Set up an event

Access from homepage: Select your event > Event > Setup

This document provides information on setting up and configuring an event in Visit.

Video: https://visitdocvideo.s3.eu-west-1.amazonaws.com/how_to_set_up_an_event.mp4

Quickstart

1. Select + Add to create a new event.
2. Complete the new event form.
3. Select Save. Visit takes you to the event setup page. You can now Configure an event.

Event form details

This table provides additional information about some of the fields on the new event form. Your settings on this form affect the attendance data in the service centre, intelligence and Visit Partner.

Field	Details
Timezone	Set the timezone for the event. It is important to provide this information as it affects reporting.
Reference	Your internal reference.
Enable Gleanin	Select this to enable the Gleanin integration. Provide your Gleanin event token.
Attendance calculation	You can choose what sources Visit uses to count attendees. The options are: Print: a visitor's badge is printed from an EventBox. Scan: A visitor's badge, voucher or e-badge is scanned by an EventBox. Lead: An exhibitor scans a visitor's badge to capture a sales lead.
Limit start offset / Limit end offset	Allow Visit to record attendees before and after the event start and end dates.

Configure an event

Access from homepage: Select your event > Event > Setup

There are four default tabs:

• Setup: you can amend the event details that you provided during event creation.
• Timeslots: define timeslots for visitors, to control the number of people in the venue. Refer to Set attendance timeslots for more information.
• Custom fields: lists any custom fields inherited from the organisation. You set the values here. To create custom fields, refer to Add and edit custom fields.
• Visitor questions: share the answers from questions on the event registration form with exhibitors who scan the visitor. Refer to Add and edit questions for more information on setting up visitor questions.

If your contract includes the advanced deduplication module, there is also an Advanced deduplication tab.

Set attendance timeslots

Access from homepage: Select your event > Event > Setup > Timeslots

You can set timeslots with a maximum visitor limit, add them to the registration form, and use them when setting up access control for the EventBox. Visitors choose a timeslot when registering. This allows you to limit the number of people in your venue.

1. Select + Add.
2. Select the date of the timeslot
3. Set the start and end times of the timeslot.
4. Assign a name to the timeslot. This name appears on the registration form.
5. Set the maximum registrations.
6. Select the forms which the timeslot should be displayed in. The timeslots are available on the timeslot page in all forms but only set to Show on the ones selected here. You can change this at form level, by hovering over the timeslot, if desired.
7. Select Save. You can now view and edit the timeslot on the Timeslots tab.

To add timeslots to a registration form, you must add the timeslots page. Refer to Add pages for more information.

You can configure EventBox access rules to ensure visitors cannot enter outside their timeslot. Refer to Enable EventBox features for more information.

If no timeslots are available, registrants see a message telling them the event is fully booked, and prompting them to contact the organiser.

Create rules for advanced deduplication

Access from homepage: Select your event > Event > Setup > Advanced deduplication

Advanced deduplication allows you to find and manage duplicate registrant records. For more information, refer to Find and manage duplicate visitor records.

To use this feature, you need the advanced deduplication module in your organisation's contract. Contact your client manager to discuss this. For more information on modules, refer to Modules.

You need to set up a hierarchy, which Visit uses to determine which record among duplicates has priority.

Set up at least one rule:

1. Select + Add.
2. Enter a name for the rule.
3. Enter the rule types and conditions. There are two types of rule:
   • The rule applies when at least one condition is met.
   • The rule applies when all the conditions are met.
4. Select Save to create the rule and return to the Advanced deduplication tab.
5. When you run advanced deduplication, Visit works through the rules in order to decide which record has priority.

TIP

Keep the rules as simple as possible.

Set custom field values

You must set values for any custom fields during event setup. For information on creating custom fields, refer to Add and edit custom fields.

1. From the Setup page, select Custom fields.
2. Select Edit
3. Enter your value in the Value field and select Save.

Add scripts

Access from homepage: Select your event > Event > Setup

You can add JavaScript to forms here, or as part of setting up an individual form. Refer to Set up forms for more information.

Visit applies scripts added here to all form pages for all forms in your event.

1. From the Setup page, select Scripts.
2. Copy your JavaScript into the text box.
3. Optional: you can add more than one script. Select + Add field to add more text boxes.
4. Select Save to add your scripts to the event.

Add visitor questions

Access from homepage: Select your event > Event > Setup > Visitor questions

In the Service centre you can view and edit registrants, and export visitor lists. By default, you can only view, edit and export questions that the visitor answered during registration. However, you may want to add and edit questions not answered by the visitor. For example, you could include a contact ID for your own CRM platform.

Create the questions on the Questions page. Refer to Add and edit questions for more information.

Add the questions to the Visitor questions list in event setup:

1. From the Setup page, select Visitor questions.
2. Select + Add.
3. Select the questions you want to add. Visit marks the questions as pending.
4. Select Save. Refer to View and edit visitor data for information on viewing and editing answers to visitor questions.