While inclusive experiences are at the heart of every great event, some situations require attendee access limitations because of timing, relevance, paid content, and more.
This article gives a brief overview of the privacy settings, login options, and visibility settings that limit attendee access in Webex Events products. Each topic has links to relevant articles that show step-by-step instructions, so look for those links as you go. 📚
When you create a Ticket in Webex Events Registration, you can choose to hide the ticket from your registration page. Registrants can only see and access the ticket by entering an access code you create. This is useful for providing complementary tickets or special pricing for staff, VIP, or press sign-up, to name a few. 🤫
When creating a ticket, click to expand the Advanced Settings section, and toggle the 'Hide Ticket' field to 'Yes'.
After you publish your registration, you gain access to the 'Promote' menu. Go to the Promo Codes page, create an Access Code, and assign it to the hidden ticket. You can then distribute the code to people who should have access to the hidden ticket.
Assign groups based on tickets
When you link registration to your Event App, you can assign a ticket to one or more groups. As we'll discuss later in this article, groups are the main way to limit access to features and items in your Event App. Assigning a ticket to a group means that anyone who purchases that ticket will automatically be part of that group in the Event App. This greatly simplifies limiting content access in your Event App! 🎉
When creating a ticket, click to expand the Integrations to Event App section, and select all groups you want to assign to attendees who purchase the ticket.
⭐️ Keep in mind, you must create the groups in your Event App before assigning them to tickets.
See our article about creating tickets for complete instructions.
When you create a Checkout Form in Webex Events Registration, you must assign one or more tickets to the form. Creating different questions for different tickets is a great way to make sure that different types of registrants only see questions relevant to them. 🙈
The final step in creating an Event App is selecting a Privacy Setting. Selecting the Event Code option and checking the Hide event... box lets you publish your event and build out features without anyone seeing or accessing the event. Even people who register through Webex Event Registration can't find the event until you tell them how.
When you're ready to welcome attendees, you can send the code to them or edit your Privacy Settings and choose one of the other options. Easy! 🥧
After people join your event, they can browse the Attendees feature to see who else is in the event. If you don't want this kind of visibility, simply delete the Attendees feature. Don't worry! This only hides the feature from attendees, and you can add it again if you like. No attendees are deleted. 👍
You can assign any feature in your event to one or more groups using the 'Visible To' setting. Only attendees who are part of selected groups can see the feature and its content. Attendees can also find one another based on the groups they're in, unless you choose to hide certain groups.
Here's an example: You create 'Virtual' and 'In-person' tickets for your hybrid event and assign each to a corresponding group in your Event App. After attendees register with either one, they're automatically added to the Event App and assigned to the correct group.
One of the features in your event is a city guide with maps, links, and information about local restaurants. Since this is only relevant to in-person attendees, you assign it to the 'In-person' group so virtual attendees don't see it. Simple! 😄
For a complete look at all the places you can use groups, see Advanced Feature Guide: Groups. Keep reading to learn how groups work with tracks and categories.
Tracks and Categories
Tracks let you categorize Agenda sessions, and Categories let you categorize sponsor and speaker profiles, Custom List items, and more. Attendees can use these to filter items based on their interests.
⭐️ Keep in mind, tracks and categories function identically, so this article only discusses tracks.
You can assign groups to both tracks and categories to limit the visibility of individual items without limiting the whole feature.
Here's an example: In the In-person attendee example above, you used the 'In-person' ticket to assign people to the 'In-person' group in the Event App so attendees only see features relevant to them. You also have certain Agenda sessions meant only for in-person attendees. While you could create a second Agenda feature only visible the 'In-person' group, that's a lot of work, and you'd have to duplicate sessions meant for both attendee types.
Instead, you can simply create tracks and assign them to either in-person or virtual attendee groups.
When you create an Agenda session that's meant for only one group, simply select the appropriate track so that only people in the track's assigned group can see it.
Here's a pair of screenshots showing the same Agenda feature for someone on the 'In-person' track (left) and someone on the 'Virtual' track (right). The In-person sessions are only visible to the 'In-person' track, and the virtual track isn't assigned to a group, so it's visible to everyone.
Hiding an event
When your event is over, you may want to limit attendees' access to the event content. See our Hiding an Old Event article for a complete guide to hiding the event.
Hiding features after the event
If you want some users to keep access to features while limiting access for all others, you can do so simply with groups.
Edit your Overview feature and turn it into a "Thanks for coming" page. Next, create a "Late access" group and assign it to each feature except the Overview.
Finally, assign the 'Late access' group to each attendee who should keep access. All attendees not in the 'Late access' group will now only see the Overview feature.
⭐️ Keep in mind, you can assign attendees to late access groups during Registration if late access is based on tickets and/or price.
For complete instructions on assigning groups to features and attendees, see Advanced Feature Guide: Groups.
Now you know about all the ways you can limit attendee access and visibility to your event or community and the features and items within them. Since a lot of this article revolves around managing users and groups, it's a good idea to read our Attendees feature guide next!
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