 | The Onsite Portal allows your onsite team (including temporary staff) to perform various tasks without needing full access to EventsAir. Logged in users can see and edit basic Attendee information, check attendees into the event (and/or a function), register new attendees (walk-ins), print name badges, and review badge printing statistics. |
Setting up the Onsite Portal
Details
As for all apps/portals, you need to set up a name, Alias (URL), brand, live dates, and messaging for before and after the app is live. Read this article for more information.
Settings
More Info - Select a Merge Doc that can be displayed on the Attendee's Detail page in the portal.
Administrator PIN - Add security to critical features by requiring a PIN. If set up here, a user must enter the PIN if they want to:
print a badge for users with outstanding payments
reprint a badge that has already been printed
Show these Categories in search result - choose whether you want all attendees to be visible via search in this Onsite Portal, or select the category(ies) you want from the list (Speaker, Exhibitor, Sponsor, Attendee, Contact Only, Function Guest, Exhibitor Name Badge contact, and/or Accompanying Person). This feature lets you set up different portals for different types of attendee.
Enable Group Check-in - check this box if you want to allow Group check-in via this Onsite Portal.
Additional identifier in Result List - You can select from various options such as email, phone number, Group name, or zip code; or masked email or phone number. This helps make sure you choose the correct attendee if there are likely to be many with the same last name, for example.
Include Mobile Number; Include Email; Include Group Name - this allows you to show extra identifying options on the Search page.
Name Badges - Select one or more Name Badges that can be printed from the Attendee's Details page in the portal.
Edit Records Sites - Select one or more interactive sites that can be used to edit records if needed.
New Record Sites - Select one or more Interactive Sites that can be used to register new Attendees for your event (or for your function, if you're using Function Check-in on this portal). Because the Onsite Portal is designed to be used at a busy registration desk, we recommend you set up a smaller, faster version of your normal registration site, to capture the minimum required information quickly. For example, your site may contain just basic Attendee Name information, Registration information, and a Payment page.
Online Payment Site - you can add a dedicated payment site if you prefer and link to this, to allow for last-minute onsite payments.
Express Check In Applies To: When selected, this option lets you perform an attendee search and in a single operation, automatically check-in and print the attendee's name badge. This is only available if no money is outstanding. You can choose from the below options for Express Check In:
Event Only (default) - person will be checked into the event.
Function Only - person will be only checked into the selected Function (based on that function's Access Control settings - enable Access Control must be selected and other settings filled in).
Event and Function - person will be checked into the selected Function - based on that function's Access Control settings (and into the event if they weren't already).
Do not allow Express Check In - The Express Check-in section won't appear in the Onsite Portal search results list.
Email Merge Doc 1 & Button Label 1 | Email Merge Doc 2 & Button Label 2 - these let you send additional merge docs.
Localization
Changing the wording in the app/portal
All global Localization settings for Language are configured in Application Setup, Language. Open the App Store tab, and select the App you are working with. Note that these changes made in Application Setup will affect all events. However, you can still make unique local changes for each portal in each event, here in the Portal Setup. However, you can still make unique local changes for each portal in each event in the Portal Setup. Read more about Localization.
Content
Configure the Navigation link description, the Heading, and the page Content for the following portal pages:
Sign-in Page
Home Page
Help Page
Search Page
Users Tab
In this tab, you set up which members of your onsite check-in team are allowed to access the portal. To add a new user, click the plus sign next to App Users, and complete the fields below. When you've finished adding users, press Save.
Note: You must set up Users here before anyone can use this portal.
Click on App Users to create a new user, then fill in the following:
Email Address
Password
First Name
Last Name
Organization
User Type - (Leave as Basic - the default. No other user types for this app.)
User Level - (Leave as Standard - the default.)
Is Disabled - check this to disable the account, so the user cannot sign in.
Last Logon - shows the date and time this user last signed in.
Access Logs
This tab, under Users, shows the details of every time this user has signed in to the Portal. Here you can review the date and time of access, the originating IP address, and any actions taken.
Using the Onsite Portal App
Search Tab
When an attendee arrives, entering their last name (or part of it) AND their first name initial into the Search box and pressing the Search button will display a list of matching names. Choose a name to see the Attendee's details.
Clicking on Last Record will show the most recently selected Attendee (within this logged in session).
If Express Check-in has been enabled, and the searched record has no outstanding charges owing, an option to bypass the Edit screen and go directly to badge printing will be displayed.
Details View
In the details view, the following tools are available:
Edit contact details
Add/Replace Photo (including cropping - see Attendee Photo Management for more details)
Print Delegate Badge
Check-in / Undo Check-In
Record Payment (when payment is processed in external system)
Online Payment (collect payment details in an Interactive Form)
New Record Tab
Clicking on the New Record tab will display a Registration button for each available Interactive Site (based on which site or sites you enabled in "New Records Sites" in the App setup).
Statistics Tab
Displays details of how many badges have been printed and check-ins processed.