Event App Privacy Settings

Control how people gain access to your Event App

Daniel Murphey avatar
Written by Daniel Murphey
Updated over a week ago

While anyone can download the Webex Events App or your Branded App from the App Store or Play Store, you control who accesses each Event 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, it's possible to limit access to your Branded App entirely through enterprise or limited distribution. Read our article about Branded App Limited Distribution for more information.

Choose a Privacy Setting

Selecting a Privacy Setting is the second step in activating your Event App. To edit the setting after setup, click your Event App's Basics tab, then click the Privacy Settings step.

The Privacy Settings section in the Event App's Basics tab.

⚠️ Caution! If you're using a Branded Mobile App, make sure your Privacy Setting complements your Branded App's sign up and log in 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. It has the lowest barrier of entry, is easiest to manage, and offers the simplest process for your users. If your event is free and welcomes all, this one is for you!

💡 Keep in mind, a user who joins your public Event App is counted toward your attendee credit allotment in Webex Events, even if the event date is in the past. For more information about attendee credits, read our article about managing teams, members, and credits in Webex Events.

#️⃣🔤 Event Code (low security)

This option — not to be confused with the password users create during the sign-up process — requires users a specific string of characters. 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 find.

If you select this option, simply enter the code attendees must use to access the Event App. The code must have a combination of four or more letters, numbers, or special characters. Try to keep it 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 App from search results and general app users. This is also useful if you're not 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.

The 'Hide event from search results' checkbox in the Event Code section.

Distribute the code to users along with access instructions. After logging in to the Web App or Mobile App, a prompt to enter the code appears. As a security measure, after five incorrect code entries, users must wait 5 minutes before trying again.

The Invite Only section of the Privacy Settings page. A custom Denial Message has been entered.

🔒 Invite Only (high security)

This option requires users to sign up for the Mobile App or Web App with the email that matches their attendee profile in your Webex Event. If someone not in your Event's attendee list tries to log in, a message appears prompting them to retry with a registered email.

The error just mentioned as it appears on the Web App Mobile App.

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 'Denial Message' field and click Save.

💡 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.

The Invite Only section of the Privacy Settings page. A custom Denial Message has been entered.

If you need guidance on which Privacy Setting to choose, don't hesitate to ask us for advice using the chat bubble in the bottom right corner of this screen. 👍

Now that you've selected a Privacy Setting, you need to tell attendees how they can join your Event App! Whether you're saying "come one, come all", distributing a code, or telling Invite Only attendees how to join, make sure you use your Promo Page to help people easily access the Event App.

Questions? Chat with us, email support@socio.events, or attend a Face to Face session.

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