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Invite People to your space or room

The New Helmholtz Matrix Service and this Documentation Are in a Ramp-up Phase

  • Please contact us if you encounter any errors.
  • Helmholtz members are also invited to give us some structured feedback here.
  • From time to time, you may see a red “Offline” notification message. This is because during ramp-up phase of the service, we may need to deploy changes to the server without prior announcement. Don’t reload, your messages will be sent with few seconds delay.

If you know the correct Matrix ID of the user(s), or the person is already part of any room or space shared with you

  • click i on the header
  • click invite
  • enter name or matrix id in search
    • for matrix id, don’t forget the @ at the beginning, e.g. @name-xxxxx:helmholtz.cloud
  • click invite
  • the person is invited and can enter the room

If you do NOT know the Matrix ID of your users

You can alternatively distribute the access information to your space/room to your users and let them join. This is especially helpful if you don’t know their Matrix ID in the first place.

Make sure that you created and set up your space/room as described here and set it to at least Ask to join or Anyone, depending on your needs.

Then:

  • Go to the room
  • Click i on the header

  • Set an appropriate room link under “Settings”/”General”/”Local Addresses”, e.g. # myteamroom-VLaZIAaKN:helmholtz.cloud, if you have not already done so.

    • Save.
    • This space/room can now be identified (and possibly entered depending on allowance) via the the just defined string (and the original static (!) internal room ID)

  • Copy this identifier of the room to your clipboard. It can later also be found on the information page (i) of that room:
    screenshot of room name

  • Send this room link to your users (e.g via mail or old mattermost channel), they should
    • Open their favorite matrix client with their matrix account
    • Search for this room
    • Enter or Ask to join
  • If needed, manage requests of people who shall join the room
    • click i on the header
    • click Settings
    • click People

Inviting a large number of defined users without individual approval

Experimental

The following description is not thoroughly tested so far. Handle with care. We are thankful for feedback.

In case you want to let in a large number of defined users (e.g. from a whole center or department) to either a space incl. related rooms or a specific room, but do not want to:

  • individually invite every single user via Matrix ID, nor
  • individually approve every single “Ask to join” request, nor
  • make the room completely public to allow undefined users to join:

There is an experimental workflow for admins:

  • Set the space/room in Security & Privacy settings to Anyone
    • Do not “Publish this space/room in helmholtz.cloud’s room directoy”!
    • Set a random String as “Local Addresses”, e.g. # ajqd1i1dEdnQP1j:helmholtz.cloud.
    • Save.
    • This space/room can now be entered via the the just defined random string (and the original static (!) internal room ID).
    • It should not be possible to find or enter the space/room via room search without knowing any of the defined (random) Local Addresses.
  • Copy the URL of the space/room which now contains the just-defined string and share it to your desired group (e.g. via intranet), telling users to join this room via this URL until a defined deadline.
  • Users knowing this URL can join without further request or approval.
  • After the deadline, you can set the space/room to Invite only again, and / or delete the local address with the random string.
  • You can repeat the procedure with a new random string anytime later.

More Information

Dictionary

Matrix Mattermost
Space Team
Room
(Gruppe)		 Channel
People Member