Online Performances and Video Recordings
Online performances include a video recording component. For each student in the programme, you can have a video recording that families can watch through the Family Hub. Recordings can be uploaded by you directly, or yo
How Recordings Work
An online performance gives each student entry a video slot. The slot starts empty and can be filled by one of two paths:
- You upload the recording — you have the video file and upload it directly from the performance detail view
- You request a recording from the student or family — you send an invitation by email; they click a link in the email and upload the video themselves
Both paths end up in the same place: a video attached to the student's programme entry, visible to families when they view the performance.
Only one recording can be active per student per performance at a time. If a new recording is uploaded (by you or by the student), it replaces the previous one.
Uploading a Recording Yourself
From the performance detail view, each student row in the online performance table has an Upload video button (or Replace video if one already exists). Click it, select your video file, and the recording is uploaded and attached immediately.
Once a recording exists, a video thumbnail appears in the row. Clicking the thumbnail opens a full video player so you can preview the recording without leaving the page. From the same row you can also delete the recording if you need to remove it.
Requesting a Recording from a Student or Family
If you want the student or their family to supply the recording themselves, you can send them an invite. From the student's row in the performance table, click Request recording. A modal opens where you can:
- Choose who receives the invitation — Parents only, Students only, or Both
- See a live preview of exactly who the email will go to, including names and email addresses
- See a warning if any students or parents are missing email addresses — they'll be listed so you know who you won't be able to reach
- Optionally CC yourself on the invitation
When you send the invite, an email goes out to the selected recipients. It includes the student's name, the performance title, and a unique secure link to an upload page. The family clicks the link and can upload their video directly from the browser — no Octavia account or login needed.
The Student Upload Page
The upload page is a dedicated page accessed via the link in the invitation email. It is designed to be straightforward for students and parents who may not be regular Hub users. It shows:
- The performance title and date
- The student's name, piece, and composer
- The recording due date highlighted in orange (if one was set on the performance)
- An upload area where the student or parent can choose their video file
While the video is uploading, the page shows a clear warning not to close or refresh the tab until the upload completes. Large video files can take some time, so it's worth communicating this to families in advance.
After uploading, the page shows a success message and a video preview so the family can check the recording looks and sounds right. If they need to change it, they can click Replace recording to upload a new file, which replaces the previous one.
The recording goes into the same slot in your performance detail view as soon as the upload completes.
Tracking Request Status
Each student row in the online performance table shows a status badge so you know where things stand:
- Recording uploaded — a recording exists for this student, with the upload date
- Request sent — an invitation has been sent but the student hasn't uploaded yet, with the sent date
- Invite expired — the invitation link has passed its expiry date and can no longer be used
- No request sent — no invitation has been sent and no recording has been uploaded
For students with a sent request, you can Resend request (sends a fresh invitation email) or Copy upload link (copies the invitation URL to your clipboard, useful if the family didn't receive the email or wants to share it with someone else).
Managing Recordings
From each student row you can:
- Upload video / Replace video — upload a new file, which replaces any existing recording
- Delete video — removes the recording from the student's slot entirely
- Request recording — send an invitation to the student or family
- Resend request / Copy upload link — if an invitation was previously sent
All actions update the table immediately so the status is always current.
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