Invite Participants

As an instruc­tor, you can invite guest speak­ers or oth­er exter­nal par­tic­i­pants to your Kaltura Room by send­ing them a secure access link. This link gives invi­tees direct entry to your spe­cif­ic ses­sion with­out requir­ing them to log in through the site’s usu­al authen­ti­ca­tion process. When they use the link, they’ll be admit­ted accord­ing to the site’s stan­dard login and access rules, mak­ing it sim­ple for guests to join your class ses­sion.

Send an invitation link

  1. Go to the media page for your Kaltura Room.
  2. Click the three-dot menu below the screen and select Invite users.

The ‘Invite users’ win­dow opens.

  1. In the ‘Invite users’ win­dow, com­plete the fol­low­ing:
  • Email address – (Required) Enter the invi­tee’s email. If there’s a match with an exist­ing user, they’ll appear in the drop-down menu.
  • First and last name – (Required) Enter their name. 
  • Select an invi­ta­tion type - Choose a role for your invi­tee from the options:
    • View­er – Access to chat, answer inter­ac­tions, and Q&A.
    • Mod­er­a­tor – Access to backchan­nel, ini­ti­ate inter­ac­tions, and Q&A.
    • Speak­er – Access to backchan­nel, inter­ac­tions, and Q&A.
  • Send link via email - Check this box if you want the sys­tem to email the invite to the user.
  1. Click Gen­er­ate invite link at the bot­tom right.
  1. Copy the gen­er­at­ed link from the con­fir­ma­tion win­dow.
  2.  Share the link with the invi­tee using your pre­ferred method.

What the invitee sees

When an invi­tee clicks the link, what hap­pens depends on whether the ses­sion has start­ed and how they’re logged in.

  • If the ses­sion hasn’t start­ed – The invi­tee will access the room page with event details and a count­down until the start time.
  • When the ses­sion is open – If the invi­tee is logged in with the invit­ed email, they’ll go direct­ly into the room. If they’re not logged in, they’ll first see a lob­by screen where they must enter the invit­ed email.

Troubleshooting

  • Email doesn’t match – Make sure the invi­tee is logged in with, or enters, the email address that received the invi­ta­tion.
  • Link expired or already used – Gen­er­ate a new link and share it with the invi­tee.
  • Room delet­ed or invite removed – The invite will no longer work.
  • Domain restric­tions – If the invitee’s email domain is blocked, try a dif­fer­ent email address or con­tact the admin.
  • Role didn’t update – If you pro­mot­ed an invi­tee but they don’t see their new per­mis­sions, ask them to refresh the room

For more detailed infor­ma­tion vis­it the Send an invi­ta­tion link to your Kaltura Room web­page on the Kaltura Knowl­edge Cen­ter site or view this PDF.