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Create track invites

Grant learners controlled access to your tracks.
This guide explains how to create track invites to grant learners access to one or more tracks.

What is a track invite?

Track Invites allow you to share one or more tracks with learners using a link.

Track invite types

You can choose between two types of track invites: self paced and live event. See below for the differences:
Self paced (default)
Live event
Use case
To deliver content to users to complete in their own time
To deliver content for instructor-led workshops.
Allows monitoring activity?
Yes, through the Activity Report.
Yes, through the Activity Report and Live Event dashboard.
Allows real-time monitoring activity of group and individuals?
No
Yes, using the Live Event dashboard.
Allows real-time inspection of sandboxes?
No
Yes, using the Live Event dashboard.
Allows time-based access restriction?
Optional, through an expiration date.
By default, through a start and end date. Attendees will be able to acces the invite link 24 hours before the start, until the end of event.

Set track invite restrictions

You can set the following restrictions to control access and consumption:
  • Expire the learner's access to the track(s) after a specific time. Use this limit to set how long a track will be available to learners by specifying a duration by years/months/days/hours/minutes. Or set it to Forever for unlimited access.
  • Expire the learner's access to the track(s) after a specific amount of plays. Use this limit to set how many times the track can be played. Or set it to 0 if you want unlimited plays.
  • Set the track invite link itself to expire on a given date and time Use this limit to allow the track invite link to expire on a specific date and time.
  • Set the track invite link itself to expire after the the access limit is reached Use this limit to set how many times the track invite link can be accessed. Or set it to 0 if you want unlimited access.
  • Specify who can access your track invite and how Use this to restrict access to people you specify, to anyone leaving their details (lead gen), or to anyone with the link.
  • Show (or hide) the sharing button Use this to make it easier for end users to share your invite with others. Note that toggling this button off does not prohibit end users from sharing the invite link with others.

Create a track invite

It's only possible to create a track invite from the Web UI.
🌐 Web UI

Step 1: Create a new track invite

  1. 1.
    Open your browser and go to play.instruqt.com. ↳ Instruqt shows your Content page.
  2. 2.
    Click Share Content > Create. ↳ The New Invite page opens.

Step 2: Set the basics

  1. 1.
    In the Invite type section, choose between Self paced and Live event. ↳ Not sure what to choose? Click here.
  2. 2.
    In the Public title field, enter a title for the track invite.
  3. 3.
    In the Public description field, enter an optional description for the track invite.
  4. 4.
    In the Internal description field, enter an optional description for the track invite. ↳ This description is shown only internally.
  5. 5.
    In the Select tracks list, select the tracks to which the invite applies. ⇨ You can select multiple tracks. ↳ Every selected track shows up in the list below the input. Tracks are shown to invitees in the order created. You can reorder tracks through dragging and dropping.

Step 3: Set restrictions

  • Do you want the learner's access to the track(s) to expire after a specific time?
Yes
No
  1. 1.
    In the How long is content available to users after they accept the invite? list, select Specify.
  2. 2.
    Specify the duration by clicking + or - for:
    • Years
    • Months
    • Days
    • Hours
    • Minutes
  1. 1.
    In the How long is content available to users after they accept the invite? list, select Forever. ↳ The track never expires.
​
  • Do you want the learner's access to the tracks to expire after a specific amount of plays?
    Yes
    No
    1. 1.
      In the How many times can each track be played per person? field, enter the of times the tracks can be played.
    1. 1.
      In the How many times can each track be played person? field, enter 0. ↳ The track can be played unlimited now.
​
  • For self paced invites only: Do you want to set the track invite link to expire?
    Yes
    No
    In the When will this invite stop accepting new users? list, select Specify.
    1. 1.
      In the expires on field, enter the expiration date and time.
    In the When will this invite stop accepting new users? list, select Never.
  • For Live event invites only: When does this live event take place? (required)
    ↳ Pick a start date and time.
    • Note: Attendees will be able to access this invite 24 hours before the start.
    ↳ Pick an end date and time.
​
  • Do you want to limit the number of people who can access this invite?
    Yes
    No
    1. 1.
      In the How many unique users can access this invite? field, enter the number of times the invite link can be used.
    1. 1.
      In the How many unique users can access this invite? field, enter 0. ↳ The link can be used unlimited now.

Make sharing easier

  • Do you want to make sharing this content easier by showing a 'Share' button to end users?
    Yes
    No
    Turn on the the toggle for Show sharing button on content. This will show a Share button on the invite overview and inside the tracks. Note: This button will not show if the invited has expired, has reached its claim limit, or is restricted to specific email addresses.
    Turn off the the toggle for Show sharing button on content. Note: toggling this button off does not prohibit end users from sharing the invite link with others.
​

Step 4: Define the access settings

Anyone with the link
Anyone leaving their details
Only specific people
Select Anyone with the link to allow anyone to access your content anonymously.
Select Anyone leaving their details to gate your content with a form (leadgen). Click Edit form fields to edit the fields you wish to collect on invites with this access setting.
​
Use this option if you wish to gate your content with a form - great for leadgen.
Select Only specific people and in the Allowed email addresses field, enter the learners' email addresses or domains you want to allow. Use this option if wish to restrict access to emails you specify.
​

Step 5: Finish the track invite

  1. 1.
    Click Save. ↳ The Manage track invites page opens with your newly created invite at the top.
  2. 2.
    Click
    on your newly created invite, followed by Copy invite link. ↳ The Copy invite URL pop-up opens.
  3. 3.
    The link is automatically copied to your clipboard. Click COPY TO CLIPBOARD if it doesn't.
  4. 4.
    Share the copied link with the people you want to invite. ↳ After clicking the link, they can access the invite if the access criteria are met.

Gating access with a customisable form

Invites with the access setting Anyone leaving details are gated with a form. This form is used to collect user information on invites.
Note that learners who have already submitted the form before (on any of your invites) will not be asked to leave their details again (regardless of changes to the form fields).
To edit the form fields, follow below steps:
  1. 1.

    Step 1: Go to the Form editor

    1. 1.
      Open your browser and go to play.instruqt.com. ↳ Instruqt shows your Content page.
    2. 2.
      Click Share Content > Form (New).
      ↳ The Form editor opens.

    Step 2: Edit the form fields

    1. 1.
      Select the fields you wish to collect. ↳ First name, Last name and Email address are always collected. ↳ By default, all selected fields are required. You can toggle the fields you want to be optional. The 'Consent' field is always required if selected.
    2. 2.
      To change the Form header, toggle Custom messaging. ↳ The Form title field can be customized to clarify why learners are sharing their details.
    3. 3.
      Save the form.

Edit a track invite

Changes to the tracks and content restriction will not affect learners who have already claimed access to your track.
🌐 Web UI
  1. 1.
    Open your Content page.
  2. 2.
    Click Invites. ↳ The Manage track invites page opens.
  3. 3.
    Click
    on the track invite you want to edit, followed by Edit. ↳ The Edit invite page opens.
  4. 4.
    Change the fields you want to adjust.
  5. 5.
    Click Save when you are ready.

Delete a track invite

Learners who already claimed access to the track continue to have access if you delete the track invite link. Create an invite link with track access limits to prevent unlimited track access.
🌐 Web UI
  1. 1.
    Open your Content page.
  2. 2.
    Click Invites. ↳ The Manage track invites page opens.
  3. 3.
    Click
    on the track invite you want to edit, followed by Delete. ↳ A confirmation pop-up opens.
  4. 4.
    Click OK. ↳ Instruqt removes the track invite, and learners can no longer use the track invite link to claim access to your track.

Duplicate a track invite

🌐 Web UI
  1. 1.
    Open your Content page.
  2. 2.
    Click Invites. ↳ The Manage track invites page opens.
  3. 3.
    Click
    on the track invite you want to edit, followed by Duplicate. ↳ The Create track invite page opens with the duplicated settings prefilled. Note the Public title fields is appended with Copy.
  4. 4.
    Change the fields you want to adjust.
  5. 5.
    Click Save when you are ready.

Invite statuses

On the Manage track invites page, you can see the status for each invite and filter on them. By default we filter out Expired invites. Below table explains the different statuses:
Status
Logic (when)
Definition (what)
Active
Self paced: all invites that have no expiry date (inviteTTL) set, or have not yet expired.
Live Event: less than 24 hours left until the live event starts.
Invites in this state are allowing new users to acces the link as long as the (optional) invite claim limit has not been reached.
Upcoming in Xd
Self paced: not applicable.
​
Live Event: more than 24 hours left until the live event starts.
Invite in this state are not yet allowing users to access the link.
Expired
Self paced: After the invite expiry date (inviteTTL) has passed. Live Event: After the live event end date has passed.
Invites in this state are not allowing any new users to acces the link. Note: users who have previously accessed this link will remain access. Delete the Track Invite if you want to revoke access.

Video tutorial

You can also watch this video tutorial on how to create a track invite:
Nice work! You can now grant controlled access to your tracks. Check out Monitor tracks played via a track invite to keep an eye on your track invites.
How-to guides - Previous
Share tracks
Next
Monitor tracks played via a track invite in real time
Last modified 10d ago