Attendees are users who have access to a room. There are two types of attendees:

  • Internal attendees: Learning Environment users that exist at the room's org unit level.
  • External attendees: Users outside of Learning Environment or the room's org unit level. For example, an external attendee can be a topic expert from another organization invited to an online room to give a special presentation.

When you add attendees to a room, you can send them system-generated email invitations. The email contains details such as start and end dates and times, and provides the URL to the online room. External attendees receive email notifications automatically. Internal attendees only receive an email notification if you check the check box and if internal email is configured by your administrator.

Note: If no email address is specified for internal attendees, the notification email is sent to the email address recorded in the User Profile.

You can also access the Attendees list from the Edit Room page.


Adding attendees

You can add attendees when creating a new room or by editing an existing room.


Add internal attendees

  1. Click Add Attendees in the room you are creating or editing.
  2. Select from the available Organizational Unit drop-down list.
  3. Select the users you want to add by clicking their names on the listing. Available attendees are organized and displayed by available Users, Groups/Sections, and All tabs.

    Tip You can also search for specific internal attendees using the Search field.

  4. Click on the users you wish to add as Attendees. Their background will turn green when selected. Review the list of users you've selected in the Review Selected Items section. You can remove users by clicking Remove beside the name of the user.
  5. Click Add.


Add external attendees

  1. Click Add Attendees in the room you are creating or editing.
  2. Click Add External Attendee.
  3. Enter the email address of the attendee you want to add in the External Attendees Email Address field. If you are inviting more than one attendee, add a semicolon between each email address.
  4. Review the list of users you've selected in the Review Selected Items section. You can remove users by clicking Remove beside the name of the user.
  5. Click Add.

Note: All external attendees will automatically receive email notification of the meeting at the email address you enter.


Editing attendees

You can edit attendees' online room roles from the Attendees tab once you add them to a room.


Edit attendee roles

  1. Access the Attendees list in a room.
  2. Click Edit next to the attendee role.
  3. Choose the role you want to assign from the drop-down list in the Role column.

    Note You can edit multiple attendee roles at once by selecting the check boxes beside their names and clicking Edit Roles in the Attendee list table header.

  4. Click Save.


Deleting attendees

Deleting attendees removes them from a room's attendee list. Deleted attendees can no longer enter the room or see its archives if the archives are restricted.

Note: Users can still access and join rooms if they have the URL.

Deleting attendees who are currently inside a room does not remove them from the room in the Online Rooms tool; you must enter a room to remove an attendee from the current session.


Removing attendees from a session

To remove attendees from the current session and stop them from returning, delete them from the attendee list before removing them from the room, otherwise they can re-enter the room before you can delete them from the attendee list.

Note:  You cannot remove attendees with the Host or Moderator role during a session.


Delete attendees

On the Attendees list, click Delete beside the attendee you want to delete.

You can delete multiple attendees at once by selecting the check boxes beside their names and clicking Delete in the Attendee list table header.