Files is the central document store in the workspace, shared across every event. You upload a PDF, an image, or a presentation — up to 5 MB — and get a link you can point to from event content, from an e-mail, or from the microsite. Every file has both a public link and a private link — the difference decides whether anyone can open the document or only a signed-in attendee.
You find Files as a separate item, Files, in the left menu at the workspace level. Uploading takes three steps:
Click Upload file and pick the document from your computer. It has to fit into 5 MB.
Once it is uploaded, copy the link — the public one for anything that anyone with the link may see, the private one for anything that should stay behind a sign-in.
Paste the link where you need it: into custom content on the microsite, into the body of an e-mail, or into a URL field.
Decide up front whether the document belongs in Happenee at all. If it lives on your company website and you already maintain it there, link to it directly — two sources of the same PDF means two versions that will drift apart.
Happenee does not require you to host documents with it. You can link anywhere — SharePoint, Google Drive, your company website. Files makes sense in three situations:
The document exists only because of the event (the agenda as a PDF, a venue map, competition rules) and you maintain it nowhere else.
You need a link that outlives the colleague who owns the shared drive.
You want everything for the event in one place so that someone else on the team can find their way around.
Documents that have an owner elsewhere — terms and conditions, the privacy policy on your website, an annual report — should stay where they are.
Every uploaded file gives you two addresses:
Public link — anyone who has it can open it. Use it for anything you do not mind having out in the open: the agenda, a map, downloadable presentations, your own data protection document.
Private link — only signed-in attendees can open the document. It is not an internal admin link; it is how you make material available to the people at your event and to nobody else.
The private link is a proper tool, then, not a fallback. It suits material that belongs to attendees and no one else — speaker decks, a contact list, workshop handouts.
The choice between them is substantive, not cosmetic. A public link protects nothing except through the obscurity of its address, so anything sensitive belongs behind the private one. And the other way round: a private link sent to someone who has not signed in yet means a question in your inbox instead of an open document.
You can upload ordinary documents, spreadsheets, presentations, images, and archives — specifically .PDF, .DOC, .DOCX, .RTF, .TXT, .XLS, .XLSX, .PPT, .PPTX, .XML, .JPG, .JPEG, .PNG, .GIF, .ZIP, .RAR, .TAR, .MP4, and .AVI.
The limit is 5 MB per file, and it is the main constraint to plan around. Video will not realistically fit, even though .MP4 and .AVI are on the list; the same goes for larger archives and photo-heavy decks. Files is a store for documents, not for media — put video on a streaming service and link to it, and keep large bundles on external storage.
Custom content on the microsite and in the app — a tile that opens a PDF when clicked.
E-mails and campaigns — a link in the body instead of an attachment. A link is lighter and you can update it after the e-mail has gone out.
Personal data protection — if you use your own document but have not published it anywhere, upload it here and use the public link.
The Edit action on a file changes its name only — you cannot replace the contents. When a document changes — a shifted agenda, a corrected map — you upload it again as a new file, which means you also get a new link.
That has a real consequence: you have to replace the new link everywhere you pointed to the document — in content, on the microsite, and in scheduled campaigns. E-mails that have already gone out with the original link cannot be rewritten, so a document that will keep changing after the invitations go out does not belong in Files. Link to it from somewhere you can rewrite the contents under the same address — your company website, a shared drive.
Delete the old version once you have swapped the links, so that nobody reaches it through the old address. Bear in mind, though, that deleting also breaks the link you have already sent.
An attendee who has not signed in yet cannot open the document, and instead of an agenda you get a question in your inbox. The private link assumes a sign-in, so it does not belong in an e-mail aimed at people who have not registered. Before you paste a link into an invitation or a campaign, open it in a private browser window — you will see exactly what a recipient without a sign-in sees.
Typically when an organization has the agenda on its website and also uploads it as a PDF to Files. After the first schedule change the versions drift apart and attendees run into both. Pick one source of truth and link to it from everywhere.
Sending the agenda as an e-mail attachment looks convenient, but you cannot fix an attachment afterwards, and it raises the odds of the message landing in spam. A link to a workspace file can be updated even after the e-mail has been sent.
The 5 MB per-file limit will not allow it, even though .MP4 and .AVI are among the permitted formats. Plan for it: host video on a streaming service and put a link to it in your content, and leave bulky material on company storage. Files is for documents — the agenda, a map, terms, a deck.
