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 also has links to relevant articles that show step-by-step instructions. 📚
Restrict registrations by email domain
One way to manage who can access your Event App or Community is to simply prevent them from registering. While you can't block individuals from registering, you can designate specific email domains to either allow or block.
In your Event or Community navigation bar under ‘Registration', click Settings, then click General and scroll down to the 'Restrict Registrations by Email Domain' section to get started. For more details, read the related section in our Registration Settings article.
When you create a Ticket in Webex Events Registration, consider hiding the ticket from your registration page. Registrants can only 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 activate the 'Hide Ticket' option.
After you publish 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. Then, distribute the code to people who should have access to the hidden ticket.
Read our articles about creating tickets and promo codes for complete instructions.
Assign groups based on tickets
When both Registration and the Event App are active in your Event, 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, 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.
Refer to 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 answer the questions relevant to them. 🙈
Selecting a Privacy Setting is one of the final steps in setting up your Event App. Selecting the Event Code option and checking the Hide event... box lets you publish your Event App and continue building feature content without worrying about anyone finding the Event App before it's ready. Even people who register through Webex Events Registration can't access the Event App until you tell them how.
When you're ready to welcome attendees, send the code to them or edit your Privacy Settings and choose one of the other options. Easy! 🥧
Read our Event App and Community Privacy Settings article for more information. Refer to our Event App Access Instructions for Attendees article for welcome message templates.
After people join your Event App, they can browse the Attendees feature to find out 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. 👍
Use the 'Visible To' setting to assign any feature in your Event App to one or more groups. Only attendees who are part of selected groups can access 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 App 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, and virtual attendees won't even know it exists. Simple! 😄
For a complete overview of all the places to use groups, read our article about how to use Groups for tailored attendee experiences. 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.
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 access features relevant to them. You also have certain sessions meant only for in-person attendees.
While you could create a second Agenda feature only visible to the 'In-person' group, that's a lot of work, and you'd have to duplicate sessions meant for both attendee types. Instead, simply create tracks and assign them to either in-person or virtual attendee groups. If a session is meant for both groups, don't assign any track.
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 access 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.
For complete instructions on creating tracks, read our article about using tracks to categorize sessions. For instructions on using categories, refer to our Create Categories for Feature Items article.
Hiding an Event App
When your event is over, you may want to limit attendees' access to some or all Event App content. Read our guide to hiding an old Event App for more details.
Hiding features after the event
If you want some users to keep access to features while limiting access for all others, use groups.
Edit your Lobby feature and turn it into a "Thanks for coming" page. Next, create a 'Late access' group and assign it to each feature except the Lobby.
Finally, assign the 'Late access' group to each attendee who should keep access. All attendees not in the 'Late access' group can now only access the Overview feature.
💡 Keep in mind, consider assigning 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, read our article about groups.
Now you know all the ways to limit attendee access and visibility to your Event's Registration and Event App or Community features and items. 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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