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Using personal links to control access to events
Using personal links to control access to events

A reference guide for how personal links can be used in your events.

Ben Dharmanandan avatar
Written by Ben Dharmanandan
Updated over a week ago

Personal links are designed to make the registration, submission, award entry, or judging process easy for your attendees/submitters/judges. 

This article presumes you have a working knowledge of Eventsforce. It focuses on the recommended features for people to access and view your event and as an example uses an attendee registering to attend a conference event. Personal links apply to other types of people and events.

Personal links

Eventsforce allows the event manager to control access to their event using personal links. The links provide the same level of security as a password but without the need for the recipient to receive passwords by email and remember their password to log into an event.

Personal links should be treated with the same level of care as passwords, meaning they should not be shared.

A personal link creates a unique token for each person and when clicked by the recipient, will allow them to access to an event without going through a login page that requires a password. Personal links can be added to an email template by selecting them from the left-hand panel or the "Insert/edit link" drop-down.

Access to events

An event can be set up to allow users to be identified by one of the following:

  • Email address

  • Registration reference

  • Username

The recommended identifier is "Email address" as this is the best way to avoid duplicate records being created and people are more likely to remember their email address.  For more information on registration identifiers, follow this link.

The privacy levels of an event can also be selected from one of the following:

  • Registration and event website are public

  • Registration and event website are private using a shared entry code

  • Registration is invitation-only

Public events

Once a registrant completes their first registration for a public event, a record will be created for that person in Eventsforce and the new registration email will be sent to them.  A personal amendment link is included in the email by default. Clicking on the unique personal amendment link allows the attendee to access their registration to view it or make any changes.

Private and invitation-only events

If people need to receive an invitation email to access a private or invitation-only event, they will receive a personal registration link in their invitation. When they click the personal registration link, they will be taken directly to their registration page. As they already have a record on the Eventsforce database, some information will pre-populate on the registration form.

After they have completed their registration, they will be sent a new registration confirmation email containing a personal amendment link. Clicking the personal amendment link will log them into their registration without asking them for a password.

Request login details

If an attendee is not able to access their email containing the personal link, they visit the event website to access the “Request login details” option on the login page. A new email will be sent to them from the “Request login details” email template with a new personal link. We recommend using the "Password reset link" within this email.

Expiration of personal link

After a registration has been completed or an amendment has been made, the links cannot be used again.  Each time a new registration email or amendment email is sent, new unique links are generated.

The personal judge and reviewer links do not expire as it is necessary for judges and reviewers to login to an event multiple times. However, they are still unique to each person based on their email address. 

Email templates

The email templates in your event contain default content with tags for personal links that match the set up of the event. Nevertheless, the default content must be read and tested before you launch your event.

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