Virtual Classroom | Inviting external participants

Virtual Classroom will be phased out on 31 st of August 2022. In case you have any questions, need further support and/or solutions for recordings that need to be re-used contact us via [email protected] .

Some lectures require external participants to be part of the meeting. These users are different to the ones that have already a guest account at WUR. When a meeting has been scheduled via Virtual Classroom, external participants can be invited.

This article will show you how to:

There are several ways to access the Virtual Classroom. For more information, please visit: Virtual Classroom | How to create and add a meeting.

Virtual Classroom is not supported by Internet Explorer and Microsoft Edge browsers. For best functionality, it is recommended to use Google Chrome or Firefox.

Inviting external participants

  1. Select Allow external participants
  2. Click on Save

When selecting the option Invite external participants you will be able to share a link to the meeting without having to create guest accounts for the course.

Create meeting - select Allow external participants

If you create a meeting and decide only later to invite external participants to the meeting, it is possible to edit these settings. However, you can do so only before the meeting start time and date. For more information, please visit: Virtual Classroom | How to edit scheduled meeting settings and delete a meeting.

Keep the Invite entire class setting selected for everyone from the Classlist to have access to the meeting. If you only use the Allow external participants setting the meeting will not be published in students' calendars. 

Navigate to your Course, in the green navigation bar,

  1. Click on Course Tools
  2. Click on Virtual Classroom
Navigate to Course Tools | Click on Virtual Classroom

This will open the page with the list of scheduled and recorded meetings

Select meeting in the list of Virtual classroom meetings

Select the desired meeting and,

  1. Click on the three dots on the right side of the meeting's name, under column Actions
Select meeting in the list of Virtual classroom meetings

A pop-up menu will appear

  1. Click on Copy External Link
Meeting - copy external link option
Entering the meeting as external participant
  1. Fill in Name and Last name
  2. Click on Join

Keep in mind that external participants enter the meeting with the role of Viewer. For more information, please visit: Virtual Classroom | Roles of participants and how to change them.

External participants login page

Keep in mind that it is only possible to enter the scheduled meeting only if the moderator has started the session. 

For more information about the meeting access, please visit: Virtual Classroom | How to enter a meeting.

You now know how to invite an external participant to a meeting in Virtual Classroom!