Setting up your event with Visit
Using the Visit mobile app, we can scan attendees QR code tickets (instantly changing attendee status from Registered to Attended), deal with walk-ins and track attendance in real time. Best of all, we can achieve all of this offline!
Before we get set up make sure you have the latest version of the Visit app downloaded on your mobile device. In order to accommodate offline registrations for unexpected walk-ups, open Gecko and build a basic form (name and email address should suffice) and name it 'my event registration form'.
Now get your tablet/device ready. Open the Visit app and sign in. Tap the Settings 'cog' icon in the bottom-right corner. Click on Set Registration Form in the General area and choose the form you've just built. From here, you can set the default attendee status for scanning those into the event as either Attended or Engaged.
Now exit Settings and click back into Events. The default landing page will show you all of your events. Tap the download icon on the right of your event to download it on to your device.
Once you've downloaded the event and clicked into it, you will be able to see an overview of the event. In the top navigation bar, you can toggle between the main event details, attendee information and session details.
If a student has a QR code, you can either scan them into the event, or into the individual sessions (Note: If you scan the student into a session, by default there attendance will be updated at the event level). To scan into the event, click 'Event Details' in the top navigation bar and click on the green 'Scan Event' button to open the devices camera and point it at your attendees QR code and their contact will instantly be updated with the Attended status. To scan a student in at session level, click into 'Sessions' and select the correct session from the list, and then click on the green 'Scan Session' button at the bottom.
If the student has lost their QR code (it happens!), simply use the search field in the 'Attendees' section to find their name and manually toggle their Attended status.
If, on the other hand, the student hasn't registered previously, simply tap the plus icon. This will open the 'my event registration form' you built earlier. Once the student hits submit on the form, you can click the back button on the top left and you can now see the students name in the list of attendees.
Good luck collecting!
Once your event has finished, you'll be surprised at how easy the follow-up work is. You can easily sync the data to your Gecko account by simply tapping the 'sync data' button on the bottom navigation bar, reviewing any changes made and then tapping on the green 'Sync all Changes' button. If you can't see information here, ensure you're connected to Wi-Fi and try again. Once your data is synced to your Gecko account, all of your workflows that you have set up should trigger and students will receive any follow up communication.
Well done on running your first successful event with GeckoVisit!
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.