements — Links, Banners, Polls, Overlays, Prompter, and more.
Shared Libraries
Access element libraries shared with your account by other team members.
5
The Right Panel
The Right Panel gives you access to communication, engagement, and session tools. Click any tab at the bottom to switch views.
Right Panel

↑ The Right Panel — Chat open, with Attendees, Reactions, Branding and Tools tabs at the bottom

Right Panel — Tab Reference
Chat
Send and receive messages. Includes AI Assistant and group chat options.
Attendees
View and manage everyone — admit, mute, spotlight, or remove participants.
Reactions
See live emoji reactions from participants in real time.
Branding Business Plan
Customise session appearance — Banner Styles, Colors, Background, Media, QR.
Tools
Enable Whiteboard, AI Translations (Business), AI Notetaker (Business), and Breakout Rooms.

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Getting Started
Help Center› Hosting & Studio Controls› Using the Meeting Controls
Hosting & Studio Controls

Using the Meeting Controls

All Plans Business — AI Notes
4 min read
Updated April 2026
✓ Beginner

The Meeting Control Bar runs along the bottom of the studio throughout your session. This article walks through every control — what it does, when to use it, and where to go for more detail.

Overview
Meeting Control Bar

↑ The Meeting Control Bar — Business Plan view

The Meeting Control Bar — all controls along the bottom of the studio
Control
Deep Dive
🎙️
Microphone
Mute and unmute yourself. Click ^ to select your microphone device.
—
🔊
Speaker Output
Click ^ to select your audio output device.
—
📹
Camera
Turn your video on or off. Click ^ to select your camera device.
—
🖥️
Screen Share
Share your screen, an app window, or a browser tab.
😊
Reactions
Send emoji reactions visible to all participants.
—
👤
Invite
Copy your room link to share with participants.
—
👥
Participants
Open the attendee list — admit, mute, spotlight, or remove.
🚪
Breakout Rooms
Split participants into smaller groups mid-session.
💬
Chat
Open the chat panel from the Right Panel — not the control bar.
CC
Closed Captions
Toggle live captions on or off for participants.
—
⚙️
Settings
Access in-session settings and configuration options.
—
🔴
Leave / End Meeting
Exit the session or end it for all participants. Red button — bottom right.
—
💡
Tip
The controls with an ^ arrow next to them have a device selector — click the caret to switch between your connected microphones, speakers, or cameras without leaving the session.

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The Studio Interface
Help Center›Hosting & Studio Controls›Break Out Rooms
Hosting & Studio Controls

Break Out Rooms

All PlansBusiness — Multiple Rooms
4 min read
Updated April 2026
✓ Intermediate

Break Out Rooms let you split participants into smaller, separate groups during a live session — perfect for workshops, group activities, or team discussions.

📌
Basic vs Business
Basic Plan includes 1 Breakout Room. Business Plan unlocks multiple rooms simultaneously.
Step-by-Step
1
Open Break Out Rooms
Open the Right Panel, click the Tools tab, toggle Breakout Rooms on, then click Manage Rooms.
Opening Breakout Rooms

↑ Tools panel — toggle Breakout Rooms on, then click Manage Rooms

Details
Right Panel
Click the wrench icon at the bottom right of the studio to open the Tools tab.
Breakout Rooms toggle
Toggle on to activate. An + Add Room button and Manage Rooms button will appear.
Manage Rooms
Opens the full Breakout Rooms modal with Setup, Manage, and Settings tabs.
2
Set Up Your Rooms
In the Setup tab, create your rooms, name them, and assign participants before opening.
Breakout Rooms Setup tab

↑ Setup tab — create and name rooms, assign participants, then click Open Rooms

Details
+ Add Room
Creates a new breakout room. Click the room name to rename it.
Drag participants
Drag unassigned participants from the left column into any room.
Auto-assign
Distributes participants evenly across all rooms automatically.
Clear All
Removes all room assignments so you can start over.
Open Rooms
Launches all rooms. Participants receive a prompt to join their assigned room.
💡
Tip
Use Auto-assign when you have a large group and room assignments don't need to be specific.
3
Manage Active Rooms
Once rooms are open, the modal switches to the Manage tab — monitor rooms, join them, broadcast messages, and respond to requests.
Breakout Rooms Manage tab

↑ Manage tab — Active Rooms with timers, Broadcast Message, and Help Requests

Details
Active Rooms
Shows each room with a participant count, live timer countdown, and a Join Room button.
Timer
Set or adjust the remaining time per room using the dropdown (e.g. 15 min).
Broadcast Message
Type a message, select All Rooms or specific rooms, then click Send to All.
Help Requests
Participants unassigned to a room can request to be assigned from here. Click Join to bring them in.
End All Rooms
Red button — closes all rooms and returns everyone to the main session.
4
Adjust Settings
Click the Settings tab to configure timing and end notifications for your breakout session.
Breakout Rooms Settings tab

↑ Settings tab — Session Timer, Individual room timers, Auto-close, and End Notification

Details
Session Timer
Toggle on to set a time limit. Drag the slider to set the default duration (default: 15 minutes).
Individual room timers
Toggle on to set different time limits per room instead of a shared duration.
Auto-close when timer ends
Rooms close automatically and participants return to the main session when time is up.
End Notification
Notifies participants before the session ends. Set the lead time using the dropdown (e.g. 1 minute before).
5
End All Rooms
Click the red End All Rooms button in the Manage or Settings tab to close all rooms and bring everyone back to the main session.
⚠️
Heads up
End All Rooms immediately closes every room. Make sure groups have wrapped up before ending.

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Help Center›Hosting & Studio Controls›Managing Your Attendees
Hosting & Studio Controls

Managing Your Attendees

All Plans
3 min read
Updated April 2026
✓ Beginner

Manage all participants in your session — admit from the Waiting Room, mute, spotlight, or remove.

Step-by-Step
1
Open the Attendees Panel
During a live session, click the Attendees tab in the Right Panel to view everyone in the room.
Open the Attendees Panel — Attendees tab showing Hosts & Co-Hosts and participant list
Details
Right Panel
Click the people icon in the right panel tab bar to open the Attendees view.
Participant list
Shows all connected participants including their name and connection status.
Waiting Room
If Waiting Room is enabled, pending participants appear here first for you to admit or deny.
2
Admit or Deny from Waiting Room
If you have the Waiting Room enabled, participants will appear here before entering the session.
Waiting Room — Admit All, Deny All, and per-participant admit/deny controls
Details — Waiting Room Controls
⚙️ Before your session: The Waiting Room must be turned on in your Room Settings before it will hold participants. You can configure this from your dashboard before going live.
Bulk Controls
Admit All
Green button — admits every participant currently waiting at once.
Deny All
Red button — removes every participant currently waiting without admitting them.
Per-Participant Controls
Chat icon (💬)
Opens a private chat with that individual while they wait. Both the host and the waiting participant can message each other — useful for a quick check-in before admitting.
✓ (green check)
Admits this individual participant into the main session.
✗ (red ×)
Denies this individual participant and removes them from the Waiting Room.
⚙ Gear Icon — Waiting Room Settings
Enable Waiting Room
Toggle on/off. When enabled, participants must wait for a host to admit them. Can also be configured in Room Settings before the session starts.
Auto-admit registered users
Toggle on/off. Registered attendees skip the Waiting Room and join automatically.
Custom Welcome Message Business Plan
Text shown to participants while they wait (up to 200 characters). Use this to set expectations or greet attendees.
3
Manage Individual Participants
Hover over any participant in the list to reveal management options.
Participant options menu — Request to unmute, Make Presenter, Spotlight, Shadow ban, Make Co-Host, Remove from meeting
Details — ⋮ Menu options
Request to unmute
Sends the participant a prompt asking them to unmute their microphone.
Request to enable camera
Sends the participant a prompt asking them to turn on their camera.
Adjust volume
Drag the slider to raise or lower the volume of this participant for everyone (default 100%).
Make Presenter
Grants this participant presenter-level access to share their screen and use Elements.
Spotlight
Pins the participant to the main stage so everyone sees them prominently.
Shadow ban
Silently removes the participant's visibility from other attendees without notifying them.
Make Co-Host
Elevates this participant to Co-Host, giving them host-level controls for the session.
Assign Category
Tags the participant with a category label (e.g. VIP, Speaker) for organisational purposes.
Remove from meeting
Removes the participant from the session. They will need the room link to re-join.

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Help Center›Hosting & Studio Controls›Managing Chats
Hosting & Studio Controls

Managing Chats

All Plans
3 min read
Updated April 2026
✓ Beginner

Use the Chat panel to communicate with participants, create group chats, and export the conversation.

Step-by-Step
1
Open the Chat Panel
Click the Chat tab in the Right Panel to open the chat during a live session.
Chat panel open — showing group messages and participant list
Details
Everyone
The default chat group — messages are visible to all participants.
New chat
Create a private group chat with specific participants.
AI Assistant
Ask questions or get help from the AI directly within the chat panel.
2
Send a Message
Type your message in the Type a message... field at the bottom of the panel and press send.
Chat input area — message box with emoji, attachment, and image options
Details
Emoji
Click the emoji icon to add reactions or emoji to your message.
Attachment
Click the paperclip icon to attach a file to the chat.
Image
Click the image icon to send an image directly in the chat.
3
Export Chat
After the session, export the chat log for your records.
Export chat option — Export button highlighted in the Chat panel toolbar
Details
Export
Click the Export button at the top of the chat panel to download the full chat log.

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Help Center›Hosting & Studio Controls›Screen Sharing & Presentations
Hosting & Studio Controls

Screen Sharing & Presentations

All Plans
3 min read
Updated April 2026
✓ Beginner

Share your screen, broadcast system audio, and stop sharing when done.

Step-by-Step
1
Start Screen Sharing
Click the Screen Share icon in the Meeting Control Bar to begin sharing.

Option 1 — Meeting Control Bar

Start Screen Sharing — Share Options dropdown from the Meeting Control Bar

Option 2 — Top Navigation Bar

Start Screen Sharing — Share button in the Top Navigation Bar and browser share dialog
Details
Entire Screen
Shares your full desktop — everything visible on your monitor.
Application Window
Shares only a specific open application without showing the rest of your screen.
Browser Tab
Shares a single browser tab. Best for presenting websites or web-based content.
2
Share System Audio
Share System Audio — Also share tab audio toggle highlighted in browser share dialog
Details
+ Add Element
Click in the Left Panel to upload a new presentation file.
Supported formats
PDF, PPT, PPTX. Files are converted to slides automatically.
Add to Stage
Click on any element to push it live onto the stage for all participants to see.
Remove from Stage
Click the element again or use the stage controls to remove it.
3
Stop Sharing
Click the Stop Presenting button at the bottom of the video screen to end your screen share. The floating Stop Sharing bar — visible only to the Host and Co-Host — will also stop the current screen share.
Stop Sharing — Stop Presenting button and Stop sharing bar shown during an active screen share
Details
Screen Share icon
When active, the icon appears highlighted. Click it to stop the share immediately.
Elements
To remove a shared element from the stage, click it in the Elements panel to deactivate it.

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Help Center›Hosting & Studio Controls›Recording Your Meeting
Hosting & Studio Controls

Recording Your Meeting

All Plans
4 min read
Updated April 2026
✓ Beginner

Record your session and access the recording in your Admin Portal after the call.

Step-by-Step
1
Start Recording
Click the Record button in the Top Navigation Bar to start recording your session.
Record button in the Top Navigation Bar — highlighted with green arrow
Details
Record button
Located in the Top Navigation Bar. A red indicator will appear when recording is active.
Who is recorded
The full studio session is recorded — stage video, audio, and shared elements.
Notification
Participants are notified when a recording starts.
2
Recording Started
Once recording begins, a red recording indicator and live timer appear in the Top Navigation Bar confirming the session is being captured.
Recording Started — red recording indicator and live timer shown in the Top Navigation Bar
3
Pause or Stop Recording
Click the Record button in the Top Navigation Bar to Pause or Stop the recording. Pausing lets you resume later; stopping saves the recording automatically.
Pause or Stop Recording — Stop and Pause buttons highlighted in the Top Navigation Bar
Details
Stop
Click the active Record button to stop. Processing begins immediately.
Processing time
Recordings may take a few minutes to process after the session ends.
4
Access Your Recordings
Find all your recordings in the Admin Portal under the Recordings section.
Access Your Recordings — Recordings section in the Admin Panel showing recorded sessions
Details
Admin Portal
Log in at studio.r-link.com and navigate to the Recordings section.
Download
Click the download icon next to any recording to save it locally.
Share
Copy the recording link to share with participants who missed the session.
Delete
Remove recordings you no longer need from your library.

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