Blackboard Collaborate Ultra - Allowing Outside Participants into Your Session

This article explains how to allow outside participants to enter your Blackboard Collaborate Ultra session.

Blackboard Collaborate Ultra - Allowing Outside Participants into Your Session
Note: Google Chrome is the recommended browser for use with Blackboard Collaborate Ultra. If you do not have Chrome installed on your computer, you can get if from Software Center.

While students enrolled in your course can easily access the Collaborate Ultra sessions you have created, there may be times when you would like to have an outside participant join your session. This might be a colleague, administrator, or a guest speaker. Allowing outside participants to attend your sessions is easy and does not require you to enroll them in your course.

Blackboard Collaborate Ultra-Promoting and Demoting Participants
Start by logging in to your course, going to the Other Tools menu and choosing Collaborate: Ultra from the list.
Other tools menu

When your Sessions window opens, choose the session you want to use and click on the Session Options button to the far right of the name of the session name.
Sessions menu

After you click the Session Options button a menu will open. Choose “Edit Settings” from the list of options.
Edit settings menu

When the Session Settings window opens, go to the Guest Role and Guest Link area. Make sure the Guest Role is set to the role you want the outside participants to have when they enter the meeting. Then highlight and copy the entire URL in the Guest Link area.
LInk that guests use to enter session

When you are finished, be sure to click the Save button. 
save button

Open your email client and paste the URL you copied into an email and send it to the people you want in the session. Since the URL would allow anyone with Internet access into the session, it is important that the recipients of the email do not share the URL with others.

When it is time for the outside participants to join the session, they should open their Google Chrome browser. Then, they should paste the URL from the email into the address bar and hit the Enter key on their keyboard.
guest link URL pasted into address bar of browser

In the window that opens, they should enter their name and then click on the Join Session button.
Login for session guest

If you have the Notifications turned on, you will see a message when they enter the meeting.
Notification that guest has entered session

If they do not have the correct role when they enter the meeting, go to the lower right-hand corner of the screen and click on the purple button with the double arrowhead in it.
button to open collaborate panel

This will open the Collaborate panel. When the panel opens, choose the Participants List.

Collaborate panel open with Participants list chosen and highlighted

When the Participants List opens, mouse over the name of the person. When the circle with the three dots in it appears, click on it.Gues speaker listed with arrow ponting to options button
This will open the options you have for this participant. Choose the role you would like them to have by clicking on it. In order for them to present material, they must be in either the Presenter or Moderator role. If they will not actually be moderating the session, it is best to put them in the Presenter role.
Guest speaker role options

Things to Keep in Mind
  • It is advisable to only promote participants to the Presenter role unless they will actually be helping you to moderate the session.
  • It is only necessary to promote someone to Presenter role if they are presenting but not moderating the meeting. 
  • The Captioner role is the person/people who will type in captions as the meeting progresses, if closed captioning is enabled. Note: Learning Technology Services (LTS) does not provide or pay for the use of session captioners.
If you would like training or assistance with Collaborate Ultra, please contact Rich Berg at Learning Technology Services (LTS). Rich Berg • • 715-232-1223

Keywords:blackboard collaborate ultra, collaborate ultra, blackboard collaborate ultra tutorial, collaborate ultra tutorial, collaborate tutorial, ultra tutorial   Doc ID:67324
Owner:Rich B.Group:UW Stout
Created:2016-09-28 12:39 CSTUpdated:2016-11-07 13:51 CST
Sites:UW Stout
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