Admin Guide

Getting Started

You'll get an admin code from Waterfall High for your conference. Enter it on the login screen's Admin Login link, and you're in — everything described below is reachable from the sidebar or the mobile navigation menu on your phone.

Conferences

The Conferences tab is your home base — it shows a summary of your conference, and is where you can update its basic details.

Edit Conference

This is where most of a conference's settings live, organized into six sub-tabs.

General

The same basic details from when you created the conference — name, description, dates, logo, and whether the conference is marked active.

Attendees

Controls what a newly created attendee's Directory sharing defaults to — specifically, whether their phone number and email are visible to other attendees by default. This applies to attendees added manually and via CSV import alike. Attendees can always change their own preference later from My Profile, regardless of what you set here.

Branding

Set a primary, secondary, and accent color, plus a font pairing, to match your organization's look. This applies per conference, so two events running on the same account can look completely different from each other.

Footer Banner

An optional banner shown across the bottom of the attendee app — useful for promoting a headline sponsor or an important link. You control the message text, an image, a link URL, and a background color, and can turn it on or off entirely.

Photos Settings

Three controls for the attendee photo gallery:

• Enable or disable the whole feature. When off, the Photos tab disappears from the attendee menu entirely.
• A per-attendee upload limit — cap how many photos any one attendee can post, or leave it blank for unlimited.
• Turn Likes on or off — when off, the heart icon and like counts disappear from every photo.

Custom Page

Add an extra page to the attendee menu, under whatever name you choose — commonly used for FAQs, venue directions, or anything else worth a dedicated spot. The content editor supports headings, bold text, and links.

Attendees

This is your attendee roster — separate from the Attendees defaults tab under Edit Conference, which only controls sharing defaults rather than the roster itself.

Adding attendees

Add people one at a time with the New Attendee form (name, title, organization, email, phone, and a 3-letter login code), or import a whole roster at once via CSV.

CSV import: Add vs. Replace

After choosing a CSV file, you'll be asked whether to:

• Add to Existing List — the new rows are added alongside whoever's already there.
• Replace Entire List — every current attendee for this conference is permanently deleted first (along with their profiles, photos, saved contacts, and notes), and the file becomes the new complete roster.

Attendee photos

You can view every attendee's photo directly in the roster table, and upload, change, or remove one from an attendee's edit form. Photo upload is only available once an attendee has been saved at least once — it isn't offered while creating a brand-new attendee, since a photo needs a saved attendee to file itself under.

Checked In / Co-Host toggles

Click directly on the Checked In or Co-Host cell in the table to flip either one for an attendee. Co-hosts get access to the Interactions feature (see below) and can see a Notes button on Directory cards. Co-hosts should be part of the conference organizer's team.

Assigning sessions

Use the Sessions button next to an attendee to manually add or remove sessions from their personal schedule — useful for building an itinerary on someone's behalf.

Schedule

Build your conference agenda here — session type, title, description, date, time, location, and an optional capacity limit.

Session descriptions

Descriptions support rich text (bold, italics, links) and are capped at 1,500 characters, with a live counter shown while you type.

Capacity limits

Set a maximum number of attendees for any session. Once full, attendees see the session as unavailable to join rather than being able to keep adding themselves past the limit.

Linking presenters

If Presenters Page is set to native mode (see below), each session gets a checklist of presenters to link — their names and photos then appear as badges directly on the session in the attendee's Schedule.

CSV import: Add vs. Replace

Works exactly like the Attendees CSV import — you're asked whether to add the file's sessions to the current schedule or replace the entire schedule outright. Replacing deletes every current session first, along with attendees' saved My Sessions selections and presenter links pointing to those sessions.

Presenters Page

Choose one of two modes for how presenters show up in the app:

• Native — build presenter profiles directly in Waterfall High: name, title, organization, a rich-text bio (also capped at 1,500 characters), and a photo. These presenters can then be linked to sessions.
• Iframe — instead of building profiles here, link out to a presenters page you already maintain elsewhere. Attendees see that page embedded directly in the app.

Switching modes doesn't delete anything — your native presenter profiles stay saved even if you switch to iframe mode and back later.

Seating Plan

Turn on Seating Plan to build an interactive floor layout: add round or rectangular tables, position them by dragging on the canvas, and assign specific attendees to specific seats.

A separate toggle controls whether attendees can see the seating plan themselves (useful if you want to finish building it privately before revealing it). Once visible, attendees can find their own seat, or tap any other seat to start a conversation with whoever's assigned there. You can export the finished layout as a PDF. Use this feature for conference-wide dinner or planneries.

Sponsors

Like Presenters Page, Sponsors supports both a native mode and an iframe mode.

In native mode, you can create up to five sponsor levels (reorder them however you like — most conferences go highest-to-lowest), then add sponsors under each level with a name, industry, description, and logo. Attendees see sponsors grouped by level, alphabetically within each one.

Chat Rooms

Create group chat rooms for attendees — by topic, track, or however makes sense for your event. Rooms can be deleted here too, which removes their message history along with them.

Notifications

Compose a title and a rich-text message, then send it to every attendee in the conference at once. It appears in each attendee's in-app Notifications tab, and — if they've enabled push notifications on their device. Attendees will get notifcations on their phone similar to a text message. (Works if the Waterfall High is installed to the user's home screen) and their phone settings allows notificaiton.

Sent notifications can be deleted, which removes them from every attendee's Notifications tab as well.

Photos

A moderation view of every photo uploaded to the conference, regardless of who posted it. Delete anything that shouldn't be there — this removes it from the gallery immediately for all attendees.

Attendee Messages

A threaded inbox of private messages attendees have sent directly to you (the admin), separate from attendee-to-attendee chat. Reply from here just like any other conversation.

Public Page

A public, no-login website for your conference — schedule, presenters, sponsors, and any pages you write, plus an optional registration form. It's reachable at its own web address without anyone needing an app login, and lives entirely separately from the attendee app itself.

Web address and site-wide colors

Only the main admin can set or change the web address itself — everyone else sees it as read-only. Once it's set, you'll see the live link right there, ready to open or share. Two color settings apply across the whole public site: a page background color behind everything, and a content container color the actual content sits on. Since many of these pages are short, these two colors help the site feel intentional rather than mostly blank space.

Sections

Six kinds of sections make up the public site, each with its own on/off switch:

• Home — the page that loads first. It's required and always appears first in the site's navigation; it can't be turned off or reordered.
• Presenters and Sponsors — pull directly from whatever you've already built in those tabs. These have their own separate native/iframe setting from the in-app attendee view, so the public site can show one mode while the app shows the other.
• Schedule — the same session list attendees see, minus anything that assumes a logged-in identity (there's no "Going" button, since there's no attendee account behind a public visit).
• Custom pages — up to three freeform pages you name and build yourself.
• Registration — a form you build (see below); this one only ever appears on the public website, never inside the app.

Drag any section by its handle to reorder it — Home always stays pinned first regardless. Each section also has its own Delete (for custom pages) and, once a web address is set, a Copy Embed Code button.

Building Home and custom pages

Each of these can be built two ways: natively, with a rich-text editor right here, or by embedding an existing page you host elsewhere.

The native editor supports headings, bold and italic text, links, images (click one to resize by dragging its corner, or delete it with the small × that appears), and text or highlight coloring applied to whatever's currently selected. Tables are fully supported too — insert one, add or remove rows and columns, merge cells together, drag a border to resize a row or column, set a border color, or show/hide borders entirely, either from the toolbar or by right-clicking inside the table itself. A "<>" button switches to a color-highlighted HTML view of the exact same content for anyone who wants to edit the underlying markup directly — anything typed there still passes through the same safety filtering as the visual editor, so scripts and other unsupported tags won't be saved.

Embed codes

Every section can be embedded on a website you host elsewhere. Copying a code shows you the exact snippet before it's copied, in two versions: Section Only, with no logo or navigation — best when your own site already has its own header — and Full Page, which includes the logo, name, and navigation across every public section.

Registration

A form builder for collecting registrations on your public website, with its own distraction-free screen — the app's sidebar steps aside while you're building it, replaced by a palette of components you drag directly into the form.

Automatically create app login codes

A single Yes/No setting: when on, every new registration automatically becomes a real attendee with a generated login code, mapping Name, Email, Phone, Title, and Organization straight across.

Built-in fields

Name, Email, and Phone are always present and always required. Title and Organization are included by default but can be removed if you don't need them.

Question types

• Radio Button, Checkbox, and Dropdown — each with a list of choices you define.
• Short Answer, Long Answer, and Number.
• Short Answer List — lets a registrant add as many short answers as they want.
• Ranking — registrants reorder a list of items you define, using arrows (not drag, deliberately — this needs to work reliably on a phone).
• Signature — a real draw-with-mouse-or-finger canvas, saved as an image on submit.

Three layout elements — Graphic, Text, and a Divider line — can be dropped in between questions too; none of them collect an answer.

Building the form

Drag any question type or layout element from the left palette directly into the form, dropping it exactly where you want it — between any two existing questions, or at the very top. Existing questions can be dragged to reorder them the same way. Any field can be marked required or optional, and set to only appear when an earlier answer matches a condition you choose. A Preview toggle shows the form exactly as visitors will see it, with the submit button disabled so nothing gets created by accident. "Done" returns you to the section list — since every question saves the moment you save it, there's nothing pending to lose by leaving.

Where registrations show up

Every submission appears under Analytics → Attendees (see below), where you can also grant login codes to anyone who doesn't already have one.

Analytics

Five reporting views, each exportable to CSV or PDF:

• Interactions — the shared and private notes co-hosts have logged about their conversations with attendees.
• Session Activity — a full session-by-attendee breakdown of who's attending what.
• Photos — total photo count and a per-attendee breakdown of who's posted.
• Check-In Data — who's checked in and who hasn't, sortable by any column.
• Attendees — everyone in the conference, however they were added: through the public Registration page, manually, or via CSV import. Each row shows whether that person already has a login code; select anyone who doesn't and grant codes to several at once, or delete an entry directly from here (deleting an attendee this way also removes their original registration, and vice versa, so the two never end up out of sync with each other).

QR Check-In

Turn QR check-in on from the Attendees tab, either for the whole roster or by overriding an individual attendee. Once enabled, attendees can pull up their own personal QR code from the app, and admins can scan codes at the door using the Scan QRs tool — a live camera view that confirms each check-in with a sound as it happens. Attendees can also be checked in manually from the Attendees table if needed.