- Jul 02, 2019
- By Andries Heylen
- Comments Off on How to setup your event for pre-event usage
EVENTsight can be used to manage your attendees way before your actual event starts. You can invite them, follow up their RSVP and send them an e-ticket. However none of this is obligatory. If you want just to import your list of attendees and scan them when they arrive, no need to read this, just go to How to setup your event for onsite usage.
If you are still reading, it means you are interested in using EVENTsight at it’s fullest. In the pre-event stage, EVENTsight distingueshes 3 different phases for your visitor:
- Is the attendee invited?
- Did the attendess RSVP?
- Did the attendee receive a confirmation email?
However you can easily skip any of those stages, nothing is obligatory.
1. Event details
Here you can setup the basic event details, which are more explained here: How to setup your event for onsite usage
In the setup you can define the default values for your visitors, so you don’t have to manually adapt them each time you import, or add a new visitor. Actually it means: if no data is provided for a certain status, we come here to see what you want it to be. You can leave it empty if you don’t want to automate this process.
3. Attendee details
Here you can setup the attendee details, which are more explained here: How to setup your event for onsite usage
In the emails section you will setup the emails you want to send to invite them, when they confirm and have a separate email sent out to those who can’t make it to your event.
For each of the emails you will send out you have to define the Senders’ name, the Senders’ email and a subject. Via the “edit” button you open the html e-mail editor to create your own personalised email.
In the Registration email tab, you have 2 extra options. You can turn on the “e-ticket” option, which will automatically append the e-ticket as PDF when the registration email leaves. You can also activate the automatic sending of the confirmation email if someone registers for your event, or if you manually change the RSVP status to “Yes” or “No”.
EVENTsight has 4 different type of users:
- backoffice user
- registration user
- kiosk user
- lead manager
The backoffice user has access to the backoffice to manage the event.
The registration user has access to the frontend, he can login via https://app.eventsight.eu to have the full feature EVENTsight registration mode, or can access via https://scanner.eventsight.eu for fast scanner, or he can access via our Zebra scanners
Lead manager user
The lead manager user can only access via https://lead.eventsight.eu, and has no direct access to the EVENTsight platform.
Kiosk mode is the same as the registration user, with some minor differences in behavior to enable “self check-in”
For lead manager users, registration users and kiosk users you can assign the events to which they have access. Other events will not be displayed and they can’t access data.
- Jun 21, 2019
- By Mick Heylen
- Comments Off on How to setup your event for onsite usage
This is the place where you can setup your event, and prepare for your event.
1. Event details
Here you can manage all the basic info about your event. Start date and end date are required if you want to run statistics later on.
2. Registration options
Complete visitor details on arrival
With this option turned on, the registration form will popup each time someone is checked in. This is the ideal solution if you are missing data, or you want people to subscribe for a workshop on arrival.
Allow the creation of new guests
By default during the event creation of guests is blocked for hostesses, with this option turned you activate the add button for them and they can add new guests when they arrive at your event.
Of course those guests can be easily identified in EVENTsight, so you know who registered beforehand and who didn’t.
Activate exit control
With EVENTsight you can also track when people are leaving the venue. This option will activate the option to switch scanners between “entrance” and “exit” mode.
Allow re-entry after exit
Sometimes once you’re out, you’re out, but in other cases you want to allow your guests to exit the event and come back at a later time. With this option turned on, you do just that: allow people to re-enter when they exited.
We carefully log how many times they entered and exited, and give you the total time of their presence on your event.
3. Visitor details
The fields: barcode, title, first name, prefix, name, email, phone number, type of guest, company, function, street +number, postal code, city, birthdate and gender are present as standard. Here you can define which of those fields you require as mandatory by simply checking the “required” checkbox..
On top of that, you can create 10 fields that you can link with your visitors.
You can define predefined values that will be displayed as dropdown. This is an easy way to keep your data clean, and you don’t have to worry about typo’s.
The default value will be filled in on each creation of a new visitor.
As the same with the default fields you can make a custom field also required.
4. Printing options
Enable printing upon registration
This will enable the badge print when people arrive at your event
Reprint badge on each registration
By default the badge will only be printed on first arrival, when you enable this option the badge will print each time the visitor is scanned or looked up.
By default EVENTsight supports the following layouts:
– PVC CR80 cards (dimensions: 85 x 54)
– EPSON Butterfly badge L (dimensions: 96 x 134)
– EPSON Butterfly badge S (dimensions: 96 x 82)
– A4 paper
– US Letter Head
If you’d like more options for the layout or the models of the badges, you can contact us.
5. SMS options
Send personalised text messages when your guests arrive.
You can send a personalised message to the guest when he arrives. The SMS will be sent to the phone number that is defined in the “Mobile” field of his registration.
You can also send a message to a third party (accountmanager or organiser) if a guest arrives. This is for example used when speakers arrive.
You can prompt for a signature of the guests when they arrive. For example to create an attendance list or let them sign for an NDA agreement.
This works as well when you activate the “Exit” option, so you can ask them to sign on arrival and departure.
This option works when you run EVENTsight on an iPad, or when you pair an iPad running EVENTsight with a laptop running EVENTsight.
Go in your favourite browser and go to https://app.eventsight.eu.
Enter your login and password and sign in.
After successful login, you will be asked to open EVENTsight in your browser or in FileMaker Pro. If you have installed FileMaker Pro Advanced on your laptop or iPad, this is the preferred choice. The browser does not support all the feature (although it support most of them), for example printing is not possible from within a browser.
Fast Scanner app
On any device that has a camera, open a browser and go to https://scanner.eventsight.eu.
Click here to read more about the fast scanner app.
Lead Manager app
On any device that has a camera, open a browser and go to https://lead.eventsight.eu.
Click here to read more about the fast scanner app.