In the second part of our series on GeckoVisit, we learn how we can invite students to sign-up for our event.

(if you missed part one, click here.) 

Adding attendees to your event

There are a number of ways to add students to your event. The most popular are: 

  • Using an Event field on a form. 
  • Scanning attendees on the day of the event using our Visit app.
  • Adding attendees to the event via workflows
  • Manually adding contacts from within the event itself.

We'll cover each of these methods briefly so you can decide which method(s) are the best for you! 

Event fields

One of the more common ways of adding students to events is through the completion of a form. It's important to note that this is the only registration method that allows guests to be added to the event. 

To get set up, click Forms on the left-hand menu. Click +New Form to create your event registration form (for more advice on getting started with forms, click here). Now click Form Fields, add an Event field and hit Save changes.  

Next, click to edit the field and then click the Options tab. Here you can specify whether to display a Single Event, or a group of events linked by a common Event Category (as discussed in the last article). We can edit the attendee status here, but let's keep it as Registered for now. When you're happy with your edit, hit Update

The screenshot above is a good indication of how the event field displays. You can add guests, filter by tags and book individual sessions. When a user completes the form, they'll be added to the event with the Registered status. 

Visit app

Visit is a lightweight, offline enabled app that allows your team to register attendance on the day of the event by scanning QR codes. It's also fully compatible with our Capture app, allowing you to quickly switch to offline data capture using a form.

We'll cover the setup and execution of using the Visit app in part four of our guide.

Workflows

We love workflows at Gecko! Anything that automates tedious admin work is fine by us. Workflows can be created pretty much anywhere; forms, broadcasts, call campaigns, you name it. 

Below are two popular examples: 

I.

Form workflows - Let's assume that we want every student who completes our form to be automatically added to our Open Day event and using the Event field isn't a viable option.

Head to your form and click on the Workflows tab. Click +Add Workflow. Leave Conditions blank (as we want this workflow to trigger every time the form is completed!). In Actions, set the following:

Action:
Add contact to event 'open day' as Registered

Lastly, hit +Add Action before finally clicking Save changes in the top-right corner. 

II.

Call campaign workflows - The scenario here is that we've spoken to students through GeckoTalk who have expressed an interest in attending our open day. 

Firstly, let's create a custom outcome for calls. Head to Settings > Outcomes. Create a new outcome for Complete calls entitled 'Open Day 2018'.  

Now head into your campaign and click the Workflows tab. Set the following condition:

Condition:
If Outcome equals Open Day 2018

Now set the action:

Action:
Add contact to event 'open day' as Registered

Lastly, click Save changes in the top-right corner. Now, whenever a call agent completes a call and logs the outcome as 'Open Day 2018', that student will be automatically added to your event. 

Manually adding contacts

A final way of adding contacts to an event is by manually adding contacts of your choice.

Head into your event and navigate to the Overview tab. In the top-right corner, hit Actions and select Add contacts

Here you can either manually add individual contacts, or apply a custom filter in the top-right of the Search for a Contact page. Once you're happy with your selection of contacts, hit Done in the bottom-right corner to add them to the event. 

It's good to note that if your filtered search returns a huge volume of contacts, you can click to Add all matching this saved search in the bottom-right to save you from clicking through page after page of results!

***

We've now built our event and learnt a few tricks to easily fill it! In the next part of our guide, we look at event management in the lead up to the big day. 

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.

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