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Manage sent invitations

Manage sent invitations

Kurzinformation

The tab "Sent invitations" of the participant administration manages the invitations that have been sent via the course room to external persons without RWTH Single Sign-On account. The tab shows the status and various other information about the invitations that have been sent. These can also be renewed or deleted.

The tab is only visible for managers. It only shows invitations that have been sent via this course room.


Detailinformation

Inhalt

1. How does the invitation process work?
2. Structure or the Sent invitations tab
3. Renew invitation
4. Revoke invitation

 

1. How does the invitation process work?

External persons without a RWTH single sign-on account can be invited to a course room via the participant administration by e-mail. The e-mail contains a coupon link. By clicking on the link, the invited person is redirected to the Identity Management of RWTH Aachen University and can create an account there. This account only authorizes access to RWTHmoodle. Other RWTH Aachen University services cannot be used with this account.

Once the account has been created, the invitation is considered accepted. The new account will automatically be booked into the course room from which the invitation was sent. The assigned role depends on which role was selected when inviting to the course room.

The status of the invitation can be checked in the "Sent invitations" tab. Invitations can also be renewed or revoked here.
 

Please note:

  1. Unless contractual arrangements have been made for this, external persons are not allowed to obtain the roles "Manager" or "Tutor" in RWTHmoodle for data protection reasons, as this would give them access to student data such as name and email address.
  2. After sending the invitation, it takes up to 30 minutes before the sent coupon can be redeemed in Identity Management. The invitation e-mail contains a corresponding note.

  3. After accepting the invitation and creating an account, it takes up to 60 minutes before the new account is automatically booked into the course room. The invitation e-mail contains a corresponding note. After successful booking, the newly added persons receive an automatic booking confirmation.

 

2. Structure of the Sent invitations tab

To get to the sent invitations, proceed as follows:

  1. Click on "Participants" in the navigation on the left to open the participant administration.
  2. Go to the "Sent invitations" tab.
  3. Then you will see the list of sent invitations.

The list shows a couple of information about the invitations sent through this course room.

  • Email address - Displays the email address to which the invitation was sent. Please check here if the email address is correct.
  • Role - Indicates the role in which the invited person will be added to the course room once the invitation is accepted.
  • Invited by - Indicates who sent the invitation.
  • Last change - Shows the date when a change was last made, i.e. when the invitation was sent, renewed or revoked.
  • Status - Indicates until when the coupon from the invitation can still be accepted or whether the invitation has already been accepted or revoked.
  • Revoke - Invitations can be revoked via the trash can icon. Accepting the coupon from the invitation email is then no longer possible.

 

3. Renew invitation

Eine Einladung ist 14 Tage gültig. In dieser Zeit kann der Coupon aus der Einladung im Identity Management eingelöst und ein Account erstellt werden. Der Spalte "Status" entnehmen Sie das Datum, an welchem die Einladung abläuft. Bei Bedarf können Sie die Einladung jederzeit - auch vor dem Ablaufdatum - erneuern, d.h. verlängern. Die Gültigkeit des Coupons verlängert sich dann um sieben Tage.

An invitation is valid for 14 days. During this time, the coupon from the invitation can be accepted in Identity Management and an account can be created. The "Status" column shows the date on which the invitation expires. If necessary, you can renew, i.e. extend, the invitation at any time - even before the expiration date. The validity of the coupon is then extended by seven days.

To renew an invitation, proceed as follows:

  1. in the list, mark the cheboxes to select the invitations yout want to renew. To select all invitations, click the checkbox in the header.


     
  2. After selecting the desired invitations, three additional buttons are displayed below the list. Click on the "Renew invitation" button.

     
  3. Then confirm the security query with "Next".

     
  4. The new expiration date for the invitation or the coupon issued with it then appears in the status.
 

4. Revoke invitation

If necessary, an invitation that has already been sent can be revoked by mouse click. It is then no longer possible for the participant to enroll despite an invitation that has already been sent and a RWTH Single Sign-On account that may have been created in the meantime.
 

4.1. Revoke single invitation

  1. Click the trash can icon Mülltonnensymbol in RWTHmoodle next to the participant whose invitation you want to withdraw.
  2. Confirm the following security query by clicking on "Next".
  3. After the invitation is withdrawn, the status changes to "Invitation withdrawn".

 

4.2. Revoke multiple invitations

  1. In the list, click the checkboxes to select the invitations you want to withdraw. To select all invitations, click the checkbox in the header.
  2. After selecting the desired invitations, three additional buttons will appear below the list. Click the "Revoke invitations" button.
  3. Confirm the following security query by clicking on "Next".
  4. After the invitation is revoked, the status changes to "Invitation revoked".

A revoked invitation can be resent if necessary. To do so, follow the steps above under 3. Renew invitation.


 Zusatzinformation

For more information:

last changed on 04/08/2022

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