People tab > All users - Invite attendees to your event

This article describes how to: 

• Invite participants to your event via email - individually or in bulk
• Add participants to the event without sending them an invitation email.
• View a list of attendees for an upcoming event and monitor their progress through the registration process
• Manage event access for "closed" Single sign on (SSO) event - using custom event template only.

Following is one example of an invitation an attendee may receive.

Invite individual participants to your event

1. Navigate to the All users page; from the Event page, click the People tab > All users.
   The All users page displays.
   
2. Click Invite. The Invite screen displays.
   
3. Type the attendee's email address (required), first and last names (required), and choose whether (in addition to having a general attendee role) they will have the additional role(s) of Speaker and/or Moderator.  
   If you designate them as a Speaker and/or Moderator, additional fields display (highlighted in red below), allowing you to add an image, title, company, and bio.
   
4. Additional user details for the speaker and/or moderator are:
   • Profile image (optional) - Click Upload image (or Replace if one exists) to add/replace an image. Recommended size: 500x500px
   • Title (optional field) - Job title of the user 
   • Company (optional field) - Company of the user
   • Bio (optional field) - Short description for the user's profile page on the event site. Character limit: 2500 
5. Once finished, click Invite to send an invitation email, or click the down arrow to the right of the Invite button and choose Invite without an email to add this person to the event without sending them an invitation email.
    

   Once you are ready to send them the invite, you can click the three blue dots to the right of Creation date and select the 'resend email' option on the All users page.

   A notification asking you to confirm your action is displayed. Once the role is assigned, you cannot revert this action.
6. Click Invite to confirm or click Cancel to cancel the action.
   If you clicked Invite, a notification that the invite was successfully sent is displayed and the invitation you created will be sent to participants to complete the registration. If you clicked the down arrow to the right of the Invite button and chose Invite without an email, a notification that the invite was successfully sent is displayed and the person is added to the All users list as "Registered".

Invite participants to your event in bulk

1. Navigate to the All users page; from the Event page, click the All users tab.
   The All users page displays.
   
2. Click Bulk invite. The Bulk invite screen displays.
   
3. Here you have three choices: 
   • Click Download CSV template to download a file that is already formatted and includes examples. Type the appropriate information for your users (email, first name, and last name are mandatory; role (speaker/moderator), title, and company are optional), save, then click Upload file to upload.
     
     OR
     
     
   • Click Upload file to upload your own CSV file (without using the pre-made template).
     
     OR
     
     
   • Click Cancel to cancel the action. 
4. If you chose to upload a file (either your own or using a pre-made template), you are asked to check your file.
   
5. If everything looks correct, click Invite all. You receive confirmation that the users are being invited. When the process is finished, you receive confirmation that the bulk invite has ended successfully.
   
6. Click Got it to close the confirmation message.

Troubleshooting - things to consider when using bulk invite

Special characters:

• Email addresses cannot contain special characters (e.g., 片仮名@kaltura.com/Noël@kaltura.com).
• If your CSV contains special characters in any other field (name, title, etc.), it should be uploaded as CSV with UTF-8 encoding format.

Duplications:

Make sure your list does not include duplicate email addresses. 

Valid email addresses:

Make sure email addresses are valid (typos like ".con" will result in an error).

View a Full List of Attendees and Monitor their Progress through the Registration Process

Once you have sent your invitations, you can use the All Users page to view the full list of attendees for your upcoming event (including name, email, role, status, and creation date) and monitor their progress through the registration process.

You can use the search and filter options to locate specific attendees easily. 

You can click the three blue dots to the right of Creation date to access additional options per registration status. 

Hovering over the registration status in the All users page reveals a higher granularity of status which may include the following: 

In our example below, the registration status is Attended, but when hovering over the registration status, we can see this participant visited the site before the event started (i.e., Pre-event visit).

Speakers page

The Speakers page allows you to view a full list of speakers for your upcoming event (including name, bio, and status) and monitor their progress through the registration process. You may also invite new speakers directly from the Speakers page. See Kaltura Events - Invite Speakers to Your Event.

Moderators page

The Moderators page allows you to view a full list of moderators for your upcoming event (including name, bio, and status) and monitor their progress through the registration process. You may also invite new moderators directly from the Moderators page. See Kaltura Events - Invite Moderators to Your Event.

Manage event access for "closed" Single sign on (SSO) event

If you are hosting a "closed" Single sign on (SSO) event, you can use the All users page to manage access for your attendees. For these types of events, an additional tab displays on the All users page - Event access. 

Click the Event access tab. The Event access page displays. 

Filter groups

Filter for all groups, groups that have been granted access to the closed event, and for groups without access to the event. Click to expand the filter pull-down menu and select appropriate filter. 

Search for group names

Search for a specific group name from the full list. Type your search criteria in the Search field and press Enter. 

Grant access to the event

Click the Grant access button next to the group name to which you would like to grant event access. 

You receive confirmation that the group was granted access to the event and Remove access displays next to the group name.

Remove access from the event

Click the Remove access button next to the group name from which you would like to remove event access.

You receive confirmation that access was removed from this group and Grant access displays next to the group name.

Access settings 

Enable/disable the option to invite or publish registration for additional users outside of the synced IdP groups.

1. Click Access settings. The Access settings screen displays.
   
2. If you would like to enable the option of inviting or publishing registration for additional users outside of the synced IdP groups, turn the toggle switch to the "on" (default) position. If you would like disable the option of inviting or publishing registration for additional users outside of the synced IdP groups, turn the toggle switch to the "off" position. 
3. Once you've made your selection, click Save. You receive confirmation that access settings were successfully saved.