Invite participants to an instant video discussion

Invite participants to an instant video interview. You can set up video discussions with up to 16 attendees, including moderators and observers.

1. Open the Surveys app and select your video discussion activity.
2. On the activity toolbar, click the Distribute tab.
3. Select an invitation option:
   • In the top right, click New > Invitation.
   • On the left menu, click External Invitations > New > External Invitation.
   • On the left menu, click Hub Invitations > New Hub Invitation.
4. In the Create New Invitation dialog, enter a name for the invitation and click Create.
5. In the Message tab, update the email message with any information specific to your video discussion, such as the length of the video discussion and the date and time when it will take place.

   If you selected New > Invitation the Message tab displays an invitation template that you need to edit with your video discussion details.

   
   
   
6. Click the Select Interview tab, and select the video discussion to invite participants to.
7. Click the Recipients tab, and add recipients in one of the following ways:
   • Select an existing member filter from the Recipients drop-down list.
   • Create or edit a member filter.
   • Manually invite recipients.

     Use this option if you plan to distribute the activity outside of your Community.

   • Upload recipients.

     Use this option if you plan to distribute the activity outside of your Community.

   Note: The meeting room can record up to 16 participants (for example, 1 moderator and 15 interviewees). Please be mindful of this limit if you invite more than 15 interviewees.
8. If you selected an existing member filter, or created a new member filter, you can select only a specific subset of members to send the invite to.
   Note: The selected member filter cannot include more than 500 users.
   1. In the Confirm Filters dialog box, click the Select Participants tab.
   2. Click the checkbox next to the name of each member to include.
   3. Click Save.
9. Optional: If you want to change the Member Facing Activity Name, click the Activity Details tab and enter the new name.
10. If you want to schedule the invitations to be sent at a later time, click the Schedule tab.
    1. Under Send Date, select Later.
    2. Click inside the Date field, and then select the date from the calendar.
    3. From the Time menu, set the time at which the email will be sent by doing either of the following:
       • Type the time according to the required format, and press Enter.
       • Click inside the Time field, and then select the time from the menu.
    The Time setting is based on your computer's time zone.
11. Optional: You can choose to send a test email to preview the invite:
    1. In the Select Interview tab, verify that you have selected an interview.
       You must select an interview in order to successfully send a test email.
    2. Click Test Email.
    3. Enter the email, or a comma-separated list of emails, to send the test to.
    4. Click Send Test.
12. Click Review and Send.
13. Review the information displayed and click Schedule Send for scheduled emails or Send Now for invites to be sent immediately.
14. After you invite participants, you can:
    • Send reminders to participants.

      Remind participants to select a scheduled timeslot, or remind them of their confirmed interview.

      • When you create a schedule reminder, the status options are:
        • Invited, but not started
        • Incomplete
        • Confirmed
        • Completed
      • When you remind confirmed participants, select Confirmed in the Participation section on the Recipients tab.