The Documents feature hosts PDFs and images that users open directly within your event or community. Give your attendees a place to easily access your event's session materials, sell sheets for sponsors, daily meal menus, or downloadable copies of a schedule or map. You can even use Internal Links to link individual documents from the list to other places within the event/community.

Screenshot of the Documents feature in the Web App.


Add the Documents feature

From the Edit Event page, click Add Features. In the modal that appears, scroll down to the Documents feature, click Add, then close the modal.

Screenshot showing the Add features button and the Add features modal.

Edit Settings

To customize the Documents feature name and icon, or use Groups to show the feature to only certain subsets of attendees, hover over the Documents feature in the features list and click the Settings (⚙️) icon.

Screenshots of the Settings cog on the documents feature and the Documents Settings modal.

When you're done making updates, click Save Changes.

Add documents and images

Hover over the Documents feature in the Selected Features list and click Edit. This takes you to the Documents page.

Screenshot showing the Documents feature with a cursor hovering over it. The Edit button is indicated.

On the Documents page, either click the New Item button to upload a document, or click the Categories tab to set up categories for different types of documents.

Add Categories

Categories are ways to classify different types of documents. Applying a category to a document adds the name of the category below the document's label/subtitle in the features list and lets attendees filter documents by category. If you plan to use categories, it's best to set them up before adding documents. To learn how to make Categories, check this out.

Screenshot of the Categories tab with an arrow pointing to the New Category button.

Add documents

From the Items tab, click New Item to upload a document.

⭐️ Keep in mind, you can also click the Upload button to import multiple documents at once.

Screenshot of the process just described.

In the modal that appears, fill in the following information:

Screenshot of the New Item modal.
  • Name (required) - The document name attendees will see. We recommend keeping this short and simple, and include any additional information in the Label/Subtitle field.

  • Label/Subtitle - Enter any additional information that'll help attendees know the purpose of the document.

  • Category - Select the Category the document belongs to, if applicable. Attendees can use categories to filter documents.

  • Document (required) - To upload a document, simply click Upload Attachment(s) and follow the instructions in the uploader.

  • Add Internal Links - Link the document to other features of your event, such as Agenda sessions, Live Stream features, and more. For or more info on Internal Links, check this out.

    ⭐️ Keep in mind, internally linked items don't appear in the Documents feature – they only appear on the item you link a document to.

When you're done, click Save Changes. You've just added a document to your event! 🎊 Repeat as necessary. If you have a lot of documents, remember that you can import multiple documents at once.

Manage documents

After you've added categories and documents, you can take several actions to manage each:

  • Filter by Categories (Items only)

  • Search

  • Drag and drop to reorder

  • Edit or Delete

  • Multi-select and:

    • Assign to Category (Items only)

    • Delete

Animated GIF showing a user a user rearranging and multi-selecting documents.

Documents in practice

When attendees click or tap on the Documents feature, they'll see each document listed out in the order you determined in the platform. The Label/Subtitle and Category appears below the document title. When Web App users click on a document, the document opens within your Event App.

Two screenshots showing a list of documents on the Mobile App and a document embedded in the Web App.

Mobile users see the document in their device's default PDF viewer.

How others have used the Documents feature

Here are some ways we've seen organizers use the Documents feature:

  • Session Materials - Add all session presentations in PDF format for easy review, or include any resources or reference documents that attendees should use during the session. Remember to use internal links to link documents to relevant sessions, speakers, and more.

Screenshot of a list of session materials on mobile.
  • Attendees List, Map, or Agenda - Even though we have features for these, attendees may find it useful to have a downloadable version.

  • VIP Docs - Consider using the Documents feature to provide a VIP party flyer. Use the Visible to setting to ensure only the Groups who need it can view it. For more info, check out our Groups feature guide.

  • Menus - Consider uploading menus ahead of time so attendees can look forward to your delicious offerings. 🥦

  • Event Rules and Logistics - This is a great feature to provide the WiFi, dress code, and parking instructions. Does your venue already have this info in PDF or image format? Make it easy for yourself and upload it directly!

Screenshot of an FAQ list of documents on mobile.


After attendees have had a chance to interact with your documents, check out the Feature Comparison chart on the Metrics tab to see the number of clicks for each document.

To see all of the other data points outlined in the Export section of our Data Dashboard article, export the Metrics.

Pro Tips! 😎

  • Let attendees know that all documents are in the event app. Increase event app adoption and save money on paper.

  • Tell attendees that presentations will be uploaded to the app after the event. Once they're uploaded, send an announcement letting attendees know.

For a personalized discussion on how you could use the Documents feature in your event, reach out to your Webex Events contact.

Now you know how to use the Documents feature! 👏 Only have one document to upload? The Single Document feature is perfect for that.

Questions? Chat Us or Email

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