Just because your events have changed doesn't mean that your processes have to.
With Gecko, you're still able to manage your events just as you have in the past, even if the event itself is happening online. You don't have to abandon your existing data collection efforts and marketing campaigns. This quick guide will take you through the process of managing your online event through your existing Gecko tools. The only thing you have to plug-in is your video conferencing software.
Don't hesitate to reach out to our support team through livechat or email us on support@geckoengage.com if you need any help setting this up.
Requirements: GeckoEngage (Capture & Visit) & A Virtual conferencing tool of your choice
Detailed set up instructions
In the below instructions, we're going to build out an event, whereby students are able to register, receive their ticket, get reminded about their session coming up and receive a link to the livestream/conference only once they have checked-in.
Event setup
To start off, we'll need our event set up, you may deviate from this, depending on the format of your event (e.g. single event or an event with sessions)
- Navigate to Events in GeckoEngage
- Select New event
- Give your event name, start and end date (Optionally also registration close date)
- select next
- Pick the type of event you're running (Single event if you have no sessions or single session/multiple sessions if you do)
- (Optional) add your event to a category if you're using the form to register to multiple events
- select next
- Set your location as being online
- Provide the URL they need to visit to join your event
- (Optional) Add any additional details attendees may need to join your event
- Set when your attendees can access the login details in the 'Self-check-in' section (e.g. 15 minutes before your event starts)
- Select next
- (Optional) set a maximum number of attendees and enable waitlisting
- (Optional) You may add a description, event location and even enable a GeckoChat/Bot bubble on your event page at this point
- Select Save
Form setup
Navigate to forms
- Select New Form
- Add the relevant fields of information you would like to collect from attendees
- Select Form fields
- Add an Event field to your form
- Click on it
- Set it to required
- Select Options
- Either choose to display your new event or category of events
- Save your form
Communication setup
Now that your event and form are set up, you're ready to enable automated communication and ensure those provided the virtual meeting link are recorded. To do this, you will need to set up at least 2 automated pieces of communication:
- Either an initial registration email or a reminder email containing the ticket (RSVP page) for your event
- An automated message to alert them of the event's start (this can also include the ticket), containing a check-in option and their joining link upon check-in
- To set up the initial registration email and/or a reminder message containing the ticket:
- Navigate to settings - email & SMS templates
- Select New template
- Give your template a title and type (you can either send this as an email and/or text)
- Select Save
- Enter a message of your choosing
- Include {{event.rsvp_link}} into your message - this will serve as the ticket, where they can check in & later join the online event
- Navigate to your event
- Select workflows
- pick add new workflow
- add a condition to your workflow of type: status = registered
- add an action to send your new message
2. To setup up a message prior to the event start, prompting them to check-in & log in to the event
- Navigate to settings - email & SMS templatesSelect New template
- Give your template a title and type (you can either send this as an email and/or text)
- Select Save
- Enter a message of your choosing
- Include {{event.rsvp_link}} into your message - this will serve as the ticket, where they can check in
- Also consider including {{event.session_title}} if you're running an event with multiple sessions
- Navigate to your event
- Select workflows
- pick add new workflow
- add a condition to your workflow of type: status = registered
- add an action to send your new message
- Test your set up out
Single Session & Multiple Sessions Event
Looking to have a different Webinar URL depending on a session within the event, then look no further. We have made further updates to our Online Events allowing you to further streamline your events. Watch the short video below to see how this can be set up below:
Any questions? Feel free to start a live chat with a member of our support team or explore the rest of our academy at your leisure.