Inviting Participants and Attendees

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Inviting Attendees

Manage Permissions and Participants

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

There are three main roles you can have in a meeting:
What are the permissions that individuals have in a meeting?

1. Host
2. Presenter
3. Participant/Attendee

Meeting Host

• Set up meetings, invite guests, approve guests and 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, 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

Invite attendees and grant or deny access.

While in the meeting room, hosts can invite people to attend a meeting. A host can choose to block access to a meeting and allow or decline requests to enter a blocked meeting.

Invite attendees while a meeting is in progress.

Hosts can invite people to a meeting from inside an Adobe Connect meeting room.

1. Select Manage Access & Entry > Invite Participants from the drop-down next to the Meeting room on the title bar.
2. In the Invite Participants dialog box, do one of the following:
   • Click Compose Email to open your default email application and send invitees an automatically generated email message with the meeting URL.
   • Copy Link from the Invite Participants dialog box into an email or instant message and send the message to invitees. Return to the meeting room and click Done to close the dialog box.

Allow participants to join without Hosts permitting each entry.

You can set up a meeting room to automatically allow the participants in the meeting room, without any intervention from the meeting hosts.  

When creating a meeting, select Anyone who has the URL for the meeting can enter the room in the Access section. For an existing meeting, go to Edit Information and make the same selection.

*** CAUTION***

Anyone in the world can create an APAN username.  If you use Anyone who has the URL, if someone has your Adobe Connect Room URL, they can anonymously join your meeting.  APAN best practice recommends that you know who is in your meeting. 

*** CAUTION***

When you select the option Anyone who has the URL, your room is publicly available. Any content uploaded to your room, is also publicly available. Any user who has the URL can access the uploaded content without your knowledge. 

***CAUTION***

Block incoming attendees

You may want to select to block incoming attendees. You may want to do this prior to a meeting if you are setting up the Connect room or if you want everyone to come into the room at once. 

1. Select Manage Access & Entry > Block Incoming Attendees from the drop-down next to the Meeting room name on the title bar.
2. To allow incoming attendees to request entry to the meeting, select Let incoming attendees request to enter.
3. (Optional) In the text box, edit the message for incoming attendees. Select Save Message to save the message for future use.

Block guests who lack registered APAN accounts

1. Select Manage Access & Entry> Block Guest Access from the drop-down next to the Meeting room name on the title bar.

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 is 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 you prefer.

	Adobe Connect Videos Remember, Adobe Connect may use a different version than APAN does so you may see other features that are not available in APAN.
	Understanding Roles and Managing Attendees https://www.connectusers.com/tutorials/2020/09/managing_attendees/index.php

(Information last reviewed on 26 June 2023)