What is the scheduler?

The scheduler is where you schedule and manage your sessions and recordings. It is the Ultra experience of the Session Administration System (SAS). Here you'll encounter an intuitive design for scheduling sessions in the Ultra experience and viewing recordings.

Set the date for your session, the designated start and stop times, and then send the link to your students. Just access Blackboard Collaborate from your browser and log in to begin.

You must have a URL and login credentials from your institution to use this scheduler.

Doesn't seem familiar? Jump to the "Original" help for the Session Administration System (SAS).

What can I do in the scheduler?

Create new meeting sessions: Select Create Session. Add the name, date, and time of your meeting. You can also decide if you want to allow recording downloads. To learn more, see Create and Edit Sessions.

Update meeting information: Need to adjust the time or date, or invite a guest? Point to a meeting to edit the meeting.

Start your meeting: Select the name of the meeting when you are ready to start.

Search for meetings: Have several meetings scheduled? Select Search to filter the meeting list. Type a specific session name or date.

View Recordings: Select Recordings to view your recordings. To learn more, see Record Sessions.

Update your account information: Go to your profile to update your personal information and change your password.

View Session Attendance Reports: Find the session you want to see a report on, and select the Sessions options menu. Select View reports. To learn more, see Session attendance report.

Create and edit sessions

From the Sessions list, select Create Session. Give the session a name.

Event Details

The event needs some basic details before creating.

  • Set the date and time the session starts and ends. You can choose to keep a session open or repeat. You can also select if students can enter the session prior to the start time.

    Collaborate uses your computer’s local time zone for session start and end times.

  • Type a detailed description of the meeting. This helps students find the right session.

If you expect over 250 attendees in your session, you must submit a large session request to the Collaborate support team on Behind the Blackboard. Submit the request BEFORE the session begins.

Session settings

Decide who can do what in your sessions.

  • Allow recording downloads from the Recordings page as well as on the recording play back page.
  • Show the profile pictures of moderators only.
  • Allow participants to use audio, video, chat, and the whiteboard editing tools.
  • Allow users to join the session using a telephone for their audio.

More on Session Settings

Invite others to your session

Select a session to open the session details. The information you need to join or invite others to the session is available. 

You can invite users two ways:

  • Send users a public guest link
  • Send users a personal invitation

Guest link

The guest link is a public link that can be used and shared by anyone who has it. 

Guest access is on by default. Clear the Guest access check box to turn it off. This only turns the guest link off. You can still invite individual attendees.

Copy and send the copy of the guest link to your students, or other guests.

Session links can be long and break when sent. Use a URL shortening service, such as TinyURLTM, to create a short alias for your session.

Everyone who joins from this link joins with the same guest role. Decide if all guests join as participants, presenters, or moderators. Not sure of which permissions to grant all guests? Don't worry. Permissions can also be set during your meeting.

More on roles and permissions


If you want to invite extra moderators and leave guests as participants, send your moderators personal invitations.

  1. Expand Invitations and select Invite attendee.
  2. Type the name and email of the attendee.
  3. Select the role you want to give them.
  4. Select Invite Attendee.

Collaborate emails the personal invitation with everything the attendee needs to join the session.

  • Session information
  • Unique session link to join
  • Guest link, if guest access is on
  • Dial-in information, if available