While anyone can download the Webex Events App or your Branded App from the App Store or Play Store, you can control who accesses your Event App or Community within those apps with Privacy Settings. No matter which Privacy Setting you choose, we have app download instruction templates for you to send to attendees!
⭐️ Keep in mind, although this article refers mostly to Event, the instructions apply to Communities, too.
Choose a Privacy Setting
Selecting a Privacy Setting is the second step in activating your Event's Event App. If you need to edit the setting after setup, you can do so from the Event App's 'Basics' tab under 'Privacy Settings'.
⚠️ Caution! If you're using a Branded Mobile App, make sure your Privacy Setting complements your Branded App's sign up and login options.
There are three options to choose from — Public, Event Code, and Invite Only. Here's how each one works:
👋 Public (no security)
This option lets anyone find and access your Event App. This setting has the lowest barrier of entry, is easiest to manage, and offers the simplest process for your users. If you're putting on a free event that welcomes all, this one is for you!
#️⃣🔤 Event Code (low security)
This option — not to be confused with the password users create during the sign-up process — requires users to enter the event code to join. Since this option requires knowledge of the code, there's some barrier to entry, although the code isn't unique to each person. After you distribute the code, someone could simply post it online for anyone to see.
If you select this option, simply enter the code attendees must have to access the Event App. The code must have a combination of 4 or more letters and numbers. Try to keep it fairly simple and make sure the code is easy to enter using a mobile device.
Optionally, select the 'Hide event from search results' checkbox to hide your Event from search results and general app users. This is also useful if you're not quite ready for attendees to access your Event App yet. If the box is checked and attendees have the code, they can still find your Event when hidden, so distribute the code when you're ready to start welcoming attendees.
Distribute the code to users along with the download instructions. When users try to join, they'll see a prompt to enter the code after logging into the Web App or Mobile App. After five incorrect code entries, users must wait 5 minutes as a security measure before trying again.
⭐️ Keep in mind, if you upload attendees to your Event, those attendees can access your Event App without the code. If you select the 'Hide event from search results' checkbox, attendees joining via the Web App must enter the code, though Mobile App users can still join without it.
🔒 Invite Only (high security)
This option requires users to sign up for the Mobile App or Web App with the email they registered with, or that you added to the Webex Events Platform. If they're not on the list, they'll see a message prompting them to retry with a registered email.
⭐️ Keep in mind, if you're using Single Sign-On (SSO) with a Branded App, the Denial Message won't appear on your SSO login page.
You can customize this Denial Message with contact information or useful instructions to prevent attendees from getting stuck or confused. Simply enter your custom text in the Custom Denial Message field and click Save.
⭐️ Keep in mind, the Invite Only privacy setting doesn't send automatic emails to users. You need to invite them outside the Webex Events Platform.
If you need some guidance on which Privacy Setting to choose, use the following flow chart to help you decide. Feel free to ask us for advice using the Live Chat bubble in the bottom right corner of this screen. 👍
Now that you've selected your Privacy Setting, you'll need to let attendees know how they can join! Whether you're saying "come one, come all", distributing a code, or telling Invite Only attendees how to join, make sure you use your Event App's Promo Page to help people easily access the Event App.
Questions? Chat Us or Email firstname.lastname@example.org