Manage Participant Permissions

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Manage Permissions and Participants

Only Adobe Connect Hosts and community owners can manage permissions and participants.

What are the permissions that individuals have in a meeting?

There are three main roles you can have in a meeting:

1. Host
2. Presenter
3. Participant

Meeting Host

• Set up meetings, invite guests, approve guests, put rooms on hold or end them
• Add or edit layouts
• Promote and demote participants to the presenter or host role
• Switch to preparing mode to create or edit layouts for a different presentation
• Show media and content, share screens, broadcast audio and video, and change the meeting room properties
• Control participant audio and video broadcast
• Record the meeting room

Presenter

• Show media, slides and content and share screens
• Chat, answer questions and broadcast live audio and video

Participant/Guest

• View and participate in a meeting
• View the content being shown, hear and see the presenter's audio and video broadcast, use text chat, take polls and download files.
• If given permission, broadcast their own audio and video
• If given permission, control specific Pods where access has been granted

How do I add participants to my Adobe Connect meeting?

1. Contact APAN's help desk for assistance to add additional hosts and participants. This feature is turned on by request only.

How do I invite individuals to my Adobe Connect meetings?

Send Email

1. Within your [connect room], click Meeting tab.
2. Select Manage Access & Entry
3. Select Invite Participants
4. Click Compose email.  Your Outlook email will open with a meeting invite already composed.
5. Add participants by email within the To field.
6. Customize the message accordingly.  Don’t forget to add time, time zone, and date of your meeting so folks know when it is scheduled.

Email Tips to Consider

1. Many .mil email exchanges strip out https:// and http:// .  It is then difficult for your participants to find the correct meeting room.   To avoid this issue, if you are emailing .mil accounts, advise your meeting participants by pasting the below in the email, instead of using the out-of-the-box email.
2. To join the meeting paste:   connect.apan.org/____________/ in the browser’s URL bar.
3. To test your connection:  connect.apan.org/common/help/en/support/en/support/meeting_test.htm
4. For Adobe Over: adobe.com/go/connectpro_overview
5. For APAN KB help:   community.apan.org/support/w/kb/13787.adobe-connect

How do I auto-promote Participants to Presenters?

1. Within your [connect room], click Meeting tab.
2. Select Manage Access & Entry.
3. Select Auto-Promote participants to Presenters.

How do I lock-out Participants from a meeting so presenters and hosts can set the meeting up, if access may have already occurred?

1. Within your [connect room], click Meeting tab.
2. Select Manage Access & Entry
3. Select Place Participants on Hold

How do I remove participants from a meeting?

1. If you have been granted permissions to add and remove participants, go to the participant list within the user console. 
2. Select the users that you wish to delete from the participants list.
3. Click Remove.

Is there a limit on how many people can attend a meeting?

There is no limit for a meeting; however, APAN is currently licensed for 500 simultaneous or concurrent users on the Adobe Connect server.  

Examples:

• APAN can support five meetings of 50 users at the same time.

or

• APAN can support 25meetings of 10 users at the same time.

Once there are 500 users on the Connect server, no additional users will be able to join a current meeting.

If you require a higher number of concurrent users, please contact that APAN Help Desk. The Help Desk will forward your request for review.

Can our community reserve or guarantee some number of concurrent users for our meeting?

Adobe Connect does not provide an ability to control how many users are allocated to a meeting so there is no way to reserve or guarantee.

What are Adobe Connect Access options?

Adobe Connect provides three ways to allow access to rooms.

Access by:

• Utilizing the URL of your Adobe Connect room.  Users do not need to have an APAN account as they are entering the room as a Guest.  
• APAN Users from your predetermined list.
• APAN Users from your predetermined list plus approved guests during each meeting/session.

 Where is the Access Options setting?

1. Go to your Adobe Connect room
2. Click Meeting
3. Click Manage Meeting Information. This opens the control panel of your Adobe Connect room.
4. Click Edit Information.
5. Click the option Best Security Setting or see best practices below.

What are APAN Access Option Best practices?