Guest links allow users who are not enrolled on a module or organisation within Minerva to access a session. They should ONLY be used in this specific circumstance.
When a Collaborate session is created within a module or organisation, all staff and students on that module or organisation automatically have access and a guest link is not required.
Some examples where you may need to use a guest link to invite attendees would be:
- An event, such as an open day
- An external speaker needs to attend and they are not enrolled on the module/organisation
- External attendees (e.g. those from partner organisations) need to attend a session, but do not have a Leeds University username
Security when using guest links
Guest links should ONLY be shared with those who need them. Links should be shared via a secure method, such as within an email sent to an individual.
DO NOT publish guest links on any public website/blog.
Please note that the guest link is the same for all attendees of an individual session. It is not unique to individuals, nor can it be secured with a password/entry code.
It is essential that you follow this guidance to avoid 'bombing' attacks. This is when online sessions are disrupted by unwanted participants. By avoiding the use of guest links unless necessary, and by securely sharing guest links only with the relevant users, you will be able to avoid 'bombing' attacks and ensure the smooth running of your Collaborate sessions.
How to use a guest link
When you create a session, there will be the option to use a guest link. Only tick this box if necessary. You should keep the guest role set as ‘participant’. If you need to, you can change the guest’s role during the session.
Copy the guest link, which will generate once the session is saved.
Use a suitable, secure method in which to send this to all external users that require access. When sending the link, make it clear that it should not be shared. Remember that staff and students who are enrolled on the module or organisation your Collaborate session is in will automatically have access and do not need a guest link.
When a guest user clicks the link, the session will be launched in a new browser tab. They will be required to enter their name as they would like it to appear on screen to other users.
NOTE: There is no setting to allow a password or joining code.
They will then click Join Session, which will launch the room.
When your speaker joins the session, use the Participant panel to find them. Click on the circle icon next to their name, and change to role to Moderator or Presenter.
It is recommended that the guest link is emailed to users after they have expressed interest in attending the event, for example through Eventbrite. After setting up a session in your Organisation, copy the guest link from the session settings. Make sure that you leave the guest role as ‘participant’. Send this to the email address provided by the attendee.
No, you can’t add a password or entry code in order to secure the guest link.