Scheduling & Managing Your Webinars
Scheduling Your Webinar
Webinars in R-Link Studio are a Business Plan feature. The Create Webinar wizard walks you through four steps — Webinar Details, Event Landing Page, Email Settings, and Review & Publish. You can schedule multiple webinars on the same day, but only one at a time per slot — overlapping webinars are not supported. This article covers every field so you know exactly what to fill in.
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Business Plan Required
Webinars are only available on the Business Plan. If you don't see Webinars in your Admin Portal, upgrade your plan to unlock this feature.
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Recurring Webinars — Coming Soon
The ability to schedule recurring webinars is currently in development. Stay tuned for updates!
Step-by-Step
1
Open the Create Webinar Wizard
From your Admin Portal, click Webinars in the left nav, then click + Create Webinar.
↑ Step 1 of 4 — Webinar Details. Start with the AI Assistant, then fill in your title, internal name, and description.
2
Set Date, Time & Duration
Scroll down in Webinar Details to set when the webinar runs and configure auto-recording.
↑ Set host, date, time, duration, timezone, and auto-record.
3
Stage Control & Attendee Options
Still in Webinar Details — configure who can access the stage and what attendees can see and do.
↑ Stage Control — manage presenter and co-host access
↑ Attendee Options — control attendee visibility and interaction
4
Customizations & Live Streaming
Optionally add a custom background, countdown timer, or simulcast your webinar to YouTube or Facebook.
↑ Enable a branded background, countdown timer, or RTMP simulcast.
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Tip
Click Save Draft before moving to the next step — your Webinar Details settings will be preserved.
5
Event Landing Page
Click Next to advance to Step 2 — choose your landing page type and configure registration settings.
↑ Step 2 of 4 — choose your page type, upload a Hero Image, and preview your registration page.
6
Registration Settings
Scroll down in Event Landing Page to control who can register and what information you collect.
↑ Set required fields, optional fields, replay access, passcode, and approval mode.
7
Email Settings
Click Next to advance to Step 3 — configure automated emails for registrants.
↑ Sender settings and Confirmation Email
↑ 24-Hour, 1-Hour Reminders and Replay Email
8
Review & Publish
Click Next to reach Step 4 — review all settings, then save as draft or publish your webinar.
↑ Step 4 of 4 — review Webinar Details, Event Landing Page, and Email Settings before going live.
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Before you publish
Double-check your date, time, and timezone — changes after registrants have signed up require manual notification. Also verify your email sender settings.
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Scheduling & Managing Your Webinars
Event Landing Page
Your Event Landing Page is what registrants see when they receive your webinar link. This article covers how to set it up — including the hero image, registration settings, and form fields — and how to get your webinar URL after publishing. The flow differs depending on whether registration is required or not.
Step-by-Step
1
Set Up Your Event Landing Page
In Step 2 of the Create Webinar wizard, choose your landing page source and optionally upload a hero image.
↑ Step 2 of 4 — Event Landing Page source options and hero image upload.
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Hero image tip
You can add a hero image regardless of whether registration is required. It will show at the top of your landing page in both cases.
PATH A — Registration Required
2A
Enable Registration & Configure Form Fields
Scroll down in Event Landing Page to turn on registration and set up your form. When registration is required, the form will be visible on the landing page.
↑ Enable Registration Required, configure form fields, set replay access, passcode, and approval mode.
3A
Set Approval Mode
Choose how registrations are processed — automatically or with manual review.
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Tip
Use Manual Approval combined with a 4-digit passcode for maximum control over who attends a private webinar.
PATH B — No Registration Required
2B
Open Access — No Registration Form
If you don't need to collect registrant information, toggle registration off. The landing page will show your webinar details only — no form.
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No registration — no email reminders
If registration is off, R-Link has no email addresses to send reminders or confirmation emails to. Make sure attendees save the join link themselves.
FINAL STEP — Both Paths
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Publish Your Webinar & Share Your URL
Once you complete all wizard steps and click Publish Webinar, your event URL is generated and ready to share.
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Tip
After publishing, test your landing page by opening the URL in a private/incognito browser window to see exactly what your registrants will see.
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Scheduling & Managing Your Webinars
Email Confirmation & Reminders
R-Link Studio can automatically send emails to your registrants — but only when two conditions are met in your webinar settings: Confirmation Email is toggled on (in Email Settings) and Registration Required is enabled (in Registration Settings). This article covers how each email works, how approval mode affects when confirmation is sent, and how to configure reminders.
Step-by-Step
1
Confirmation Email Settings
Configure your confirmation email in Step 3 — Email Settings of the Create Webinar wizard.
↑ Confirmation Email toggle and Additional Message field in Email Settings.
2
Auto-Approve — Confirmation Sent Immediately
If your registration is set to Auto-Approve Registrations, the confirmation email is sent to the registrant as soon as they submit the form.
↑ Approval Mode set to Auto-Approve — registrants receive confirmation immediately.
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Tip
Use Auto-Approve for open or public webinars where you want to maximise registrations without any manual steps.
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Manual Approval — You Control When Confirmation is Sent
If your registration is set to Manual Approval, registrants are held as Pending until you approve them. The confirmation email is only sent after you approve.
↑ Pending registrant awaiting manual approval — confirmation email is not sent until you click Approve.
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Heads up
Registrants in Pending status cannot join the webinar. Make sure to review and approve them before the session starts.
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What the Confirmation Email Looks Like
Once approved (automatically or manually), registrants receive a confirmation email with everything they need to join.
↑ Confirmation email showing webinar name, date, time, access link, and calendar reminder prompt.
5
Reminder Emails
Toggle on automated reminder emails in Step 3 — Email Settings to notify registrants before the webinar starts.
↑ 24-Hour Reminder and 1-Hour Reminder toggles — both on by default. Add an optional additional message.
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Tip
Both reminders are on by default. We recommend keeping them both enabled — reminders significantly reduce no-shows.
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Scheduling & Managing Your Webinars
Managing Your Registrants
The Manage Registrants panel gives you a full view of everyone who has signed up for your webinar. From here you can view registrant details, approve or reject pending registrations, resend confirmation emails, and export your registrant list.
Step-by-Step
1
Open Manage Registrants
From the Webinars section in your Admin Portal, click Manage Registrants on any scheduled or past webinar.
↑ Webinars tab showing scheduled webinars. Click Manage Registrants to open the registrant panel.
2
View Your Registrant List
The Manage Registrants modal shows all registrants with their name, email, registration date, and approval status.
↑ Registrant Details popup — click the eye icon to view an individual registrant's full details
3
View Full Registrant Details
Click the eye icon next to any registrant to see their full registration details.
↑ Click the eye icon (👁) next to any registrant to open their full details
4
Resend Confirmation Email
Click the paper plane icon next to any approved registrant to resend their confirmation email.
↑ Hover over the paper plane icon to reveal the 'Resend confirmation email' tooltip.
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Tip
If you reschedule a webinar, reminder emails do not update automatically. Export your registrant list and notify attendees of the new date manually.
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Approve or Reject Pending Registrants
If your webinar uses Manual Approval, registrants appear as Pending until you approve or reject them.
↑ Pending registrant showing green Approve and red Reject action buttons.
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Manual Approval mode
This option is only available if you selected Manual Approve in the Registration Settings when scheduling the webinar. If you use Auto-Approve, all registrations are confirmed immediately.
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Scheduling & Managing Your Webinars
Replay Emails
After your webinar ends, you can send a Replay Email to all registrants with a link to the recorded replay. This can be set to send automatically during scheduling, or triggered manually from the Webinars tab.
Step-by-Step
1
Send a Replay Email Manually
From the Webinars tab in your Admin Portal, find any ended webinar and click Send Replay Email.
↑ Past webinars showing the Send Replay Email button alongside Manage Registrants and Event Landing Page.
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Auto-send vs Manual
If you toggled Replay Email on during Step 3 of the Create Webinar wizard (Email Settings), the replay email is sent automatically after the session ends. The Send Replay Email button is for manual sends or resends.
2
Set Replay Email During Scheduling
The preferred way is to configure the replay email before the webinar — during the Email Settings step of the Create Webinar wizard.
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Tip
Always enable Auto-Record and Replay Email together when scheduling a webinar. This ensures your replay is captured and delivered to registrants automatically — no manual steps needed after the session.
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Scheduling & Managing Your Webinars
Panelist & Attendee Roles
Understand the difference between hosts, co-hosts, presenters, panelists, and attendees.
Step-by-Step
1
Coming soon
This article is being built.
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Coming soon
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Scheduling & Managing Your Webinars
Managing Scheduled Webinars
The Webinar tab in your Admin Panel gives you a central view of every webinar you have created. From here you can filter by status, search, open quick actions, or edit any webinar directly.
Step-by-Step
1
Open the Webinar Tab
In your Admin Panel, click Webinars in the left sidebar. The Webinar tab lists every webinar on your account. At the top a counter shows how many of your plan's webinar slots are in use (e.g. "6 of 20 webinar(s)").
↑ The Webinar tab showing published webinars with filter tabs, search bar, and per-card actions.
2
Understand the Webinar Card
Each webinar displays as a card. Here is what each field shows at a glance.
3
Filter Your Webinars
Use the filter tabs at the top of the list to narrow down which webinars are shown.
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Search for a Webinar
Use the Search webinars… bar to quickly find a webinar by name. Results update as you type, filtering across whichever tab is currently active.
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Edit a Webinar
Click Edit › on any webinar card to re-open the full Create Webinar wizard. You can update any setting across all four steps — date, time, landing page, registration fields, email settings, and more.
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Reminder emails don't update automatically
If you reschedule a webinar to a new date or time, the existing reminder emails will not reflect the change. Export your registrant list from Manage Registrants and notify attendees of the updated details manually.
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Quick Actions from the List
Each webinar card has three action buttons — no need to open the editor.
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Deleting a webinar
Webinars cannot be deleted from the Webinar tab. To delete a webinar, go to the Schedule tab in your Admin Panel — the delete option is available there.
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Scheduling & Managing Your Webinars
Going Live — Webinar Host Controls
This article walks you through every step of hosting a live webinar — from launching the room to ending the session.
Step-by-Step
1
Launch the Webinar Room
You enter the webinar room from the Webinars tab in your Admin Panel. Find your webinar in the list and click Join Now. This opens the host view of the webinar room.
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Join early
Enter the room a few minutes before your scheduled start time to check your audio and camera before going live.
2
Pre-Live: Check Your Setup
When you first enter the room, the webinar is not yet live. Check your camera, microphone, and audio before starting. If Waiting Room is enabled, participants who join early are held there until you start — you can toggle it off to let them in sooner.
3
Start Your Webinar
When you are ready, click the purple Start Webinar button at the top of the screen. This does three things at once: your session goes live, recording starts automatically (if Auto-Record was enabled during setup), and attendees in the Waiting Room are admitted. The top bar updates immediately — Start Webinar is replaced by a red End Webinar button, and the recording timer with Stop/Pause controls appears.
↑ The host view before going live. Click the purple Start Webinar button (top center) when you are ready.
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Auto-Record
Recording starts automatically when you click Start Webinar — only if Auto-Record was turned on during the Create Webinar wizard. To record without Auto-Record, use the Record button in the top bar manually.
4
Webinar LIVE MODE
Once your webinar is live, you have full access to the host controls. The sections below cover everything available to you during the session.
↑ The webinar room while live — End Webinar button is visible top right, the recording timer and Stop/Pause controls are active in the top bar.
Bottom Toolbar Controls
Top Bar & Right Sidebar
5
End the Webinar
There are two separate controls for wrapping up your session — each serves a different purpose.
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Running a post-webinar debrief?
Click End Webinar first — this stops the recording and clears the audience, leaving only the hosts in the room. When you are done debriefing, use End Session from the Meeting Control Bar to fully close the room.
↑ End options modal.
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