# Using the EventBox

This section is for hosts using the EventBox during an event.

# Screen locking

In service centre mode, the screen locks after ten minutes of inactivity.

In any mode, use Ctrl + L to lock the screen.

To unlock the screen, use the EventBox screen lock password. The organisation administrator sets this at the organisation level. Refer to Edit the organisation for more information. The password is the same for all EventBoxes used by the organisation. It is not the same as the EventBox access password, which your event organiser creates during the onsite setup.

# Change the EventBox settings

# EventBox modes

There are five EventBox modes. The screen you see after logging in depends on what mode the EventBox is in. You may not be able to use some of them, depending on your event setup. The person configuring the event must enable the modes in the Visit Onsite setup. Refer to Manage EventBox settings for information on enabling and configuring the modes in Visit.

Mode Description
Service centre This EventBox mode requires Manned registration to be enabled in Visit. Refer to Service centre for information on using this mode.
Self registration This EventBox mode requires Self registration to be enabled in Visit. Refer to Self registration for information on using this mode.
Scan & go This EventBox mode requires Scan & go to be enabled in Visit. Refer to Scan & go for information on using this mode.
Access control This EventBox mode requires Access control to be enabled in Visit. Refer to Access control for information on using this mode.
Visit Connect This EventBox mode requires Visit Connect to be enabled in Visit. Refer to Visit Connect mode for information on using this mode. This mode is for GES staff only.

In all modes, when a badge is printed for a registrant their status in the central database changes to 'Visited'. There is an auto-sync every five seconds with the database, if an internet connection is available.

# Change the EventBox mode

You can change the EventBox mode in the Terminal settings screen.

  1. Select Settings 
    .
  2. Enter the EventBox password. This password is set in your EventBox settings in Visit. Refer to Manage EventBox settings for more information.
  3. Select the mode you want.
  4. Select Save to apply the change.

# Set the EventBox location

If you want Visit to calculate dwelling time in each location, or track which entrance visitors used, set the EventBox's in/out location.

  1. Select Settings 
    .
  2. Enter the EventBox password. This password is set in your EventBox settings in Visit. Refer to Manage EventBox settings for more information.
  3. Select the location from the Location dropdown. Visit creates this list from the locations in the Onsite settings. Refer to Manage locations for more information.
  4. Select Save to apply the change.

# Choose a badge design

You can set a badge design to use when printing badges from the EventBox.

  1. Select Settings 
    .
  2. Enter the EventBox password. This password is set in your EventBox settings in Visit. Refer to Manage EventBox settings for more information.
  3. Select the badge design from the Badge dropdown. The available designs depends on the documents in Visit. Refer to Design for more information.
  4. Select Save to apply the change.

# Drop the EventBox database

If you log in to an EventBox with a username and password for a different event, you can drop the database and log in again to connect to the correct database.

WARNING

Dropping the database removes any data collected on the machine. If no synchronisation has taken place the data is totally lost and cannot be recovered. If you feel it should take place, contact GES first.

WARNING

Dropping the database removes all of the setup steps that you have already completed such as internet connectivity and setting up printers. Do not do this once the event has started and the EventBox has been used.

  1. Select Settings 
    .
  2. Enter the EventBox password. This password is set in your EventBox settings in Visit. Refer to Manage EventBox settings for more information. This is the EventBox password for the event you are currently logged in to.
  3. Select Enable advanced settings.
  4. Select Enable drop database.
  5. Select Drop the database.
  6. Enter the password of the event you are currently logged in to.
  7. Select Confirm.

# Service centre

Use service centre mode to perform 'helpdesk' tasks such as looking up registrants, viewing shop orders, printing badges and modifying registration details.

Refer to Manage EventBox settings for information on setting up service centre mode in Visit before the event.

Refer to Change the EventBox settings for information on switching an EventBox to service centre mode during an event.

# Service centre tasks

The following instructions assume EventBox setup is complete, and the EventBox is switched on, logged in, and in service centre mode.

Task Action
Search for registrants Enter search terms in the Search field.
View/edit a registrant's details Select a registrant, then select Edit details.
Print a badge Select a registrant, then select Print badge. Refer to Choose a badge design for information on setting a custom badge design for the EventBox.
View a registrant's orders Select a registrant, then select Orders.
Add a registrant Refer to Add a registrant. You can only add registrants if you have mapped at least one registration type to a form of the type Onsite - Manned registration in Visit. Refer to manned registration in Enable EventBox features for more information.

# Add a registrant

  1. Select Add.
  2. Select the registration type. The available registration types depend on your registration type mappings. Refer to manned registration in Enable EventBox features for more information.
  3. Enter the registrant's information in the registration form.

    TIP

    If the form includes a shop page, you must select a payment method, and manually confirm that the registrant has paid for their order. The payment transaction itself takes place outside EventBox, for example with a credit card or in cash.

  4. After you complete the registration form, the new registrant appears in the list. EventBox may also automatically print a badge or voucher for the registrant, depending on the settings in EventBox and Visit.

# Self registration

Use self registration mode when you want visitors to register for the event on arrival, without assistance. You must design a form for self registration, and enable it during onsite setup.

Refer to Forms for information on creating registration forms.

Refer to Manage EventBox settings for information on configuring self registration mode.

Refer to Change the EventBox settings for information on switching an EventBox to service centre mode during an event, and assigning a badge design.

# Form design considerations

  • The form must have a Form type of Onsite.
  • Consider restricting the number of questions you ask the registrant. This makes it more comfortable for the registrant, given the environment in which they are filling in the details, and also reduces the likelihood of a queue forming.
  • If you have cloned a form to use it onsite, make sure the wording in the Welcome and Complete pages is relevant. For example, now that the person is registering at the event itself, it is no longer pre-registration.
  • The usefulness of a confirmation email is limited in this context so consider not sending one.
  • The EventBox automatically prints a badge. Ensure that a printer is connected to the EventBox used for self registration. If there is no printer, the badge print jobs will be queued until a printer is connected.
  • Restart button appears automatically at the end of the form so it is easy to reset for the next registrant.

# Scan & go

Scan & go is the quickest and most common form of event entry. You must attach a scanner and printer to the EventBox when using this mode. You can then scan the registrant’s voucher at the entrance. The EventBox automatically prints a badge. Refer to Set up peripherals for more information on scanners and printers.

When printing the badge, EventBox uses the badge design chosen in the EventBox settings. Refer to Choose a badge design for information on changing the badge setting. If no badge design is selected during setup, EventBox uses the default design. Refer to Add and configure documents for more information on creating badges.

# Access control

Use access control mode to:

  • Measure attendance for event and seminars

    • For seminars each eventbox will automatically handle access control based on the parameters defined for that location and those seminars (date and time are considered).
  • For events that last more than one day: after their first visit, you can scan visitor badges to show they visited more than once.

  • Restrict access to some areas of an event by adding a rule to the access control settings. Refer to Manage EventBox settings for more information.

Refer to Manage EventBox settings for information on setting up access control mode in Visit before the event.

Refer to Change the EventBox settings for information on switching an EventBox to service centre mode during an event.

# Scanner setup

You must attach a scanner to the EventBox to use this mode. There are two types of scanner:

  • Default scanner. This requires no further setup.
  • Opticon scanner. Refer to the instructions below.

# Assign an Opticon scanner to an EventBox

The following instructions assume EventBox setup is complete, and the EventBox is switched on, logged in, and in access control mode.

  1. Connect an Opticon docking station to the EventBox.
  2. Place an Opticon scanner in the docking station.
  3. Select Opticon.
  4. Select a location from the Select location dropdown list.
  5. Select Assign scanner.

Any data collected by the Opticon scanner is uploaded to the database when the scanner is reinserted into the docking station.

After use, you must unassign the Opticon. Doing this transfers the collected data to the database and allows a user to reassign the scanner.

# Unassign an Opticon scanner

  1. Place the scanner in the docking station.
  2. Select Unassign scanner.
  3. When the download is complete, a message appears confirming that the scanner is unassigned. The exhibitor can access their lead data by logging in to Visit Connect in their browser. They will have received an email about this when they purchased their scan licence.
  4. Remove the scanner from the docking station.

# Visit Connect mode

GES staff can use Visit Connect mode to:

  • Assign and unassign touchpoints and scanners to exhibitors.
  • Download an exhibitor's lead data from a scanner to the database.

Refer to Change the EventBox settings for information on switching an EventBox to Visit Connect mode during an event.

# Touchpoints

# Assign a touchpoint to an exhibitor

The following instructions assume EventBox setup is complete, and the EventBox is switched on, logged in, and in Visit Connect mode. If you need to print labels, set up a Printer before assigning touchpoints.

  1. Connect a touchpoint to the EventBox with a USB cable.
  2. Select the exhibitor from the list.
  3. Place the touchpoint you want to assign on the touchpoint connected to the EventBox.
  4. Optional: Select Print label to print a label for the touchpoint showing the stand name and number.
  5. Select Assign touchpoint.
  6. Select the content you want to link to the touchpoint. The list shows digital content provided by both event organisers and the exhibitor. Event organisers can add content through Visit. Refer to Manage content for more information. Exhibitors add content through Visit Connect, and can find help in the Visit Connect documentation.
  7. Select Assign touchpoint. The EventBox assigns the touchpoint, and prints a label if required.

# Unassign a touchpoint

  1. Place the touchpoint you want to unassign on the touchpoint connected to the EventBox.
  2. Select Unassign.
  3. When the data transfer is complete, a message appears confirming that the touchpoint is unassigned.

# Opticon scanners

# Assign an Opticon scanner to an exhibitor

The following instructions assume EventBox setup is complete, and the EventBox is switched on, logged in, and in Visit Connect mode.

  1. Select the exhibitor from the list.

  2. In the Assigned scanners column, check that the number of assigned scanners is not equal to the total number of licences purchased by the exhibitor.

  3. Optional: if the number of assigned scanners is equal to the number of licences, you can add more licences. Double-click the exhibitor, then select Add to add a new licence.

  4. Choose a scanner, and check that it is not assigned to any exhibitor, by either:

    • If the scanner has an LCD display, check that it does not show the name of an exhibitor.

    • If the scanner has no LCD display, point it at a flat surface and press the scan button. If no light comes out, it is unassigned. In the image below, the light indicates that the scanner is assigned.

      Opticon scanner working

  5. Place the unassigned scanner in the scanner cradle, with the scanning end facing down. If the cradle has multiple slots, place the scanner in the right-most slot.

    Opticon scanner docked

  6. Select Assign scanner. The number in the Assigned scanners column increases by one.

  7. Use the scanner to scan a test badge. If successful, the scanner will beep and show a green light.

  8. The scanner is now ready for use. Instruct the exhibitor to return it to you at the end of the day, when they are finished scanning leads. You can then download the lead data they collected from the scanner and unassign it.

# Unassign an Opticon scanner

  1. Place the scanner in the docking station.
  2. Select Unassign scanner.
  3. When the download is complete, a message appears confirming that the scanner is unassigned. The exhibitor can access their lead data by logging in to Visit Connect in their browser. They will have received an email about this when they purchased their scan licence.
  4. Remove the scanner from the docking station.

# Deduplication

Advanced deduplication is an optional module in Visit. It allows you to find and manage duplicate visitor records. For more information on advanced deduplication in Visit, refer to Find and manage duplicate visitor records.

If the event uses advanced deduplication, this can affect EventBox behaviour:

  • When a registrant presents a voucher to the EventBox, it uses the primary record to supply the badge details. You can print other badges from the EventBox service centre.
  • All shop items for all records are available on the primary record.
  • Visit only counts primary records in reporting numbers, for both registration and attendance.
  • Visit only applies rules from the primary record. For example, if the primary record limits access to an area, and a secondary record allows access to that area, the visitor will not be able to access the area.