New Product: Onsite Session Check-in PLUS Unified Attendee List, Event-level Sessions, and More!
Event App 33.0.0
Lead Retrieval 1.8.0
Onsite App 2.0
Today's update is jam-packed with lots of great changes that will make your experience with Webex Events simpler, more intuitive, and more versatile. Watch the video below and read this post to learn all about these changes.
Introducing: Onsite Session Check-in!
That's right! The excellent Onsite app you're used to using for Event Check-in and badge printing now does Session Check-in too.
Here's how it works:
When you add or upload your Event's Sessions, you'll configure the brand new Session Check-in options for each Session. This includes check-in and check-out policy, check-in flow and information customization, and access limitations based on tracks, personal agendas, and our brand new location capacity setting.
Next, configure the Onsite App as normal, then publish, and it's time to check attendees in!
After you download the latest version of the Onsite by Webex Events (Socio) app on a check-in device, log in, and choose your Event, a mode selection screen appears where you'll choose either Event Check-in or Session Check-in. Select Session Check-in, then tap on a Session. Launch check-in right away, or lock the device to only one or more Sessions if you don't want users to access the full Session list.
Checking attendees in couldn't be easier! If the welcome and confirmation screens aren't active, check-in staff simply scan attendees' badge QR codes to check them in to and out of the Session. Otherwise, you can set up a check-in iPad or iPhone at the entrance to each session, and attendees can check themselves in with either the QR Code or Search options, kiosk-style.
If an attendee doesn't have their QR code handy, search for them by name, email, company, or title, then review their information before checking them in.
During and after check-in, explore check-in metrics and trends to track session performance, award Continuing Education Credits, and inform future decisions. On the Sessions page, click the 'i' icon next to a Session's 'Attendance' count to access the counts for all time checked in, checked out, currently checked-in, capacity, and remaining capacity.
There's much more to explore about Webex Events Onsite Session Check-in, and we have several brand new and updated articles to guide you through everything:
- Configure the Onsite App
- Configure Sessions for Session Check-in
- Session Check-in Device Setup
- Using Onsite Session Check-in
- Onsite App Settings Overview
- Onsite Metrics
These changes to the Onsite app also include some improvements to the Event Check-in experience and the app in general, including:
- Smarter attendee search
- Better in-app setup instructions
- iPhone compatibility with Event Check-in and Badge Printing
- Dark mode
- Revamped app settings
Unified Attendee list
Previously, there were four separate attendee lists in the Webex Events platform — two in the Registration product, one in the Event App product, and one in the Onsite product. Managing different parts of a single attendee's information in multiple different places could be confusing, so we've now unified all attendee lists into one in the Webex Events platform. The new Attendees page dynamically shows columns and statuses relevant to each product you've activated for your Event with corresponding filters, individual actions, and bulk actions.
Revamped attendee profiles
As you probably guessed, each attendee now has a single profile page, so you can review and edit all attendee information in one place. The tabs in an attendee's profile let you quickly and simply access and edit their basic information, Event App and social activity, and Registration data. No more bouncing back and forth between different profiles in different products!
Read our article about adding and uploading attendees for up-to-date instructions on adding attendees to your Event.
Read our article about accessing and editing attendee information for a complete overview of the Attendees page, attendee profiles, and all the ways you can edit attendee data.
New 'Attendance' tag
We've now added a new 'Attendance' tag to attendee profiles that indicates whether the person is attending in person or virtually. When you create a new attendee profile or upload attendees, you must now specify how they'll attend. In Webex Events Registration, you must also set an attendance type for each ticket you create, and attendees who buy a ticket are automatically assigned that ticket's attendance type.
For now, this new tag is a great way to identify if an attendee will be on-site or not when viewing their profile in the Webex Events platform. This tag also opens up new opportunities for us to improve the attendee and organizer experience in the future. Stay tuned!
Event-level groups and exclusive groups
Groups let you categorize attendees, tailor content to different personas or interests, and personalize the attendee experience. Since attendees and groups go together, you'll now create and manage groups from the Attendees menu instead of the (now removed) Users & Groups menu in the Event App.
This means that assigning attendees to groups with tickets and questions in Webex Events Registration doesn't require you to first publish the Event App!
There's a new kind of group in town — exclusive groups. These have all the same benefits as the regular groups you're used to, except attendees can only belong to one exclusive group at a time. That's because exclusive groups are meant to uniquely identify different types of attendees. For example, you might make exclusive groups for attendees, speakers, sponsors, and staff.
With the introduction of exclusive groups, keep these concepts in mind:
- Create new exclusive groups from the 'Groups' page and in the 'New ticket' modal in Webex Events Registration.
- Attendees must belong to an exclusive group, and they can only belong to one exclusive group at a time.
- Tickets must be associated with an exclusive group, and attendees who buy a ticket are automatically assigned to the ticket's exclusive group.
- Exclusive groups now replace 'Attendee Types' in Webex Events Onsite.
Our article about groups has everything you need to know about creating and using groups and exclusive groups.
We want everyone who uses Webex Events to have the best experience possible, even if they choose not to use all of our services. As part of the attendee profile consolidation, we've added the 'Questions' page to the new Attendees menu. For those of you using Webex Events Registration, you can still create questions from the Checkout Forms page in Webex Events Registration.
For folks who don't want to use Webex Events Registration, this is great news because you can now import attendees with their question answers without activating Webex Events Registration. Simply create the questions in Webex Events, then import attendees with the answers to each question.
💡 Keep in mind, with this release, you can no longer create questions when importing attendees. You must first create the questions in Webex Events, then import the data.
Read our article about creating questions for complete information.
Event-level Sessions and tracks
Just like we moved the Attendees and Groups pages to the event level, we've now also moved Sessions and Tracks out of the Event App's Agenda feature to the event level. Why? Because Session Check-in! I said it once, and I'll say it again: we want everyone who uses Webex Events to have the best experience possible, even if they choose not to use all of our services. With Session creation outside the Event App, anyone can now use Onsite Event Check-in and badge printing and Session Check-in without touching the Event App product. It also opens up some great opportunities for future product improvements.
For everyone who uses the Event App, this change really isn't much of a change. Besides moving the menus, the only difference now is that when creating or uploading Sessions, you'll specify which Agenda feature a Session should belong to.
Like attendees and groups, Sessions and tracks are made for each other, so they came along for the ride when we moved Sessions. Tracks now live in the brand new Sessions menu, and they still work like they always have.
Read these new and updated articles for complete information about Sessions and tracks:
- Add Sessions to Your Event
- Manage Sessions in Your Event
- Configure Sessions for Session Check-in
- Use Tracks to Categorize Sessions
Event-level locations and location capacity
If you thought we were done movin' and improvin', we have one more surprise. Even though you can associate locations with Map shapes and pins, Sponsor, Speaker, and Exhibitor profiles, Custom List items, and the Single Item feature in the Event App, locations are critical to Sessions, too. With the introduction of Onsite Session Check-in, we've now added the 'Locations' menu to the 'Sessions' menu and added the 'Location capacity' field to locations.Location capacity is made for Onsite Session Check-in to help you enforce Session attendance limits and fire code standards. When you're configuring a Session, assign the Session to a location, then check the 'Use location capacity limit' box under the 'Permissions and capacity' heading in the Session Check-in section.
Read our article about adding and using locations for more information.
Lite Check-in removed
Now that Webex Events Registration no longer has a separate attendee list, we've removed the Lite Check-in feature.
That's all for today, folks! Head over to the Webex Events Platform and explore these new changes for yourself. As always, all Webex Events knowledge base articles are 100% up to date for these changes, so you can get accurate instructions and more information when you need it. Not a customer yet? We'd love to give you a demo!