Providing access to a Virtual Venue site

This article is part of a series of Virtual Venue articles used as a guide for setting up a virtual event. Start here to see all articles.

Administrator Access

Administrators have access to all venue sites from the Sites pages in ePly. You do not use the venue site's login page or need a specific username or password. Click the icon next to the new venue site's name to automatically login.

Note that the Sites page is not specifically delineated in standard or custom ePly user roles. All user roles have access to the Sites page under your ePly account. If you want to create a user that has access to Sites but not Forms, choose Client User or Client Guest and do not assign forms to them.

Registrant Access

Review the venue site statuses from a previous article in this series. Each status has a different affect on registrant access to venue sites.

1) Your venue site must be in either Pre-Event or Live status and the registrations must be Live before registrants are eligible to access the venue site. Sending the set password email while in Planning status will not include the set password link.

Visit the Sites page, edit the venue site by clicking the icon on the right of the page. Note that you can only change a status forward one status at a time and not backwards. 

2) Registrants must be sent the venue site Password Email to log into the venue site.

The Password Email is automatically created under Email Notifications of the ePly form linked to the venue site at the time the site is created. You can modify the content of this email and send a test to review its layout similar to any ePly email notification.

Once you are comfortable with the password email, register for your event and send yourself the  actual email using the Send Email feature from an ePly report to test the actual venue site login experience as an attendee. 

ePly emails can be sent from most reports or from an individual's registrant's details page.

• See this article for steps to send a mass email to registrants from reports. Specifically, you can use the Primary Registrants report.
• See this article for steps to send an email to a specific registrant. This article focuses on the form's confirmation email but the same steps can be taken for the venue site password email.
  
  Additionally, you can send registrants a system generated simple password reset email by clicking the Virtual Venue Password Reset button in the top right of the registrant's details page.
  
  
  
  This is the same system generated email registrants can send to themselves from the venue site's login page.
  
  
  
  

Your venue site must be in Post-event status to restrict access to the venue site.