Zoho Backstage OnAir is the virtual event environment where organizers, hosts, co-hosts, and speakers can manage live sessions, engage participants, and oversee event activities in real time. From a single interface, you can broadcast sessions, collaborate with speakers, moderate attendee interactions, manage polls and questions, share resources, and move between sessions and lounges without leaving the event experience.

Before attendees can join and participate in a session, you must start broadcasting it from the OnAir interface.

1. Navigate to Event Day > Present Session.
   
2. Select the session you want to host.
   
3. Click Start Session. The OnAir application will open.
4. The Audio and Video Check panel will appear. Configure Audio and Video: 
   
   
   
   
1. Audio: Use the dropdown to select your preferred microphone.
   
2. Video: Use the dropdown to choose your camera.
   
3. Use the Microphone icon to mute/unmute.
   
4. Use the Camera icon to turn your video on or off.
   
5. Click the Settings icon:
   
1. Under Audio, switch your microphone and speaker.
   
2. Under Video, change your Camera Source or adjust the Resolution.
5. Click Continue to enter the session and start presenting.
6. Once inside the session, you’ll see a preview of your stage along with the available session controls. Attendees cannot join the session until it is broadcast.
   
7. Click Broadcast Session at the bottom of the stage.
   
   
   

The session will go live immediately, allowing attendees to join and participate based on the event’s configuration.

We recommend joining the session a few minutes before the scheduled start time to verify your audio, video, screen sharing, and presentation materials before broadcasting.

Understanding the OnAir Interface

Once you’ve entered a session, you’ll enter the Zoho Backstage OnAir interface — your virtual venue for hosting sessions, engaging attendees, and managing live event activities. The interface is divided into distinct panels to help you easily navigate and manage your event. The OnAir interface consists of four main areas:

Left Navigation Panel

The left navigation panel gives you access to key event areas.

• Event Info: View the event overview, description, and social media links.
• Sessions: Browse the session schedule and switch between sessions.
  
• Exhibitors: Explore exhibitor profiles and schedule meetings.
• Lounges: Access networking lounges and discussion spaces.
• My Meetings: Manage your one-on-one meetings and schedules.

Session Stage

The center stage displays the live session and speakers currently on stage.

• View your video feed and other speakers participating in the session.
• Monitor the session before and after broadcasting.
• Start the session broadcast when you’re ready for attendees to join.
• Access speaker controls directly from the stage.

Bottom Toolbar

The bottom toolbar contains session controls used while hosting.

• Microphone: Mute or unmute your microphone.
• Camera: Turn your camera on or off.
• Share Screen: Present your screen to attendees.
• Share Material: Share presentations and supporting resources.
• Record: Start or stop recording the session.
• Theater Mode: Expand the stage view for a more focused presentation experience.
• Reactions: Send emoji-based reactions during the session.
• Settings: Configure your audio and video devices.
• Leave Session: Exit the session safely.

Right Panel

The right panel includes multiple tabs that allow you to monitor and manage attendee engagement during a session.

• Panelists: View speakers and hosts participating in the session.
• Participants: Monitor attendees who have joined the session.
• Polls: Create, launch, and manage live polls.
• Questions: Review and moderate attendee questions.
• Chat: Participate in and moderate session conversations.
• Handouts: Share and manage session resources.

The OnAir interface and available features may differ based on your role and the event’s configuration.

Event Information 

1. Open the EVENT INFO tab in the left panel.
   
2. The event overview page appears, showing:
   
1. Event Description – a summary of the event’s goals and highlights.
2. Start and End Dates – the scheduled event timeline.
   
3. Website and Social Links – quick access to external event resources.
   

Review this section before the event begins to familiarize yourself with the theme, key sessions, and featured speakers.

Sessions

The SESSIONS tab in Zoho Backstage OnAir provides a centralized view of all sessions scheduled for the event. From here, organizers can monitor live sessions, start upcoming sessions, switch between halls, and access session details without leaving the OnAir interface.

Viewing Session Details

To view additional information about a session:

1. Open the SESSIONS tab in the left navigation panel.
2. Locate the session.
3. Click View More.
   

Sessions are grouped based on their current status:

• Live Sessions displays sessions that are currently in progress.
• Upcoming Sessions displays sessions that have not yet started.

Use the available controls to:

• Switch between event days.
• Filter sessions by hall.
• Review session schedules and statuses.

Each session card displays:

• Session title
• Scheduled time
• Session duration
• Session status
• Assigned speakers
  

Click View Less to collapse the session card.

The halls and sessions displayed depend on your event configuration.

Notifying Speakers

If a speaker has not yet joined the session, you can send them a reminder.

1. Open the SESSIONS Expand the session card using View More.
2. Click Notify speakers to join.

An email is sent to the assigned speakers, prompting them to join the session.

Starting an OnAir Session

Organizers can start scheduled sessions directly from the SESSIONS panel within the Zoho Backstage OnAir interface.

1. Open the SESSIONS tab in the left navigation panel.
2. Locate the session under Upcoming Sessions.
3. Click Start Session.

Joining a Live OnAir Session

To join an active session:

1. Open the SESSIONS tab in the left navigation panel.
2. Locate the session under Live Sessions.
3. Click JOIN.

The session opens in the OnAir interface, where you can manage speakers, monitor attendees, and moderate interactions.

Switching Between OnAir Sessions

You can move between sessions without leaving the OnAir interface.

1. Open the SESSIONS tab in the left navigation panel.
2. Locate another session.
3. Click JOIN or Start Session, depending on its status.

If you’re currently participating in another session, you’ll be prompted to confirm the action before switching.

Ending a Session

When a session concludes, organizers can end it directly from the Sessions panel.

1. Open the SESSIONS tab.
2. Locate the active session.
3. Click End Session.
   
4. Choose one of the following options:
   
1. End Session for All to stop the session and disconnect all participants.
   
2. Exit Session without Ending to leave the session while allowing it to continue for other participants.
   

Ending a session for all participants immediately stops the live broadcast and disconnects everyone from the session.

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Session Controls 

The bottom toolbar provides quick access to controls used during a live session. From here, you can manage your audio and video, share content, record the session, configure devices, and leave the session when required.

Muting and Unmuting Your Microphone

1. Click Microphone on the bottom toolbar.
2. Click it again to toggle between muted and unmuted states.

Turning Your Camera On or Off

1. Click Camera on the bottom toolbar.
2. Click it again to enable or disable your video feed.

When your camera is turned off, your profile image will be displayed instead of your video feed.

Sharing Your Screen 

1. Click Share Screen on the bottom toolbar.
2. Select the screen, application window, or browser tab you want to share.
3. Click Share.

The selected screen will be displayed to attendees.

Sharing Presentation Materials

1. Click Share Material on the bottom toolbar.
   
2. Choose to:
1. Upload a file from your device.
2. Present the material uploaded by organizers.
3. Click the Present button next to the desired material.
4. Use the built-in tools:
1. Zoom to enlarge content.
2. Pointer or Arrow Tool to highlight.
3. Pens and Markers to annotate.
4. Navigation Arrows to move between slides.
5. When finished, click Share Material.
   
6. Click End Presentation.

Recording a Session  

To start recording a session immediately:

1. Click Record on the bottom toolbar.
2. Confirm the action if prompted.

To stop recording, click Stop Recording again.

Recording availability depends on your event configuration and permissions.

Using Theater Mode 

Theater Mode expands the stage area, allowing you to focus on the presentation and speakers.

1. Click Theater Mode on the bottom toolbar.

Sending Reactions 

Reactions let you express feedback instantly using animated emojis during a live session. They appear briefly on the session screen for all participants to see. To add a reaction: 

1. Click the Reactions icon on the bottom toolbar.
2. Choose an emoji (e.g., 👍, 👏, 😂) to react.
3. Your emoji will briefly appear on the session video feed.
   

Reactions are lightweight and don’t interrupt the speaker — they’re a quick and fun way to engage during presentations or key moments.

Configuring Audio and Video Devices 

1. Click Settings on the bottom toolbar.
2. Select the microphone, speaker, and camera devices you want to use.
3. Adjust the available settings as required.

Changes are applied immediately.

Leaving a Session 

1. Click Leave Session on the bottom toolbar.
2. Click Leave Session again in the confirmation dialog box. 

You’ll leave the session and return to the previous screen.

Leaving a session does not end it for other participants. To stop a session for everyone, use the End Session option in the SESSIONS tab.

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Session Engagement 

Panelists

The Panelists tab allows you to view and manage the hosts, co-hosts, and speakers participating in a session. You can monitor panelists currently on stage, communicate with them using a dedicated panelist chat, and manage presenter roles during the session.

Viewing Panelists

Open the Panelists tab on the right panel. The panelists list is organized by role:

• Host
• Co-Hosts
• Session Speakers
  

For each panelist, you can view their current microphone and camera status directly from the panel.

Use the search bar to quickly find a specific panelist.

Promoting a Panelist to Host 

Organizers and hosts can transfer hosting responsibilities to another panelist when required.

1. Open the Panelists tab from the right panel.
2. Locate the panelist you want to promote.
3. Click the More Actions (⋮) icon next to their name.
4. Click Make Host.

The selected panelist will be assigned host privileges for the session.

Using the Panelist Chat

The Panelist Chat provides a private communication channel for hosts, co-hosts, and speakers during a session.

1. Open the Panelists tab from the right panel.
2. Switch to the Chat tab.
3. Enter your message in the message field.
4. Click the Send icon.

Messages posted here are visible only to panelists participating in the session.

Use the Panelist Chat to coordinate session activities, communicate with speakers, and discuss session logistics without displaying messages to attendees.

Participants 

The Participants tab helps you monitor and manage everyone attending the session and event. You can view session attendees, browse all event participants, connect with attendees, and grant speaking privileges during a live session.

The tab is divided into two views:

• Session: Displays participants currently attending the live session.
• Event: Displays all event participants, including attendees, speakers, and exhibitors.

Viewing Session and Event Participants

The Participants tab allows you to view people attending the current session as well as all participants registered for the event.

1. Open the Participants tab from the right panel.
2. Select the Session tab to view participants currently attending the live session.
3. Use the search bar to find a specific participant.
4. Select the Event tab to view all event participants, including attendees, speakers, and exhibitors.

Granting Mic and Camera Access to Attendees 

Hosts and co-hosts can allow participants to actively contribute to the discussion by granting microphone or camera access.

1. Open the Participants tab from the right panel.
2. Locate the participant in the Session tab.
3. Click the More Actions (⋮) icon next to their name.
   
4. Click Give Mic access to allow the participant to speak.
   
5. Then click Give Camera access to allow the participant to share video.
   

Once granted, permission indicators appear next to the participant’s name.

Revoking Mic and Camera Access from Attendees

You can remove previously granted participant permissions at any time.

1. Open the Participants tab from the right panel.
2. Locate the participant in the Session tab.
3. Click the More Actions (⋮) icon.
4. Click Revoke Mic Access or Revoke Mic and Camera Access.

The participant will immediately lose the corresponding permissions.

Searching Event Participants

The Event tab provides a directory of everyone participating in the event.

1. Open the Participants tab from the right panel.
2. Select Event.
3. Browse the list of event participants.
4. Use the search bar to find a specific person.

Chatting with Participants 

You can start a direct conversation with any event participant.

1. Open the Participants tab from the right panel.
2. Click the Chat icon next to their name.
3. Enter your message in the message field.
4. Click the Send icon.

The conversation will be available from the Chat tab in the right panel.

Scheduling a Meeting

You can request a one-on-one meeting with attendees, speakers, or exhibitors.

1. Open the Participants tab from the right panel.
   
2. Switch to the Event tab. 
   
3. Click the More Actions (⋮) icon.
4. Click Schedule Meeting from the menu.
   
   
   
   
5. Select the meeting Date.
6. Enter the Start Time and Duration.
7. Enter the reason for the meeting.
8. Click Request Meeting.

Use the Event tab to connect with speakers, exhibitors, and attendees without leaving the live session.

Polls 

Creating a Poll

1. Open the Polls tab from the right panel.
2. Click Create Poll. The Create Poll dialog box will appear. 
   
   
   
   
3. Enter a Poll Title and Question.
4. Select a poll type:
   • Single Choice: Participants can select one option.
   • Multiple Choice: Participants can select multiple options.
   • Rating: Participants can rate using a star scale.
5. Add the required answer options or rating scale.
6. Optionally, click Add Question to include additional questions.
7. Click Create.
   

Launching a Poll 

Once a poll has been created, you can launch it during the session to allow participants to submit responses.

1. Open the Polls tab from the right panel.
2. Locate the poll you want to run.
3. Click Start to make the poll available to session participants.

Viewing Poll Results  

Monitor responses as they are submitted and review audience participation throughout the session.

1. Open the Polls tab from the right panel.
2. Locate the poll.
3. Click View Results to monitor responses and participation.
4. Click Show Results to Everyone to share the results with participants.

Deleting a Poll  

Remove polls that are no longer needed or were created in error.

1. Open the Polls tab from the right panel.
2. Click the More icon (⋮) next to the poll.
3. Click Delete Poll.
4. Confirm the action to permanently remove the poll from the session.
   

Questions  

The Questions tab helps hosts and co-hosts manage audience interactions during a live session. Review incoming questions, respond to participants, project important questions to the audience, and keep track of answered discussions from a single location.

Viewing Incoming Questions 

Use the Questions tab to monitor audience engagement and review questions submitted during the session.

1. Open the Questions tab from the right panel.
2. View questions under the Open Questions tab.
3. Use the Sort By menu to organize questions by Time or Upvotes.
4. Switch to the Answered Questions tab to review previously addressed questions.

Replying to a Question

Respond to participant questions directly from the moderator panel.

1. Open the Questions tab from the right panel.
2. Locate the question you want to answer.
3. Click Reply.
4. Enter your response.
5. Submit the reply.
   

Questions that are replied to or projected to the session are automatically moved from Open Questions to Answered Questions.

Projecting a Question to the Session

Highlight a question by displaying it to everyone attending the session.

1. Open the Questions tab from the right panel.
2. Locate the question you want to present.
3. Click Project Question.
4. Review the question in the confirmation dialog.
5. Click Project.

The selected question will be displayed to all session participants. 

Deleting a Question

Remove questions that are no longer relevant or were submitted in error.

1. Open the Questions tab from the right panel.
2. Click the More icon (⋮) next to the question.
3. Click Delete.
   

Chat  

Session Chat

The Session tab displays messages shared with everyone in the session.

1. Open the Chat tab from the right panel.
2. Select the Session tab.
3. View messages posted by participants during the session.
4. Enter your message in the text box and send it to the session.

Direct Messages

The Direct Messages tab lets you view and manage private conversations with individual participants.

1. Open the Chat tab from the right panel.
   
2. Switch to the Direct Messages tab.
   
3. Use the search bar to find a participant.
4. Select a participant to open the conversation.
5. View previous messages and continue the conversation using the message box at the bottom.

Direct message conversations are visible only to the participants involved in the chat.

Handouts

Session handouts allow hosts and co-hosts to share presentation decks, documents, and other supporting materials with participants during a live session. Participants can view the available files and download them for reference.

1. Open the Handouts tab from the right panel.
2. Browse the list of files shared for the session.
3. Select the Download icon next to a file to save it to your device.
   

Only files shared by the session organizers are displayed in the Handouts panel. New handouts added during the session appear automatically in the list.

Session Background and Ambience

Customize the appearance of the session stage by selecting a background and choosing an ambience that matches your event experience.

Changing the Session Ambience

1. Open the Session Background and Ambience tab from the right panel.
2. Under Event Ambience, select either Dark or Light mode.
   
3. Click Save to apply the changes.

Changing the Session Background

1. Open the Session Background and Ambience tab from the right panel.
2. Under Session Stage Background, select one of the available background options.
3. To use a custom background, click Upload and choose an image from the library or upload a new one.
4. Click Save to apply the selected background.

Resetting to the Default Background

1. Open the Session Background and Ambience tab from the right panel.
2. Click Reset to Default to restore the default session background.

Background and ambience changes apply to the session stage and are visible to all participants in the live session.