Custom Access

Owned by Marina Soroka
Last updated: Sept 18, 2023
5 min read

Overview

What is custom access?

custom access allows different sessions or resources content to be displayed to different attendees on a showtime page.

There are two types of custom access groups, Agenda and Resource: 

  • Agenda Groups are used to show only specific sessions to attendees and is also used for pushing out Polls to specific attendees watching those sessions. 

  • Resource Groups are used to show specific Resources items to attendees.

How to set up custom access

Process flow

  1. Create custom access groups ** this step must be completed first **

  2. Assign groups to Sessions and/or Resources

  3. Assign attendees to groups

Create a custom acess group

CMS location: Attendee Management →  Groups → New Group

Enter the required group name and click Submit.

The other options may come in handy later but can be skipped for now.

ℹ NOTE: Group names are visibile to all CMS Users, including clients who have access to analytics. Ensure the groups are named clearly and appropriately.

Import custom access groups via CSV

If convenient, you may also add groups via CSV import.

Click Import Groups and download the sample CSV format. Apply the format to an existing list and save it as a CSV. Then click Import Groups and upload the CSV file.

It’s good practice to double-check the groups have imported successfully and are named as expected on the CMS.

Assigning groups to sessions - individually

CMS location:  Edit Tracks Agenda for the session required.

Select from the list of groups available in the Agenda Groups drop-down. You are able to assign multiple groups to sessions. Submit changes then  repeat for each session!

 

 

Assigning groups to resources 

Head to Content Management > Resources/Content and click the pencil icon/edit button.

 

Much the same as for Agenda sessions, click in the Groups field to show a drop down list of the available groups, previously added within the Attendee Management section (see above).

You may assign multiple groups to resources.

Submit changes at the bottom of the page and repeat for each resource.

ℹ NOTE: groups need to be assigned to resources individually, there is no bulk export/import CSV method.

 

Polls

Since polls are often launched in tandem with sessions, polls can also be assigned to an Agenda group to ensure only the people in that session see the related content.

A good and recent example of this in action is in a Hybrid event scenario where the content streamed to the event page is delayed and 15-45s behind the live content on stage in the conference venue.

If a poll needs to launch on cue from the presenter, you’ll need to set up two identical polls and use custom access to launch the first poll to the in-person group and then the second poll to the virtual group.

Export/Import agenda functionality

Assigning custom access groups can often be tedious, especially if there are a lot of sessions for an event. To speed up the workflow and increase accuracy of assigning groups, you can utilize the export agenda feature within the CMS.

Export Agenda

Within Content Management > Tracks Agenda click Export Agenda.

 

Open the CSV and add groups to the Agenda Groups column, remembering to enter the group names exactly as they are in the CMS. Multiple groups on the same session should be separated with a comma. In this example, there are two groups US/CANADA and EMEA:

ℹ NOTE: If the Agenda Groups field is left blank, the session will still appear to all attendees who enter the page.

 

Import CSV Agenda with Assigned Groups

Once you have assigned the groups to the Agenda sessions, save as a CSV and head back to the CMS.

Click Import Agenda and select the CSV file to apply the groups to the sessions.

It’s best practice at this stage to double check that groups have been applied correctly. You may do this by exporting the agenda again and reviewing the CSV file, or checking individual session settings and batch testing.

 

Additional considerations

  • Similar to Allowlisting attendees you can export/re-upload the Agenda to assign groupings as many times as needed. 

  • Ensure group names are entered exactly as they are in the CMS

Custom access with magic links

Magic Links are used when clients need attendees to bypass the login page, but without opening the page to the public. 

A Magic Link, like any individual attendee, can be assigned Agenda or Resource groups.

When an attendee joins a page with a Magic Link which has been assigned a custom access group, it’s the same as them being allowlisted individually to that custom access group, just without capturing their personal details.

Setting up a new magic link

Set up a new magic link in the CMS at Settings > Magic Links and click the + New Magic Link button, upper-right.

Add a clear and obvious name (interenal reference only) and ensure the link is enabled, or disabled as required.

 

If a Magic Link re-direction is required, check the box and enter the url to re-direct the link to. 

Assigning groups to a magic link

Select the required Agenda and Resource groups from the drop-down fields, then click Update.

You may set up as many Magic Links as you need to assign different groups for attendees but remember to keep track of which Magic Link is which and name them clearly!!

Considerations

  • If a Session has no group assigned group, EVERYONE will see it

try using the ‘ALL’ group (see below)

  • If an Attendee has no assigned group, they will be able to see EVERYTHING.

even if all sessions are assigned to groups

  • The ‘ALL’ group is your best friend. 

To do this, create an ‘ALL’ group and assign it to all sessions, resources and attendeees.

  • Be aware of the 15-minute player opening and closing behavior and how it can affect the custom access experience for attendees.

If you are not careful, some attendees may be able to see content they are not meant to, because of the way the player opens and closes 15 minutes before and after sessions.

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