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Event App Access Instructions for Attendees
Event App Access Instructions for Attendees

Tell attendees how to access the web version of your Event App, download the Mobile App, and log in to your Event App with these templates

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

Whether your attendees download the Mobile App or use the Web App, joining an Event App is easy! To make sure attendees know just how easy it is, we've crafted the instruction templates in this article to help you clearly and simply tell attendees how and where to join your Event App.

Want an overview of what the joining process is like for the Web App, the Webex Events App, and your Branded App? Watch this video.

Using the templates

Follow the steps below to customize the template for your Event.

💡 Keep in mind, if you're using the 'Invite Only' privacy setting, you can customize the Denial Message that appears when attendees try to log in with an unregistered email address. This is a great place to provide instructions and help attendees understand why they can't access your Event App.

  1. If attendees will sign in to your Event App with Single Sign-on (SSO), use the SSO template.

  2. Before you start sending emails, you need to fill in some crucial information to complete the templates. Use the appropriate information to replace the <Event App Name>, <Event App Code>, <Promo Page>, <Branded App Download Page>, and <Shareable Link> text where necessary. If you're not sure where to find this information, the 'Gather the information' section at the end of this article shows you! 🎉

  3. The templates have ##notes## to help you understand how to edit them. Read the notes carefully and remove them entirely before you send the template.

  4. If you're not offering social login options in your app, remove references to social login, and adjust wording as needed.

  5. We made these templates generic. Edit the template copy to fit your event's style! 💃

  6. We recommend adding screenshots of your Event App's login screens for each step to make it even easier for attendees to follow the instructions.

  7. Review the modified template carefully to make sure the information is complete and accurate for your event.

Non-SSO templates

Use these templates to instruct attendees on how to download and log in to your Mobile App without SSO.

Mobile App (No SSO)

We're so glad you're joining us for <Event App Name>! It's time to log in to the Event App and set up your networking profile. If you've already downloaded and logged in to the Mobile App, great! Simply log in with your existing credentials and use the Event App's search function to find <Event App Name>.

If you've never used the app before, please use these instructions to download and join the Event App from your mobile device:

  1. Follow this link: <Promo Page>

    ##Note: If you're using a Branded App, add the link to the App Download Page.##

  2. Select the correct app download button for your device and download the app.

  3. Open the app and enter the email address you used to register for the event, or use one of the social sign-in options. If you use social sign-in, the social account you use must match the email address you registered with.

    ##Note: If you didn't activate social login options or if the event's privacy setting is Public, remove the text that refers to social login from step 3.##

  4. If you enter an email, create a password and tap Sign Up.

  5. Fill in your networking profile and tap Continue. Your profile information will help you connect with other people during the event!

  6. Now, browse or use the search bar to find <Event App Name>, then tap on it to join.

  7. (Event Code only) ##Note: If you didn't check the 'Hide event from search' box mentioned later in the article, use the A copy for step 7. Otherwise, replace steps 6 and 7 with the B copy.##

    1. A pop-up will appear asking for an Access Code. Enter <Event App Code> and tap Submit.

    2. Now, tap the search bar and then tap the Have a Code button at the bottom of the screen. A pop-up will appear asking for an Access Code. Enter <Event App Code> and tap Submit.

You're in! Feel free to start exploring. If you have any questions about the Event App, or if you have trouble logging in, don't hesitate to reach out.

##Note: If you're letting attendees join the web version of the Event App, include the following line of text, then copy and paste the numbered steps from the Public Web App (No SSO) template, and fill in the information for the <placeholders>##

You can also join the Event App from your laptop or desktop computer! Here's how:

##paste Web App (No SSO) steps here##

Web App (No SSO)

We're so glad you're joining us for <Event App Name>! It's time to log in to the Event App and set up your networking profile. Please use these instructions to join the Event App from your laptop or desktop computer. We recommend using Google Chrome for the best experience.

  1. Follow this link: <Shareable Link>
    ##Note: If you added the web version link to the promo page as described later in this article, say this instead: Follow this link <Promo Page> and click the 'Access on the web' option.##

  2. Enter the email address you used to register for the event or use one of the social sign-in options. If you use social sign-in, the social account you use must match the email you registered with.
    ##Note: If this event didn't use registration or you're not allowing social login, you may need to change the wording for step 2.##

  3. If you enter an email, create a password and click Sign Up.

  4. ##Note: Delete this step if your Event App privacy setting isn't 'Event Code'.## Enter this Access Code: <Event App Code>

  5. Fill in your networking profile and click Continue. Your profile information will help you connect with other people during the event.

You're in! Feel free to start exploring. If you have any questions about the Event App, or if you have trouble logging in, don't hesitate to reach out.

SSO Template

We're so glad you're joining us for <Event App Name>! It's time to log in to the Event App and set up your networking profile. If you've already downloaded and logged in to the Mobile App, great! Simply log in with your existing credentials and use the Event App's search function to find <Event App Name>.

If you've never used the app before, please use these instructions to download and join the Event App from your mobile device:

  1. Follow this link: <Branded App Download Page>

  2. Select the correct app download button for your device and download the app.

  3. Signing up with email or a social sign-in option:

    ##Note: If SSO is the only login option, remove step 3 from your email.##

    1. Open the app and enter the email address you used to register for the event, or use one of the social sign-in options. If you use social sign-in, the social account you use must match the email address you registered with.
      ##Note: If this event didn't use registration or you're not allowing social login, you may need to remove or change the wording for step 3.a.##

    2. If you enter an email, create a password and tap Sign Up.

  4. Signing up using SSO (Single Sign-On):

    1. Tap the Continue with <company name> button.

    2. Enter your <company name> email and tap Sign In.

    3. On the company login page, enter your <company name> email and password, then tap Log In.

      ##Note: The company login page might say something different than 'Log In'.##

    4. On the authorization page, tap Accept.

  5. Fill in your networking profile and tap Continue. Your profile information will help you connect with other people during the event!

  6. Now, browse or use the search bar to find <Event App Name>, then tap on it to join.

  7. (Event Code only) ##Note: If you didn't check the 'Hide event from search' box mentioned later in the article, use the A copy for step 7. Otherwise, replace steps 6 and 7 with the B copy.##

    1. A pop-up will appear asking for an Access Code. Enter <Event App Code> and tap Submit.

    2. Now, tap the search bar and then tap the Have a Code button at the bottom of the screen. A pop-up will appear asking for an Access Code. Enter <Event App Code> and tap Submit.

You're in! Feel free to start exploring. If you have any questions about the Event App, or if you have trouble logging in, don't hesitate to reach out.

##Note: If you're letting attendees join the web version of the Event App, include the following text in your email.##

You can also join the Event App from your laptop or desktop computer! We recommend using Google's Chrome Browser for the best experience. Here's how to join on the web:

  1. Follow this link: <Shareable Link>

  2. Signing up with email or a social sign-in option:

    ##Note: If SSO is the only login option, remove step 2 from your email.##

    1. Enter the email address you used to register for the event or use one of the social sign-in options. If you use social login, the social account you use must match the email you registered with.

      ##Note: If this event didn't use registration or you're not allowing social login, you may need to remove or change the wording for step 2.a.##

    2. If you enter an email, create a password and click Sign Up.

  3. Signing up using SSO (Single Sign-On):

    1. Click the Continue with <company name> button.

    2. Enter your <company name> email and click Sign In.

    3. On the company login page, enter your <company name> email and password, then click Log In.

      ##Note: The company login page might say something different than 'Log In'##

    4. On the authorization page, click Accept.

  4. ##Note: Delete this step if your Event App privacy setting isn't 'Event Code'.## Enter this Access Code: <Event App Code>

  5. Fill in your networking profile and click Continue. Your profile information will help you connect with other people during the event.

Gather the information

Before you start gathering information, copy the correct template for your Event App and paste it into your preferred email client. Then, simply copy and paste the information into the email as you locate it. 👍

Event App Name

You probably know this by heart, but let's assume you need a refresher. To find the Event App Name, simply click Basics under 'Event App' in your Event navigation bar. The Event App name is the first text field on this page, called 'Event Title'. Copy the name and paste it into the template.

The Event Title field on the Event Details page in the Basics tab.

Event App Code (optional)

If you didn't choose the Event App Code option for your Event App, skip this section.

In your Event navigation bar under 'Event App', click Basics, then click Privacy Settings. Copy the Event App code from the 'Code' field, then paste it into the template.

The Code field on the Privacy Settings page in the Basics tab.

Webex Event App Promo Page

After you publish your Event App, you get access to the Promo Page — the best and easiest way for attendees to access your Event App. In your Event navigation bar under 'Event App', click Promote, then click Launch Promo Page. This opens the Promo Page in a new browser tab. Copy the URL from the browser's address bar and paste it into the template.

The Promo Page. The URL is indicated.

The link is long, so consider using a link shortener like bit.ly, or use the link function in your email editor to add descriptive hyperlinked text, such as 'Join the <Event Name> Event App'.

💡 Keep in mind, if you want to give attendees the option to join on the Web App from the Promo page, we recommend you add the 'Access on the web' button to the Promo Page.

Branded App Download Page

After your Branded App status updates to 'Available', you get access to the App Download Page, which has links to download your Branded App. From the 'My Apps' page on the Webex Events platform, click the three-dot (⋯) icon on your Branded App and select App Download Page. This opens the App Download Page in a new browser tab. Copy the URL and paste it into the template.

The process just described.

The link is long, so consider using a link shortener like bit.ly, or use the link function in your email editor to add descriptive hyperlinked text, such as 'Join the <Event Name> Event App'.

Web version shareable link (optional)

If attendees can join your Event App using the Web App, follow these instructions to add the Web App link to your template.

In your Event navigation bar under 'Event App', click Web App, then click Copy next to the Shareable Link. Now paste the link into the template.

The Copy button to copy the web version URL.

Questions? Chat with us, email support@socio.events, or attend a Face to Face session.

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