# Manage visitors

Access from homepage: Select your event > Service centre > Visitors

The Visitors tab lists all registrants for your event with the type "Visitor".

# Visitor actions

On the Visitors tab you can perform various actions. You can apply the actions to all users, or select users and apply the actions to the selected users only.

  1. Select Actions.

  2. Select one of the following actions:

    Action Description
    Add visitor Manually add a visitor. Visit allows you to choose the registration form to use.
    Import visitors Bulk import visitors from an Excel spreadsheet. Refer to Import visitors for more information.
    Send e-mail Email users.
    Invite Invite users to an event.
    Add tag Add a custom tag to a visitor. This allows you to sort your visitor list into categories or groups. You can search for all visitors with a given tag.
    Export Export user data. Visit asks you to choose a mapping. The mapping determines which Visit database columns Visit includes in the export. You can choose the default mapping, Visitor Export for Visit, or choose an existing custom mapping. To customise what data Visit exports, create a new mapping:
    On the Select mapping step, select Create mapping.
    Enter a name and description for the mapping.
    Select Save.
    Configure your custom mapping by dragging elements from the Possible columns list to the Selected columns list.
    Select Save to save the custom mapping, or Save & Export to save the current mapping and start the export.
    Generate documents Generate a document, such as a badge, for visitors.
    Find duplicates Use this to run deduplication if you have previously allowed duplicate records (for example, when bulk importing visitors). Refer to Find and manage duplicate visitor records for more information.
    Delete Delete users.

# View and edit visitor data

Access from homepage: Select your event > Service centre > Visitors

You can access detailed information about each visitor.

  1. Hover over the visitor you want to view or edit.

  2. Select Edit

    . Visit displays the Edit contact details page. You can edit visitor information such as contact details.

  3. To view details relating to an event, select the event in the Registered events menu.

  4. Select a tab to view and edit details and perform other actions:

    Tab Options
    Registration details You can:
    See which registration form the visitor used.
    Make privacy changes.
    View and edit questions. These questions come from questions the visitor answers on the registration form, and from the Visitor questions list. Refer to Add and edit questions for information on creating questions for registration forms. Refer to Add visitor questions for information on using the Visitor questions list.
    Activity log View visitor activity from the event, including dwelling time.
    Seminars View any seminars the visitor selected.
    Orders View any orders placed by the visitor.
    Email overview View email progress.
  5. Select Save to save changes.

  6. Select Back to return to the Visitors list.

# Import visitors

Access from homepage: Select your event > Service centre

You can bulk import visitors using an Excel workbook.

# Before importing

There are some factors to consider when structuring your data for import:

  • You must include a reference ID for each visitor. Visit rejects the import if there is no reference field in the workbook mapped to the reference field in Visit.

    WARNING

    The reference ID must be unique or you will overwrite existing entries, even if they are in a different event.

  • Are you going to use multiple translations in your event? If yes, then you need to include a languages column.

  • Consider using a tag field. This allows you to filter on the tag field in the Service Centre to identify the imported registrants. Tags are a flexible way of grouping and categorising registrants.

  • Break the data down into as small as possible chunks. For example, instead of putting the visitor's full name in a single column, use separate columns for title, first name, and last name.

  • Ensure that the data is clean. For example, if you are using initials, are they all in capitals and separated by full stops? Are all telephone numbers complete and in the same format?

    TIP

    Visit validates email addresses. They must be in the format <name>@<domain>.<domain extension>

  • When including shop item purchases in the import, note the following:

    • You must include a column for each shop item. Each cell in the column must contain a number, indicating how many of the item each visitor gets.
    • Visit does not process payments for imported shop items. The import creates zero-value items. You can map to free or paid items, but the value is always zero in Visit.
    • You can only map shop items for registered visitors, not for invited visitors.

# Import a file

  1. Select the Visitors tab.
  2. Select Actions.
  3. Select Import Visitors. The import workflow opens.
  4. Select Upload file to choose the spreadsheet to upload.
  5. Select Next step → to proceed to the mappings page.

# Select mapping

  1. You can select an existing mapping, or create a new one as follows:

    1. Select Create mapping.
    2. Enter a name and description for the mapping.
    3. Select Save.
  2. Select Next step → to proceed to the preview mappings page.

# Preview mappings

Map each column of the spreadsheet to a field in the Visit database by selecting the database field from the Map column dropdown.

For example, map the House Number column in the spreadsheet to the House Number column in the database:

Animation of selecting a value in the map column dropdown

Set up all the mappings, then select Next step → to proceed to the test run page.

# Test run

Visit tests the mappings and warns you about any errors. You can select Previous step to go back and resolve any issues.

Once there are no issues, select Next step → to run the import.

# Complete import

The complete import page displays a success message once Visit imports all records. Select Finish to return the Visitors list.

# Find and manage duplicate visitor records

Access from homepage: Select your event > Service centre > Visitors

Your organisation must have the advanced deduplication module in its contract, and you must set up rules for advanced deduplication in your event setup. For more information, refer to Create rules for advanced deduplication.

TIP

Visit changes the registration state to "duplicate". The steps below help manage your lists and visitor contacts, but no visitor record is deleted at any point.

  1. Select Actions.

  2. Select Find duplicates. Visit analyses your visitor records and lists groups of duplicates.

  3. Visit displays the primary record icon (star) on the primary record, according to the hierarchy in your event setup. Refer to Create rules for advanced deduplication for information on creating the hierarchy.

    You can select the radio button on another record to mark that as primary instead. Each record group must have one primary record.

  4. Ignore any records that are not duplicates. For example, if Visit displays a group of three records and suggests they are duplicates, but you know one of them is a unique record. To stop the unique record appearing in the list of duplicates:

    1. Select the record using the checkbox.
    2. Select Ignore selected.

    Visit does not display ignored records if you run Find duplicates again, unless there is a new record which matches it.

    You can view a list of ignored records. From the Visitors list:

    1. Select Actions.
    2. Select Find duplicates.
    3. In the Display dropdown, select Show ignored records.
  5. Link duplicate records:

    1. Select the records using the checkbox.
    2. Select Link selected.

    You can perform this for multiple groups at once. Visit links each record to the other records in their group.

    Visit uses the primary record as the main record for future actions, such as sending emails. For example, you have three records in a group. You know they are duplicates, so you select the group and link them. Next time you send out an email to that visitor, Visit sends the email to the email address for the primary record only.

# Refund an order

Access from homepage: Select your event > Service centre > Visitors

If you edit a completed order, it may have a negative balance (the visitor may be owed a refund).

TIP

You can only refund orders processed with PayPal , DocData (Order) or Network International.

  1. Hover over the visitor you want to refund.
  2. Select Edit
    . Visit displays the Edit contact details page.
  3. Select the event in the Registered events menu.
  4. Select the Orders tab.
  5. If a refund is available, Visit displays the Refund button. Select Refund.
  6. Enter a reason for the refund.
  7. Select Refund. Visit displays a message telling you whether your PSP accepted the refund.