Managing University Visits & Fairs on BridgeU
The Visits tab is where counselors can manage all university and college engagements hosted by their school. From publishing the school's availability and managing incoming visit requests to hosting visits and fairs, tracking student registrations, and recording attendance, everything can be managed in one place. Counselors can access Visits from the left-hand navigation. The page opens on All visits, where they can view everything scheduled, with a Calendar tab available to manage the time slots made available to colleges.
Why this matters
Previously, coordinating a university visit often involved back-and-forth emails to find a suitable time. With Visits, counselors can publish their school's availability, allowing university representatives to request and book available time slots. Visit requests, student registrations, and attendance can then be managed and tracked in one place.
View and manage all visits (All Visits)
The All visits tab lists every visit and fair at your school, soonest first. Each row shows you the essentials at a glance:
Status - where the visit stands: Confirmed, Pending, Rescheduled or Cancelled
Date & Time - click the column heading to reverse the order
College - the institution name and its country
Registrations - how many students have signed up. Where you have capped attendance, this shows as a fraction, such as
0/23Type - how the visit was created (College Visit, Manual Visit or College Fair) and whether it is In person or Virtual
Registration deadline - the cut-off for students to sign up, if you set one
Representative - the college rep hosting the visit
Location - where it takes place
Use the status tabs (All, Confirmed, Pending, Rescheduled, and Cancelled) to
view visits by their status. Turn on Show past visits to include completed visits in
the list. You can search for a visit by college name or country, or use the Country
and Visit type filters to narrow down the results. Select Download to export the
visits currently displayed in the list. Apply your filters before downloading to
export only the visits you need.
Adding a College visit or a College fair
Select Add to create an engagement yourself, rather than waiting for a college to request one. You can choose College visit for a single institution, or College fair for an event covering several.
The Add college visit form allows you to create and manage a college visit. The form is divided into the following sections:
1. Basic Details
University — Search for and select the college or university for the visit.
Event description — Add details about the college visit.
Staff note — Add an internal note for staff. This note is not shared with students.
Organisers — Search for and select at least one organiser for the visit.
Visit type — Select the type of visit. The available option shown is In person or Virtual.
2. Date, time & location
Date & time — Select the date and time for the college visit.
Duration (Minutes) — Enter the duration of the visit. The field is set to 60 minutes by default.
Location — Enter the location where the visit will take place.
3. Attendees
Capacity — Select Limit registration to set a maximum number of attendees.
Registration deadline — Select Set registration deadline to set a deadline for registrations.
Notify audience — Choose who should be notified about the visit: All students or by graduation year.
Once you have entered the required details, select Save to create the college visit without notifying students, or select Save & notify audience to save the visit and notify the selected audience.
Manage a visit's details, registrations & attendance
Click any visit to open its details panel, which includes two tabs:
Overview —In the Overview tab, you can view the full details of the visit, including its status, date and time in both the college's timezone and Your time, address, college representative, registration details and visit type. Any message from the college and your school's instructions for representatives are also displayed here. At the bottom of the panel, you can Reschedule the visit, Send message to the representative, or Cancel visit.
Registrations — The Registrations tab lists all students who have signed up for the visit, including their graduation year, with a total number of registrations displayed at the bottom.
After the visit, select the checkbox under Attended to record which students attended. Recording attendance helps keep engagement records accurate and ensures the visit is reflected in the student's activity history.
You can also select Copy event link to copy and share the event link. Select Change configuration to update the visit settings, including capacity, registration deadline, and audience.
Respond to incoming requests
When a university requests a visit, it appears under the Pending tab. Click into it to see the university, proposed date/time (shown in both school and rep time zones), and the rep's message. From here you can:
Accept the request to confirm it.
Decline with a reason.
Reschedule by proposing a new time.
If you've turned on auto-accept (see Settings below), requests go straight to Confirmed without needing manual review. Otherwise, they land in Pending until you act on them. When you confirm a visit, you can choose to publish it to students immediately or hold it back for later.
Configure your Visits settings
Settings holds three options: My settings, School settings and Availability settings.
My settings lets you manage your Email preferences for college visits, including notifications for visit requests, confirmations, reschedules, and cancellations.
School settings offers Calendar Sync. Signing in with Google synchronises your school calendar so everyone at your school can see upcoming events without checking BridgeU separately.
Availability settings controls how visit requests reach you and what colleges see when they book:
Primary contact & notifications — who receives notifications about visit activity.
Visit confirmation — choose whether requests are automatically accepted or require manual confirmation.
Messaging options — set standard school instructions and a confirmation message sent to reps.
Email preferences and Zoom connection for hosting virtual visits.
Set your availability (Calendar)
Go to Visits > Calendar. The month view shows your open availability by day — click a day to manage its slots. Each day displays the capacity you've set (for example, Max 5 visits) and how much of it is still free (for example, 5 open).
Click See booked slots on a day to view what's already booked.
Add a single slot with a from/to time and a maximum number of visits it can hold.
Add slots in bulk by setting up a recurring pattern across a date range (e.g., every Tuesday, 9–11am, for the next month).
Booked visits show up directly on the calendar, and each slot displays how much capacity is open vs. already booked.
Use Share availability to generate a link university reps can book against directly.
Inviting college reps
Select Invite reps to invite college representatives to join the platform and request visits with your school directly. You can enter up to 20 comma-separated email addresses and add a note to provide additional context. Select Send invitation to send all invitations at once.
What students see
Once a visit or fair is confirmed and published, students see it in their own Events/Visits list, along with its status, type, and registration deadline. They can:
Sign up in a single click — a Sign up button turns into Registered once they've done so, and they can cancel anytime before the event.
See a join link for virtual visits, or the list of attending colleges for fairs.
View the date and time in their own local time zone alongside the school's time zone.
This gives your school visibility into real turnout, since every registration and attendance record ties back to the visit in your All Visits and Visit Detail views.
Need more Help?
Our Client Support team is available via Live Chat 24 hours a day, Monday through Friday, so you can get help anytime during the work week.
If you’re unable to find a solution in our help articles or need further assistance, you can reach out to the BridgeU Support team via Live Chat or email us at hi@bridge-u.com.