Authorisation groups define which persons can participate in an event under which conditions and how access to the event website is permitted.
With authorisation groups, you can define which guests can register for your event and under what conditions. You can create as many authorisation groups as needed to address the specific requirements of your target audiences. For example, you can set up special conditions for VIPs, individual registration deadlines, or other tailored rules for different groups.
Each authorisation group must have at least one registration and access setting configured. These groups can be enabled either for access via personal accounts or for public access.
Oniva identifies contacts using their personal event links. If you use more than one authorisation group within an event, you must always assign the appropriate authorisation group when creating or importing contacts.
Public access to the event website (without a personal link) is automatically assigned to the authorisation group that has "public" defined as its access method. If no authorisation group has public access enabled, the event can only be accessed with personal links. In this case, any access attempts without a personal link will be denied.
If you restrict access to your event to accounts, only those who have an Oniva account will be able to register. This increases security, as only registered users gain access. However, this functionality is exclusively available to users with a premium licence. For instance, you could utilise this option to ensure that only your internal employees, who are already registered in the system, can participate in specific events.
In this case, the login is hidden behind a login screen. If you use single sign-on (SSO) for your organisation, for example, only access with SSO can be guaranteed to further increase security.
If you choose to set up the authorisation group for public access, various access methods are available under registration and access settings, which can be specified. You can choose between options such as public, private with password, or only with personal link to determine how your guests can access the event registration. This flexibility allows you to adjust access controls to fit the requirements and security policies of your event.
For events aimed at external guests without an account (e.g. customer events), access can be restricted by first deactivating all access methods under the menu item Login and access settings. An Excel list can then be imported under Event contacts. A personal event website link is then generated for each of the imported contacts, which can be sent with the invitation. This means that the event website can only be opened with a personal link.
For events aimed at users with accounts, an account group can be used or created to restrict access. Account groups can be created and edited in the workspace. Once the group has been created, it can be stored in the event under login and access settings to restrict access. If no account group is stored, all users of the account type can book.
Each authorisation group requires at least one registration and access setting. This defines the conditions under which the group can make bookings.
Tip: Multiple registration and access settings
In most cases, one registration and access setting per authorisation group is sufficient. However, an authorisation group can have multiple registration and access settings, but they must be clearly distinguishable. For example, different times could be used for different registration and access settings.
Tip: No date necessary
In most cases, no start date is needed. The start date is only important if registration is to be automatically opened at a certain time. If no registration deadline is configured, the end time can be left empty. The event will then be bookable until the last minute of the last booking options.
Access methods can only be selected for authorisation groups without accounts.
The deregistration option allows contacts to decline the event invitation. Contacts who have deregistered will be removed from the contacts without confirmed bookings group and will not receive any further communications. This feature enables event managers to maintain a clear overview between outstanding invitations, acceptances, and deregistrations. For further information, please refer to our article on deregistrations.
File attachments can be configured as a requirement for registration or as an attachment to the booking confirmation.
If at least two authorisation groups have been created, individual booking options can be restricted to one or more authorisation groups. These options are then only visible and bookable for guests in this group. To do this, the option under ‘Advanced options’ can be restricted to one of the two authorisation groups.
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