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Onsite Visibility Rules
Onsite Visibility Rules

Advanced control over when images, text, and shapes are printed on badges

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

When you add user information, images, text, or shapes to a badge in Webex Events Onsite, you can set visibility rules that determine which attendee badges to print these elements on. For example, you might put a sponsor logo on a badge to be printed for that sponsor's representatives, or you might put a specific shape or line of text on badges that grant VIPs, staff members, or speakers access to restricted areas.

There are tons of possibilities, and Webex Events Onsite's visibility rules make sure each person gets the right badge. Keep reading to learn how easy rules are to use! It's not rocket science. 🚀

The Set Visibility modal with an OR condition added.


Because there's a lot you can do with visibility rules, they can get quite complex. To help you understand how to make and use advanced rules, consider the following scenario:

  • You're creating badges for your business association event, attended by private business owners and their managers and senior employees. There's an unadvertised, invite-only roundtable session for owners of newer companies experiencing rapid growth, and you want to use a hexagon shape on badges to verify access to the session.

  • In Webex Events Registration, you create a ticket called "Owners" and a checkout form specific to that ticket. All other attendees will use a different ticket and form.

  • You add a 'drop-down' type question to the Registration form asking how many years old their company is.

  • Finally, you use a Single Select type question to ask them approximately how many employees are in their company. The options are 1-25, 26-99, 100-249, and 250+.

  • After registration closes, you use the registration data to send out private invites to the session. Now you have to make a badge rule so event staff know at a glance who to admit to the roundtable.

As you read through the article, keep this scenario in mind. At the end, we'll tie everything together. 🧵

To learn how to create checkout forms, read our Create Checkout Forms article. To learn how to create questions for checkout forms, read our Create Questions article.

Access visibility rules

When you add images, text, or shape elements to a badge, click the Settings () icon next to an element and click Visibility to set up rules that determine when the element should or shouldn't print on the badge.

Screenshot of the Design Tools section of the badge design page in Onsite. The settings menu next to a shape is active.

In the modal that appears, you can base the rule on attendees' exclusive groups, checkout form fields, custom question answers, or a combination of these.

Assign to exclusive group

If you want to print a badge element only when attendees are part of the correct exclusive group, click the Assign to exclusive group drop-down. If the exclusive group is the only criteria that determines this element's visibility on badges, click Save Changes to finish the rule. Bye! 👋

The Set Visibility modal.

If you need to base visibility on both the exclusive group and registration questions or just registration questions, expand the Rule Conditions section to add more visibility criteria to the rule.

Rule Conditions

The Rule Conditions area lets you choose checkout form fields or custom question answers as criteria for printing an element on badges. Use this information with exclusive groups, or make the rule based only on the fields.


For every rule condition, you must select AND or OR.

  • AND makes the fields and values you select additional criteria to the selected exclusive groups and previous conditions.

  • OR makes the fields and values you select alternate criteria to the selected exclusive groups and previous conditions.

For your first condition, if you didn't select any exclusive groups, selecting AND or OR doesn't have any effect.

Fields and values

After selecting AND or OR, click the Fields drop-down to access a list of all the checkout form fields from Webex Events Registration and question answers. If you import data into Onsite, the available fields are based on the columns in the import file.

After you select a field, the equals (🟰) button and 'Values' field appear.

  • Click the equals button to choose if the rule will apply to answers that equal or are contained in the value you select.

  • In Values, select or enter the answer that meets the rule requirement.

How you enter values depends on what you select as the field. For example, if your field is a 'Checkbox Select' type question, select one or more options in the 'Values' field. Single Select questions only let you select one value per condition. If you select a field that's a text type question, type in the value.

The Set Visibility modal with an OR condition added.

Using multiple conditions

To add another condition, click either AND or OR and click the Add Condition button. Think carefully about how the rule may conflict or interact with other rules you've made.

The Set Visibility modal with and and or conditions added.

Click Save Changes when you're done.

Tying in the scenario

Here's how you'd build the visibility rule for the hexagon shape mentioned in the scenario at the beginning of this article. The images above to show the scenario in action. ☝️

  • You select 'Owners' from the 'Assign to exclusive group' list because the hexagon shape should only be printed if the attendee is an Owner.

  • For the first condition, you select the 'Company Age' question since you're basing the rule partially on that question. You then select '1' as the Value. You then add two OR conditions for 'Company Age' and select the '2' and '3' values since your round-table session is for companies up to three years old.

  • Finally, you add another AND condition and select the 'Company Size' option from the 'Add Condition' button drop-down. Select the 100-249 Value, add an OR condition for Company Size, then select the 250+ Value.

The result of these selections means that the hexagon will only be printed on the badges of company owners whose companies grew to 100 or more employees in the first three years! Here's how the complete visibility rule looks in the Webex Events Platform:

The Set Visibility modal with all fields matching the scenario described above.

Now you know how to make visibility rules to tailor exactly what gets printed on each badge and for whom! When it's time to start checking folks in and printing their badges, refer to our venue setup articles for hardware setup instructions and advice.

Questions? Chat with us, email, or attend a Face to Face session.

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