Private event registration: unadvertised, code-protected events — and exactly what “private” covers.
WebMobi keeps a code-protected event out of its public Discover directory, gives you an access code to hand out, lets you share a private preview before launch, and registers a closed guest list from your spreadsheet. It does not limit registration to a guest list — this page says exactly where the line is.
Out of the Discover directory · an access code you hand out · a preview link before you publish
What it is
Some events should not be found by the public: a board offsite, a members-only briefing, a customer advisory day, an internal training. WebMobi gives you four controls for them. An event that is not published is not public at all. A preview link shows a draft to the few people who must approve it. A published event set to Code-Protected stays out of WebMobi’s public Discover directory and comes with an access code. And a closed list of guests can be registered from your spreadsheet without opening registration to anyone.
This page is for the organiser deciding how private an event needs to be. It walks through each control, a workflow that combines them, and — plainly — what “private” in WebMobi does not stop, so you can decide whether it is private enough for your event.
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The four controls, from most closed to most open
| Control | Who can see the event |
|---|---|
| Not published (a draft) | Only your team. The event’s pages are not found for anyone else. |
| Preview link to the draft | Whoever you send the link to, as a read-only preview, for seven days. |
| Published, Code-Protected | Not listed in the Discover directory. Opened by people who have the event’s link, or who enter the access code. |
| Published, Public | Listed in Discover; anyone can find the event and register. |
Publishing as Test is for rehearsals, not privacy: a published test event can be opened by anyone with its link, with a TEST EVENT banner, and its registrations do not count until it goes live.
Code-Protected: out of the directory, with a code to hand out
- In the dashboard, open Mobile App for your event and choose the Visibility tab.
- Under Event Visibility, choose Code-Protected — “Hidden from discovery. Users need event code to access.”
- Generate the code: eight letters and numbers. Copy it.
- Publish the event, then send your guests the event link — and the code, for the WebMobi app.
Guests who have the code enter it at events.webmobi.com/access-code or in the WebMobi app. A valid code shows the event — “Event Unlocked!” — with a Go to Event button. A code works only while the event is published, and repeated wrong guesses from one place are slowed down.
What the setting does for you on the web: the Discover directory on events.webmobi.com lists published events and never one its organiser has code-protected or made private, including in Discover search. If the directory cannot read that setting, it lists nothing rather than everything.
Before launch: drafts and preview links
Until you publish an event, it is not public: its pages answer “not found” to everyone outside your team, and its registration form takes no one from outside it. Your team — the creator, organization owners and admins, and teammates invited to the event — can work on it in the meantime.
When someone outside the team must see it first — a sponsor approving their listing, a director signing off the agenda — create a preview link from the publish step. It opens a read-only preview of the draft for whoever has the link and expires after seven days. Nobody can register from a preview.
A closed guest list, registered by you
The most private registration is the one your guests never fill in. If you already know who is coming, import them: each person in your spreadsheet becomes a registration with their own QR code, matched on email so nobody is registered twice. The import adds and never deletes, and it sends no emails — so you decide what your guests receive and when. How bulk attendee import works.
At the door
Check guests in by QR code or by name; a badge from another event is refused. Someone who is not on your list can be added as a walk-in only by your staff, and every check-in and walk-in is recorded with the staff member who made it — so “who did we let in?” has an answer. The check-in audit trail.
A workflow for an invite-only event
- Build the event and keep it unpublished while you prepare. Share a preview link for sign-off.
- In Mobile App → Visibility, choose Code-Protected and generate the code.
- Import your guest list, or plan to send registration links only to invited people.
- Publish the event as Live, then send guests the link (and the code for the app) yourself.
- At the door, scan QR codes or check people in by name; read History afterwards for who was let in.
What “private” does not stop
- The setting is applied by the Discover directory on events.webmobi.com. The event list inside the WebMobi app does not apply it yet.
- There is one code per event, the same for every guest. Anyone a guest passes it to can use it.
- WebMobi does not send invitations, and does not approve or refuse registrations against a guest list.
What it does not do
Written down here so you find out now, not on event day.
The link is not protected
A published event’s page and registration form open for anyone who has the link, with or without the access code.
The WebMobi app’s event list does not apply Code-Protected yet
The setting keeps the event out of the web Discover directory; do not rely on it to hide the event inside the app.
No guest-list enforcement
There is no approval step, no invitation emails from WebMobi, and no rule limiting registration to invited emails. Import the list instead.
Search engines are not told to skip the page
Code protection adds no instruction for search engines. Keep the link off public pages.
One shared code
Every guest gets the same code for the event; it cannot be issued per person or revoked for one person.
The import sends no emails
Guests you import are not sent a confirmation or their QR code by the import. Check them in by name if needed.
Read the step-by-step guides
The screens, labels and checks for each step are in the product guide on events.webmobi.com.
Publish your event
The publishing checklist and your public event address.
Tickets and registration
Ticket types, adding people by hand, and importing an attendee list.
Bulk import sessions, speakers, sponsors, exhibitors and attendees
An import adds and updates but never deletes; matching, file limits, column mapping, the Event Info sheet.
Attendee QR codes: what they contain and how they are scanned
When a registration gets a code, how it is delivered and scanned — and that badge printing is not offered.
What each plan includes is on the pricing page.
FAQ
Can I make an event invite-only?
You can keep it unadvertised and decide who gets the link. Code-Protected keeps a published event out of WebMobi’s public Discover directory and gives you an access code to hand out. It does not check a guest list: anyone who has the link can open the event page and register.
Does a code-protected event appear on WebMobi Discover?
No. The Discover directory on events.webmobi.com lists published events and never one its organiser has code-protected or made private. If that setting cannot be read, the directory lists nothing rather than everything.
Where do attendees enter the access code?
At events.webmobi.com/access-code, or in the WebMobi app. A valid code shows the event with a Go to Event button. Codes work only while the event is published.
Can someone register without the code?
Yes, if they have the link. The code is not asked for on the event page or the registration form, so treat the link itself as the thing you keep private.
Can I show the event to a few people before it is published?
Yes. Share a preview link to the draft: it opens a read-only preview for whoever has it and expires after seven days. Until the event is published, its own pages are not public at all.
Does WebMobi send the invitations?
No. You send the link, and the code if you use one, to your guests yourself — by email, in a calendar invitation or on an intranet page.
Can I register a closed guest list myself?
Yes. Import the list from a spreadsheet: each person gets a registration and a QR code. The import sends no emails, so tell guests how they will be checked in, or check them in by name at the door.
Can I see who actually came in?
Yes. Every check-in is in the event’s History with the staff member who made it, and the attendance report lists who attended each session.
Keep it off the directory. Keep the list yours.
Create your event, share a preview for sign-off, and import your guest list before you publish.