Event Access Restrictions - Video

By default, when you publish an event, anyone who's downloaded the app can access that event. But there may be some cases in which you'd like to restrict access to your event, say, to registered attendees, for example. We've provided a number of flexible ways to accomplish this:

  • You can restrict access by the email addresses included in your list of registrants,
  • You can use a shared password,
  • Or it may be possible to integrate with an external system.

In this video, we'll take a look at each of these options.

[0:40]
Require an Approved Email Address

From the main event info tab, locate the row that says “Event Access” and click “edit”. This takes you to the Access Restrictions tab on the event edit page.

The first option shown is "No access restrictions". With this option selected, the event is open to everyone.

Use the second option if you want your attendee roster to control who is able to access your event.

It's a good idea to supply some authentication instructions to the user. For example, you may wish to inform users that in order to access the event they need to use the same email address they used for event registration.

Once you've saved your changes, you can go to the Utilities section to upload your roster. For details on this process, please see our video on How to Upload the Attendee Roster.

The roster itself can also be integrated with an external system, so that it is updated automatically. If you'd like more information on integration, please contact our support team at support@engagefully.org.

When a user selects a restricted event, they will see a padlock icon on the event selection screen.

If the user is not already logged in to the app, they will be prompted to log in or create a new account at that time.

Creating an account is very easy; all they need to do is provide their name, email address, and a password. For restricted events, users will need to validate their email address by clicking on a link in the confirmation email that is sent to them when they create their account.

Users who already have an app account just need to log in.

Now, it may be the case that someone has used a different email address for their app account than the address they used to register for the event. This is not a problem. The user will simply be prompted to add an email address to their account. You can see here also that this is where the authentication instructions are displayed.

Once that email address has been validated, they'll be able to access the event.

[3:18]
Shared Password

If you'd like to use a shared password, from the event info tab, click on the edit button next to Event Access. 

Select the third option, and enter the password that your registrants will use. The password can be a word or phrase; it is not case sensitive. You can distribute the shared password to your attendees by email, or with their registration materials; whatever makes the most sense for your event.

Enter the appropriate authentication instructions and save your changes.

Now, when a user selects your event, they will be prompted to enter the shared password. The authentication instructions you provided will be displayed on this screen.

Once they enter the correct password, they will have access to the event.

[4:23]
External Integration

As mentioned, it may be possible to restrict access to your event by requiring users to authenticate against an external system. Contact our support team at support@engagefully.org if you'd you like to discuss the possibility of creating a custom integration with your AMS.

To configure your event to use the external authentication, from the event info tab, click on the edit button next to Event Access. Select the fourth option, and choose your external provider from the drop-down list. Provide authentication instructions, and click save.

Then, from the event detail page, click on the "setup" button on the Event Access row. This page shows you the configuration for your provider, and it may look different depending on what external system you are using. Click on the "Configure" button to enter the configuration information. When you're done, click Save.

Now when attendees select your event, they will be prompted to authenticate against your external system. Once authenticated, they will have access to the event.

As a final note, be aware that access restrictions are not retroactive. If you change the access restrictions on an event that has already been published, this will not affect anyone who has already downloaded that event. So be sure to set up access restrictions before you publish your event.

We hope you found this very helpful! Thanks for watching.

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