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Create a VEX event

Want a video walkthrough? Check out this video from our client success team.

Getting Started

To begin creating a Virtual Event in PathFactory’s Virtual Event Experience (VEX), start by navigating to the Virtual Event Tab in the primary PathFactory navigation. Click the ‘+ Add Event’ button, give the event a name, then click the ‘Add Virtual Event’ button (you can change the event name later if required).

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With your event created, you can now begin configuring it. You do so by clicking the ‘Configure’ button. You can delete an event at any time by clicking ‘More Actions’ > ‘Remove’. You then confirm you wish to remove the event, doing so permanently deletes the event. Note: you cannot recover a deleted event.

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PathFactory then automatically generates a URL for the event (‘Event Link’) created as a new URL slug appended to the end of your PathFactory subdomain. This becomes the public event URL and can also be used as the registration URL if you wish to use VEX to gather registrations. For more information see Registration and Sending Attendees to VEX. This URL slug can be changed in Event Setup (see below).

 


 

Event Configuration

After clicking the ‘configure’ button as shown in the image above. You’ll be taken to the ‘Event Setup’ tab. Here you configure the basic settings of your event.

The ‘Event URL’ is the same URL shown in the previous section. It's built automatically, using the customer subdomain of your PathFactory environment, with the event URL slug appended to the end.

The event name can be changed using the Event Name field. The event name is visible to your audience in several places (eg. the Event Page Title, and in the Header across your event), so be sure to choose something appropriate for an external audience.

The event URL slug is used on the end of the event URL, and can be changed at any time. Note: only change the event URL slug if you have not yet shared a link to your event externally. Changing the event URL slug changes the event URL, which will cause the original link to no longer function.

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If an event is being run at a particular date and time, be sure to enter the appropriate start time, end time and time zone. The time zone will default to the time zone you have selected in your organization settings, update this setting to reflect your personal time zone if you wish. Entering these details will allow VEX to group live sessions by the day they’re happening in an agenda-style view as shown below:

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If an event is purely on-demand or an on-going series (eg. run as one webinar per week over the course of many weeks), then entering a start time, end time and time zone is not necessary.

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External ID is an optional field that allows you to enter a unique text string for your event, which can then be passed along with visitor session data into other platforms. This can help to identify which visitor sessions were from particular virtual events. The “Experience External ID” field in the Visitor Session and Form Capture webhook will pull in this field see VEX Data Integrations for more information. For Example, if you set your External ID to “field_event_1” you could then parse out visitor sessions to that particular event in your Visitor Session Webhook by filtering on the “Experience External ID” field being “field_event_1”. Some customers enter unique campaign or program IDs into this field and then use automated programs in Marketing Automation to add attendees to the appropriate campaign.

The Attendee Registration Form dropdown menu section allows you to attach a PathFactory standard form from your PathFactory form library to a virtual event for attendee registration. When you select this field you will see a picklist of all of the standard PathFactory forms in your form library. You can only attach one form to an event and it is used across the whole event. For more information see Registration and Sending Attendees to VEX. Registrants who complete this form are visible in VEX analytics and their event engagement data can be pushed to external tools such as marketing automation systems. For more information see Data Integrations.

The language field allows you to indicate which language the event is in. As of the writing of this article this field is exclusively used to localize the text within the track protection feature described below.

Access Protection piggybacks on functionality introduced to PathFactory Campaign Tools (Content Tracks and Explore pages) in August 2020 allowing you to require email authentication against an allowed list to gain access. Using this feature, any visitor who does not provide an approved email address will not be allowed to access the event. Access Protection first requires setting up one or more groups (effectively allowed list email domains or specific email addresses), within Access Protection settings. With one or more groups you wish to whitelist set-up, you can then begin applying these groups to your event. Simply select the Access Protection field and choose one or more groups from the picklist you wish to whitelist to attend your event.

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Just like PathFactory Campaign Tools (Content Tracks and Explore pages) when an attendee attempts to access an event they’re first presented with a modal window (shown below) which requires that they enter their email address. Parts of this modal window can be customized within Language Settings.

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A confirmation email is only sent if their email address is on the Access Protection list. If so, an email is sent and they must click the link provided in the confirmation email to verify their email address. After verification, they are allowed access to the VEX event.

That’s it for your event’s initial set-up. Next learn how Registration and sending attendees to VEX works.

Updated on July 10, 2022

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