About

You can embed a Kaltura Room directly into a course calendar event using the Browse, Search, and Embed (BSE) tool. This makes it easy for instructors to schedule live sessions and give students a simple, one-click way to join directly from the course calendar.

Create a new event

1. From your main page, click View Calendar at the bottom right.



The course calendar opens.

2. Click the + button at the top right to create a new event.



3. In the 'Edit Event' popup, fill in the title, date, and time fields.

If your Kaltura Room was created with a specific time frame (a 'scheduled room'), set the same start and end times here in your course calendar. Changing the schedule later in Kaltura does not update the course calendar automatically and you’ll need to adjust it in both places.

4. Click More Options at the bottom of the popup.



This opens the full event editor with a rich text box.



5. In the rich text editor, click the Kaltura icon (or plug icon).
6. Select Kaltura Media (this name may vary in your LMS).
The embed window opens.

Embed the room

1. In the embed window, use the search and filters to locate your room entry.
2. Click Embed on the entry to insert the room 'card' into your content. (Read more about room cards below.)
Once you have embedded the room, the card shows the session title, description, thumbnail, and a 'Join now' button. 



3. Scroll down and click Create Event at the bottom right.
The event is saved and students can see the same card in their own course calendar and can join directly from it.

Room card details

The embedded card displays key session information in a compact, visual layout. It includes:

• Date and time of the session (if scheduled)
• Session title
• Short session description, with a 'Read more' link that opens the entire text
• 'Join now' button - always visible for teachers and co-editors; for students, it's shown based on session timing or admin-defined settings
• Speaker information (if enabled) - up to three speakers shown with a plus (+) indicator if there are more
• Thumbnail image on the right (if enabled)

The card adjusts its appearance depending on the session status ('Live' or 'Out of Schedule').

What students see

When a student clicks Join now, the session opens in a new tab. They’re authenticated through the LMS and depending on how your Room is configured, they might:

• Land in the waiting room first



• Be taken straight into the live session in the Kaltura Room in a focused view that includes the chat and collaboration panel on the right. 



• Be prompted with “Access Denied” if they're not entering through the LMS



Access is role-based, using existing Kaltura permissions. Unauthorized users will also see an error message.