Invite people to your Kaltura Room session in Content Hubs

About

Kaltura Room managers can send a secure link that gives someone direct access to a session, including standalone and channel room sessions, without requiring them to log in through the site’s normal authentication process.

When invitees use this link, they’re taken to the session according to the site’s login and access rules. It’s especially useful for:

• Inviting external guests, speakers, or moderators to a room.
• Giving temporary, role-based access to someone outside your organization.
• Promoting an attendee to a higher role during a live session.

Access the invitation settings

You can invite people from the Participants tab during a live session. In Content Hubs and LMS Extensions, you can also invite people from the session's media page.

From the Participants tab

1. On the session page, click Live stage in the right navigation.
2. Click the Participants (people) icon.

   The participants list opens.

   

3. Click the three dots next to All Participants and select Invite users.

   

   The Invite users window opens.

   

From the session's media page

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

   

   The Invite users window opens.

   

Create an invitation link

1. In the Invite users window, complete the following:
   • Email address – Required. Enter the invitee's email. If the email matches an existing user, the user appears in the drop-down menu.
   • First and last name – Required. Enter the invitee's name.
   • Select an invitation type – Choose a role for your invitee:
     • Viewer – Can view the session and participate in available engagement features.
     • Moderator – Can manage participants, interactions, Q&A, and other moderation features.
     • Speaker – Can join the stage with audio and video and access Q&A and the backchannel.
   • Send link via email – Check this box if you want the system to email the invitation to the user.

   The email uses the template set up in the EmailTemplates module. If your admin hasn't configured a template, this option won't appear.

2. Click Generate invite link at the bottom right.

   

3. Copy the generated link from the confirmation window.

   

4. 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 sees the room page with session details and a countdown until the start time.
• When the session is open – If the invitee is logged in with the invited email, they go directly into the room. If they're not logged in, they 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 reached its usage limit – Generate a new link and share it with the invitee.
• Room deleted or invite removed – The invitation no longer works.
• 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.

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