There are lots of moving parts in your event, and Webex Events is only one piece of the puzzle. To ensure that everything goes smoothly, it's incredibly important that you carefully examine your event. This article makes it easy for you and everyone else involved with your event to check things out in Webex Events before showtime! 🌈

This article explains how to add and manage test user profiles. It also provides basic testing, best practices, and instruction templates that you can send to each persona. There are lots of links to other articles for deeper learning if you need instructions on anything discussed here.

⭐ Keep in mind, you must publish your event and configure everything as close to completion as possible before you begin testing.

Contents

Webex Events App vs. Branded App

Webex Events App

If you're using the Webex Events App, your event or community will be available in the app instantly after publishing! Simply download the Webex Events App and join the event or community to test it.

Branded Event App

If you're using the Branded Event App and your app is published to stores, then you can download your app and join the event or community to test it.

If your app isn't published to the Apple and Google stores yet, use the web app to test in a browser.

Not sure what the difference is between the Event App and a Branded App? Check out Introduction to Branded Apps for more information.

Make test users

Testing can be as simple as clicking around in the event to make sure everything looks and functions like it should. However, if you want to make posts and comments, enter Game codes, or add anything to the event that you'll delete after testing, create test accounts for each of your testers. This lets you Block them after testing is done, which removes all the content they posted. 👍

Create a hidden group

If there are already attendees in your event, you may not want the test feature showing up to just anyone. Fortunately, you can make a hidden group and add all of your test users to it.. That way, only your testers can see the test feature (more on this later in the article).

Go to the Users & Groups page, click the Groups tab, and then click New Group. In the modal that appears, enter a name for the testing group, pick a color, and then click This group should not be visible to all participants.

Screenshot of the process just described and the New Group modal. The option just mentioned is selected.

Click Save Changes to finish creating the group.

Add a test user

From the Users & Groups page under the Users tab, click New User. In the modal that appears, simply enter a first and last name and an email address.

Screenshot of the process just described and the New User modal.

⭐ Keep in mind, the email address should NOT be the same address the testers will use during the actual event. Ask your testers for an alternate email address you can use.

Now select the hidden group you made earlier (if applicable). To make sure that group-specific content is restricted correctly, choose any relevant groups you want to test. If there are multiple different groups restricting visibility in different ways, select a single group, test it, then switch your test user to another until you've tested all the groups you need to.

Screenshot of the Groups drop-down in the New User modal.

Click Save Changes to finish creating the user.

Hiding features

If there are already people using the event, hiding features entirely will ensure your testing goes unnoticed if you decide to try out Wall posting, sending chats, entering Game codes, or starting live streams. 🙈 However, if you're testing to make sure certain features are only visible to specific attendee groups, skip this part and do interaction-based testing at the very end so the activity will only be visible for a short time before cleanup.

⭐ Keep in mind, it's always a good idea to make a Live Stream feature just for testing whenever you run a test with Webex Events Streaming.

If you want to hide features for testing, create a hidden group as described above, then go to the Edit Event page of your event. Hover over the feature and click the Settings (⚙️) icon. In the modal that appears, click the Visible To drop-down and select your hidden group, then click Save Changes.

Testing

Now you're ready to test! For a lot of organizers using Webex Events for the first time, half the benefit of testing is in simply figuring out what's possible and how things will look to attendees. Everyone benefits from giving the event a careful review to catch possible errors or imperfections.

Every event is different, so our best advice is to go wild! Work your way down the list of features on the Web App and Mobile App and click on everything. Squint at the smallest details of images. Make sure there's nothing strange, broken, or off-center. Act like an attendee in any way you can think of. If you leave a mess, don't worry — it's easy to clean it up. 🧹

Beyond having a general awareness of how things will look to attendees, there are some specifics we always recommend testing. Follow the links to see details on how each of these works:

  • Sending announcements - Try sending a few announcements to the hidden group. Be sure to check how it looks on the Web App and Mobile App.

  • Q&A moderation - Be sure to test Q&A moderation in Agenda sessions and Live Stream features, if you have both. Try approving and dismissing posts.

  • Activating and deactivating polls - Be sure to test polls in Agenda sessions and Live Stream features, if you have both.

  • Wall posting and moderation - Try posting text and images to the Wall feature, test our moderating these posts.

  • Webex Events Streaming - This article walks you through the whole process of testing Webex Events Streaming by Restream.

  • Video Room moderation - This article offers moderation best practices and instructions on how to remove people from Video Rooms.

  • Do you have Open link in external browser unchecked for any links? Refer to this article if any of them don't display the website content embedded in your event when you click on them.

  • Are you using the Pass data to URL function for anything? Check to ensure the data is flowing through correctly.

  • Using Onsite? We strongly recommend having your resident Onsite expert and staff set up your Onsite hardware and test print badges, both the day before your event and first thing the day of. Testing is the best way to ensure that the check-in experience is as smooth as possible for you and your attendees.

More eyes mean more people to catch things! Use the testing instruction templates below to get your staff, speakers, sponsors, and other stakeholders involved.

Testing instruction templates

Replace the [[bracketed]] text with the correct information from your event before sending these templates. Consider adding screenshots to help guide people through the testing process.

⚠️ Caution! These templates are meant to be a starting point, and not everything in them will apply to you and your event. Read the templates carefully and remove anything that isn't relevant before sending.


Sponsor/Exhibitor template

Thank you for being a part of [[event name]]!

We'd like to get you comfortable with the event app before showtime, so we've set you up with a test user account. Simply follow the URL below, and download the mobile app to your device, or click Web App. Now, enter [[test email address]] on the login form, and create a password.

[[promo page URL]]

[[access code]]

Once you're logged in, go to the [[sponsors/exhibitors]] feature and locate your [[sponsor/exhibitor]] profile. Make sure all the images, links, and buttons look accurate. Things look different depending on whether you're on the mobile app or the web app, so please take a look at both versions. Feel free to also explore the other features of the event.

If you find anything missing, incorrect, or not working, let us know!

When you're all done looking around, let us know so we can remove your test account. Your official user account will be under [[email address]].


Speaker template

Thank you for being a part of [[event name]]!

We'd like to get you comfortable with the event app before showtime, so we've set you up with a test user account. You can use the test account to try out chat, make Wall posts, and try out anything else you might do during the actual event. Simply follow the URL below and download the mobile app to your device, or click Web App. Enter [[test email address]] on the login form and create a password.

[[promo page URL]]

[[access code]]

Once you're logged in, go to the [[speakers]] feature and locate your profile. Make sure all the images, links, and buttons look accurate. Things look different depending on whether you're on the mobile app or the web app, so please take a look at both versions. Feel free to also explore the other features of the event — make posts, leave comments, request follow-ups.

If you find anything missing, incorrect, or not working, let us know!

When you're all done looking around, let us know so we can remove your test account. Your official user account will be under [[email address]].

Please also review the Speaker Instructions so you know what to expect during a live stream. We'll schedule a live stream test session to get you comfortable with the streaming studio and process.


Moderator

Thank you for being a part of [[event name]]!

We'd like to get you comfortable with the tools you'll use to moderate the event before showtime. Please follow the instructions in this article to log in and get familiar with moderating the event: https://help.socio.events/articles/5445247

We've set up your admin account under [[admin email]].

You can also use this email to log into the event as an attendee. Simply follow the URL below and download the mobile app to your device, or click Web App. Enter [[admin email]] on the login form, and create a password.

[[promo page URL]]

[[access code]]

If you find anything missing, incorrect, or not working, or if you have questions about your moderating duties, let us know!


Cleanup

Block test users

Once everyone is done testing, it's time to block the test accounts. From the Manage Event page of the Webex Events Platform, click Users & Groups. This takes you to the Users tab of the Users & Groups page. Use search to locate the user, and then click the Settings (⚙️) icon next to their name to block them.

Screenshot showing the process just described.

⭐ Keep in mind, blocked user interactions will still be reflected in the Metrics, minus Wall posts.

Unhide features

If you chose to hide any of your features during testing, simply remove the hidden group assignment from the feature using the process described above.

That's it! You've removed test user posts, chats, and game interactions from the event, your features are no longer hidden.

Now that you've tested your event, check out our best practices for launching and promoting your Event App to attendees. 🚀

Questions? Chat Us or Email support@socio.events

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