Files and documents

With the upload of files and documents, you will be able to share scientific articles, sponsors’ catalogs, and even presentations with the event's participants.

This article intends to show you how to upload and delete files, as well as where they will be available to your audience within your event.

Supported formats

The InEvent platform supports the upload of different file formats, such as:

• Documents: "xlsx", "pdf", "ppt", "doc", "docx", "xls", "csv", "pptx";
• Video: "mp4", "mov", "3gp";
• Images: "gif", "jpeg", "jpg", "png";
• Transcription audio files.

Adding files

Event files: adding files to the Files tab on the app and Virtual Lobby

To add a file that is not related to a specific activity, but to the whole event click on Event > Content > Files. Files uploaded to this page will be displayed on the Files tab on the app and also on the My files tab on the Virtual Lobby.

Now, press +Add file. After that, click on the green button to choose documents from your device to upload. Once you have chosen the files, click on Create.

Next, once all files have been loaded, you will need to fill in the File name and press Create.

At the image above it is also highlighted the click counter, so it's easy to see which files have been clicked. Keep in mind that if the participant clicks on Preview and Download while viewing the uploaded files, this will count as 2 clicks!

Adding files to an activity

To add a file to an activity, go to Agenda > Activities and then in the right side corner press Edit.

Click on an activity, then on the right side select the Files tab. After that, click on the red button to choose a file to upload

Next, once all files have been loaded, you will need to fill in the File name and press Create.

Now, the files are visible to all attendees!

If you are the event Admin, it is possible to add files to an activity from within the Virtual Lobby - to learn more about this feature click here. Files are instantly available to attendees once the upload is finished.

Adding files to sponsor rooms

Click here to learn how to upload files that will be available in your sponsor rooms.

How do I delete a shared file?

Deleting event files (from the Files tab on the app and Virtual Lobby)

To delete a shared file you must go to Event > Content > Files, press the Edit button and choose the file you wish to delete. An editing tab will appear on the right-hand side, containing an orange Remove button. Press End to finish editing and save changes.

Deleting files from activities

To delete a file from an activity, go to Agenda > Activities > select an activity and then in the right side corner press Edit > Files.

You should see an orange button with a trash icon close to each file you have updated. Click on it to delete the file from this activity.

Deleting files through the Virtual Lobby

To delete a file in the Virtual Lobby, click on the File tab on the right-hand side and press the trash icon.

Check this article to understand the difference between each permission and learn who will have permission to delete files in a room.

Viewing files

When you upload files for the entire event, you will have the possibility to choose the their visibility. You just need to click on top of the selected file> press Edit> and pick the visibility accordingly. Press End to save the changes.

Viewing files in the Virtual Lobby

My Files

If you wish to have a dedicated page for files in the Virtual Lobby, go to Settings > Tabs and click on Virtual Lobby. Then, make sure the tab My files is set to Visible.

In the Virtual Lobby, you can access the dedicated page by selecting the corresponding tab in the menu on the left-hand side, as shown below:

On this page, all event files will be listed, including their location (to which room this file has been added) and the option to either preview it or download it.

My Agenda

Attendees can access pre-uploaded files linked to an activity in which they had enrolled in their Agenda - click here to learn more about it.

To see all documents linked to an activity: choose the activity, click on Details. You should see the files under the Materials section.

Inside the room

When inside a room in the Virtual Lobby, you should click on the Files tab to visualize all available files.

Viewing files in the app

To view a file in the app, tap on Menu > Files. For your files to be displayed in this tab, they should be added to the platform via Event > Content > Files as mentioned above.

Viewing files in an activity using the app

Tap the Schedule tab in the app, choose an activity, and press Details > Files.

Viewing files in My Files tab using the app

If the Virtual Lobby is available on the app, you can also access the files via My Files tab.

Hiding files on the app

It is possible to hide files on the app and only make them available for attendees within the sessions listed in the schedule. To do so, go to Event > Virtual Lobby > Tools. Untick the checkbox for Files, and select End to save the changes.

Reporting activities' files

If you wish to generate a report on activities' files, you should select the activity > press Edit in the top right > select the Files tab > click Report files.

Once you click the button, a message will appear at the top of the screen, warning you that you will receive the file with the data in your email when the process is complete.

The spreadsheet will cover categories such as who viewed the file and how many clicks it got, the file URL, the first click date, among other data.