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Managing Your Event Settings
Managing Your Event Settings

How to edit and manage your virtual event settings in the navigation menu.

Kacie Ferguson avatar
Written by Kacie Ferguson
Updated over a week ago

EVENT SETTINGS

We've made managing your event even easier! Our new Event Settings allow you to:

1. To manage your Event Settings, login to https://app.expopass.com/classic/login and click into the event you'd like to manage.

**If you do not have an account yet, or an event created, do both of those steps first.

2. Once you are in your event in Expo Pass Classic, go to your Details tab and click Event Settings.

3. Once you are in Event Settings, you will see two tabs - General and Emails, which we walk through below! Navigate through and select which features you would like OFF, ON (NOW), or scheduled to be turned on at a later date.

GENERAL SETTINGS

EMAIL SETTINGS

General Tab

Attendee Web App Access

This is what transitions the Web App portion of your event from "draft mode" (not accessible by attendees) into "published".

  • Note - "published" does not mean the public can access your event. Only attendees who have registered for you event will have access.

There are 3 options for your Attendee Web App Access settings:

  • OFF - attendees can't access the Web App. This is good for when you are still editing this portion of your event.

  • NOW - attendees can use their Magic Link to access your event and it is "live".

  • LATER - schedule a date and time in the future for Attendee Web App Access to turn ON so attendees can use their Magic Link to access your event.

ATTENDEE ACCESS

The Attendee Access color will change depending on your Attendee Web App status setting. If it Is ON it will show green, if it's Scheduled for later it will show yellow, and , if it is OFF, it will show red. You can hover over the globe to see if it is on, scheduled, or off.

ON:

SCHEDULED:

OFF:

Attendee Mobile App Access

This is used to turn our on Mobile App for your in-person events only.

There are 3 options for your Attendee Mobile App Access settings:

  • OFF - attendees can't access the Mobile App. This is the setting we require for all virtual events on our platform, as the Mobile App does not currently give access to the virtual event.

  • NOW - attendees can download the Mobile App and sign in to see Sessions, Speakers, and about the in-person event. **Note - Once the Mobile App is ON, the Registration Confirmation Email will automatically include instructions and links on how to download the Expo Pass Mobile App.

  • LATER - schedule a date and time in the future for Attendee Mobile App Access to turn ON. Once this scheduled time comes, the Registration Confirmation Email will then include instructions and links on how to download the Expo Pass Mobile App.

Video Streaming Enabled

In order to have video streaming for your virtual event on the Web App of the Expo Pass platform, this must be toggled to YES. Only Event Success Manager is able to do this. It is not something that you can turn to NO or YES yourself. Please connect with your Event Success Manager about this or email support@expopass.com with your questions.

Once you have set up all of your Event Settings, click on the blue SAVE button in the bottom right-hand corner of the page.

Emails Tab

In this tab, you are able to toggle your confirmation emails on and off, as well as control if and when Magic Links are sent to attendees.

Magic Links in Confirmation Email (only when using Expo Pass for Registration)

This enables the Magic Links to be included in the attendee Registration Confirmation Email.

  • The Web Magic Link gives virtual attendees access the Expo Pass Web App where the virtual event lives.

  • The Mobile Magic Link gives access to the Expo Pass Mobile App for in-person events only.

You can toggle these to YES or NO. Once you toggle to YES, you can schedule the date and time that you would like them to begin being included in the Registration Confirmation Emails.

  • Note - The Attendee Web App Access must be ON for the Web Magic Link to work. The Attendee Mobile App Access must be ON for the Mobile Magic Link to work.

  • Note - Attendees added via a file upload do NOT get confirmation emails. This is only when you use Expo Pass for Registration.

  • Magic Links are one-time use URLs that allow your registered attendees instant access into your event and no other account login is required.

Event Reminder Email

This is how you will schedule when you would like your Magic Links to be sent to your registered attendees.

  • The Web Magic Link gives virtual attendees access the Expo Pass Web App where the virtual event lives.

  • The Mobile Magic Link gives access to the Expo Pass Mobile App for in-person events only.

You can toggle these to ON or OFF for the Web Magic Link and/or the Mobile Magic Link. If you select ON, you must schedule a date and time in the future for the email to be sent. If you keep them both OFF, a simple Event Reminder Email with no Magic Links will go out

  • Note - The time you select is when Event Reminder Emails will start to go out. The Magic Links are generated individually for each attendee, so this process can take 1-2 hours depending on how many attendees you have.

    • Expo Pass suggests scheduling the Event Reminder Emails to go out at least 2 hours before the start of your first session for the day.

  • Note - If you would like Magic Links to be sent multiple times, you can go back in after your first Event Reminder Email goes out, and schedule a new time.

  • Magic Links are one-time use URLs that allow your registered attendees instant access into your event and no other account login is required.

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