Event Onboarding personalizes the attendee experience and allows admins to collect key information when someone first joins a specific event. It's the first thing attendees see when they access your event, so it sets the tone for everything that follows.
Here's what it helps you do:
Collect the right information upfront. Gather event-specific data (dietary restrictions, city of origin, areas of interest) before attendees dive in, so you don't have to chase it down later.
Personalize the experience. Use Topics and custom fields to connect attendees with relevant content, sessions, and people.
Stay compliant. Require attendees to accept Terms & Conditions before accessing the event, with a built-in export of who accepted.
Make a great first impression. A welcome message and optional video greet attendees warmly and set expectations from the start.
Important distinction: Account Onboarding happens once, when a user first joins the platform. Event Onboarding is optional, per event, and can be enabled or disabled at any time.
Enabling Event Onboarding
To get started, go to the Admin Site. From your event menu, click Onboarding, then click Enable Event Onboarding.
Once enabled, you'll have access to four configuration sections: Details, Options, Video, and Reset Onboarding.
1. Details
This is where you set up the welcome experience attendees see first.
Welcome Message
Write a short, friendly message to greet attendees. Keep it clear and warm, something like: "We're so happy to have you here. You're about to embark on an incredible opportunity to meet new people, learn new things, and above all, experience every moment. But first, let's get you set up!"
Onboarding Image
Upload a banner image to personalize the experience. Specs to keep in mind: cropping aspect ratio is 3x1, minimum dimensions are 600x200px, and accepted file types are PNG, JPG, SVG, WEBP, and GIF. You can also choose an image from Pexels directly.
Click Save after making any changes.
2. Options
This section controls the additional features attendees interact with during onboarding.
Topics
Enabling Topics will display topic selection during event onboarding and in profiles, leading to recommended connections. It's a great way to help attendees find people with shared interests.
Profile Visibility
Attendees are asked if they wish to be visible or hidden during onboarding. To use this functionality, it must first be enabled via the People options.
Note: If this setting is grayed out, go to Attendee Feature > Options and enable "Allow attendees to become hidden" first.
Terms & Conditions
Enable Terms & Conditions to require attendees to accept legal agreements before accessing your event. Acceptance is mandatory, and you can export a list of attendees who have accepted.
Event Custom Fields
Prompt attendees to fill in event-level custom fields during onboarding. These go beyond standard profile fields and let you collect event-specific information.
To create or update custom fields, either click the hyperlink in the Onboarding section or navigate to Attendees > Custom Fields.
A few things to keep in mind:
Responses appear in attendee profiles and in exports.
Add a header explaining why the question is asked. This improves completion rates.
Choose to include all custom fields or only selected ones.
Pro tip: Keep your onboarding concise. Each additional field decreases the likelihood of completion.
3. Video
Add a welcome or instructional video to the onboarding process. This could be a message from the event team or a short walkthrough of how to use the platform.
To add a video:
Upload the video as a Material first.
Come back to the Video section and link it.
Add a Header Text to introduce the video.
Click Save.
A few things to keep in mind:
Videos cannot be skipped, so keep them short and engaging.
Attendees cannot rewatch the video unless you upload it elsewhere on the platform.
Embedded videos (YouTube or Vimeo URLs) are not supported in the mobile app for onboarding playback.
Compress the video before uploading for smooth playback.
4. Reset Onboarding
Need to restart the onboarding process for a specific attendee? This section lets you do that.
Enter the attendee's email, select their name from the dropdown, and click Reset.
Resetting onboarding removes the attendee's previous Terms & Conditions acceptance, so they'll need to accept again.
Pro tip: To reset onboarding for all attendees at once, disable and re-enable Terms & Conditions. You'll be prompted to reset onboarding for everyone at the same time.
You're all set to configure Event Onboarding and tailor the first-time attendee experience.