Inviting viewers
To invite viewers to your session, use the invitation form at the top right of
the screen. Enter the viewer’s email address and click the ‘+’ button.
To invite multiple viewers to a session at once, presenters can copy multiple email addresses using a space, comma, semicolon or colon format from their respective directories to paste into the 'Invite by email' section. These include but are not limited to Google Calendar, Microsoft Outlook, Google Sheets and Excel/.csv format. Any extraneous text should be stripped from the list when you add it to the form.
For many of our users, a Flex session will have been scheduled ahead of time and those involved will have been invited using a calendar app. Below we show you how to copy emails directly from some of the most popular calendars.
Google Calendar
Open the event from your calendar.
Under ‘Guests’, select the email icon
On the next screen select the copy icon on the right-hand side to copy all invitees emails to your clipboard.
Cut and paste directly into the Flex invite form.
Microsoft Outlook
It can be tricky to copy emails from the web version of Outlook calendar so we recommend using the desktop version to do this
In the desktop version, go to your Calendar and double click on the event. You can simply copy and paste the list of attendees and drop them into the CVF invite form.
If the meeting attendees have been added using a Contact List, you will need to expand the list before cutting and pasting. To do this select the + icon next to the list name and click ‘ok’ on the confirmation dialogue.
Note: as an Outlook user contact lists might be useful for you if you are regularly inviting the same people to a review session. Here is a guide on how to set them up.
Apple Calendar
In Apple Calendar you can select all meeting invitees by selecting cmd A in the invite form and then cmd C to copy them. This list is saved to the clipboard in a format that can be paste directly into the CVF invite form.
The maximum number of viewers you can invite will be subject to either your
subscription type or, for our PAYG customers, the type of credit you have
active. Your limit is indicated at the bottom of the invite viewer form. Once
your viewers are added to the list, an email containing a unique session link
will be sent to each person.
Once added to the list, you will see an empty circle next to the viewer’s email
address.
Once they join the session, the circle will turn green. If the viewer leaves the
session, their name will be struck out, and they will be moved to the bottom of
the form along with other viewers that have left.
If the viewer cannot access their invitation email, you can send them their
session link through alternative means, such as instant messaging. To do this,
click their email address to bring up the action menu.
Click Copy invite link to copy the link to your clipboard.
Invite expiration
As a security measure, this link expires after 30 minutes and can be reused by
the same viewer within this time period. It can not be used on more than one
device, so it cannot be shared. If you attempt to use your invite link in more
than one browser or device, your attendance in any open sessions will be
removed.
If you would like to adjust the link expiration time or disable reusable links, please contact an admin on the project who can adjust these security settings.
Re-inviting viewers
If you need to re-invite a viewer once they have left or disconnected, click
their email address to bring up the action menu.
Then select Re-invite viewer. Doing this will automatically expire the old
link token so that it can not be used by anyone else.
Removing viewers
To remove a viewer during the session, click their email address to bring up the
action menu.
Selecting ‘Remove Viewer’ from the menu will remove the viewer from the session within seconds. Their invite link will become invalid if it hasn’t already been used, and they will no longer have access to the session if they have already joined. Finally they will be moved to the bottom of the form along with other viewers you have removed.
Ending a Session
Select the ‘End Session’ button to terminate the session. Doing this will log
all viewers out from the session and invalidate any previously sent invitation
links.
Please note - the presenter needs to be present for the duration of a ClearView Flex session. If the Presenter leaves at any point during the session by closing the tab or browser, the session will automatically end within 5 minutes. This is a security measure to ensure that the Presenter is always in control over what is being streamed to the viewers.