As an event organizer, having an event that runs smoothly is essential. The first step to ensure it runs smoothly is to provide attendees with instructions on entering your event. Here are some tips to make sure they get in without any issues!
1. Give Step by Step Instructions
While the confirmation they receive after purchasing a ticket may be informative, it may not be intuitive for others. We recommend you include step-by-step instructions on what they need to do to enter your virtual event.
To customize your message and instructions, go to Registration > Order Confirmation.
The advanced email template builder will give you more options to customize the layout of your order confirmation email. This feature is available for higher plans.
For your instructions, here are sample templates that you can use:
Hello!
We look forward to seeing you on [EVENT NAME]!
Please follow the steps below to enter the event:
1. Click the event link: [INSERT YOUR EVENT PAGE URL]
2. Click the ENTER EVENT button. If you don't see it, then you're too early! You may only enter 30 minutes before the start of the event.
3. Enter your email address (the same email address you used to purchase your ticket)
4. Enter your password if you have created one previously. If not, then it will prompt you to verify your account which will allow you to create a password.
5. Click SUBMIT. You should be redirected to the virtual event hub.
Hello!
We look forward to seeing you on [EVENT NAME]!
Please follow the steps below to enter the event:
1. Click the VISIT EVENT SITE or JOIN THE EVENT button below. This will take you to the Virtual Event Hub.
2. If it does not take you there, you might be too early. Wait for the ENTER EVENT button to appear in the event page. You may only enter 30 minutes before the start of the event.
3. Enter your email address (the same email address you used to purchase your ticket)
4. Enter your password if you have created one previously. If not, then it will prompt you to verify your account which will allow you to create a password.
5. Click SUBMIT. You should be redirected to the virtual event hub.
2. Give the QR Code to Download the Attendee App
If you're using our Attendee App for your event, you can include the image below in your email so that they can easily download the Attendee App. Once they scan it, they will click the link, redirecting them to a page where they can select to download it for iOS and Android.
3. Give Instructional Videos
Some attendees may respond better if logging in is demonstrated to them, and the best way to show this is through a video. You can record your own to show your actual event page, or you may also show them this video on How to Enter The Event.
4. Include our Knowledge Base Article Links
Aside from tutorials for event admins, we also have basic step-by-step instructions for attendees. You can also include the links to these articles:
5. Give Your Contact Information
Aside from logging-in assistance, attendees may have more questions about your event. Have your support team ready to assist your attendees. Add your contact information to your event page and confirmation letter to ensure they can find it anywhere!
6. Send Reminder Emails
Sending reminder emails to your attendees will refresh their memory that they have signed up for your event. It also makes it easier to look at this reminder email instead of looking for the initial email they received a few weeks back. Add your step-by-step instructions and contact details to your reminder email.
7. Send a Magic Link
The magic link email is sent to attendees who buy their tickets an hour before the event starts. It is sent along with the order confirmation email. The magic link in the email will allow attendees to log in automatically without entering their password. Attendees should use this link when they have forgotten their password or have other issues logging in.
Attendees will automatically be logged in if they have previously created a password. However, if they haven't set a password, they will get a pop-up asking them to create one. They are STILL logged in on both instances; the only difference is that those who haven't set a password should set one up.
Notes:
Once you send it, the link will only be "magic" the first time they click it within 7 days.
If the attendee bought the ticket during the event, the Join the Event button in the order confirmation email acts like a magic link.
How to Resend a Magic Link
As mentioned, this email is sent only if the attendee buys the ticket an hour before the event. If you want to send it to other attendees that bought the tickets before that or during the event, you can do so through their order.
On the Admin console, click Attendees > Orders
Search for the attendee
Click the 3-dot menu under the Actions tab (not the one on top)
Select Send Magic Link
You can also send the magic link in bulk by clicking the Send Magic Links to All Attendees button.
8. Troubleshooting
If they are still having difficulty logging in or joining the sessions, here are some troubleshooting tips to make it work:
Use the recommended browser (Chrome)
Make sure that your browser is up to date
Refresh your page:
- Windows: Ctrl + F5
- Mac: Command(⌘) + Shift + RClear your browser's cache:
- Chrome: Settings > Privacy and security > Clear browsing data > Clear data
- Safari: Command(⌘) + Alt + E
Access the page in an incognito window (Ctrl + Shift + N)
Restart your device
Try the other recommended browsers (Safari and Firefox)
Check your internet connection/speed (it should be at least 5mbs)
Enable the camera and microphone in your browser:
Enable pop-ups in your browser
Disable any firewalls (e.g., malware, AVG)
9. Other Tips
If all else fails, issue them a new ticket and try again
Double-check if the email address they are entering matches the email address in your Orders tab
Ask them to take a screenshot of the error message that they are getting and send it to us through chat so that we can assess the situation
You can also ask them to chat with us directly through the chat icon on our Accelevents website.