Your Webex Events App is the resource hub for in-person attendees and the digital venue for virtual attendees. The features and information in your Event App flow between Registration, Branded Apps, Lead Retrieval, Onsite, and Live Display. Before setting up Live Display or Lead Retrieval, you need to set up your Event App.
This article shows how to set up an Event App in the Webex Events Platform. You'll be amazed at how quickly and easily your Event App takes shape! 👍
💡 Keep in mind, although this article refers to setting up an Event App, these instructions also apply to Communities.
Contents
Event App creation options
There are three ways to start building an Event App - templates, cloning, or from scratch:
Start with a template - If you want a jumpstart on setting up your Event App, you can request a template using this form. We have a wide variety of event templates to choose from, with the option to include example content if you want a nice model to compare to as you add your content! 🤩
After 1-2 business days, we'll notify you when your template is ready. From that point, continue following this article to fill in your Event App's basics and content. ⬇️
Clone an old Event - If your Event is similar to a previous one, you can easily clone the old Event to get a major head-start on building the new one. 🏃 Cloning an Event copies all Registration, Onsite, Event App, Lead Retrieval, and Live Display content, features, and settings. Learn more in our article about cloning Event content.
Build from scratch - If you need to start with a blank canvas, simply follow the steps in this article. 🎨 ⬇️
Event App basics
From your Event's Overview page, click Start under Event App. Haven't set up your Event yet? Create your Webex Event first!
On the next page, click Get Started.
Event Details
Event Title - This field auto-populates with the Event Name you entered when you created your Event.
Event Description - Describe what your event is all about! If applicable, you could copy the description from your event website and paste it here. A few important things to consider when creating the description are:
Does your event have a theme?
Who attends this event?
Do you want to highlight your event sponsorship here?
💡 Keep in mind, when adding images to the Description, always do so with the image tool, which is the icon at the far right of the Event Description toolbar.
Best Email to Reach You - This email address is the main point of contact and should belong to someone who has access to the Webex Events Platform.
When you're done with the Event Basics, click Next.
Privacy Settings
Your Privacy Settings selection controls how users gain access to Event App content. Although the Mobile App is available for anyone to download, you can ensure only the right people get access to your Event App content.
There are three options to choose from — Public, Event Code, and Invite Only. Deciding which one is right for you can depend on several factors. For a complete overview of each setting and a helpful decision flowchart, refer to our Privacy Settings article.
When you've selected a Privacy Setting, don't forget to click Save & Continue. At this point, the information you've entered in your Event App so far is saved, and you can come back later to edit it if you need to.
After you click 'Save & Continue', you'll land on the Features page.
Features
Features are what your attendees interact with in your Event App. With over 20 features to choose from, you might be a little overwhelmed when deciding which ones you need. For a quick overview of each feature, refer to our Event App and Community Features Overview. We also have complete guides to adding, editing, and managing every single feature. 📚
Every Event App starts with three basic features — Lobby, Attendees, and Announcements.
Click the Add Features button to add more features. In the modal that appears, click Add under each feature you want. Click the X in the top right corner when you're done.
💡 Keep in mind, you can add most features more than once. This can be useful for having multiple types of Video Rooms or different tiers of Sponsors, for example.
Manage features
When you add features, they appear in the Selected panel. Click and drag features to swap their positions. Use the arrow icons at the bottom of the Selected panel to view more features.
The Preview on the right shows you how the Mobile App looks. To try out the Event App's web version, you need to publish the Event App first.
Hovering over any feature in the Selected list reveals a Settings (⚙️) icon, an Edit button, and a Delete button.
Settings - In this modal, you can rename the feature and assign a custom Icon. You can also use the 'Visible To' setting to lock content to certain Groups of attendees, such as VIPs. We always recommend choosing or uploading a custom icon to make your brand shine — especially if you're using a Branded App.
Edit - For list-based features such as the Agenda, Web List, or Sponsors features, this button takes you to a separate page where you'll add items to the list. For single item or static features, such as the Web Link, Single Document, or Live Stream features, a simple configuration modal appears. Refer to each feature's dedicated feature guide for details on exact behavior.
Delete - You can delete any feature from your Event App, excluding the Announcements feature. Be careful! When you delete a feature, any information you've added to it will also be deleted, and you can't view metrics for them.
When you finish adding features, click Next. You don't have to fully fill out and customize every single feature before you publish your Event App. We recommend that you simply add most of the features you'll use and customize the icon for each.
Appearance
The Appearance page is where you upload your Event App cover image, change the Event App logo if needed, and choose the layout for your Event App's home page. To make sure your Event App's graphical elements wow your attendees, refer to our Look Book for inspiration and take our Webex Events Academy course on Designing a Beautiful Event. 😍 🎓
Images
Before you publish your Event App, you must upload a cover image. This and the logo appear to attendees on both the Mobile App and web experience.
💡 Keep in mind, adding these images is crucial to submitting a Branded App.
Logo - The logo appears on your Event App's login page and is overlaid on the cover image on the Mobile App's home page, as shown in the following image. If you want a different logo for your Event App than the one you uploaded during Event creation, you can do so here. Accepted icon formats and dimensions are:
JPEG or PNG
Minimum: 100px by 100px
Recommended: 500px by 500px
Maximum: 1000px by 1000px
Cover Image - The cover image appears behind your event's name on the Mobile App and web version and in the Lobby feature. Accepted image formats and dimensions are:
JPEG or PNG
Minimum: 200px wide by 100px tall
Recommended: 1000px wide by 500px tall
Maximum: 2000px wide by 1000px tall
💡 Keep in mind, we don't recommend including text or important information on the cover image since it will be cropped depending on a user's device and its location within the app.
Layout
The Event App layout mainly affects your Mobile App. However, Banners appear on the Web App, too! Not sure which layout is right for your event? Refer to our Event App Layouts article to learn more.
Click Save when you're done uploading images and selecting your layout.
Publish the Event App
Publishing your Event App is necessary to link it to a Branded App. However, publishing isn't always the last step in building your Event App. Attendees won't know how to find and access the Event App until you tell them, so you can publish and then keep working on getting your Event App decked out, filled in, and ready to roll! 👍
To publish, go to the Appearance tab and click the Publish button in the top-right corner. In the modal that appears, choose which Mobile App the Event App will be published to.
If you're using a Branded App, select your app and click Next. Haven't started making your Branded App yet? Don't publish your Event App just yet! Click the Create App option, then refer to our Apple and Google Developer Process Overview for instructions.
If you're not using a Branded App, select Webex Events App, then click Next.
The Team you chose during Event creation is automatically selected in the next modal, and you can now click Publish Event. If your team doesn't have any Event App credits, you'll be prompted to contact our support team to arrange purchase.
You just set up your Event App basics! Have a treat. 🍬
Next Steps
Use the following links for specific instructions. 📚
Event App - You can keep adding features and filling in information at any time after your Event App is published — even during your event! Any changes you make to your Event App will be reflected in the Mobile App and web version within a matter of seconds.
Branded App - If you're using a Branded Mobile App, make sure you've added the following items to your Event App:
Logo (you added this when you created your Event)
Cover Image (you added this on the Appearance page during Event App setup)
Banner images (if you're using the Banners layout)
Live Display - Choose what you want to show on your Live Display, then configure the corresponding Event App features.
Lead Retrieval - You can now activate Lead Retrieval and start adding Exhibitors.
Test! - It's very important to test your Event App to make sure everything appears and behaves how you want it to! We recommend testing your Event App once you've added most of your content and are ready to launch it to attendees, and it doesn't hurt to do a final review and test it again closer to your event date.
Announcing - When you're ready to welcome attendees into the Event App, spread the word using our helpful App Access Templates!
Questions? Chat Us or Email support@socio.events