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Select a session to open the session details. The information you need to join or share the session is immediately after the session name. 

You can invite users two ways:

  • Send a public guest link
  • Send a personal invitation

You can’t send invitations to sessions in a Learning Management System (LMS) course. Everyone enrolled the course has access to the session. If you want to invite someone not in your course, send them a guest link.

Guest link

The guest link is a public link that can be used and shared by anyone who has it.

Attention: If you want to keep your session secure, don’t use guest links. To learn more, see session security.

Guest access is off by default. Clear the Guest access check box to turn it on. 

Copy and send the copy of the guest link to your students, or other guests.

Tip: Session links can be long and break when sent. Use a URL shortening service, such as TinyURLTM or Bitly, to create a short alias for your session.

Everyone who joins from this link joins with the same guest role. Decide if guests join as a participant, presenter, or moderator.

Not sure of which permissions to grant someone? Don’t worry. Permissions can also be set during your meeting.

Make sure you understand the different roles before making guests moderators. All moderators have complete control over the session.

More on roles and permissions


If you’re not using Collaborate integrated with a Learning Management System (LMS), send personal invitations. 

Note: This feature is only available from the Scheduler web page. You can’t send invitations from inside LMS courses. Send them a guest link instead.

If you invite someone as a moderator, they have complete control over the session. They also get the recording link emailed to them.

  1. From Invitations select the Invitation Options menu.
  2. Select Invite Attendee.
  3. Type the name and email of the attendee.
  4. Select the role you want to give them.
  5. Select Add To Session.

Bulk invite attendees

You can create a comma-separated(CSV) file and invite up to 500 attendees all at once.

Attention: Collaborate sessions support 250 attendees at a time. Administrators can turn on webinar mode to support large-scale sessions of up to 500 attendees. If you invite more attendees than the session supports, not everybody invited will be able to join.

Start with the CSV. Limit the CSV file to 500 attendees. The CSV file must use these fields in this order and column headers written this way:

  • displayName (required)
  • email (required)
  • role (optional)
    • moderator
    • presenter
    • participant

Tip: If role is blank, participant is assigned by default.

Attention: CSV column headers must be written exactly as shown here. For example, use “displayName” not “Display Name”. The headers must also be in English. Translated headers don’t work.

Upload the file

  1. From Session Settings, select Invitations.
  2. Select Import Attendees.
  3. Select Import new attendees, browse for your CSV file, and select Upload.
  4. If everything is ok, select Confirm to finish uploading the attendees. If there are errors, resolve them in the CSV file and upload the file again.
  5. Select Add To Session.
  6. Select Save to send the invitations.

Invitation email

Collaborate emails the personal invitation with everything the attendee needs to join the session, including a unique session link only they can use.

  • Session information
  • Unique session link to join
    Note: No two people can use the same invitation link. The link is unique for each attendee invited.
  • Dial-in information, if available

Make sure your session name clearly informs attendees what the session is for.

You can resend invitations if an attendee didn’t get or lost the invitation. You can also delete invited attendees. This stops them from joining from their unique link. They can still join using a guest link.

You can’t edit an invitation. If you need to change something like an email address in the invitation, delete the invitation and create a new one. 

If you want to send an invitation to a registered user, someone who has a user account on Collaborate, select Search registered users. 

Remove invitations

You can remove invitations for an individual or everyone in the session from the Invitations panel.

  • Individual: Find the attendee you want to un-invite and select Remove Invitation.
  • Everyone: Open the Invitation Options menu and select Remove All Invitations.