Speakers

To add a speaker, choose Speakers → Speakers in the sidebar, then Add speaker. Only Full name is required: without one, Events asks for a name and doesn't add the speaker.

• Full name, Title / role and Company: who they are. The title and company show under the name in the list.
• Status: Confirmed, Invited, Tentative or Declined. New speakers start as Invited.

The speaker joins the top of the list straight away. Click them to fill in the rest of their profile. Adding a speaker doesn't email them or invite them anywhere: the list is your team's record of who's presenting.

By default, Speakers appears in the sidebar for the Owner, Admin and Manager roles. Under Settings → Navigation, Speakers can't be hidden while Speaker Portal or Speaker Backstage is showing. To change who sees it, see Roles and permissions.

The Speakers area has three screens, and each keeps its own list. Nothing links them: a speaker you add on one screen doesn't appear on the others, so add them to each screen you use.

• Speakers is the roster: each speaker's profile, bio, topics, sessions and headshot. It's the only one of the three that other parts of Events read.
• Speaker Portal tracks what each speaker has handed in: their bio, headshot, slides, A/V form and availability. Your team ticks items off as they arrive.
• Speaker Backstage is a checklist for each session's green room: who's on deck, the call time, tech checks and the run of show.

Every status on these screens is a label your team sets by hand. Events never changes one on its own, for example when a deadline passes or a session starts.

Speakers from these lists don't appear on the event page. To feature people on an event's page, add them in the event editor's Guests section; see Event page.

Speakers → Speakers lists every speaker in the project, newest first. Each row shows the speaker's headshot (or the first letter of their name), their name with title and company, their status, up to three of their topics, and ★ Featured for featured speakers.

The figures across the top count the whole roster: Speakers, Confirmed, Featured and Companies, the number of different companies your speakers come from. Search and filters don't change them.

Filter the list by status, or type in Search speakers, companies, topics to match names, companies and topics. When nothing matches, Clear filters resets both.

Click a speaker, or choose Edit in their row's ⋯ menu, to open their profile. Pick a section from the list beside it:

• Profile: Full name, Status, Title / role, Company, Email and Phone.
• Bio & topics: a Biography, Topics, and Featured speaker, which marks them Featured in the list and on their profile. To add a topic, type it and press Enter or choose Add; the × beside a topic removes it.
• Sessions: the titles of the sessions they present, added the same way as topics. These are titles you type, not links to sessions in Agenda Builder.
• Links: X / Twitter, LinkedIn and Website.
• Headshot: a square photo, shown in the list and at the top of the profile.

The strip under the speaker's name shows their title, company, number of sessions and topics, with buttons to email or call them and to open their website, X and LinkedIn profiles once those are filled in.

Changes in Profile, Bio & topics, Sessions and Links are kept only when you choose Save Changes at the top. Uploading or removing a headshot saves straight away. Only the teammate who added the speaker can upload one, and Events shrinks it to under 500 KB.

Speakers in Speakers → Speakers are used in two other places in Events:

• Badges: in Check-in → Badge Printing, every speaker in the project gets a pass with the Speaker role for each event you print, whatever their status. The pass carries their name, title, company and email, with their first session (or first two topics) as its detail line. See Check-in.
• Recordings: the Speaker picker on a recording in Recordings & Replay, or on a broadcast in Simulive & On-demand, lists your speakers. See Broadcast & On-demand.

Deleting a speaker takes them out of both. Speakers aren't shown on the event page; the people there come from the event editor's Guests section.

Speaker Portal tracks the five things each speaker owes you: their bio, headshot, slides, A/V form and availability. To start tracking a speaker, choose Speakers → Speaker Portal, then Invite speaker. Only Speaker name is required; Email and Session are optional. New invites start as Not started.

Invite speaker only adds a row for your team. Events doesn't email the speaker or host a portal page for them. If speakers send their materials somewhere of your own, paste that address into Portal link so your team can open it from the invite.

Click an invite to open it:

• Invite: Speaker name, Status, Email, Session, Deadline and Portal link. The deadline is plain text, like 2026-06-01.
• Checklist: turn on Bio submitted, Headshot submitted, Slides submitted, A/V form submitted and Availability confirmed as each one arrives.
• Materials: the Speaker bio they sent, and Notes for follow-ups.
• Headshot: their photo.

The card at the top shows a completion ring (the share of the five items done), the status, the session and deadline, and buttons to email the speaker and open the portal link. Fields need Save Changes; uploading a headshot saves straight away. The bio and headshot here are separate from the speaker's profile in Speakers, and changing one doesn't change the other.

Speakers → Speaker Portal lists every invite, newest first, with the speaker and their session, Progress (checklist items done out of 5), Deadline and status.

The status is Not started, In progress, Submitted, Approved or Overdue, and you set it yourself in the invite's Invite section. Ticking checklist items doesn't change it, and an invite isn't marked Overdue when its deadline passes.

The figures across the top are Invites, Approved, Overdue and Completion, the share of all checklist items done across every invite. Filter the list by status, or search by speaker name, email or session.

Speaker Backstage keeps a checklist for each session's green room. To add one, choose Speakers → Speaker Backstage, then Add backstage room. Only Room Name is required; you can also type the Session and the Call time, like 08:30. New rooms start in Green room.

Click a room to open it:

• Room: Room Name, Status, Session, Call time and Stage manager.
• Event: the event the session belongs to, or Not linked to an event. Picking one saves straight away.
• Line-up: Speakers on deck, names you type (not linked to the roster), and the Backstage join link for your green-room call.
• Tech check: Microphone tested, Camera tested, Screen share tested and Connection stable.
• Run of show: the timed plan for the session, and private Producer notes.

Move the room's status through Green room, Tech check, Standing by, On air and Wrapped as the session goes. The status, join link and checks are for your team: Events doesn't send the link to anyone, host the call, or take a livestream room live when you choose On air.

The list shows each room's session, how many speakers are on deck, the call time, tech checks done out of 4, and the status. The figures across the top are Rooms, Standing by, On air and Speakers, everyone on deck across all rooms. Filter by status, or search by room, session, speaker or stage manager.

Speakers, Speaker Portal and Speaker Backstage work the same way. Each row's ⋯ menu has Edit, Duplicate and Delete.

• In an open speaker, invite or backstage room, field changes wait for Save Changes, which stays unavailable until you change something. Events doesn't warn you if you go back to the list without saving.
• A photo upload, and a backstage room's Event, save straight away, along with any unsaved changes elsewhere in the same record.
• Duplicate adds a copy named with (copy) at the end, with everything except the photo.
• Delete asks you to confirm first, and a deleted record can't be restored from Events. You can also delete from the Delete button at the top of an open record.