Editing session or Speaker Bio as an invited Speaker in Zoom App

This post was most recently updated on August 1st, 2022

You have the ability to edit your speaker bio or assigned session after a Zoom Events host adds a speaker session to a conference event, and then delegated the editing and addition of information to you (the speaker), so that you can make any changes needed. Adding polls to your session is also something you can do. In this case, the host will review the edits and polls, approve or reject them, and submit them to the moderator.

In this article, we will discuss the following topics:

  • How to edit your speaker bio
  • How to edit your assigned session
  • How to manage additional actions
  • How to review edit rejection details
    • Speaker bio rejection details
    • Session rejection details

Prerequisites for editing a session or speaker bio

  • Zoom desktop client:
    • Windows: 5.7.6 or higher
    • macOS: 5.7.6 or higher
  • Zoom mobile client
    • iOS: 5.7.6 or higher
    • Android: 5.7.6 or higher
  • Basic user

Notes:

  • Despite the fact that Zoom Events version 5.7.6 does support Zoom Events for Windows, there is a dependency with Windows’ Webview package for Windows platform, which may cause attendees to be faced with a blank lobby experience when attending Zoom Events.
  • It is highly recommended that all Zoom users update their desktop client or mobile application to the latest version in order to have access to all the latest Zoom Events and Webinar features.

How to edit your speaker bio

  1. Your speaker bio can be accessed in a variety of ways, as follows:
    • From the speaker landing page, you will be able to access your speaker bio.
    • You are invited to edit your speaker bio by the host. You can accept this invitation by taking the following steps:
      • To edit your speaker bio, you will need to receive an email invitation from the host who will explain how to do so:
        1. In your email inbox, you will receive an invitation from the host to edit your speaker bio, which you should open.
        2. By clicking on the Click here link, you will be directed to a new page.
          The page Your Speaker Bio will be displayed to you once you click on the link.
      • From the Notification Center, you can access the invitation from the host inviting you to edit your speaker biography:
        1. Join Zoom Events by logging in to your Zoom account.
        2. The Notification Center can be accessed from the Notification Center page.
        3. You will find a tab called Attendees once you click on it.
        4. The invitation notification sent by the host can be found here.
        5. To edit the speaker bio, click on the Edit Speaker Bio button.
          The page Your Speaker Bio will be redirected to you once you click on it.
  2. Depending on what speaker details you want to edit, you will be able to do so as follows:
    • Your Photo: You can upload an image by hovering your mouse over the speaker’s image and clicking the edit icon on the speaker’s image. If you wish to delete an existing image of a speaker, you may hover your mouse over the speaker’s image and click the delete icon on the speaker’s image.
    • Notes:A maximum of 160×160 pixels is the maximum size of the image that can be uploaded. Image formats that can be used by a speaker are only JPG, JPEG, or PNG up to 2 MB in size.
      • All uploaded images can be manually resized to fit into the image window by the speaker, and he or she can also search for a picture to upload by entering the search box. After an image has been uploaded, it is also possible to resize it after it has been uploaded.
    • Your Name: The name you would like to enter must be entered here.
    • Company Logo: If you would like to upload a logo for your company, click +Upload Logo.
    • Notes:It is recommended that you keep the image to a maximum size of 160×160 pixels. It is only possible to upload images in the formats of JPG, JPEG, and PNG up to 2 MB.
      • A creator of an event has the option of manually resizing all uploaded images as part of the event creation process as well as searching for a suitable image to fit into the image window. After an image has been uploaded, it is also possible to resize the image after it has been uploaded.
    • I would like to introduce our company as follows: Please enter the name of the company you represent.
    • Company Website: It is important that you enter the website of your company.
    • Speaker Video:
    • If you wish to feature a video, you can click + Add Video to upload the video.
      Note: Video lengths are limited to a maximum of 60 seconds. You are only allowed to upload MP4 files with a maximum file size of 50MB.
    • Your Title or Position: Please enter the title of your job or the position you hold in the organization.
    • Your Biography: It would be helpful if you could enter some details or a brief description about yourself.
    • Social Presence: Including links to your various social media platforms (Twitter, YouTube, and LinkedIn) is a good idea.
  3. You will be able to submit your speaker details once you have finished editing them.
    Your changes will be notified to the host as soon as possible.

The speaker landing page will be redirected to you after you have submitted your edits to your speaker bios.

How to edit your assigned session

The right panel of the editing page displays a preview of the session in real-time as information is added to it throughout the editing process, updating the preview as you add information. In order to switch between a desktop layout and a mobile layout, you can click on the swap-view icon at the bottom of the preview window.

  1. The following are the ways in which you can access the sessions that you have been assigned:
    • On the speaker landing page, you will be able to access the sessions you have been assigned.
    • In order to edit your assigned session, you will need to accept the invitation of the host by following the steps below:
      • If you would like to edit your speaker session, you will receive an invitation by email from your host:
        1. Open your email inbox and you will find an invitation from the host inviting you to edit your session.
        2. Simply click the link that says “Click here” to get started.
          You will be redirected to the Session page once you click on the link.
      • In the Notification Center, you will be able to find an invitation that the host has sent to edit the speaker session:
        1. Become a member of Zoom Events by signing in with your Zoom account.
        2. You can access your notifications center by clicking on the Notifications tab.
        3. To access the Attendees tab, please click on it.
        4. Find the notification that the host sent out inviting you to the party.
        5. In the Edit Session window, click on the Edit button.
          The Session page will be displayed to you once you click on the session button.
  2. It is possible to edit the following items under the Basic Info tab:
    • It is important to enter a title for your session.
    • The session starts at the following time: It is important that you enter the date and time of the start of the session.
    • Duration: If you would like to select the duration of the session, you can do so by using the dropdown menu.
    • (Optional) Time Zone: Zoom Events uses the time zone that is set on your computer by default when displaying events. Changing the time zone can be done by selecting a different one from the dropdown menu.
    • Tags for Filter: If you want to help with tracking purposes, you can type in a tag(s) that will help you do so. There can only be an addition of one tag at a time. Multiple words separated by a comma or a space will count as a single tag and will not be added at once.
    • Session Image: To upload an image to the session, hover your mouse over the session’s image and click the edit icon to the right of that You . Alternatively, if you wish to delete the existing image from the session, then you can hover over the session’s image and click the delete icon.
    • Notes:There is a recommendation that the image be 744×488 pixels in size. The only file that can be used is a JPG/JPEG/PNG file that does not exceed 10MB in size.
      • A person who is creating an event is able to manually resize all images uploaded during the event to fit in the image window, as well as search for a specific image to upload. After an image has been uploaded, it is also possible to resize it after it has been uploaded.
    • Session Video: The video of the session can be added by clicking + Add Video at the top of the screen.
    • Note: It is recommended that videos be no longer than 60 seconds in length. Video files can only be uploaded in MP4 format, with a maximum file size of 50MB.
    • About This Session: Describe this session in as much detail as possible.
  3. (Optional) Create a poll for your session in the Polls tab by clicking on the Polls button:
      1. A poll can be created by clicking the + Create button and adding one or more questions to it.
      2. Save the changes by clicking the Save button.
  4. As soon as you have finished editing the details of the session, click on the Submit button.
    Your changes will be notified to the host as soon as you make them.

As soon as your session edits have been submitted, you will be redirected to the speaker landing page where you can view your session.

How to manage additional actions

View your speaker bio

During the time you are waiting for the host’s review of your speaker bio page, you will be able to view your edited speaker bio page. On the speaker’s landing page, you will see a button labeled View My Speaker Bio. Once you click the button, you will find yourself on the Your Speaker Bio page. Please click on the dropdown menu located in the top right corner to view My Submission, which is the currently submitted version of your speaker bio. You can also view Last Saved Version, which is the most recent version of your speaker bio that has been saved.

Note: During the time that the previous version of your speaker bio is being reviewed, you are able to make changes and send them through to the editor.

On the speaker landing page, you will see a red pulsing dot that indicates that the host has reviewed your edits for approval or rejection. This will indicate that your edits have been approved or rejected. It is also possible that you will receive an email as a result of the host reviewing your edits, as well as a notification.

The Approved or Rejected status of your speaker bio is displayed at the top of the Your Speaker Bio page once you click on the View My Speaker Bio button. It is possible to make new edits to your speaker bio when your edits have been rejected, and then send them to the host for his/her review.

View list of sessions

Note: Your session page will be locked while other edits are being reviewed and approved, which means that you will not be able to make further edits to it until those edits have been approved.

On your speaker landing page, you will see a red pulsing dot at the top of the View My Sessions button that indicates that the host has approved your edits, informing you that the edits have been approved or rejected by the host. You will also receive an email confirming that your edits have been reviewed by the host and a notification of the same.

You will be able to view your list of sessions as soon as you click the View My Sessions button. The host will let you know whether your edits have been rejected or approved under each session, so that you can make sure that you can make the desired changes.

On the Session page, you will be able to see the Approved status that is displayed at the top of a session that has approved edits.

There is a Rejected status indicator at the top of the Session page when you click a session that has rejected edits. You can submit new edits by clicking the Rejected status indicator.

How to review edit rejection details

Speaker bio rejection details

  1. In order to edit your speaker bio, you will need to find the host’s rejection notification by following these steps:
    • The rejection notification of the host can be accessed from the speaker landing page by clicking on the rejection icon.
      1. On the Your Speaker Bio page, on the top right hand side, you will see a drop-down menu that allows you to select My Submission after you have accessed your speaker bio.
      2. On the top of the page, there is a Rejected label that you can view.
      3. Edit your speaker bio as needed to make it more accurate.
      4. Once the form has been filled out, click the Submit button.
        It will be reported to the host that you have made changes to the event.
    • It is possible for you to edit your speaker bio from your email inbox if you have received a rejection notification from the host:
      1. If you have received a rejection email from the host regarding your speaker bio updates you have submitted, please open the email and read it.
      2. Once you have clicked the Edit link, you will be able to make changes.
        The Edit Speaker page will be displayed to you where you will be able to view the host’s message as well as edit the bio of your speaker.
    • If you are a host, the notification center will provide you with an invitation to edit your speaker bio. You can access it here:
      1. Join Zoom Events by logging in to your Zoom account.
      2. The Notification Center can be accessed by clicking here.
      3. The Attendee tab will appear once you click on it.
      4. Click on the View Details link next to the rejection notification of the submitted session edit.
        In this section, you will find your speaker bio that you are editing, as well as the host’s message (if applicable).
      5. The top left corner of the page will show you all the responses that have been submitted.
      6. You can edit your rejected submission by clicking the Edit button to the right of it.
        Your speaker bio will be taken to the Edit Speaker page where you will be able to update it again once you have gone there.

Session rejection details

  1. If you want to edit your session, you can find the host’s rejection notification by following these steps:
    • The host’s rejection notification can be accessed from the speaker’s landing page of the speaker’s account:
      1. Upon accessing your Session page, you will find the Rejected label at the top of the page. Please take a closer look at this label.
      2. It is possible to make changes to your session by making new edits.
      3. When you are finished, click on the Submit button.
        You will be notified by the host when your changes have been made.
    • From your email, you will be able to access the rejection notification that was sent by the host so that you can edit your session:
      1. In your email inbox, you will find an email from the host rejecting the session updates you submitted. Click on the email to view the rejection.
      2. You will need to click on the Edit link to make changes.
        Once you click on the edit session button, you will be taken to a page that allows you to view and edit your session as well as view the host’s message.
    • A host can invite you to edit the session you are participating in through the Notification Center. This can be accessed as follows:
      1. Zoom Events can be accessed by signing in with your Zoom account.
      2. The Notification Center can be accessed by clicking here.
      3. Go to the Attendees tab on the left side of the screen.
      4. Click on the View Session button next to the submitted session edit rejection notification that you received.
        It will display the message from the host (if applicable) as well as the session that you are editing.
      5. Please click on the View All Submitted Responses link in the upper left corner of the page.
      6. You will be able to edit your rejected submission by clicking the Edit button to the right of it.
        The Edit Session page will appear after you click on the button and here you can edit the session again.