Overview
The Vuture Events App simplifies the running of an event, making delegate registration easier and less time-consuming. You can run it on a variety of devices such as a laptop, tablet or cell phones.
Contents
Introduction
The Vuture Events App can manage:
- The Attendees list
- The Check In list at the event
- Cancellations
- Walk ins
- Emails to your sponsors letting them know their guest has arrived (optional)
- Delegate Badges
- Marking arriving delegates as attended to write an Activity to the contact record, based on their attendance status
Creating an Event
To use the Standalone functionality, a Guest List must be created as a Container list in which “RSVP”, “Notification” and “Attended” are added as extra columns. These values can be varied, if required, as they are configured in the Event when setting it up.
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RSVP - this column should hold a value to indicate if the contact is coming to the the event (e.g. Yes or Accepted). This value is entered into the Event when setting it up.
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Notification - this optional column can include one or more email addresses (comma separated) to whom a notification of arrival should be sent (e.g. Sponsor). It is not required that every attendee has a sponsor, and it is not required that every sponsor receives a notification for every arrival. You can set this up so that only the most VIP guests' arrival is notified. To do this, only enter a sponsor email address in this column for the most VIP guests. Any guest left blank in this column will not generate an email on arrival. You will have to create the Notification email in the campaign, explained below.
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Attended - this column will be populated with Attended, Walk-in, No-show or Cancelled by the Event App (these values can be configured when setting up the event).
The purpose of the set up is to deploy a URL. In this URL, you will configure the settings Vuture requires to manage the values that will be written back to your Vx marketing list. Settings include what your events list is called, the RSVP value you are using (Accept or Accepted), and whether you want to notify lawyers when guests arrive. You will set all this up in advance, and then just Start the event on the day.
Deploying the Events App URL
To deploy the Events App URL, use the Campaign Summary view in your chosen campaign.
- In the Campaign for the event, click the Campaign Summary
- In the Event App section click Configure Events App
- Click Configure Event App
- Select the ListSource to be Vx
- Either click Random to create a password, or type one of your own
- Select Version 3
- Optional: click the Event Logo and select the desired JPG
- Optional: click the Event Icon and select the desired JPG
- Optional: select the Event App banner colour in hex colour format. The default is #FFFFFF which is white., or click the Colour Picker.
- Click Save
The Successfully deployed confirmation message will display at the top right of the screen.
Once you have deployed the Events App you can use the URL to log into the App Dashboard and configure the event.
Configuring the Event
Using the URL navigate to the Dashboard where you can configure the Events App to create the event, map the values to the Attendance additional fields and choose other options. This creates the different values used in the event when registering delegates. Vuture recommends that you create a naming convention for your events which includes the event date – to keep titles unique.
- In the Campaign Summary, click on the password to copy it to your clipboard
- Click onto the URL
- Click Login (bottom left of the screen)
- Paste or type the password into the Login screen and click Login
- At the Dashboard screen click Create new event
- Type the Event name then click Create Event
Reminder: The Event names must be unique. We recommend including the event date to help with this.
- At the Edit Event screen, if necessary, edit the Event Title
- If using badges, select the template from Badge page
- Select to Enable offline mode. This ensures you will still be able to mark people as arriving should you lose WIFI connection at the venue
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Suppress web tracking from email on arrival: this is only used if web tracking is enabled to prevent a Sponsor receiving information on all the web activity of an arrival, should Notification on Arrival also be enabled.
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Print when marked as attended: would print a badge of the attendee when they are marked as arrived, if you have a badge printer at the event, set up to do this
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Enable QR scanner: Not generally used; only if QR enabled
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Notification On Arrival: allows you to notify one or more sponsors when the clients arrive.
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Select the Notification Email to be sent on Arrival, for example, 'Your Guest has arrived'. This needs to be an email within the event campaign.
Note: The Notification Email must be configured as a Notification Template, by clicking email options, and select Notification Template, then clicking Save Metadata, then Publish the email.
For more information on Sponsor's Notification Email Personalisation, click here.
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Guest Configuration
- Select the Vx list (the Marketing List for the event) and click Select
- To correctly populate the correct RSVP field name:
- Click back into your campaign and open the RSVP Prefill form
- Click onto a field to open the Form Editor
- Click onto the Accept/decline field and copy the Field name of the Accept/decline to your clipboard. Also make a note of the Value for Accepted (e.g. Accept)
- Click back into the Event App tab, and copy the RSVP field name into the form
- Type the RSVP value, e.g. Accept.
Important: The default value for RSVP is 'Accepted'. If these values do not match your form, the Event App will not populate with your attendees.
Attendance Fields in Vx
- The Attended field, Attended, Walk-In, No Show and Cancelled values are already populated.
Event App Additional Tabs
Additional Tabs can be populated by you, using any page you choose from your campaign, by selecting the pages in the Event App configuration screen under Configure Tabs.
The data on the tabs is mainly for the use of your firm's team member holding the laptop or iPad. You could potentially include:
- Pictures of the speakers, with their biographies
- A map of the location of the event
- The Agenda, with timings for each section of the event
- Forms, using them to gather extra information from attendees
- Report snippet to keep track of acceptances
You can have as many extra tabs as you like, but bear in mind that only 4 to 6 will fit across some screens, depending on the size of screen you are using.
- In the Configure Tabs area, click Add Tab, then click into the Page drop down and select the desired email or Landing Page from the drop down list.
- Type a Tab name to be displayed in the Event App
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Repeat for any other required tabs.
For more information on Event App Additional tabs click here.
- Click Save
Note: If using Badges, scroll up and select Generate Badges
The Event App URL and password displayed in the Campaign Summary can now be made available to the devices that will be used at the event..
At the Event, using a mobile device or laptop
Note: Logging in is to protect your data in case you leave your iPad lying about at the venue. Also, the App will auto-sleep / lock if left unattended for 10 minutes. This will also protect your data.
- Using the URL and password in the browser you will arrive at the Dashboard screen.
- Click Login and type in your password.
- To Start the Event click the Go to event beside the Event name.
- The first person will then click Start Event. Additional devices will automatically be in the Event as it has already begun.
This will open the Vx list, displaying only those contacts who have RSVP’d Accept.
Additional tabs you have set up are displayed along the top of the screen.
- View a summary, at the top left-hand side, to see how many guests are expected, how many have already arrived and how many have yet to arrive.
- Click the drop down arrow beside Show entries, to change the display from 10, to 25, 100 or All.
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Sort: Click any column heading to sort by that column. Click again to sort in reverse order.
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Search: Click into the search across all columns by typing. Click the red 'x' to clear the search.
- To view Additional Tabs (if created in the configuration) click the tab across the top, such as a copy of the invite.
- Click back on the first tab, the Attendees tab to view the list of attendees.
Registering delegates
- As delegates arrive, click Mark as attended.
When marking someone as Attended, Vuture will automatically notify any sponsors who have requested a Notification email or the Sponsor in the Primary/Initial Sponsor field if you selected the option to notify and will automatically mark the contacts as Attended in the Contacts Module.
- For walk-in attendees, click Register new attendee.
- Add their details to the form.
- To cancel a delegate, click the red x next to their name.
Filtering the list
- Click the filter beside the Number expected to Filter to list view either arrived, still waiting to arrive or walk-ins.
- Click clear to view all Attendees
Note: For walk-ins, existing contacts in your Vx list will be added and marked as a walk-in. If they are not already a contact it will do a look up, add them as a new contact to the events list.
At the end of the event
Once the event is over, scroll down to the foot of the page and click on the red End Event button. This will mark any contacts who RSVP'd Yes but did not arrive as a No Show in your list.
Walk-ins without email addresses
The configuration allows you to select Enable walk ins Without email. The purpose behind this option is to allow very speedy registration if you have a lot of walk ins. If you have selected this option, and have registered walk ins without adding their email addresses, when you close the event, those registered will be listed.
You can now choose to add them as contacts or delete them.
- To include them as contacts, type in their email address, and then click Add Email.
- To delete them from this list and not have them added to your Vx list of contacts, click Remove.
- Once completed for all Walk-ins click Send data to CRM. This will write back to the Contacts module.
The walk-ins are added to the Contacts module and the event is closed, returning you to the Dashboard screen.
To Restart the event
- Should you need to restart the event due to a late arrival, if still at the Dashboard screen click Start Event. Alternatively, log back into the event using the original URL and password then click Start Event.
Anyone who had not been marked as Attended will now be displayed as a No Show.
- Register the new attendees. Once done, again close the event.
FAQs
Q. If I receive a client’s response over the phone and manually update their RSVP in the Vx list, will they still appear on the Check In list at the beginning of the event?
A. Yes. Any client who has RSVP = Yes (or Accept or Accepted) on their record for the event will be included in the Check In list. The App does a live look-up to the Vx list when you click on the button to Start Event.
Q. If a client previously declined the invitation they will not appear on the Check In list at the beginning of the event. What should I do if they walk in after all?
A. Mark them as a Walk In. Take their name and enter it as if they were not invited. Vuture will identify that they are already a contact in the system. Vuture will mark them as Attended in the Vx list so they can receive the Request for Feedback email or any other follow up emails you send.
Q. Can I have more than one event on the App at the same time?
A. Yes. You can have as many events on the App as you need – perhaps several in preparation and one started and running. Each event (which must have a unique name) will be held on a separate line in the table in v2.
Q. What should I do if a client arrives, as invited, and tells me his colleague, also invited and accepted, cannot now attend?
A. Click the little red x to the left of that person’s name. This x will only show up if you have set up the Attended field on in the Vx list to have the options Cancelled and No Show as well as Attended and Walk In. The App will strike through the name, indicating Cancelled (as different from simply a No Show) and the Vx list will be updated with Cancelled for that person.
Q. Will the App help me to report on attendance figures?
A. During or before the event you can use the App to check numbers for Arrived, Waiting to Arrive and Walk-ins. After that we suggest you use Vx reporting.
Q. My screen is filling up with old event tiles. Can I delete them once they are done?
A. Yes. Click on a event tile. Choose Configure, then click Delete at the top left of your screen, and confirm deletion.
