General Event Documents: Share Presentations and Materials with Attendees
General event documents allow you to make a specific file available for download to all or selected attendees via the booking self-service. These can include presentations, workshop materials, or contact lists, for example.
1. Upload an event document
Go to the “Tickets & documents” section of the event settings. Under “Custom Documents” > “General Event Documents”, you’ll find the option to upload a new document for the event.
The file must not exceed 100 MB. Supported file formats include: jpg, jpeg, png, gif, pdf, xls, xlsx, doc, docx, ppt, pptx, odt, ods, odp, txt, ical, ics, icalendar.
The label you enter will be used for the download button in both the Manager App and the booking self-service. For example, if you enter “Presentation” as the label, you and your attendees will later see the option “Download Presentation.” You can change the label at any time afterwards. The actual file name remains unchanged. The label is only used for the button text.
To make the file accessible to your attendees in the booking self-service, enable the corresponding option. As long as the option is disabled, attendees will not be able to access the document.
2. Share an event document with attendees
To share an uploaded event document with attendees, go to the attendee overview (“Manage Attendees”). Select the individuals you want to grant access to the file. You can use filters to display for example only attendees with a specific status or who have booked a particular product. Activate the checkbox in the first column of the attendee list for everyone you want to share the document with.
Next, select the option to share the respective event document from the “Actions and Documents” menu.
After sharing, you can see which documents have been shared with each attendee via the three-dot menu next to their name. You’ll also find this information in the booking and attendee details, where you can see which documents an attendee has access to.
You can revoke access for one or more attendees by selecting them again and choosing the respective document under “Remove Documents.” If an attendee’s status changes (e.g., to canceled), they will still be able to access shared files unless you manually remove access.
Both sharing and revoking access can be integrated into workflows using the automation module.
Note: Currently, links cannot be sent via email, but the link to the booking self-service can be included in booking or automated emails at any time. Due to the allowed file size, event documents cannot be sent as email attachments. If you want to attach a file like a directions map to an email, please use the event fields instead.
3. Provide event documents in the booking self-service
To download the file, attendees or bookers must log in to the booking self-service. There, they will find the download option either under the download button or in the three-dot menu. The file name when downloading will be the same as the name the file had when it was uploaded.
4. Update a file
In the event document settings (see 1.), you can replace the file at any time to provide a new version. Once saved, the previous version is no longer available. Attendees can only download the most current version. Our automation module also offers the option to build workflows for automatically updating a file.