How to Add, Upload, and Configure a Social Post Graphic (Background Image)

This article explains how to add a social referral post graphic, background image, GIF, or VIPShare graphic to an InGo group. You’ll learn how to choose the right post layout, upload your image, assign it to a post option, configure personalized overlays, and follow design best practices so advocates can share high-quality, on-brand posts across their social networks.

Quick reference

When to use this article

Use this article if you want to:

• Upload a new event graphic or social post image.
• Add or change the background image advocates see when sharing.
• Choose between a square or rectangle graphic.
• Set up a personalized graphic with an advocate’s name, profile photo, company, or job title.
• Add different graphics for attendees, speakers, sponsors, exhibitors, or VIPs.
• Offer both personalized and non-personalized post options.
• Time post options to appear based off of event milestones (ex. early bird pricing)

Overview

Your event graphic is the visual background that appears in the social post an advocate creates through the InGo widget. A compelling, image can increase the likelihood that advocates post, share, and drive referral clicks.

Each group can include up to four post options. Each post option can have its own layout, background image, and post text. You can also use different graphics for different groups, such as attendees, speakers, sponsors, or exhibitors.

Images are uploaded to the event’s Background Image Library. This library is shared across the event, which means you can upload an image once and then assign it to any group or post option in that event.

Before you begin

Before uploading your graphic, confirm the following:

• You have access to the event in the InGo dashboard.

• The group you want to edit already exists.

• Your image is under 1 MB.

• Your file is a .jpg, .png, or .gif.

• Your image matches the layout size you plan to use:

  • Rectangle: 1200 x 628 px

  • Square: 1080 x 1080 px

• If you are using a Personalized layout, your design leaves space for the advocate’s profile photo and text overlay.

Step 1: Navigate to your group
(Group -> … -> Edit -> VIP Share)

From the Event Summary page, scroll down to the Groups section.

Find the group you want to configure, then click the ellipsis (…) icon next to the group name. Select Edit from the menu to open the Edit Group page.

Step 2: Open the VIP Share tab

On the Edit Group page, click the VIP Share tab at the top.

The VIP Share tab is where you manage social post options, post layouts, background images, post text, personalized overlay settings, post template timing availability, and the post preview.

Each group can have up to four post options. The first post option is labeled Default. It is always present and cannot be removed or renamed.

 

Step 3: Choose the right post layout

Confirm that the Post Layout matches the image you want to use (wide, square, portrait, story)

In the VIP Share tab, click Edit next to the Post Layout field. This opens the layout selection modal. Click here for a more in depth tutorial on Choosing your Post Layout.

 

You’ll choose two main settings:

Layout Type

Background Shape

The “Optimized For” icons in the top-right of the layout modal show which social platforms your selected combination is best suited for.

Once you select a Layout Type and Background Shape, the available templates will appear. Click a template to select it, then click OK to confirm.

Step 4: Upload your background image

After choosing the Post Layout, scroll to the Background Image section.

This section is visible only to InGo Admins, and contains the event’s image library. Images uploaded here are available across all groups within the event, so you do not need to upload the same image separately for each group.

To upload an image:

1. Click Upload in the Background Image section.

2. Select the image file from your computer.

3. Confirm the file is under 1 MB and is a .jpg, .png, or .gif.

4. Repeat for each graphic you want to make available.

If your image file is too large, resize or compress it before uploading.

Step 5: Assign the image to a post option

After your image has been uploaded, click the image you want to use for the current post option.

The selected image will be highlighted with a checkmark. The Post Preview panel will update so you can see how the post may appear to advocates.

If your group has multiple post options, repeat this process for each option:

1. Select the post option tab, such as Default, Post 2, Post 3, or Post 4.

2. Confirm or update the Post Layout.

3. Select the correct background image.

4. Update the Post Text if needed.

5. Review the Post Preview.

Step 6: Configure personalized layout options

If you selected a Personalized layout, additional settings appear below Post Preview.

These settings control how advocate data appears on the graphic.

Name is typically enabled by default. Company and Job Title can be enabled when relevant.

If you are using a Personalized layout, click Download Template from the Post Preview section. The template shows where InGo overlay fields will appear, which is helpful when sharing requirements with your design team.

Step 7: Add or update the post text

The Post Text field contains the default caption that appears with the graphic when an advocate shares it.

 

Best practices for post text:

• Place the event URL early via <conferenceURL> merge field

• Use a short, energetic line about why someone should attend.

• Avoid repeating too much text that already appears on the graphic.

• Use available merge fields:

  • <Conference Name>

  • <Conference URL>

  • <Conference Dates>

• Include a few relevant hashtags

• Treat the post text as a starting point. Advocates can edit it before posting.

Example:

I’m excited to attend <Conference Name>! Join me here: <Conference URL>
Here is an additional line of text about why Conference Name is exciting and a “can’t miss” event!

Step 8: (optional) Set Template availability

 

Use the Template Availability options to determine when the post option should be available for advocates to use.

• Always

• Until the Event Dates

• During the Event Dates

• After the Event Dates

• Custom Date Range

   

This is helpful if your graphics or post text include any time sensitive language (price breaks, urgency, countdown, on site, post event etc).

Step 9: Preview and save

Use the Post Preview panel to review how the post may appear on a social platform.

Check that:

· The image is not stretched or cropped.

· The correct graphic is selected.

· Personalized fields do not overlap important design elements.

· The post text includes the event URL.

· The layout matches the image dimensions.

· The graphic is easy to read on mobile.

When everything looks correct, click Save and Close.

Updating your graphic after launch

You can update or replace a graphic at any time from the InGo dashboard. You do not need to reinstall the widget.

Updating a graphic is useful for:

· Early bird pricing deadlines

· Speaker or keynote announcements

· Agenda updates

· Countdown messaging

· Sponsor promotions

· Post-event thank-you graphics

To update a graphic:

1. Go to the Event Summary page.

2. Open the group you want to update.

3. Click the VIP Share tab.

4. Find the current image in the Background Image section.

5. Replace the image as needed.

6. Upload the new image.

7. Select the new image for the correct post option.

8. Save your changes.

Setting up graphics across multiple groups

Many events have different participant types, such as attendees, speakers, sponsors, exhibitors, and VIPs. Each group can have its own graphic and post text.

Recommended setup:

To set up graphics across multiple groups:

1. Upload all graphics to the Background Image library from any group’s VIP Share tab.

2. Open each group’s VIP Share tab.

3. Select the appropriate image for that group.

4. Configure the Post Text for that participant type.

5. Confirm personalized overlay settings if using a Personalized layout.

6. Optionally add a second non-personalized post option for each group.

Troubleshooting

My image will not upload

Confirm that the file:

· Is under 1 MB

· Is a .jpg, .png, or .gif

If the file is too large, compress or resize it and try uploading again.

My image looks stretched, cropped, or distorted

Check that the image dimensions match the selected Background Shape.

Use:

· 1200 x 628 px for Rectangle

· 1080 x 1080 px for Square

Also confirm that you selected the correct Post Layout before assigning the image.

The personalized name, photo, company, or job title overlaps the design

Download the template from the Post Preview section. Use it to confirm where InGo overlay fields will appear, then adjust your artwork to leave enough open space.

Company or job title is not appearing on the graphic

Company and Job Title only appear if the personalization tokens are checked off in the group configuration settings.

I only see one Standard layout option

Standard layouts are static and include one option per shape. If you need more dynamic content or customization, use a Personalized layout or Advanced VIPShare.

Advanced VIPShare is not available

Advanced VIPShare is an add on package and is currently available for Rectangle layouts only. Confirm that the Background Shape is set to Rectangle.

If you are interested in upgrading to Advanced VIPShare, contact your Account Manager.

The updated graphic is not changing posts that were already shared

Previously shared posts do not update after a graphic is changed. The new graphic applies to posts created after the update.

I uploaded an image in one group but want to use it in another group

Images are stored in the event’s Background Image library. Open the other group’s VIP Share tab and select the image from the library. You do not need to upload the same image again.

Frequently asked questions

What is the difference between the Background Image library and the Post Layout?

The Background Image library stores image files uploaded for the event.
The Post Layout controls how those images are rendered, including the shape, dimensions, personalization behavior, and available template structure.

Always choose the Post Layout before selecting your image so the graphic displays correctly.

Rectangle or Square: which should I use?

Use Rectangle, 1200 x 628 px, for the most versatile option across LinkedIn, Facebook, and X. Rectangle is also required for Advanced VIPShare.

Use Square, 1080 x 1080 px, if Instagram is an important channel or if your event creative is designed for a square format.

Can I offer both a personalized and non-personalized graphic?

Yes. Each group can have up to four post options. You can set the Default option as Personalized, then add another option using a Standard layout. This gives advocates a choice between sharing with or without their profile photo and personal information.

Can I use different graphics for different participant types?

Yes. Create separate groups for different participant types, such as attendees, speakers, sponsors, or exhibitors. Then configure a tailored graphic and post text for each group.

Can I use different graphics for different events?

Yes. Each event has its own independent image library and group configuration. Graphics uploaded for one event are not visible in another event.

Can I update a graphic after the event has launched?

Yes. You can update a graphic at any time in the InGo dashboard. The updated graphic will apply to future posts created after the change. Widget code, landing pages will not change when graphics are updated within an existing group.

Will changing the graphic affect advocates who already posted?

No. Posts that have already been shared will not change. The updated graphic only applies to new posts created after the update.

Can I include time sensitive language?

Yes! Use the Template Availability option to control when the post option is available for advocates to share.

What is Advanced VIPShare?

Advanced VIPShare is a package add on which provides additional control over where overlay fields appear within a graphic. It is useful for highly customized or heavily branded designs. Advanced VIPShare is currently available for Rectangle layouts only.

Related articles

• Choosing Your Post Layout
• Setting Up Your First Group
• Posting Graphic Design Best Practices
• UTMs and Why to Use Them
• What’s An Advocate?