How to Add Presenters and Assign Roles to Your Webinar

Webinars often involve multiple people working together—hosts managing the session, presenters delivering content, co-hosts assisting with engagement, and moderators monitoring activity. To ensure everyone has the right level of access without overlapping responsibilities, WebinarNinja uses a role-based system.

Roles allow you to invite users to your account and define exactly what they can do during a webinar, such as joining the studio, using audio and video, sharing screens or slides, managing participants, or viewing performance data. Each role comes with predefined permissions that you can customize or extend by creating your own roles.

This article explains how to add users, assign and update roles, manage permissions, and control access—so you can collaborate effectively while keeping your webinar secure and well-organized.

Benefits:

• Defined Access by Role: Roles control which webinar tools each user can access, such as studio entry, participant management, content sharing, or performance tracking.
• Centralized Control: Assigning roles in advance lets you manage access without handling individual actions during the live session.
• Stable Webinar Execution: Role-based permissions limit unexpected actions, helping webinars run smoothly and without disruptions.

Use Case: Imagine you’re hosting a live webinar while coordinating with multiple team members behind the scenes. Instead of managing tasks during the session, each participant joins with a predefined role and knows exactly what to handle—content delivery, attendee support, or session monitoring.

As the webinar progresses, questions are addressed, content is shared, and activity is monitored without the host stepping in to redirect tasks. The session runs smoothly, stays on schedule, and ends without unexpected interruptions or last-minute adjustments.

Understanding Roles & Permissions

WebinarNinja uses roles to define what each user can do during a webinar. Each role comes with a set of permissions, which you can modify if needed. Common roles include:

• Co-Host – Helps the host manage participants, chat, and technical controls during the session.

• Presenter – Can share screen, video, and slides during the webinar.

• Moderator – Can view statistics and monitor webinar performance.

Each role has its own permission set, and you can adjust these permissions at any time.

How to Invite a User and Assign a Role

To add any user (Co-Host, Presenter, Moderator, or custom role), you must first invite them to your account and assign a role.

Step 1: Open Roles & Permissions

• Go to your Dashboard and click Roles from the left menu.

• Switch to the Users tab.

Step 2: Invite a User and Assign a Role

• Click Invite.

• In the popup window:

  • Enter the user’s name and email address.

  • Select the role you want to assign (for example, Presenter).

  • Customize the email subject and message, if needed.

• Click Send.

Once accepted, the user is added to your account with the assigned role and corresponding permissions.

How to Modify Permissions for a Role

You can adjust what a role can do at any time.

Steps to Modify Role Permissions

• Go to Roles -> Roles & Permissions.

• Click the Edit icon next to the role.

• Enable or disable permissions such as chat access, screen sharing, or controls.

• Click Update Permissions to save your changes.

All users assigned to that role will immediately follow the updated permissions.

How to Create a Custom Role

If the default roles don’t meet your needs, you can create a custom role.

Steps to Create a Custom Role

• Go to Roles → Roles & Permissions.

• Click Create New Role.

• Enter a role name and description and click Next.

• Select the permissions you want this role to have.

• Save the role.

You can now assign this custom role when inviting users.

Assigning Roles in an Existing Webinar

If your webinar is already created, you can assign or update roles directly from the webinar settings.

Steps to Update Roles in a Webinar

• Go to My Webinars and click Edit on the webinar you want to manage.

• Click Choose Roles. From the dropdown, select the participants to include in the webinar (each name is shown with their role, e.g., Michael (Co-host)).

• Click Update Webinar to confirm your changes.

Managing User Roles and Access

To Edit a User’s Role

• Go to Users.

• Select the user and change their assigned role as needed.

To Remove Access

• Click on the Trash icon to remove the role from the user.

Important Notes

• Permissions are role-based, not user-specific.

• Roles and permissions can be updated before or after a webinar is published.

• Proper role assignment helps prevent disruptions and ensures a smooth webinar experience.

• In addition to the presenter invitation email, presenters will also receive email notifications from the webinar.

For further assistance, contact us through live chat at the bottom right of this page or send us an email at support@proprofs.com.