Was your event great? Want to recreate the same great Webex Events experiences attendees loved without starting over? It's easy to clone your whole Event or only import certain content to a new Event. 😌
This article provides step-by-step guidance for cloning an Event or copying a few Event App features and Lead Retrieval exhibitors to a new Event.
Should I clone an old Event or create a new Event?
Before you start cloning, decide which option suits your needs best.
Cloning your Event copies all active products in the Event over to the new Event. This is a great option if you want to use most or all of the same Webex Events products and content from the Event you're cloning. Even if you only want to copy over some content or only use certain products for your new Event, it's simpler to clone the Event, leave the products you won't use unpublished, and delete content you don't need.
Importing content to a new Event is a better option if your Event App's basic structure and feature set is mostly different.
What content gets cloned from my old Event?
As noted earlier, cloning an Event copies all your active products over to the new Event. Here's what's included with each product:
Event App - Cloning copies basic information, color selections, custom graphics, and features along with their items. Some feature item details, such as a live stream provider selection, don't copy over to the cloned Event, however. If you have a different speaker or sponsor lineup for the new event, it's easy to delete items and add new ones! Refer to our feature guides for instructions.
Registration - Cloning copies basic information, color selections, custom graphics, and tickets, including connected Stripe account information. Cloning also copies all checkout forms and questions. However, you must publish Registration to access the cloned forms and questions.
Onsite - Cloning copies basic information, color selections, badge designs, and Onsite App settings.
Lead Retrieval - Cloning copies purchase form information.
Live Display - Cloning copies color selection, feature configurations, and gallery images.
💡 Keep in mind, cloning an Event doesn't copy any attendee data or content added by attendees, such as wall posts and chats.
Clone an Event
1. Click the Clone button
On the My Events page, click the three-dot (⋯) icon on the Event you'd like to clone, then click Clone.
2. Enter basic Event details
In the Clone Event modal, enter the new Event Name, select the Team whose credits you'll use for this Event, and enter an Event Starting Date/Time and Event Ending Date/Time, then click Clone Event.
A notification appears letting you know the clone is in progress. When it's done, a new notification appears to let you know the cloning process is finished. Click the Click here to view link to open your cloned Event.
💡 Keep in mind, cloning an Event can take a few minutes to complete.
3. Update Event location (in-person and hybrid events only)
If your Event is in-person or hybrid and the in-person venue is in a different time zone than the event you cloned from, it's crucial to update the event location. This ensures that all time-based content, like Sessions, are scheduled for the right time.
To update the location on the new Event:
In the Event navigation bar, click your Event name.
On the Overview page, click the Settings (⋯) icon.
Select Edit from the drop-down.
On the Basics page, click the Details step at the top of the page.
On the Details page, scroll down to the map and search for your venue's location in the search field. The location determines the time zone for the entire Event.
In the 'Venue Name' field, enter what people would usually call this location in a conversation. Example: "Downtown Indianapolis Hyatt."
In the 'Venue Address' field, double-check that the address that was automatically pulled from the map is correct.
Click Publish Changes at the bottom of the page.
4. Review and edit the cloned Event content
Now you're ready to edit your cloned Event. Review the product content in your Event carefully and update or remove any content that doesn't apply to the cloned Event. ✍️
Let's use the Speakers feature in the Event App as an example. To quickly delete Speakers who won't be presenting in this year's event:
Click the Features tab, then click the Speakers feature.
Check the boxes next to specific speakers you want to delete, or check the Name checkbox to select all speakers.
Click the three-dot (⋯) icon.
Select Delete from the drop-down.
Click Yes to confirm that you want to delete the selected items.
Import content to a new Event
If you you only need to copy content from a few features instead of the whole Event, you can export that content from the old Event and import it to the new one.
Follow these steps to export feature content from your old Event and import it to your new one:
1. Export the feature content you want to copy to the new Event App
First, follow the instructions in our article about exporting and importing content to export the content you want to copy. Select all or only some of the content — the choice is yours!
2. Delete the Unique Identifier column
After you export the content, open the export file in a spreadsheet program and delete the Unique Identifier column.
The file contains two sheets — an instructions sheet and a sheet that contains the exported feature data. If needed, double-click on the sheet that contains the data and change the name to be the same as the new feature name you're importing into. For example, if the feature in your new Event App is called 'Friday Speakers', name the sheet 'Friday Speakers'.
3. Delete internal links and outdated URLs
If you're importing a feature that uses Internal Links, make sure you're not importing outdated links or internal links to features or items that don't exist in your Event.
In the following example, the exported sponsor data includes Calendly links and internal links to other content. Either correct URLs and names or simply delete them to prevent import errors. You can edit and re-link items in the platform later if needed.
When you're done making changes, save the file.
4. Add new features to the new Event App
In the new Event, add features of the same type that you want to recreate. For example, if you want to import Game feature challenges, add a new Game feature to the Event.
5. Import content to the new Event App
After adding a feature, click on it in the Features list in the Event navigation bar. On the feature page, click Import, then follow the instructions in our article about exporting and importing content to import the file.
Import Exhibitors to Lead Retrieval
If you want to invite the same exhibitors to use Lead Retrieval as in your old Event, follow these steps to import them to your new Event.
First, import exhibitors or sponsors to a new Exhibitors or Sponsors feature in the Event App using the steps in the 'Import content to an Event' section. When you're done, import sponsors and exhibitors into Lead Retrieval using the steps below.
💡 Keep in mind, make sure you have enough Lead Retrieval licenses in your new Event before you import sponsors and exhibitors, otherwise you'll receive an error after trying to import, and no data from the template will be added to Lead Retrieval. To purchase more licenses, talk to your Webex Events contact, chat with our support team, or email support@socio.events.
1. Export Lead Retrieval exhibitors from your old Event
In your old Event's navigation bar, click Lead Retrieval.
Click Exhibitors.
On the Exhibitors page, check the boxes next to the exhibitors you want to export, or check the box next to the 'Name' column heading to select all exhibitors.
Click the three-dot (⋯) icon.
Select Export from the drop-down.
2. Delete the Unique Identifier column
After you export exhibitors, open the export file in a spreadsheet program and delete the Unique Identifier column.
3. Import exhibitors to Lead Retrieval in your new Event
In your New Event's navigation bar under 'Lead Retrieval', click Exhibitors. On the Exhibitors page, click Import and use the instructions in our article about exporting and importing Webex Events data to import the file.
After you publish the products in your Event, read our Best Practices for Launching and Promoting an Event App article for promotion ideas!
Questions? Chat with us or email support@socio.events.