1. Event details
Here you can manage all the basic info about your event:
- Event name
- Event type
- Venue name and address
- Start date and end date: these are required if you want to run statistics later on
- Start time and end time
2. Attendee details
Under ‘basic fields’ there are 11 basic fields:
- First name
- Last name
- Company name
- Job title
- Mobile phone
Select which ones are mandatory by checking the ‘Required” checkbox. You can also define the default status of the invitation, RSVP, E-ticket and payment.
On top of that, you can create 10 custom fields under the “custom data” tab, that you can link with your attendees. There are some options:
- Predefined values that will be displayed as dropdown: keeps your data clean and free of typo’s
- Set a default value that will be filled in on each creation of an attendee
- Make custom fields required by checking the box
1. Email options
Manage your attendees way before your actual event starts with EVENTsight. 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 distinguishes 3 different phases for your visitor:
- Is the attendee invited?
- Did the attendee RSVP?
- Did the attendee receive a confirmation email?
However you can easily skip any of those stages, nothing is obligatory.
2. Email setup and content
Setup the emails to invite attendees, to confirm their acceptance or respond to those who can’t make it to the event:
- Define the senders’ name
- Choose an email address that ends with @eventsight.eu (template) to avoid spam filters
- Fill out a reply-to email address
- Define the subject
Only if all these fields are filled out and you added an email content, it is possible to send an invitation email.
In the “RSVP- Accept” tab, you have 2 extra options:
- Activate the auto email on RSVP response: will send a confirmation email if someone registers for the event or if you manually change the RSVP status to “Yes” or “No”
- ‘E-ticket’ option, which will automatically append the e-ticket as PDF when the registration email leaves
Via the ‘Edit’ button you open the html email editor to create your own personalized email.
In the ‘E-ticket’ section, you can create and personalize your own e-ticket. To create an e-ticket, you have to follow a number of steps:
- Go to the ‘Online’ section and upload a header you want to use.
- Go back to ‘E-ticket’ in the ‘Setup’ section. The header you picked in the ‘Online’ section, will also be the header for your e-ticket
- Click ‘Ticket’ and define the text you want to appear on the e-ticket
- Change the layout as you wish, for example by picking a font and a text size
- Click ‘Close window’
- A unique barcode is added at the bottom of the ticket by default, along with the ticket type, the name of the attendee and the date of your event
- You can now see what the e-ticket will look like when you send it to your attendees
Manage your users under the ‘Users’ tab in the setup section.
To add a user click ‘Manage users’ > go to the ‘User management’ section > click ‘Create’ > Fill out the setup:
- Fill out a username
- Pick a role (see below)
- Check the box(es) of the event(s) the user has access to
- Click ‘Activate’ and pick a password
- Click ‘Save’
EVENTsight has 4 different type of users:
- Backoffice user
- Registration user
- Kiosk user
- Lead manager
Backoffice user: has access to the backoffice to manage the event.
Registration user: 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
Kiosk mode: kiosk mode is very similar to the registration user, with some minor differences in behavior, like the possibility 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
1. Check in / check out options
With this tool you can adjust additional options for the registration by toggling the buttons.
- 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 the creation of attendees is blocked for hostesses, but with this option turned on, hostesses can add new attendees when they arrive at your event. Of course those attendees can be easily identified in EVENTsight, so you know who registered beforehand and who didn’t.
- Block users that didn’t respond ‘yes’: activates the check on the RSVP status. Attendees who didn’t RSVP or RSVP ‘NO’ will not be able to be scanned or registered in registration mode. When you try to scan the barcode, a warning ‘invalid or unknown barcode’ will pop up. When you search for attendees whose status is ‘NO’, they will not show up in the list.
- Block attendees that didn’t pay: activates the check on the payment of the attendee. Attendees who didn’t pay yet, will not be able to be scanned or registered.
- Multi scan per ticket: allows you to scan a barcode as many times as there were extra persons registered. Once the number of extra persons is achieved, an error will appear.
- Popup if multi guest: this option will show a list of all attendees with the same ticket / barcode. Each attendee can be registered manually.
- Activate exit control: track when people are leaving the venue. This option will make it possible to switch scanners between “entrance” and “exit” mode.
- Allow re-entry after exit: in some cases you want to allow your guests to exit the event and come in back at a later time. With this option turned on, you do just that: allow people to re-enter after they left. We carefully log how many times they entered and left, and give you the total time of their presence on your event.
2. 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.
- Print Document: 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
- Barcode types: in the drop-down menu you can select the desired barcode type. You have the choice between:
- Code 128a
- Code 128b
- Code 128c
- Code 39
- QR code
- If you already created or imported your attendees, it is also possible to regenerate the barcodes.
If you’d like more options for the layout or the models of the badges, you can contact us.
3. SMS options
- To the attendee (to the number defined in the ‘Mobile’ basic field)
- to a third party, like an account manager or the organiser (to the number defined in the ‘Send alerts SMS to’ field)