Event and Webinar Access Control

Event and Webinar Access Control

Access Control

It is possible to restrict access to the event based on different methods of access control. Currently only one type of access control can be set on a single event. Different types of access control currently supported are:
  1. No Access control: Anybody having the event URL can access the event
  2. Username/Password: Same username and password for everyone
  3. Email registration: Person must give their own email before they can access the event
  4. Form: Administrator can create custom Event form to give access to the event:
    1. Register & Login: Any person can fill in the details in the form and register for the event OR
    2. Login: Administrator defines the people allowed to login and e.g. sends the Participants their personal password
  5. Tickets: Person must buy ticket to event before they can access the event page

Access Control settings can be found from Events -> selected event -> Preparation -> Security -> Access Control.



1. No Access Control

This is the default option. When selected, the access to the event is not restricted in any way. Anyone can access the event.

2. Username/Password

Allows you to specify a username and a password for the event. 



When set, anyone accessing the event will be prompted by a login screen asking them for a username and a password:


3. Email Registration

With this access control method, anyone accessing the event will be required to enter an email address before being able to access the event player page.


Normally after registration the viewer will be directed to go the event itself.

If you check the box "Send registration link to given email address" the system instead sends the viewer an unique link to the given email address, but will not direct them to the event itself even if the event is going on. The viewer can enter the event by clicking the received link. There is no need to register again. After selecting this checkbox you will need to fill in the information of the email to be sent.





The admin can view the list of registered users on the event's preparation page by navigating to the "Participants" tab:



With the icons/buttons on the right, you can:
  1. Delete the participant from the list
  2. Block the participant from the event
  3. Copy the unique link sent to the participant's email address to your clipboard.

4. Form

The account administrator can create a custom Event form to give access to the event. There are two ways to utilize custom forms:
  1. Register & Login: Any person can fill in the details in the form and register for the event OR
  2. Login: The administrator defines the people allowed to login and e.g. send the Participants their personal password.

There is an option to select "Send registration link to given email address". This works same way as it does with "Email Registration", but when you are creating the form you MUST have a field named 'email' as one of the fields.

A) Form to Register & Login

Creating the Register/Login form is done under Event Forms:



To do that:
  1. Click the "Add New" button to create a new form
  2. Write Form name
  3. Optional: Write Receiver email address (to receive notifications about form registrations to that email)
  4. Optional: Write eg. further instructions into the "Form Description" field. This text will be shown to the end user with the rest of the form
  5. Select "Login/Register" from the "Submit Type" dropdown
  6. Add form fields by clicking "Add Field".
  7. Select the type of form field from the drop-down menu and name them by typing in the text field on the left
  8. Optional: You can mark the field as "Required" if you want to make filling in that field a necessary condition for registration



The following are types of fields available:
  1. First name
  2. Last name
  3. Company (name)
  4. Email
  5. Password
  6. Text (custom text field)
  7. Check box 



After that, click the "Save" button at the top to create your form. 
Your form must have a name, type, and at least one field to be created.





Then, return back to your event and select the correct Form from Access Control. The click "Save" to save the new event settings: 



When you open the Event URL you can see the registration form ready to go:



After people register for the event you can see them under the Participants tab for your event:



There you can Block or Delete the participant if you want.

B) Form to log in to an event

When using the Form only for logging in, the Participants are added to Suite Events with a CSV file.

Creating the Login form is also done under Forms:



To do that:
  1. Click the "Add New" button
  2. Write Form name
  3. Optional: Write Receiver email address (to receive notifications about form registrations to that email)
  4. Optional: Write eg. further instructions into the "Form Description" field. This text will be shown to the end user with the rest of the form
  5. Select Submit Type: "Login"
  6. Then you can add the form fields by clicking "Add Field".

After that, click "Save" and your form is created. 



Return back to your event -> Security and select from Access Control the required Form:




Then click "Save" to save the new event settings.

When you open the Event URL you can see the event landing page with the Login form ready:




As the form is used only for Login, the Administrator needs to add the participants to Suite from the event's Participants tab:



Clicking the "Add Participant CSV" button opens a modal for uploading a CSV file. Drag & drop the file to the upload area or click it to find it through the file dialog.



 A suitable CSV file looks like this in Excel:



And like this as pure text:

emailAddress;password
test@icareus.com;salasana
test22@icareus.com;matti
test3@email.com;pswrd

You can get an example file from your Icareus contact.

Read more about what you can do with CSV lists from Adding Event Participants with CSV files

After you have entered the file, click "Add" to add the contacts as participants or "Replace", if you want to replace the existing participants.



The listed participants are now added to the system.



If wanted, the list of participants can also be exported as CSV for further use.


5. Event Tickets

When using tickets with premium events, the end user can buy one or more ticket(s) to the single event without registration to the system.
Read more about using Tickets from here.

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