How to add, invite, and manage your audience in the content hub

The Users section of the content hub is used to manage the visitors (users) of your content hub.

In this article we'll explain how users can be added to the Users list of your content hub, by:

• Importing or synchronizing users from a connected event.
• Adding a user manually.
• Importing users via the SpotMe API.
• Adding a direct content hub link to a connected event's app menu.

We'll also explain:

• How to access the user list in the content hub (and the different user statuses).
• How to manage your user metadata in the content hub (available starting April 8, 2025).
• How to manage email templates and send emails to your content hub users.
• How the content hub users or visitors can actually access the content hub.

Starting April 8, 2025, you can also use a registration page to advertize and build the audience for your content hub.

Importing and synchronizing users from connected events

When you connect a content hub to a workspace, the workspace attendees (user list) is not automatically imported into the content hub.

You can choose whether or not to import the user list after the connection was made, and can manually synchronize the users between the content hub and the connected event(s) lists at any time after the connection was made.

To do so, in the content hub go to the Settings > Connected events tab. Here you can see a list of the events that are connected to the content hub:

To import the users from a connected event, click on the Import users button for the event. This will import the users from the event into the users list in the content hub.

Once you have imported a user list from a connected event into a content hub, you can at any time go back to the Settings > Connected events tab, and use the Import users button to update the user list in the content hub based on the user list of the connected event:

Note: After importing users, you may need to manually refresh the browser page in Backstage in order to see the imported users in the user list.

Requirements for a successful user import

Follow the below requirements to ensure that users are imported successfully from the workspace(s) to the content hub:

• Do not modify the existing default user metadata, that is always present in the workspace and in the content hub user page:
  First name / Last name / Organization / Position / Email address / Phone number / City / Website / LinkedIn URL
  
  
• Users will only be be imported successfully if the content hub and the connected workspace(s) metadata:
  • Have the same field name.
  • Are the same metadata field kind (for example text, choice, boolean).
  • Have the same field values where relevant (for example the same set of choice options).
    If the above requirements are not met, the user data will not be imported.
    
    
• If new metadata fields are added to the content hub via the content hub metadata manager, users will still be imported from the connected workspace into the content hub, however the newly added fields in the content hub user profiles will not be populated from the connected workspace (even if the same fields have been added to the workspace user profiles).
  
  For new metadata added to the content hub, DO NOT enable the “Is required” toggle, as this can prevent the user import from working.

If you are using a registration page for your content hub, and you are adding new metadata fields to the content hub OR changing the existing ones, we do not recommend using the connected event import at the same time. If you do wish to simultaneously edit the content hub metadata AND use the connected event import, please reach out to SpotMe support so we can help you with this.

Frequently asked questions on user imports and synchronisations

Q: What happens during the first import of users from a connected event?
A: All users from the workspace are imported, except for users with a "canceled" status

Q: What happens when synchronizing the content hub user list with that of a connected event (whose users have already been imported or synchronized in the past)?
A: The content hub user list is updated with any new users that were added to the workspace since the initial import or the last synchronization (except for any newly added users who were subsequently canceled).

Q: What happens if, during a synchronization, a workspace user has already been imported to the content hub user list, and has subsequently been canceled on the workspace user list?
A: The user is not canceled in the content hub user list. This is to cater for the cases where a user can be in more than one connected workspace, and canceled in one workspace and not the other.

Q: What happens if a user has a "canceled" status in the content hub user list, but is not canceled in the connected workspace user list?
A: There is no change to the user's status in the connected workspace. The user remains  "canceled" in the content hub user list.

Accessing the users list in the content hub in Backstage

Like for a workspace, the list of users for the content hub is available in the Users section via the main menu, and shows the users' names, email addresses, and status in the content hub:

• Not invited: User has not received an email from the content hub.
• Invited, not activated: User has received an email from the content hub but has not accessed the content hub.
• Active: User has received an email from the content hub (or has registered) and has accessed the content hub.
• Unverified registration: User has registered to the content hub via the registration page, but has not confirmed their email address.
• Cancelled: The user has been cancelled in Backstage and can no longer access the content hub
• Hidden: The user is set to hidden in their user profile.

This is also where you will see the users that are imported from connected workspaces, and where you can add users manually to the content hub, or remove (cancel) them.

Adding new users manually, searching the user list, canceling users

From the Users list in the content hub you can:

• Add new users manually, by clicking New user.
• Search for users using the Search bar.
• Cancel existing users by selecting them in the list and clicking on Cancel user.
  If a user is canceled they will no longer have access to the content hub, either via the container app or the email invitation link. Once a user has been canceled they cannot be un-canceled.
• Send emails to users, using the Send email button.
• Access and edit the individual users information, by clicking on a user's name in the list:
  
  

This user information is populated when importing users from the connected events, or when adding users to the content hub manually. The "First name", "Last name", and "Email" fields are mandatory. Each user in the content hub must have a unique email address (two users cannot have the same email address in the content hub).

These user fields can be used to personalize the content of the emails (using placeholders tags) that are received by participants, and to set up custom targeting when sending emails.

You can manage the fields that are present in the content hub user profile, thanks to the content hub metadata manager.

Importing users via API

In order to build the audience for your content hub, you can also populate the users list by connecting to the SpotMe API.

This is a great way to create new users or update existing users directly from a third party platform.

To note, you can build your content hub audience by using a content hub registration page and the API simultaneously, if needed.

Managing the user metadata in the content hub

Starting April 8, 2025, you can use the dedicated metadata manager in the content hub, in order to manage the user metadata and customize the fields that are used in your content hub attendee user profiles.

The content hub metadata manager is available via the Users section in the content hub:

Important notes before using the content metadata manager

As mentioned in the Importing and synchronizing users from connected events section above, please follow the below requirements to ensure that user data is imported and synchronized successfully from the workspace(s) to the content hub:

• Do not modify the existing default user metadata, that is always present in the workspace and in the content hub user page:
  First name / Last name / Organization / Position / Email address / Phone number / City / Website / LinkedIn URL
  
  
• User data between metadata will only be be imported successfully if the content hub and the connected workspace(s) metadata:
  • Have the same field name.
  • Are the same metadata field kind (for example text, choice, boolean).
  • Have the same field values where relevant (for example the same set of choice options).
    If the above requirements are not met, the user data will not be imported.
    
    
• If new metadata fields are added to the content hub via the content hub metadata manager, users will still be imported from the connected workspace into the content hub, however the newly added fields in the content hub user profiles will not be populated from the connected workspace (even if the same fields have been added to the workspace user profiles).
  For new metadata added to the content hub, DO NOT enable the “Is required” toggle, as this can prevent the user import from working.

If you are using a registration page for your content hub, and you are adding new metadata fields to the content hub OR changing the existing ones, we do not recommend using the connected event import at the same time. If you do wish to simultaneously edit the content hub metadata AND use the connected event import, please reach out to SpotMe support so we can help you with this.

Sending an email to users

You can send emails to your content hub audience from the Users section.

This is done in the same way as for a workspace. More information on how to send emails.

Note: The timezone used when scheduling emails is determined based on the time zone selected in the content hub general settings section.

Important: When scheduling content hub emails, please note that it is currently not possible to cancel scheduled emails via Backstage. Should you need to cancel scheduled emails in your content hub, please contact SpotMe support for assistance.

Starting May 20, 2025, you will be able to send tailored emails based on your content hub visitors' user status. For example, if you want to remind "Pending" visitors to access the hub or invite them to view specific content. More information

Managing emails in the content hub

Emails in the content hub are stored in the form of templates. To access the content hub email templates, go to the Emails section of the content hub:

Your content hub will contain the templates that you can edit and use:

• Invitation to join a content hub: A default email you can use to invite your visitors to access the content hub, that will contain a link to access the content hub via their browser.
• (Public registration) Pending manual approval - email template that is used when manual approval is enabled on the content hub, to inform the attendee that their registration is pending approval.
• (Public registration) Verify email - email template used when an attendee has registered for the first time to the content hub, so that they can confirm their email address.
• Existing user - retrieve profile: email template that is used automatically with the registration retrieval process, to send a verification access code.
• (Registration) Registration not found - email template that is used automatically with the registration retrieval process, to indicate that the email provided does not match an existing registration.
• New content available: A default email you can use to inform users that new content has been added to the content hub, and that also contains a link to access the content hub.

You can also create new customized templates from scratch. For more information on how to edit the existing default templates, or how to create new email templates, please refer to the email editor article.

How do attendees access the content hub?

Users who are added to the content hub user list in Backstage, or who have self registered, can access the content hub:

• By clicking on the link in the invitation email sent from the content hub via Backstage. Content hubs are only shown when opening the invitation link in the browser. Content hubs are not visible in the mobile app.
  Clicking on the link in the email will by default allow the user to log in via Email login. Users can also log-in via SSO, if SSO is configured. More information
  
  
• If a registration page is used, by registering via the content hub registration page and receiving an email with a link to access the content hub, OR by using the "Log in" button on the content hub registration page and receiving a link to thE content hub. More information
  
  
• Directly via the "My events" list in their browser only, on mobile or desktop (content hubs are not visible in the mobile app):
  • Users that were added to a content hub via import or sync from a connected event will only see the content hub there once they have accessed the connected event.
  • Users that were added manually to the content hub (via the Users tab) will always see the content hub in the event list.

Users who are not added to the content hub user list, but are added to the user list of a connected event can:

• Access the content hub by clicking on the content hub link in the app menu.
  Doing this will automatically add the attendee to the linked content hub's user list, therefore allowing them access to it.

If a user is on a connected event user list, but not actually added to the content hub user list:

• The user will not see the content hub on the "My events" list in their browser.
• The user will not be able to access the content hub, even if they use a direct link to the content hub.

Setting up a standalone and dedicated registration page for your content hub

Want to attract more users to your content hub? With a registration page you will not only simplify the access to the content hub, but also be able to share and advertize the registration link as widely as needed.

In the same way as you can create a public (open) registration page for your event, you can create a standalone public (open) registration page for your content hub.

Setting up SSO on your content hub

When you invite your audience to access the content hub by sending them an invitation email, the invitation link will by default take the user to a page where they can log-in to the content hub using their email address (via a magic link).

The link present in the default invitation email ("👉 Join the {{_event_name}} Content Hub") is a {{_webapp_link}}:

You can modify this link so that your users can also use any SSO that is configured on the container app. The link will need to be a direct link to the content hub on the browser, for example:

Remember to Save your changes in the email template.

With SSO enabled, when your attendees access the invitation link they will see the Email login and the Single Sign On access buttons:

IMPORTANT: users can only use SSO to access the content hub content hub IF:

1. They are added to the Users list of the content hub, or have successfully registered for the content hub.
2. They follow an invitation link that has been modified (as explained above).
3. The content hub workspace is in Production status.
4. The content hub is associated with a container app that has SSO configured.