Enabling Single Sign-On (SSO)

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Single sign-on (SSO) is an authentication method that allows a user to sign in with a single ID across multiple applications and websites. RingCentral Events provides the option to enable SSO at the event level, restricting event access to corporate team members. This guide outlines how to enabled SSO, bypass SSO using Magic Links, details the attendee experience when accessing an SSO protected event, and explains how to customize event emails to remove Magic Links for enhanced event security. 

Important: Single Sign-On (SSO) can be enabled for accounts on the Enterprise plan and on the RingCentral Events 1000+ plans and we recommend that users work directly with their Customer Success Manager to ensure this feature is fully enabled and set-up correctly with our SSO vendor, WorkOS.

Enabling SSO on an event

Once the feature is enabled by the RingCentral Events team, you can take the following steps to set up SSO for your event. 

In the Event Dashboard, navigate to the Registration > Advanced setting tab and select the Enforce SSO-only event registration checkbox.

Attendee experience when accessing an SSO protected event

For events that are protected by Single Sign-On (SSO), when the attendee accesses the event link, they will see a restricted event page that tells them that this event is a protected area and should only be accessed by the authenticated users. When the attendee clicks the Proceed anyway option, they will be re-directed to the organization's SSO page as per their IDP (Identity Provider). We are using an Okta page as an example here.

Upon validating with the correct credentials, the attendee will have an account automatically created (if not already existing) and logged in to RingCentral Events and the user will see the event registration page.

Inviting External Users via Magic Links for SSO Protected Events

To invite external users to an SSO-protected event, you can utilize the Magic Links. Users invited through a Magic Link Invite will be able to login to RingCentral Events, access the event, and bypass the SSO.

Warning: This option should strictly be used for external users or users who can't validate themselves through the SSO method in order to protect these internal events.

Customizing Emails

Attendees need to authenticate through their SSO portal to access the registration page and to register for an event. Once registered, they'll receive automated event emails, many of which include Magic Links. These links automatically sign them in, redirect them to the event, bypassing Single Sign-On (SSO). To enhance event security and prevent the risk of Magic Link sharing, Organizers may want to disable or customize the following emails. The Magic Link should be replaced with the event registration or event reception link, requiring attendees to authenticate through their SSO portal each time.

  • Order confirmation
  • One hour reminder
  • One day reminder
  • Start time changed
  • Early access
  • Post-event registration

To make these adjustments, navigate to the Event Dashboard > Marketing > Customize Emails. Hover over the email, click on the Pencil icon to initiate the editing process, OR click on the Stop icon to disable the email. 

If you choose to disable the emails, you can create your custom ones from scratch by following the guide on How to email attendees.

For customizing emails, follow these steps to remove or replace Magic Links. Note that not all steps apply to all emails. For detailed steps on customizing emails, refer to our guide here: Customizing Automated Emails to Attendees 

Replace the Magic Link in the Call-To-Action Button

The Magic Link is generated in all call-to-action buttons by such liquid tags as {{event.link}}, {{order.join_event_button}}, etc.

In the email editor, locate the button (e.g. in the Order Confirmation Email, it will be the {{order.join_event_button}} tab) and click on the link option. This action opens a pop-up window with link settings where you can modify the display text and insert the direct event registration/reception link into the URL field.

If applicable, remove the paragraph placed under the button: "This is an unique link for you only. Please do not share it with anybody else." 

Replace or Remove Calendar Links

Many emails contain the AddEvent calendar invite link which is generated by the {{event.calendar_link}} liquid tag. This calendar invite contains the Magic Link.

If you prefer to keep the calendar invite, there is a way to manually customize the AddEvent calendar invite link as a workaround:

  • In the email preview, copy the generated calendar invite link.
  • Paste it into the text editor to customize it further.
  • All the information, including the description of the event and the magic link, are added directly into the URL. You can replace it with your custom text ("+" is used instead of space) removing the magic link.
  • Once your new customized link is ready you can add it to your custom email or replace the liquid tag in the email template.

Disable Automatic Calendar File Attachment

Order Confirmation emails contain an automatic .ICS calendar file attachment containing the Magic Link. Please contact our Support Team to disable it for your event on the backend. 

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