N200 Visit User Guide Release 3.28

Transcription

1 N200 Visit User Guide Release N200, a GES Global Company 1

2 Contents Introduction 7 1. Overview Goal Hierarchy Visitors and Partners Modules User Types Navigation Online help Cloning Dynamic Fields Getting Started Organisation Organisation Settings Organisation profile Contracts Translations General Settings Social Media Payment Setup Image Picker Question Designer Page Designer Registration Types Form Look & Feel Summary Event Setting up an Event Cloning a previous Event Event Translations Templates Transactional s Mailings Test HTML Event Look & Feel Vouchers Voucher Header HTML Event Question Designer Event Page Designer N200, a GES Global Company 2

3 3.4.5 Social Media Sharing Forms Edit Welcome Page Add Other Pages Add Branching Edit Complete Page Edit General Settings Translations Edit Settings Social Media Gleanin Add Scripts Preview Links Answer Count Limits Document Designer Creating badges with the Document Designer Creating multiple badge designs for an event Basic Document Designer functions Advanced Document Designer functions Summary Partner Portal Setup Visitor Registrations Personnel Registrations Question Matching Text tab Visit Partner Dashboard Personnel Invite Registrants Access to Visit Partner Visit Partner Translations Shop Simple Shop Advanced Shop Ticketing Add Shop Page Action Codes Go-live checklist Service Centre Service Centre Functions Monitor Registrations N200, a GES Global Company 3

4 4.1.2 Query Visitors View/Edit Visitor Details Add Visitors Import Visitors Add Partners Import Partners View/Edit Partner Details Query Partners Send Overview Add Tag Mail Voucher Print Voucher Invite Export Generate Badge Resend Visit Connect order confirmation Onsite Onsite Setup EventBox setup Final Check Using the EventBox Shut down EventBox EventBox Status Visit Connect Profile Questions visibility Cross event scanning Visit Intelligence Filters Basic Intelligence Functionality Basic Intelligence data Dashboard Registrations Attendance Revenues Trace to source Advanced Intelligence Profile Questions Additional Info Advanced Coding Dynamic Fields Barcode Field N200, a GES Global Company 4

5 7.2.2 Hotlinks Custom Fields Question Matching Users icalendar Status 178 Appendix A Social Media API Keys 179 Requesting API keys 179 Appendix B Import Data 186 Import Visitors 186 Select File 186 Create Mapping 186 Set Defaults 187 Preview Mappings 188 Test Run Results 189 Import Complete 190 Edit Mappings 191 Appendix C Definitions 192 System Questions Definitions 192 System Pages Definitions 193 Dynamic Fields 194 Visitor Export file 199 Appendix D Visitor States 203 Registration State 203 Registration State Flow 203 Attendance State 204 Payment State 204 Appendix E User Permissions 205 Appendix F Payment Service Provider setup 207 Docdata 207 Appendix G Visit Partner functionality 209 Dashboard 209 Personnel Invite Registrants Orders Visit Connect 210 Appendix H Visit Partner access 211 Sample scripts 211 Frequently Asked Questions Links 213 Forms N200, a GES Global Company 5

6 Badges 213 Voucher 214 Import 214 Other 214 Index 215 Contact N200, a GES Global Company 6

7 Introduction N200 Visit is an award-winning registration system. It is designed to provide the best possible welcome experience for your visitors whilst capturing high-quality data. N200 Visit is designed for events of any type, size or location. N200 Visit makes event organiser s lives easier by allowing constant reuse of existing information. A central database represents your Organisation. Most information defined for an Organisation can be used at Event level. If you want to create an Event similar to an existing one, you can even clone that event. The ability to customise many items at Event level means tailor-made Events are also easily achievable N200, a GES Global Company 7

8 1. Overview 1.1 Goal The high-level view of the registration process usually consists of: Set up a registration process People register for your Event following the process you have set up Registrant receives a confirmation mail with a link to a voucher Registrant prints voucher which is scanned at the Event A badge is printed for the registrant Registrant enters your Event and their attendance is recorded in the database There can of course be variations to this, but this is the usual flow. 1.2 Hierarchy N200 Visit requires information at two levels: Organisation This level represents your company. Many items can be set up at this level and reused for each Event. This reduces the need for duplication. Event This is the core functionality of N200 Visit. You can set up the individual Events and define the information unique to that Event. In addition to these two levels, there are also some items that are at what is known as System level. These are typically items can be used to facilitate setting up your Events. System Items at this level are represented by a padlock. These items are pre-defined by N200. They are partially editable. They cannot be deleted. Organisation Items at this level are represented by an umbrella. These items are setup at Organisation level. Many of these items can be reused at Event level. When you access these items from the Organisation level they are editable and can be deleted. Event Items at this level are represented by people in a circle. These items have been set up at Event level and can only be used within that specific Event. If an Event is cloned however, the items can be used in the new copy of the Event. They are editable. They can be deleted. Within this hierarchy there is a very important sub-hierarchy: Questions, Pages and Forms. You decide the Questions that need to be asked for your Event, you group them in Pages and then you add the Pages, in the order you want, to a Form. The Form is what the registrant sees when they start the registration process. 1.3 Visitors and Partners There are two different contact types: Visitor and Partner. Visitor: an individual who registers to attend an Event 2017 N200, a GES Global Company 8

9 Partner: a company who is participating in the Event, e.g. an exhibitor. You can assign a contact person to a partner 1.4 Modules To be able to use N200 Visit, your company will need a contract. A contract comprises various modules. Most are optional, but some are mandatory to enable to you to make the use of the basic functionality. Each optional module that is in the contract represents extra functionality. In this guide, where particular functionality requires one of the optional modules, it will be specified. This icon will identify which optional contract module is needed, e.g.: Registration Partner 1.5 User Types Some functionality is only available to users with certain permissions. There are two user types: Admin and Standard. Admin users can access all events and create new users. Standard users can access designated events and cannot create new users. There are a number of permissions that can be assigned to each user type which affect the functionality they can see in the application. See Appendix E User Permissions for full details. 1.6 Navigation Look out for these types of buttons to save any changes you have made, to edit or to navigate backwards or forwards: or 1.7 Online help Wherever you see the icon the screen. 1.8 Cloning, you can click on it to see more information related to where you are on One of the main strengths of N200 Visit is the ability to reuse many of the items that are already set up for new Events. As well as being able to use items set up at Organisation level in Events, you can also choose to clone certain items. You can even clone entire Events. This helps keep repetitive work to a minimum. Wherever you see this icon you can choose an item, click Clone and then amend as required. Wherever this is possible, it is described in more detail in this guide N200, a GES Global Company 9

10 1.9 Dynamic Fields To be able to make the best use of the cloning functionality and keep rework to a minimum, as much use as possible should be made of dynamic fields. These are fields that represent values within the central database. Examples of use of these fields: Personalisation of s e.g. #salutation# #last_name# will display the relevant Dear Mr/Ms and the surname Forms displaying the Event name e.g. Welcome to #event_name# will display the correct Event name, even after cloning. Don t worry about trying to learn the field names, you can choose them from a list (see Appendix C Definitions). Wherever this functionality is possible it is mentioned in this guide. Detailed instructions on how to insert these fields are in section 7.2 Dynamic Fields Getting Started To be able to use N200 Visit you will need: A computer with internet connection Flash Player must be installed on the computer. The minimum version required is You can download or upgrade Flash Player here: An N200 Visit user login The URL is: N200, a GES Global Company 10

11 2. Organisation Before you set up your first Event you need to supply some information at Organisation level. Organisation level typically represents your company. Entering information at Organisation level will reduce the amount of repetitive work that you will need to carry out at Event level, as you can reuse much of it. You only have to enter the information at Organisation level once and it can then be used across Events. In this section, we will go through the items at Organisation level. 2.1 Organisation Settings Figure 2-1 Organisation setup The various settings that you can define at Organisation level are as follows: Setting Description Can be reused or defined at Event level? Organisation Profile Your basic company details, such as address. N200 will have entered these details but you can edit them. No Contracts Details of the contract your organisation has No Translations The ability to define translations of commonly used terms to different languages. Yes General settings Question designer Manage the images used in Events. Set up social media account details. The payment module stores the account information required for payments. Questions that can be used during the registration process and the translation of System Questions. Yes Yes 2017 N200, a GES Global Company 11

12 Page designer Define the grouping of Questions and the Title and Introduction that should appear on the Page. Yes Registration Types Set up the Registrant Type names Yes Form look & feel Define the order and flow of the Pages Yes Table 2-1 Organisation level settings Organisation profile What is an Organisation? The Organisation typically represents your company. N200 add your Organisation details and you can edit them. Figure 2-2 Organisation profile To edit Organisation details: Click Organisation Click Organisation Profile Make any changes required Click Save changes Contracts What is a contract? A contract comprises various modules. Each module gives access to different functionality with N200 Visit. Some modules are mandatory to be able to use N200 Visit effectively. As you progress through this guide, there will be references to optional modules if they are needed for the process being described. If a module is not active for your Organisation and you would like to use that functionality, please contact your Client Manager. See Table 2-2 for full module details. The contracts screen is divided into two areas: On the right-hand side you can see any current contracts. The number of registrations, and address lookups if applicable, that have taken place under that contract are also displayed. Deactivated contracts can be displayed by selecting the Show deactivated contracts check box. On the left-hand side, you can see the various modules that apply to the selected contract. If a module is active for the contract, a green tick appears to the right of it N200, a GES Global Company 12

13 When your contract starts to approach its expiry date a warning message will appear when you log in to Visit. You should contact your N200 Client Manager if you see these. The modules are: Name Description Mandatory Advanced Intelligence Core Real-time measurement of the success of your event, including numbers on Attendees, Visits and Leads scanned by your Partners Core functionality N Y Coupon Ability to issue coupons N Data Quality Provides postcode checker functionality. N ecommerce Ability to set ecommerce options, such as Shop configuration and discount offers N Marketing Use marketing to attract registrants and keep both them and exhibitors informed Y Export Enables export of data from the system N Form Designer Ability to create your own registration, opinion and experience forms Y Gleanin Add Gleanin social media widgets to your registration forms (see N Group Registration Register multiple registrants all at once N Matching Enable partners to attract registrants based on their answers N Onsite Allows setup of EventBoxes and badge design N Registration New style registration form. Allows Social Media login. N Registration Partner Register via the exhibitor's website. Using invitations with unique codes. Helps provide insight into the results of your marketing efforts. N 2017 N200, a GES Global Company 13

14 Registration Verification Ability to verify a registration prior to the voucher being send to the registrant N Service Centre Allows monitoring of registrations, managing registrants etc. Y Shop Allow items which have to be paid for N Staff Registration and management of stand staff N Visit Connect Intelligent lead management N Visit Integration Visit integration N Web Service Allows access to API and to receive notifications N Table 2-2 Contract modules To view the contract modules for your Organisation Click Organisation Click Contracts Modules with a tick are part of your contract Modules with a tick apply to your organization s contract Figure 2-3 Contract module view 2017 N200, a GES Global Company 14

15 2.1.3 Translations What is a Translation? A Translation is the ability to show text in different ways. This typically means different languages but can also mean different styles. An example of a different style would be that there are two English translations, one with the usual Next button text, the other with Go for it! on the same button, for a more casual feel. There are two aspects to translations: The standard terms that appear as a part of the registration process e.g. Next button, Back button etc. The ability to add Questions, s etc. in multiple Translations. Here at Organisation level, you define the Translations for standard terms that your registrants will typically see during a registration process. By adding or selecting a Translation to your Organisation, a tab will be available in all of the Question, etc. screens to enable you to add the translated details. The translations that are provided as standard are: English Dutch German French You can add as many other languages as you require. If you choose to add Translations, ensure that all of the translation text boxes are filled in. This will prevent your registrants being faced with a blank page or button unexpectedly. The registrants will see the name you give to the Translation in a drop-down list on each page of the registration form. To edit a Translation at Organisation level Click Organisation Click Translations Select the Translation you want to edit Make the changes required Click Apply 2017 N200, a GES Global Company 15

16 Click Add to add more Translations Enter the text you want to appear for the item Figure 2-4 Edit a Translation Any changes made to a Translation at Organisation level will be visible in all events that use that Translation. If you want to create a Translation that is similar to one that already exists, it makes sense to clone the original Translation and just change the text items that you want. The original translation is untouched and you can create the new Translation with minimal effort. To clone a Translation at Organisation level Click Organisation Click Translations Select the Translation you want to clone Enter a name for the Translation Click Clone Edit the translation in the text boxes as required Click Apply You can add a Translation if that is needed. Any Translations added here at Organisation level are available for use in each of the Events you set up. To add a Translation at Organisation level Click Organisation Click Translations Click Add Enter a name for the Translation and a description, if required In the Language field, select a language Click Save You will see the list of standard terms next to blank text boxes. In the text boxes you can enter the required translation. Click Apply 2017 N200, a GES Global Company 16

17 Enter a name for the Translation Enter a description, if desired Click Save Enter the values you want for the Translation Adding a Translation here will also make a tab available for that Translation in Questions etc. Figure 2-5 Add a new Translation You can also add Translations at Event level. See section 3.2 Event Translations. You can also choose to delete Translations. Be careful though if a Translation is in use in an Event you can delete it, even if it is set as the default Translation for that Event. You may end up with blanks in the registration process where a Translation is missing. To delete a Translation at Organisation level Click Organisation Click Translations Select the Translation you want to delete Click Delete Click Yes If the Translation is in use in an Event, another message will appear asking you to confirm the deletion. Click Yes. 2.2 General Settings Click to access general settings N200, a GES Global Company 17

18 2.2.1 Social Media Registration What is Social Media? There are two aspects to Social Media, Registration and Sharing. Registration It is possible to allow registrants to register using their social media accounts. By allowing them to register using their Social Media account, it removes the need for them to remember yet another account login. In some cases, some of their data e.g. address will also be filled in for them. The ability to allow registration by Social Media can be defined at Organisation, Event and Form level. Sharing After registration, registrants can choose to share their registration with the network. The ability to share is independent of the registration process, i..e they can choose not to register not using a Social Media account but still share it at the end. The sharing messages can be defined at Organisation, Event and Form level. Use the dynamic field #link_registration_shared_by# to give the link to the registration form used. Four social media platforms are supported: Facebook LinkedIn Google+ Twitter In addition, it is possible to Share via . Registration To set up the ability to register via Social Media, you must request an API key and password from each social media platform you want to use and enter them in N200 Visit. You need a valid user account for each platform to request these. See Appendix A Social Media API Keys for details on how to do this. Once you have the API Keys and passwords for each Social Media platform you want to offer you must enter the information in Visit. Organisation Setup To enter the API information in Visit Click Organisation Click General Settings Click the Social Media tab Select the required Social Media platform from the drop-down box Select the checkbox to enable it Enter the API key information Enter the Password Repeat for each Social Media platform required Set a default text for sharing in Share Message. You can allow this default to be overwritten at both Event and Form level. The sharing texts are for all Social Media platforms. Registrants can also add their own message. If you allow sharing via add text to content 2017 N200, a GES Global Company 18

19 Social Media login Social Media share Enter the API key and password for each platform you want to use Add #custom_e mail_block# to allow registrants to add their own message to the Figure 2-6 Social Media setup An API key and password is only needed if you want to offer the possibility to register using Social Media. If you only want to allow registrants to share at the end of the registration process you just need to enter a share message and turn on the ability to share in each Form. Note that the option has no API key/password requirement as it is only available for sharing and not for registering. In the Service Centre you will be able to see if a registrants registered via Social Media and if anyone else registered based on their share. In Basic Intelligence you can also see an overview of the Social Media registration usage. The Event Name is always used in the heading of any Social Media share message. Bear this in mind when deciding what your message should read as the length of your event name can cause issues if it makes your message exceed the 160 character limitation. Note that this limit is not related to any other limitations that Social Media platforms apply e.g. the registrant can still type 140 characters when sharing via Twitter. The character limit only applies to Social Media share; there is no character limit for the share Payment Setup Shop/ ecommerce If you plan to offer items that visitors or partners have to pay for, you need to have an account with a Payment Service Provider (PSP), either Docdata or Worldpay. You can have just one PSP profile, which you use for all events, or you can choose to have different profiles and use different ones for different events. Once you have an account with a PSP they will provide you with the User Name and Password information required N200, a GES Global Company 19

20 Add a new PSP Profile The Name given here is displayed in the Shop settings page where you can select the profile to be used Select appropriate payment type User Name and Password are provided by the Payment Service Provider Figure 2-7 Add Payment Service Provider profile To add payment details Click Organisation Click General Settings Click PSP profile setup Click Add PSP Select a value from the Payment type drop-down list Enter a Name Enter a Description, if desired Enter the User Name value (you receive this from the Payment Service Provider) Enter the Password value (you receive this from the Payment Service Provider) Click Save Don t forget that you will also need to add the N200 Visit settings to the back office of your payment type provider, Docdata or WorldPay See Appendix F Payment Service Provider setup for more details Image Picker You can upload Images at both Organisation level and Event level. Images uploaded at Organisation level can be used at Event level (in Templates, Voucher etc). Images loaded at Event level can only be used in that Event. To upload an image at Organisation Level Click Organisation Click General Settings Click Images Click Upload a new image Select the image you wish to upload Click Open 2017 N200, a GES Global Company 20

21 To add an image at Event level Go to the item you want to add the image to e.g. mail, voucher etc. Select the method to add an image Click Upload a new image Select the image Click Select to insert the image See section 7.1 Advanced Coding and 7.2 Dynamic Fields for information on Organisation Scripts and Custom Fields Question Designer What is a Question? A Question is something you ask a registrant during the registration process. You can decide if it should be mandatory or optional for a Question to be answered. A number of Questions comprise a typical registration process. You can use the answers to a Question to influence the registration path that they will follow, see section Add Branching for more details on this. Both Questions and the answers that registrants provide are stored in the database. In Question Designer you will see a number of System Questions. These Questions represent the most commonly asked-for information during a typical registration process, such as name and address. You can view the question detail by clicking on them. You can edit the question text that the registrant will see. You cannot edit the answers or how the answers are displayed. Many of the answers to the System Questions are used in other areas of N200 Visit such as registrant export. The use of System questions is not mandatory but it is recommended and it will save you time if you use them. See Appendix C Definitions for System question details. Decide which of the System questions you want to use. Edit each of those Questions to put in the question text as you want it to appear. Remember to do this for each Translation that you may want to use. See Figure 2-8. To edit a Question at Organisation level Click Organisation Click Question Designer Select a question to edit. Note that System Questions question text can always be edited but that the answer section can be edited for multiple-choice questions only. Edit the question as required Repeat for each Translation required Click Apply 2017 N200, a GES Global Company 21

22 Questions can be searched for using any of these criteria Any Translations appear in the own individual tabs Advanced layout feature can be added here. Select the HTML check box, click Edit and a simple HTML editor will open. Search for answers You can edit the question part of System Questions can be edited. You can also edit multiple choice answers Figure 2-8 Editing a Question Don t forget where possible, use dynamic fields in your Questions to keep rework to a minimum when you clone an Event. See section 7.2 Dynamic Fields. You can filter which Questions are displayed in the list by entering a value in the search field and/or selecting a value from the Filter Level, which works as follows; If <Any>, Organization level or System Level are selected, all Questions which have been created at the selected level are returned if an Event is selected, Questions which have been created at or are in use at that level are returned You can choose to add Questions at Organisation level. Any Questions you add here will be available for use in any Events that you set up. It is recommended to set up as many questions as possible at Organisation level to avoid repeating work at Event level. To add a Question at Organisation level Click Organisation Click Question Designer Click Add Select a Translation tab Enter the question Repeat for each Translation required Enter a name for the question. This name should make it easy for you to identify it when scrolling the list of questions. The registrants do not see this name. Select the desired Question text position 2017 N200, a GES Global Company 22

23 Enter the Question text in each Translation that you want to use Select to add HTML code Enter a title for the Question that will be recognisable to you when scrolling through the list on the left Choose the text position. Click the blue question mark to see examples. Click Add to enter new answers Enter a name for the answer if you want it to appear differently in the answer list Figure 2-9 Adding a question Select the type of answer. There are four types: Answer type Possible choices Description Open Small text Large text Suitable for free text answers. Both choices allow 250 characters to be entered. Small text display a small text box to enter the answer, Large text allows the number of display rows to be defined. Dropdown Entered by you The possible values are displayed in a drop-down list. The registrant can select one answer. Radio Entered by you All possible values are displayed. The registrant can select one answer. Checkbox Entered by you All possible values are displayed. The registrant can select multiple answers. See Figure 2-10 below to see the display of each Answer Type 2017 N200, a GES Global Company 23

24 Checkbox Open Radio The correct Event name will always be displayed in this Question as the dynamic field, #event_name#, is used Dropdown Figure 2-10 Answer types display If you have chosen an Answer Type apart from Open, you need to define the answers that can be selected. To define the answers that can be selected Click Add in the Answer list section of the screen Select a Translation tab Enter the possible answers, clicking Add after each answer is typed in the box. NOTE: do not press the Enter key after typing an answer this can result in strange characters being displayed in the answer list during the registration process. Either click Add to add another answer or click somewhere else on the screen. If required, enter a different name for the answer. This is the name that will appear in the answer list on this screen, not what a registrant will see in the list of possible answers. Repeat for each Translation required. If you select Answer Type Radio or Checkbox you can further refine your answer display: Answers for all Translations appear in the same list on this screen, but the registrant will only see the ones relevant to their chosen Translation. To further refine your answer display Select the Number of Columns you want the answers displayed in Select Show text input if there should be an Other option along with a free text box for the registrant N200, a GES Global Company 24

25 Determines how many columns are used to display potential answers useful when there are many choices Select to add HTML code Select this to add an Other answer option that also gives the registrant the opportunity to enter free text Figure 2-11 Selecting columns and 'Other' input Click Apply The question will now appear in the list on the left-hand side of the page (under the name you gave it in the Name in list field). When finished adding questions, click Back to dashboard You can also choose to delete questions. You cannot delete System Organisation level Questions (Event level Questions can also be deleted). To delete a Question at Organisation level Click Organisation Click Question designer Select the Question you want to delete Click Yes Questions but you can delete If the Question is in use a message will appear saying that it cannot be deleted. The Question has to be removed from all Pages before it can be deleted. See section Page Designer. If a Question has already been answered by registrants you can still delete it if you remove it from every Page it is on. Data Use questions There are three Data Use questions, numbers 1, 2 and 3. The intention of these questions is to allow registrants to indicate which mailings they would like to receive e.g. from yourselves, from a Third Party etc. You can however use these Questions however you like. Note: The default value for Data Use 1 is No, even if you don t include the question in your registration process Mailing When you do mailings (see section Send ) there is an option to include registrants who have specifically opted-out of receiving mailings. This is the registrants answer to the Mailing Question. The default answer, even if the Question is not included in your registration process, is No. It is recommended to only override this value and ignore your registrants choice if absolutely necessary N200, a GES Global Company 25

26 Full Address Full Address is a System level Question. It is included in the Personal Details System level Page. The Full Address field automatically formats itself to the standard address format of the country selected by the registrant. Currently, Belgium, the Netherlands, the United Kingdom and the Republic of Ireland have specific address formats defined. All other countries have a generic format. When the Data Quality contract module is active, the registrants are asked to enter their Country, Postcode and House Number. N200 Visit then searches to find their address, which is displayed to them. The postcode checker functionality appears automatically after the Page you have added which contains the Full Address field. If the Data Quality contract module is active, the Full Address field is automatically hidden from the registrants view until after they have entered their Country, Postcode and House Number. Without Data Quality contract module The fields displayed depend on the country selected (New Form style only) Figure 2-12 Full Address field display without Data Quality contract module With Data Quality contract module Page displays Country field Postcode checker displays afterwards automatically Found address is displayed and the registrant can edit if necessary Figure 2-13 Full Address field display with Data Quality contract module 2017 N200, a GES Global Company 26

27 HTML Advanced layout features can be added to both answers and questions. Select the HTML checkbox and click Edit. A simple HTML editor will open. See section 7.1 Advanced Coding for more details. If you want to use multiple languages, you should set this up in Translations before you start designing the questions this will save the re-work of having to edit each Question to add in any additional Translations. Also, remember to enter the question AND answer in each Translation. If this is not done, blank gaps will appear during the registration process Page Designer What is a page? Page is the term used to describe the grouping together of (usually related) Questions. Grouping the questions together means that registrants will not be faced with a seemingly never-ending list of questions to scroll through, all on one page. Registrants will typically see a number of Pages one after the other (in what is called a Form) during the registration process. As with Questions, Pages can be set up at Organisation level and then used at Event level. Alternatively, you can set them up at Event level. See Appendix System Pages Definitions for a description of System Pages. Using the pre-defined System Pages will save you time as most common questions are covered in these pages. In addition, some of the advanced features of N200 Visit are embedded in the system pages and cannot be reproduced on Pages that you create yourself. If a System page contains more Questions than you want, you may still be able to use it as you can choose to hide certain Questions when you add a Page to a Form. See section Add Other Pages. To edit a Page at Organisation level Click Organisation Click Page Designer Select a page to edit. Note that on System Pages, only the Title and Text can be edited. Questions cannot be added or removed from these types of pages. Click Apply 2017 N200, a GES Global Company 27

28 Enter title and text for each Translation you want to use Advanced layout features can be added here. Select HTML check box, click Edit and a simple HTML editor will open Use dynamic fields wherever possible You cannot change which Questions appear on System Pages Figure 2-14 Edit page setup Don t forget where possible, use dynamic fields in your Pages to keep rework to a minimum. See section 7.2 Dynamic Fields. You can also choose to add Pages. You can use Pages added here at Organisation level in any Event. To add a Page at Organisation level: Click Organisation Click Page Designer Click Add Select a Translation tab Enter the title and text Repeat for each Translation required remember, if not all the Translation information is completed the registrant may see blank pages during the registration process. Enter a name for the page. This name should make it easy for you to identify it when scrolling the list of pages. The registrants do not see this name. Select pre-existing questions from the list that should appear on the page. Multi-selection is possible by pressing the Ctrl key. Click Add to page. To create a new question, click Create New. You can then create a question (see section Question Designer). Any questions created on a Page will appear in lists and can be reused just the same as questions created via Question Designer. Click Apply. Grouping questions on a Page doesn t mean that your registrants will always have to answer them. When you add a Page to a Form you can choose at that point to hide a question. See section Add Other Pages N200, a GES Global Company 28

29 Enter title and text for each Translation you want to use. Tabs appear for each Translation. Enter Title and Text as you want it to appear to the registrants Enter the name that will appear in the page list on the left. Registrants do not see this. Create Questions onthe-fly. These will be available via the Question Designer. Add a pre-existing Question to the Page by selecting it and clicking Add to page Use the green arrows to change the order of the Questions Figure 2-15 Adding a new page The following screen is displayed based on the set up shown in Figure 2-15: The design (fonts, colours etc.) is defined in Look & Feel (see Event Look & Feel) Figure 2-16 Sample page You can also choose to delete Pages. You can t delete System level Pages but you can delete Organisation level Pages (Event level Pages can also be deleted). Make sure you think carefully before choosing to delete a Page that has been used. To delete a Page at Organisation level Click Organisation Click Page designer Select the Page you want to delete Click Yes If the Page is in use in a Form (see section 3.5 Forms), a message will appear saying that it cannot be deleted. You have to remove the Page from all Forms before you can delete it N200, a GES Global Company 29

30 Welcome Page The Welcome System to the Welcome page: page will always be your start page. There are a number of possible sections Introduction Login (registration key) New registration Social Media (if Registration contract module is on) Username and password login Registration closed. After the End Date of an Event this page will appear instead of the ones above. You choose which sections you want to use by entering some text, in either the Title or the Introduction Text fields. This prompts the system to display that section during the registration process. If you want to remove a section from the registration process, edit the section and delete any text in the Title and Introduction Text fields. The system will then not display the section during the registration process. The exception to this is the Registration closed section that will appear if the Valid until date of the Form (set in General Settings) has passed. If no date is entered in the Valid until field, the End Date of the Event is used to determine when the Registration Closed page appears. No other sections will appear. If you do not enter any text in the Registration closed fields, a default text is applied. It is recommended to edit the Welcome Page as much as possible at Organisation level so that any Events you create see your configured version rather than the default version delivered with N200 Visit. Social Media and User Name & password sections are only available on new style forms. Figure 2-17 Sections of the Welcome Page As with the other System for each of the sections. Pages, the fields cannot be edited but you can edit both the title and text 2017 N200, a GES Global Company 30

31 Introduction section Login (registration key) section New registration section User name and password section This appears once the Form is no longer valid, either due to the end date of the Event or the valid until date on the Form being passed, Social Media section. Buttons will appear for each Social Media platform that is set up. See sections and Social Media Figure 2-18 Sample Welcome page sections The Welcome page is a System level page. However, any changes you make to the Welcome page will only apply to Forms that you create from that point onwards. Forms that you have already created are not impacted. Complete Page Registration The Complete System page will always be the last page displayed to registrants at the end of the registration process. Just like the Welcome page, there can be multiple sections to this page: Complete page: confirms the successful registration. If there are shop Items, this page appears after the Payment Page. There are three additional pages that only apply when you set up Shop Items. These steps appear before the Complete Page. Confirm order: this gives the registrant the opportunity to review items they are about to order. If they click to continue they are directed to the Payment Service Provider page, set up in section Payment Setup N200, a GES Global Company 31

32 Payment page: this page appears if an error message is received from the payment service provider. Payment denied: this page appears if the money transfer in the previous step is not authorised. Note that there is default text on this page to prevent registrants ending up on a blank page due to an unsuccessful payment: Your payment request has not been authorised by the payment service provider. Please click Next to return to your order and try again. To change the Unsuccessful payment message Select a Form Select Complete page Select Payment Denied from the steps drop down list Enter your text Click Next When the registrant reaches the Complete Page or Payment Page the mail specified in the Form is sent. See section Translations. Group Page If you do not enter any text in a page, or sections of a page, the registrant will be confronted with a blank page if their registration process takes them there. E.g. if no text is entered in Payment Page and an error message is received, they will land on a blank page and it will not be clear to them if their order has been successfully placed or not. The Group Page is an Organisation level Page. It can be used to enable one user to register up to 6 registrants. Simply add the Page into your Form where you want it to appear. See section Add Other Pages for more details. The Group Page functionality is available on Classic Style Forms only. HTML Advanced layout features can be used in Pages. Select the HTML checkbox and click Edit. A simple HTML editor will open. See section 7.1 Advanced Coding for more details Registration Types Group Registration What is a Registration Type? Registration Types allow you to easily identify and group registrants of your Events. Registration Types are used at Event level during registration. There are two sets of Registration Types, one for Visitors and one for Partners. You can arrange your pages and forms in such a way that depending on the form used, or conditions in a form, the appropriate Registration Type will be assigned. The Registration Type can be used later for categorisation in Reports. You can also use this to assign different versions of the badges. See section 3.7. The following standard values, which can all be deleted, are delivered for Registrants Registration Types: 2017 N200, a GES Global Company 32

33 Figure 2-19 Standard Registration Types Partner Registration Types are only available with the Registration Partner contract module. One value is delivered by default for Partners, Exhibitor. For Partner Types you must select a default value. You cannot delete the default type. See section 3.9 Partner Portal Setup for more details. To edit a Registration Type at Organisation level Click Organisation Click Registration Types Select Registrant types or Partner types Select the value to be edited and make the required changes Click Save You can choose to add your own Registration Types. To add a Registration Type at Organisation level: Click Organisation Click Registration Types Select Registrant types or Partner types Click Add Select a colour Enter a name and description, if required. Click Save You can also delete Registration Types. To delete a Registration Type at Organisation level: Click Organisation Click Registration Types Select Registrant types or Partner types Select either Registrants Select the value you want to delete Click Delete Click Yes no warning message is given if you delete types that are in use N200, a GES Global Company 33

34 If you delete a Registration Type that is already assigned to some Registrants, those registrants will have a blank value Form Look & Feel What is Look & Feel? In Look & Feel, you can customise the display that the registrants see during the registration process to reflect your organisation s identity and style. The style that you set can be used throughout your Organisation and Events. You can however, also specify a different look and feel for a specific event if you want. That is done at Event level, see section Edit General Settings. The Form style consists of a number of customisable elements: Element Name Look and feel properties Screen layout Header Footer Screen text Question and Answer Display Buttons Progress bar Description Name and description Page alignment, background colour. Form background colour. Add image or html code to page header. Image types.bmp,.jpg and.png are supported. Image should be 800 pixels wide for an optimal display. Add image or html code to page footer. Image types.bmp,.jpg and.png are supported. Image should be 800 pixels wide for an optimal display. Font/size/style/colour/alignment for Title and Introduction. Hyperlink style. Font/size/colour and border of input boxes. Font style and colour of labels and warning messages. Alignment of labels. Font/size/style/colour of text on buttons. Colour of buttons. Turn on/off. Set completed/not completed colours. Font/size/style/colour of progress bar. Table 2-3 Form style elements A Default Look & Feel is present when you first start using N200 Visit. It has the N200 logo. You should edit this to add your own company style or create a new Look & Feel and assign that as the Default. A default Look & Feel can only be assigned at Organization level. You cannot delete the Look & Feel that is set as the Default. If you delete a Look & Feel that is assigned to a Form (see section Edit General Settings) the Default will be used instead. To edit the Look & Feel at Organisation level: Click Organisation Click Forms Look & Feel Select the design to be edited Click the green arrow Make the required changes, clicking on the grey header bars to access the different sections. Click Save 2017 N200, a GES Global Company 34

35 Any changes you define on the left will display on the right Do not worry about the content at this stage, focus on the design Figure 2-20 Edit Look & Feel To clone the Look & Feel at Organisation level: Click Organisation Click Forms Look & Feel Select the look & feel you want to clone Click Clone A new Look & Feels appears in the list with the name of clone of followed by the name of the Look & Feel that you cloned. The name can be changed - see details for editing a Look & Feel above. Edit the cloned look & feel as required Click Save To add a Look & Feel at Organisation level: Click Organisation Click Forms Look & Feel Click Add new Complete the element information as required Click Save The form that you preview on the right-hand side whilst doing the look and feel is not your actual form. The content is still to be defined. You should only be looking at the style, fonts, colours etc. at this point. To delete a Look & Feel at Organisation level: Click Organisation Click Forms Look & Feel Select the Look & Feel you want to delete Click Delete Click Yes 2017 N200, a GES Global Company 35

36 Click Save 2.3 Summary Most of the information that you have entered here at Organisation level are one-offs that you should not have to redo very often. Once you have completed these items you have already, hopefully, laid the foundations for many events. Much of the information you have defined can be reused for each event that you create. Let s move on to what you really want to do create an Event N200, a GES Global Company 36

37 3. Event You ve arrived at the crucial point setting up your Event. The first of many. But remember, again, many of the items you define here can be cloned and used in future events. When you log in to N200 Visit you will be taken to the Event screen. If there are any current Events for your Organisation they will be visible here. You can select an Event and view/edit the details. From the same screen you can add new Events. Search for an Event by name Create new Event Edit Event Display Events taking place now, in the future or closed in the last two weeks Display all Events regardless of date Clone an Event Delete Event Download an Excel report showing the Registration Type totals per Event Figure 3-1 Main Event screen 3.1 Setting up an Event What is an Event? An Event in N200 Visit represents an actual event such as a trade show, conference, corporate event etc. It is important that the details that you enter reflect accurately the details of the event. The dates entered influence Visit Intelligence data. When you create an Event, a number of details will be unique such as the title or date. However, a number of items can be reused such as translations or questions, having been set up either at Organisation level or in a previous Event (if this is not your very first Event). The workflow for setting up an Event usually looks like this; Create Event Decide Translations * Define s Design Look & Feel Design Vouchers Design Questions* Design Pages* Create Forms Publish online Design Badges Onsite setup * - if this has not already been done at Organisation level Event: define the details of the event Translations: choose which translations you want to use for the event 2017 N200, a GES Global Company 37

38 Templates: design s that registrants will receive Look & feel: design the look and feel of the forms to reflect the Event Vouchers: design the entry vouchers that you will scan at the entry point Questions: decide the questions that need to be asked during the registration process Pages: group the questions how they will display on the screen Forms: define the order that the pages will appear Badges: design the badges Publish online: allow your form to be seen and used by registrants Online setup: setup the registration system at the Event location After the Event is set up and you start receiving Registrants, you can monitor the progress using the Service Centre (see section 4.1 Service Centre Functions). This guide will take you through each of these steps. To create a new Event: Click Events Click Add event The following screen will be displayed: Select Event Setup first The other options will remain disabled until the Event setup information has been completed Change the display dates of the chart here The chart will be blank until people start registering for the Event Figure 3-2 New Event screen Select Event Select Event setup 2017 N200, a GES Global Company 38

39 Click Change Image to upload a logo Valid address for queries How the address will be displayed Figure 3-3 Event setup Use the proper dates for an event as the dates are used for functionality in other parts of the system e.g. in Intelligence. Enter Event name Enter Start date Enter End date (after which date the Registration Closed page is displayed. See section Page Designer). Enter Contact . This must be a valid address that is used for registrants to contact you. This address is also shown as the sender in any mails to registrants. Note: this address can be overwritten in Forms, see section Translations. The fields mentioned above are mandatory. You can choose to fill in any of the other fields. If required, click Change image to add an Event logo Click Save To edit an existing Event: Click Events Select the Event you want to edit Click green arrow Make changes required and save them To delete an Event: It is not possible to reverse or undo the deleting of an event. You will lose all data and settings specific to that particular event if you delete it. Click Events Select Event you want to delete. Multi-selection is possible by pressing the Ctrl key. Click Delete selected events Click Yes Click Events (to refresh the list) 2017 N200, a GES Global Company 39

40 3.1.1 Cloning a previous Event If an Event already exists that closely matches the Event you want to create you can choose to Clone that Event. Almost everything will be cloned from the event, including Translations, templates, and Badges. The only items that are not cloned are: Visitor and Partner registrations EventBox settings (see section Onsite Setup) Cloning an Event can save you a lot of time once you have one Event set up. To clone an Event: Click Events Select Event you want to clone Click Clone Enter New name Enter New start date Enter New end date Click Clone The newly cloned Event will now appear in the Event list. You can edit a cloned Event the same as any other Event. 3.2 Event Translations Events > [Event Name] > Event > Translations Once you have created an Event it is important that you first choose the Translations that you want to use. If a Translation is added at a later date it will mean having to edit all Questions (and their answers), Pages, Templates etc. to add in that Translation. You can choose to add Translations that are specific to a particular Event. The Translations functionality at Event level works the same as at Organisation level, except that you need to select the Event first. See section Translations for full details on editing, adding, cloning and deleting Translations - remember that where it refers to Organisation you will need to select an Event. Organization level Translations cannot be edited or deleted here. You can select them to be used for an Event or clone them. Translations at Event level are represented by a calendar icon. They can be edited and deleted here. Only Event level Translations can be deleted here Use Clone to copy an Organization level Translation and then edit it for this Event Each Event must have a default Translation which will be used if any Translation details have not been fully completed N200, a GES Global Company 40

41 Figure 3-4 Event Translations You can also choose to delete Translations at Event level. When you are at Event level the only Translations you can delete are those set up for that Event Organisation. Translations that have been set up at level can only be deleted at that level. See section Translations. Translations added at Event level can only be used for that Event. If an Event is cloned however, any Translations are also cloned and can be edited in the cloned Event Templates What is an Template? An Template is where you can decide the content and format of the s that your registrants receive. s can be sent automatically as a particular part of the registration flow is reached or you can choose to manually select registrants and send a mail to them. For both types of s, a template must be created before they can be sent. templates are only created at Event level. If you clone an Event, the templates will also be cloned. There are two different types of s sent from N200 Visit: Transactional s Mailings Don t forget where possible, use dynamic fields in your Templates to keep rework in future Events to a minimum. See section 7.2 Dynamic Fields Transactional s Transactional s are sent by N200 Visit when certain conditions are met within the registration process. You define which mails are sent via a Form (see section Translations) Mailings Mailings are the s that you can choose to send to manually selected registrants. This can be one of the Transactional s mentioned above (useful, for example, if a registrant can t find their confirmation mail) or another separate mail. You send these mails via Service Centre (see section Send ) 2017 N200, a GES Global Company 41

42 Enter a Name and Description. These display in the template list but are not visible to registrants. Category is used to filter the mail lists in the Service Centre The Subject should be clear and not look like spam Send a test to yourself Figure 3-5 Add template Use Dynamic Fields as much as possible to keep rework to a minimum To add an template Click Events Select Event Click Design Click templates Click Add new template Enter Template name (mandatory) Enter Template description Select Template Category (mandatory, possible values are Partner or Visitor) Enter Subject (mandatory) Enter Content Repeat Subject and Content information for each translation required Click Save changes The template is quite similar to text editing tools such as MS Word. If you hover above an icon on the toolbar, a description will appear. Create hyperlink Remove hyperlink Insert table HTML view Insert dynamic field Figure 3-6 Toolbar Insert image 2017 N200, a GES Global Company 42

43 To ensure consistent display on whichever platform registrants read their mail, Insert a Table and enter your text in that. The following properties should be set; Rows=1, Columns=1, Width=650, Height=blank, Headers=None, Border size=0. If the OK button is not visible click on the Advanced tab and then click OK. See section Translations for details on how to select particular templates for a registration process. See section Send for details on how to send s to selected registrant(s). Instead of typing, you can copy and paste wording into an . However, you should ensure that you copy plain text only. To do this you should first paste the desired text into a plain text editor, such as Notepad or Mac TextEdit (or any other application which saves a file as *.txt). Copy again from this plain text editor and paste into the template. This removes hidden formatting which can cause display problems during the registration process Test You can see how an looks by clicking the Send test button. The goes to the address linked to your user account. To send a test (from within the template you want to test) Click Send test Select a Contact Click Send test The list of mails you see will be filtered by Template s Template Category to show with Visitor or Partner s as appropriate HTML Advanced layout features can be added to Templates. Click the Source button. Any text that has already been entered will be shown in HTML code. If the Template is still empty you can simply start entering HTML code. See section 7.1 Advanced Coding for more details. Inserting fields gives powerful flexibility to your s and enables you to easily personalise communications. See section 7.2 Dynamic Fields Event Look & Feel Events > [Event Name] > Design > Form Look & Feel Although you have probably already created a Look & Feel at the Organisation level, you may want to make some adjustments for a particular Event. The easiest way to do this is to clone an existing Look & Feel and make changes to it. You can use different Look & Feel designs for each Event or even for each Form for each Event. The Look & Feel functionality at Event level works the same as at Organisation level, except that you need to select the Event. See section Form Look & Feel for full details on editing, adding, cloning and deleting Look & Feel designs - remember that where it refers to Organisation you will need to select an Event. When using Look & Feel you should concentrate on the style that is being displayed to you, not the content. The content is defined later, as is which Look & Feel should be used in which Form (see section Edit General Settings) N200, a GES Global Company 43

44 Organization level Look & Feel cannot be edited or deleted here. They can however be cloned. Look & Feel designs added at Event level, the calendar icon, can be edited and deleted here. You see only the ones for the selected Event. Use Clone to copy an Organization level Look & Feel and then edit it for an Event Only Event level Look & Feel designs can be deleted here Figure 3-7 Event Look & Feel You can also choose to delete Look & Feel designs at Event level. When you are at Event level the only Look & Feel designs you can delete are those set up for that Event. Look & Feel designs that have been set up at Organisation level can only be deleted when you are at Organisation level, not in a selected Event. See section Form Look & Feel for details on deleting. If you delete a Look & Feel that is in use in a Form, the registration can still take place but it will use the default Look & Feel defined at Organisation level. 3.4 Vouchers What is a Voucher? A voucher is the registrant s e-ticket. Once they have completed the registration process they should print this out and take it to the event. At the event, the barcode on the voucher is scanned and their attendance is recorded. Typically, the link to the Voucher is given in the confirmation sent to the registrants and/or is included on the last page of the registration process, called Complete. If you want to add it to the Complete Page, you define it via the General Settings, see section Edit General Settings. You can only create Vouchers at Event level. If you clone an Event, the vouchers are also cloned. Don t forget where possible, use dynamic fields in your Vouchers to keep rework to a minimum. See section 7.2 Dynamic Fields. To add a voucher Click Events Select Event Click Design Click Vouchers Click Add new voucher Enter a Name Enter the text required 2017 N200, a GES Global Company 44

45 Insert an image (if required) Repeat for each Translation Click Save The toolbar that you see in Vouchers is the same as that in Templates. See section 3.3 Templates for more information Voucher Header The Voucher Header contains the following: Event Logo Barcode In addition, the Voucher Header contains the registrant s: Name Company Country If the registrant registers using an Action Code that has a logo attached, the logo also appears in the heading of the voucher. You can choose to remove the Header but it is not recommended. The header is the only part of the Voucher that displays on a mobile phone. If you choose to remove the header from the Voucher, you must add the barcode field to the badge manually. See section 7.2 Dynamic Fields for instruction on how to do this. You will not be able to scan the vouchers without this field! 2017 N200, a GES Global Company 45

46 Enter a name Choose to remove the header not recommended. If you remove the header you must manually add the barcode field to be able to scan the voucher Enter a dynamic field or text that will appear in the header. Click Insert to add fields Click to add HTML code Click Browse to add an image to the voucher header. The best image size is 800 pixels wide with a height between pixels. Don t worry about the image display here; N200 Visit will display it correctly on the actual voucher Figure 3-8 Creating a Voucher The design above results in the following voucher: 2017 N200, a GES Global Company 46

47 The height of the image determines how big the header is If the Header is not deselected the following information will appear; - Logo - Barcode - Registrants Name, Company, Use dynamic fields where possible rather than typing fixed text Consider the usefulness of the information on the voucher to the registrant. As they are printed out, a URL may not be very useful Figure 3-9 Sample Voucher Registrants prefer Vouchers that are no longer than one page and do not contain too many colours; this helps to reduce their printing costs HTML Advanced layout features can be added to Voucher. Click the Source button. Any text that has already been entered will be shown in HTML code. If the Voucher is still empty you can simply start entering HTML code. See section 7.1 Advanced Coding for more details. Inserting fields gives powerful flexibility to your Vouchers and enables you to easily personalise communications. See section 7.2 Dynamic Fields Event Question Designer Events > [Event Name] > Form > Question Designer There may be occasions where you want to add Questions at Event level as they do not apply to Organisation level. Examples of this are: On which date do you want to visit? Would you like a trial subscription? The Question Designer functionality at Event level works the same as at Organisation level, except that you need to select the Event prior to a adding a Question. See section Question Designer for full details on editing, adding and deleting Questions - remember that where it refers to Organisation you will need to select an Event N200, a GES Global Company 47

48 3.4.4 Event Page Designer Events > [Event Name] > Form > Page Designer You can choose to add Pages that are specific to a particular Event. The Page Designer functionality at Event level works the same as at Organisation level, except that you need to select the Event prior to adding a Page. See section Page Designer for full details on editing, adding and deleting Pages - remember that where it refers to Organisation you will need to select an Event Social Media Sharing Events -> [Event Name] -> Design -> Social Media sharing At event level you can set up Social Media sharing messages. You can select here to overrule any Social Media sharing messages that are defined at Organisation level. Note that you can also define Social Media sharing messages at Form level which you can choose to use to overrule message at Event and Organisation level. See Social Media for more information. Select this to use these sharing messages instead of the messages defined at organisation level Add #custom_ _block# to allow registrants to add their own message to the Figure 3-10 Social Media sharing at Event level Use the dynamic field #link_registration_shared_by# to give the link to the registration form used. 3.5 Forms Events > [Event Name] > Form > Page Designer What is a form? A form is one of the most vital parts of your Event in N200 Visit. This is what the registrant actually sees when they want to register for an Event. A Form brings together many of the elements that you have defined for your Event. In the form you decide, amongst other things, which Pages should be displayed, what Look & Feel should be applied and which N200, a GES Global Company 48

49 Templates should be sent. You can even set conditions in a Form to influence which Pages registrants see. Forms are only created at Event level. If you clone an Event, the Forms will also be cloned. No Forms are delivered as default so you will always have to create one in the very first instance. Setting up a Form comprises various parts. Don t forget however, that once you have defined a few standard forms they will be copied across when an Event is cloned. The workflow for setting up a Form usually looks like this: Edit Welcome Page Add other Pages Add Branching Edit Complete Page Edit General Settings Edit Settings Add Social Media Add Scripts Preview Links Edit Welcome Page: customise the default start Page Add Other Pages: add other Pages to the flow. These can be System, Organisation or Event level Pages Add Branching: Branching allows you to define different flows depending on conditions or answers to Questions Edit Complete Page: customise the default end Page Edit General Settings: define which Look & Feel and Voucher should be used. Set Default country. Specify if registrants need to have their request to attend approved. Turn on payment service. Add page footer. Edit Settings: Select the transactional s that will be sent. Add Social Media: Add the social media platforms that should be available for the Event. Add scripts: Add custom HTML or JavaScript. Typically used for site metrics scripts such as Google Analytics. Preview: Preview the registration process in test mode Links: View the actual links the registrants will see. The first step is to add a Form. To add a Form to an Event Click Events Select Event Click Form Click Forms Click Add Form Once you do this, you see this screen; Enter a name Go through the following steps to define the form 2017 N200, a GES Global Company 49

50 Enter a name Define which Look & Feel, Vouchers etc. are used with this form Links to the different Translations of the Form Preview the Form A Form flow always begins with the Welcome Page Add HTML or JavaScript if desired A Form flow always ends with a Complete Page Figure 3-11 Add a Form Edit Welcome Page What is the Welcome Page? The Welcome Page is a System level page. Every Form always begins with the Welcome Page. You can change the Title and Introduction Text at Organisation level (see section Page Designer for more details on the Welcome Page). However, you can also customise the Title and Introduction Text within a Form. The changes that you make to the Welcome Page in a Form do not impact the Welcome Page at Organisation level. If you make changes to any of the System Pages in the Form, but then decide you want to remove the changes, edit the Page and click Revert on the bottom left-hand corner. This will reinstate the Page as it is at Organization level. If you make changes to the Welcome Page at Organization level and want to apply them to an already created Form you should also click on revert. Edit Page Delete Page (not applicable to Welcome and Complete pages) Change Page order. These arrows will be green where this is allowed. Figure 3-12 Edit a Page on a Form Select Welcome Page Click edit page properties 2017 N200, a GES Global Company 50

51 Tabs for each Translation selected for the Event will appear There are four different sections of the Welcome Page see section Page Designer for more details Add custom HTML or JavaScript Title appears at the top of the screen Figure 3-13 Welcome Page Introduction Select a Translation tab Enter the Title Enter the Introduction Text Repeat for each Translation If desired select the Add Page Scripts tab. You can add HTML or JavaScript. See section 7.1 Advanced Coding for more details. You can also add HTML by selecting HTML and clicking Edit. See section 7.1 Advanced Coding for more details. Repeat the above steps for the other three sections of the form (Login, New registration, Registration closed) by selecting each section from the drop-down list. Click Finish Sample login text Figure 3-14 Welcome Page Login Sample New Registration text Figure 3-15 Welcome Page New Registration The samples shown above will result in the following display to the registrant: 2017 N200, a GES Global Company 51

52 Introduction section New Registration section Login section Figure 3-16 Welcome Page sample display If you decide that you do not want to use all the sections of the Welcome page, e.g. registrants should not be allowed to log in and change details, just leave the Title and Introduction text fields empty for that section. Ensure that HTML is also deselected Add Other Pages Click Add page that appears when you select the Welcome Page Figure 3-17 Add Pages To add other pages to a form: Following on from Edit Welcome Page Select the Page prior to where you want to add the new Page (in the first instance this is the Welcome Page) Click Add Page You can choose from All Pages at both System and Organisation levels plus any Pages that apply to the selected chosen Event Select the required Page Click Next Select a Translation tab 2017 N200, a GES Global Company 52

53 Enter the Title Enter the Introduction Text Repeat for each Translation If desired select the Add Page Scripts tab. You can add HTML and JavaScript here. You can also add HTML by selecting HTML and clicking Edit. See section 7.1 Advanced Coding for more details. Some System level pages have multiple sections, just like the Welcome Page. Ensure that you enter any desired text and Translation for each section. Click Next You will see all of the Questions that apply to the chosen Page. You can make the following changes to the Questions at this stage. Action Required Show Disable Hide Show/Hide question based on answer Add answers Change sort order of answers Description The registrant must answer the Question to be able to continue with the registration process Display the Question and allow the registrant to answer it Display the Question but it is unavailable for the registrant to answer e.g. Company Name Do not display the Question Choose to show/hide a (different) Question, on the same Form, based on the registrants answer to a Question (see Hiding Questions below) Display answers that have been previously hidden Click and drag an answer to place it in a different sort order in the question. This sort order is only valid on the page selected. Table 3-1 Question properties Select another Translation from the Languages drop-down list and check that the question text is available in each Translation. Click Finish Any changes made to Questions here apply on to this Form. The Question itself, as seen in Question Designer, is not impacted. Note that the changing of the sort order of the answers only applies to the page it is changed on, it is not applied across the whole Form. Hiding Questions Even though a Page has a number of questions on it you can decide to hide them completely or only allow them to display if a previous Question receives a certain answer. When adding a Page, in the Q& section you will see the following: 2017 N200, a GES Global Company 53

54 To hide a question on a page: Click on Show or hide questions based on answer Select an answer that should impact the hide/show status of a question Select the operator Select the Question Click Apply Repeat for each answer Click Save It will end up looking something like this: Figure 3-18 Show/Hide Questions This method means that, despite answering different Questions, registrants will follow the same registration process and end up at the same Complete Page. Once you have made all of the decisions for the Page, the flow will now look something like this; Figure 3-19 Pages Added You should continue adding Pages until you have added all the pages you want to use. The changes you make to any Questions here apply only to this Form; you will not affect the actual Questions in the database. Edit Page You can edit a Page from within a Form. If you do this, the changes that you make are saved only to the copy of the Page that is in the Form. The Page itself, which you can access via page Designer, is not impacted. To edit a Page Select Page to be edited Click edit page properties Make any changes required to the text on the page Click Next 2017 N200, a GES Global Company 54

55 Make any changes required to the Questions and Answers on the Page Click Finish Delete Page You can of course, delete any Pages that you have added. To delete a Page Select Page to be deleted Click delete Click Yes on the confirmation message The Delete icon is unavailable if there are conditions or pages dependant on the page you are trying to delete. Try deleting the next Page in the branch first to see if the delete icon is available after that Add Branching What is branching? You can choose which Pages a registrant see based on their answers to certain questions or on conditions. This gives the possibility to provide many paths for registrants within one Form. This can lead them to different Complete Pages (see section Edit Complete Page) meaning different Registrant Types can be assigned, if required all from within the same Form. To add a branch Following on from section Add Other Pages Select the Page you want to add the branch to Click Add Branch Field Operator Value Figure 3-20 Age Group Branch conditions Select one of the Conditions Click Select a field from the drop-down list Select an operator form the drop-down list Select an value from the drop-down list Continue until all desired conditions have been added Click Next Select the Page that should be displayed based on the condition specified Click Next 2017 N200, a GES Global Company 55

56 Enter a Title Enter Introduction text Repeat for all Translations Click Next You will see all of the Questions that apply to the chosen Page. Make the desired changes as per section Add Other Pages above Select Finish A default flow to the Complete page will always exist from a branch Different Registration Types can be assigned based on the branching answers Figure 3-21 Sample flow If you are using branching in conjunction with the Shop page to restrict which Shop items are displayed, remember to go to each Branch and Hide any items Shop items that you don t want to appear in that Branch. To edit/delete a branch Select the Page that was added as the result of the Branch Click Edit Select Branch Edit the branch as required Click Finish If the delete icon is not available, try selecting a page to the right and deleting that first Edit Complete Page What is the Complete Page? The Complete Page is a System level page. Every Form always ends with at least one Complete page. If there are multiple paths in your Form flow there can be multiple Complete pages in one Form. See Figure 3-21 for an example. A Complete Page has four different sections that can display depending on the status of the registration request. Unlike the Welcome screen, only one of the four sections will display. See section Page Designer for more details. The changes that you make to the Complete Page in a Form do not impact the Complete Page at Organisation level N200, a GES Global Company 56

57 It is recommended to insert the #link_voucher# field on the Complete section of the Complete Page. This enables the registrants who have successfully completed the registration process to check the Event details on screen and immediately print the Voucher off. See section 7.2 Dynamic Fields. To edit the Complete Page: Following on from section Add Branching Select Complete Page from the drop-down list. (Note that the other sections are related to the Shop contract module and will be detailed in the next version of this guide.) Click Edit Select a Translation tab Enter the Title Enter the Introduction Text Repeat for each Translation If desired select the Add Page Scripts tab. You can add HTML and JavaScript here. You can also add HTML by selecting HTML and clicking Edit. See section 7.1 Advanced Coding for more details. Repeat the above steps for the other three sections of the form (Confirm order, Payment page, Payment denied) by selecting each section from the drop-down list. Click Next Select the Registration Type (or click Add to add a new one) that should be associated with this registration flow. Note that if the Form Type is Personnel, you cannot select a Registration Type. Registration Types for Stand Personnel are defined in the Partner Portal settings. See section Personnel Registrations for more details. Click Finish Tabs for each Translation selected for the Event will appear There are four different sections of the Complete Page. See section Page Designer for more details Figure 3-22 Complete Page You can add new Registration Types via the Complete Page of the Form too. Any Registration Types added here will also appear in the list at Organisation level N200, a GES Global Company 57

58 If you select Form Type of Personnel after you have already selected a Registration Type, your Registration Type selection is disregarded. Registration Types for Stand Personnel are defined in the Partner Portal settings. See section Personnel Registrations for more details Edit General Settings After you have defined your flow, you need to define some settings to the Form. To edit General Settings: Following on from section Edit Complete Page Click Settings Select which type of registration the form will be used for; Online, Onsite or Personnel This is the value that will show by default in the Country field if the registrant is asked to enter their address. They can select another country. Only valid with Shop contract module Date/time after which the Registration Closed page displays If Yes is selected, you can define in the settings which the registrant should receive. This is only valid with the Registration Verification contract module. Figure 3-23 General Settings Enter text that will appear in the Form footer, if required. Select a Form Type. Use Online for online registrations, Onsite for registrations that will take place at the entrance. Personnel is for stand personnel registrations. See section Personnel Registrations for more details. Repeat for each Translation Select a Look & Feel from the Form style drop-down list Select a layout from the Welcome page layout drop-down list. See Social Media for details on the choices. Select a country from the Default Country drop-down list Select a Voucher Leave Payment Service Provider set to Test. Only once you have tested your Form and are ready to publish it should you change it to Live; payments will not be processed if it set to Test!. If you preview or test a Form whilst this value is set to Test you will see a warning. This is only important when you have Shop items. See section 3.12 Go-live checklist N200, a GES Global Company 58

59 Enter a date and time in Valid until if you want the Form to be available to a date other than the end date of the Event. The Registration Closed page displays after this. See section Page Designer. Select Yes in Registration Confirmation if you want to put each registration on hold and manually approve it. Separate s are defined for this, see section Translations. Registration Verification For more details on the Registration Confirmation process, see section View/Edit Visitor Details. You can add HTML code here too. See section 7.1 Advanced Coding for more details. If you clone a Form any Valid until date/time entered is also cloned. If you clone an Event, Valid until information is not cloned Translations If you want to turn off a translation for a particular form you can do that on the Translation tab of the General Settings option in the form in question. By default, all translations for an event are selected. Note that you cannot deselect the event default translation Edit Settings Following on from section Edit General Settings Confirmation mail When you click on settings, the Confirmation mail tab will automatically be chosen first. Here you set up the mail that registrants should receive when they have successfully completed the registration process and no further steps need to be taken such as payment or approval (see below). To edit Settings: Select Settings Click Set N200, a GES Global Company 59

60 Approved and Declined tabs only appear if registrants have to be approved this is defined in the General Settings and is part of the Registration Verification contract module Click to select mail The first mail that is selected is the default that will be sent if none of the other conditions are met If a different address should be used to the one at Event setup, it can be entered here along with a display as address. Figure Settings & Conditional s Select an template Click Save At this point, the Set button will change to Add conditional . If you want to add a mail that will only be sent if a registrant meets a certain condition then choose this option. The mail that you added in the first place will become the default that will be sent if the registrant does not meet any of the conditions set. Click Add conditional Click Add new rule Field Operator Value Figure 3-25 Add conditions for Enter a name for the rule Select a condition Select a field from the drop-down list 2017 N200, a GES Global Company 60

61 Select an operator form the drop-down list Select a value from the drop-down list (or enter a value manually) Continue until all desired conditions have been added Click Save Select the mail to be sent from the drop-down list. This mail will be used if the conditions defined in the rule are met. Click Save Enter Alternative sender address, if required. This overwrites the address set at Event level. Enter Display as, if required. This overwrites the display address set at Event level. Payment Pending Mail This mail is sent when Shop Items have been ordered, need to be paid for, and a deferred payment method is chosen such as bank transfer. This mail is also used if there is a delay in the feedback from the payment service provider. For this reason, this mail should always be set up when creating Events where payments are due, whatever the payment methods offered. Follow the same process for the Confirmation Mail, detailed above, to set up this mail. Once the payment has been received, the Invoice and confirmation Mails are automatically sent. See section Page Designer for more details. Invoice Mail This mail is sent automatically when Shop Items have been paid for, either upon immediate payment or after a delayed payment is received. Follow the same process for the Confirmation Mail, detailed above, to set up this mail. See section Page Designer for more details. To allow registrants to use this as a receipt you should include statutory information such as your address, VAT number, CoC number etc. You should also include the #order# dynamic field. See section 7.2 Dynamic Fields for more information. Approved/Declined Mail In the General Settings of the Form you can choose whether or not a registration requested has to be approved. The default value is No. Registration Verification Figure 3-26 Pre-approval In the Approved and Declined tabs you can define which s should be sent to the registrants on Approval or Decline. The s are setup in the same way as the Confirmation mail described above. The decision to Approve or Decline the registration must be logged in the Service Centre. The relevant is then automatically sent. See section View/Edit Visitor Details for more details N200, a GES Global Company 61

62 It is recommended to insert the #link_voucher# field to the Approved as the registrant will not have seen the Voucher previously. See section 7.2 Dynamic Fields Social Media Registration Following on from section Translations There are two different types of Social Media functionality, which you can use independently of each other: Registration - allows Visitors to login using their social media login. This can be seen as advantageous as they do not need to create or remember a separate user account Share - once the Visitor has registered allows Visitors to use the Share functionality within each of the Social Media platforms. Use the dynamic field #link_registration_shared_by# to give the link to the registration form used. Since release 3.28, we also offer the Gleanin contract module, which provides more powerful social media functionality. See Gleanin. To be able to set up the ability to register via Social Media in a Form you must first set up API keycodes at Organisation level. You can then select per Form which platforms you want to use. See section Social Media for details on how to set up the API Keycodes at Organisation level. If the API keycodes have not been set up at Organisation level you will see this message for each social media platform that has not been set up: Figure 3-27 Message if Social media is not set up If the social media platform has been set up at Organisation level, at Event level you just have to select the check boxes that you want to use N200, a GES Global Company 62

63 Check boxes only display for the platforms that you have set up at Organization level The Share functionality can be enabled independent of Registration Add #custom_ _block # to allow registrants to add their own message to the Figure 3-28 Social media setup Select the check boxes as desired Click Save Sample of impact of allowing login with a social media platform: Figure 3-29 No social media platform selected, Traditional Welcome page layout If cookies or JavaScript is disabled, the Social Media button will be unavailable. Messages appear to inform the registrant why the login button is unavailable Figure 3-30 Same form with LinkedIn/Facebook login selected, Traditional Welcome page layout 2017 N200, a GES Global Company 63

64 Figure 3-31 Same form with LinkedIn/Facebook login selected, Social Media popup Welcome page layout Gleanin Gleanin The Gleanin contract module allows you to integrate Gleanin s social media widgets in your registration forms (see You can easily add these widgets to a form with the help of our pre-defined pages (see To add Gleanin widgets to a registration form). The Gleanin widgets automatically use the language the registrant chooses for their registration. These languages are currently supported: Arabic Chinese (Simplified) Danish Dutch English* Finnish French German Indonesian Italian Norwegian Russian Spanish Swedish Turkish *If the registrant s language is not supported, the Gleanin widgets will fall back on this language N200, a GES Global Company 64

65 To enable Gleanin for an event Before you can use Gleanin on a given event, you must enter a special code called an Event Token in the event s settings. N200 provides this code for you. On the Events tab, select Event > Event setup. Select the Enable Gleanin check box. In the Event Token field, enter the event token provided by N200. After entering the Gleanin Event Token, you must still add the widgets to your registration forms (see To add Gleanin widgets to a registration form). To add Gleanin widgets to a registration form The Gleanin widgets will only work if you have enabled Gleanin for the event (see To enable Gleanin for an event). On the Events tab, select Form > Forms. Double-click on the form to which you want to add the Gleanin widgets. Add a Gleanin system page to your form (see Add Other Pages), preferably near the beginning. On this page, the registrant can choose whether they want to connect their social media profile to their registration. Add a Personal details system page to your form at some point after the Gleanin page. This page will automatically fill in the registrant s details based on their social media profile. Provided the registrant chooses to connect their social media profile on the Gleanin page, they can invite people from their social network when they reach the Complete page N200, a GES Global Company 65

66 Add Scripts It is possible to add HTML and JavaScript to a Form via the Add Scripts button. Any scripts added here will be applied to every Page in the Form. Note that you can add scripts to individual pages though Page Designer. See section Page Designer Preview Once you have chosen these settings it is time to take a look at how the registration process will appear to the registrants. To do this, click the Preview button. You will be presented with your form. You can fill in any details and make your way through the registration process. You should use this to test your Forms but remember that any details you enter are recorded in the central database. You should remove these test records, via the Service Centre, before you distribute the links. If you have entered dates that the form is valid between they are ignored when you use Preview. This means you can always see what a form from a previous edition of an event looked like. Any visitor information that you add whilst in preview mode is not actually added to the list of Visitors in the Service Centre. If changes that you have made to a System or Organization Page are not visible in the Preview, click the Restart button, bottom left of the preview screen. The changes will then be visible Links If you click the Links button, you will see links to the registration process that has been set up. There will be one link for each Translation that you have defined. This corresponds to what a registrant will see if they make a selection from the languages drop-down list, Only distribute the link as copied from the Links information. If you copy this link to a browser and start the registration process, the URL changes N200, a GES Global Company 66

67 All Translations set up for an Event will appear here. These links can be distributed and embedded. The default Translation appears at the top. Copy an individual link If you distribute a link for a particular Translation, that is the one that displays by default. If other Translations have been selected for that Event they are available from a drop-down list on each Page Copy all links at once Figure 3-32 Links to Translations These links are what you should place in your s, on your web page or wherever you want registrants to access the registration from. This link is live. If you click on the link and follow the registration process, the details will be stored in the Central Database. 3.6 Answer Count Limits What are Answer Count Limits? If you are offering items that can only have a limited number of recipients you can restrict the availability of the item. Examples of this are workshops with limited seating or a trial subscription of which there are only a few in stock. The answer count is based on answers to questions. Enter maximum number here Figure 3-33 Answer Limit Counts N200 Visit calculates the Total Used and Available To set an answer count limit: Select the Event Select Form Select Forms Select Answer Count Limits Click the arrow next to the question that the limit should be applied to Enter the number in the appropriate answer Click Save Changes 2017 N200, a GES Global Company 67

68 Once the limit for an answer is reached the option will be disabled for registrants. You can edit the Total Available at any time. The database updates the count every 5 minutes. Therefore, you may occasionally see an instance where more than the permitted number is registered. 3.7 Document Designer Onsite In N200 Visit R3.24, the Document Designer superseded the Badge Designer. The Badge Designer remains accessible for the time being. If you want to continue work on badge designs created before N200 Visit R3.24, you must use the Badge Designer. You can use the Document Designer to design badges and other kinds of printable documents for your events. Access the Document Designer from the Events tab by selecting Design > Documents. Then, select a document design to work on, or start an entirely new design by clicking Add document. In either case, the main editing window appears: Figure 3-34 Editing window of the Document Designer The editing window is divided into three parts, from left to right: Side menu On the left is a side menu with several sections that display the properties of your document and the elements contained therein. Toolbar To the right of the side menu is a toolbar with 8 buttons. Each button allows you to perform a different editing operation on your document (see Document Designer toolbar). Canvas The right side of the screen shows an editing canvas, which displays the document template and any elements you have placed on it. The canvas also has a set of control elements in the top-right corner (see Document Designer canvas controls). These three terms (side menu, toolbar and canvas) are used throughout this chapter to refer to the respective areas of the screen. Read the rest of the chapter to learn about the most common tasks you can perform with the Document Designer N200, a GES Global Company 68

69 To get started with creating a basic badge design, read Basic Document Designer functions. Once you have a basic design that you are happy with, you can start refining it with the instructions in Advanced Document Designer functions. If you have not designed badges for an event before, we recommend reading Creating badges with the Document Designer first Creating badges with the Document Designer What is a badge? A Badge is a printed document worn by visitors (e.g. on a lanyard around their necks) for the duration of an event. It is generally printed on the day of the event, when the visitor shows up at the entrance with a registration voucher. You can design a badge to include your company logo, registrants name, registration type, etc. Badges are the most common type of document designed in the Document Designer. They are created in the same way as any other kind of document. This means you can follow the instructions in Basic Document Designer functions and Advanced Document Designer functions to do most of what you need to do. Nevertheless, there are some special things to keep in mind when designing badges. Before you begin designing a badge for your event, you should think about the information that will be useful to have to hand on the day of the event not just for you, but for your visitors and exhibitors as well. For example, here are some things you should consider: Do you want to restrict access to certain areas for certain kinds of visitors? If so, you might want to incorporate the #registration_type# dynamic field into your badge design, so that each visitor s Registration Type is displayed on their badge (see Using dynamic field values in the Document Designer). Are your exhibitors planning to collect contact details and lead data from visitors at your event? If so, you might want to add a barcode and/or QR code to the badge for them to scan (see Using barcodes and QR codes in the Document Designer). After you have created a badge design, you can choose to print your badges at two different times: all at once, before the event, from the Service Centre tab (see Generate Badge); one by one, at the event, using an EventBox that is set up in Scan & Go mode (see Using the EventBox). Alternatively, you can send your registrants a link to their badge, so that they can download it and print it themselves. This is known as an e-badge. The link can be added to a mail by inserting the dynamic field #link_document: <document name>#. See 7.2 Dynamic Fields for more information. You do not necessarily need to have your badges printed and ready before you open the event registration. As long as the badge is ready before the start date of your event, you are still on time Creating multiple badge designs for an event Although you can create multiple badge designs for a single event, we recommend creating just one. You can use a single badge design to print different variants of a badge for different visitors by using business rules. Read Using business rules in the Document Designer to learn more. If you do decide to create multiple badge designs for a single event, you should select a default design by clicking Set as default badge on the document selection page (select Design > Documents from the Dashboard). The default design will be used whenever badges are printed from an EventBox onsite and no design was selected during setup N200, a GES Global Company 69

70 3.7.3 Basic Document Designer functions This section explains how to do basic things in the Document Designer, such as creating a document and adding simple shapes to it. If you are planning to design a badge, make sure you read the advice in Creating badges with the Document Designer first. To create a new document: On the Events tab, select Design > Documents. Click Add document (new designer) NOTE: This opens the Document Designer, which superseded the Badge Designer in N200 Visit R3.24. You can still access the old Badge Designer by clicking Add badge. In the Document name field, enter a name for your document. In the Select a template field, select a template from the list. If you re not sure which template to use, see Document Designer templates. Click Save. The main editing window of the Document Designer now appears and you can start adding elements. Document Designer templates When you create a new document in the Document Designer, one of the first things you need to do is to select a template. There are 7 templates available they are listed in Table 3-2. You should choose a template that suits your printer and paper type. Some templates can be printed using a regular full-size printer, while other templates are only suited for smaller, thermal printers. Note that the availability of the mirror function in the Document Designer depends on which template you choose. Read more about this function in Advanced Document Designer functions. Template name Description Allows mirroring e-badge 4 Pane e-badge 6 Pane Twinbadge 96 x 86 mm on A4 Blank A4 Thermal 102 x 89 mm Thermal 102 x 89 mm Double sided Thermal Wristband 25.4 x 254 mm A4 paper with one horizontal fold and one vertical fold. Suitable for regular printers. A4 paper with two horizontal folds and one vertical fold. Suitable for regular printers. A4 paper with cut-out badge. Suitable for regular printers. A4 paper with no special features. Suitable for regular printers. Single-sided 102 x 89 mm badge. Suitable for thermal printers only. Double-sided 102 x 89 mm badge. Suitable for thermal printers only. Single-sided 25.4 x 254 mm wristband. Suitable for thermal printers only. Part no x. Yes Yes Yes Yes No Yes No Table 3-2 Document templates available in Document Designer 2017 N200, a GES Global Company 70

71 If necessary, you can order the special (non-a4) paper types described in Table 3-2 Document templates available in Document Designer from N200. If your document design contains a standard logo, consider printing on headed paper to save costs. Document Designer toolbar The main editing window of the Document Designer contains a vertical toolbar with 8 buttons. Each button has a specific function, which you activate by clicking the button once. The different functions are explained in more detail in Table 3-3. Button Description Function when active Select Click on an element on the canvas to select it. This allows you to view and adjust its properties in the side menu. Move Text Image Rectangle Click and drag on the canvas to move it across the screen. Combined with the zoom slider in the top-right corner of the editing window, this allows you to focus on different areas of the document. Click and drag on the canvas to create a text box. Font type, colour and other aspects can be adjusted after creation. Note that text boxes allow you to use dynamic field values (see 7.2 Dynamic Fields). Click to open the image selection window.. Select a previously uploaded image from the gallery or add a new one by clicking Upload A New Image. After selecting an image, click and drag on the canvas to add it. Recommended image width is 800 pixels or less. Maximum image file size is 500KB. Click and drag on the canvas to create a rectangle. Size, colour, line width, etc., can be adjusted after creation. Ellipse Click and drag on the canvas to create an ellipse. Size, colour, line width, etc., can be adjusted after creation. Visitor QR Click on the canvas to create a visitor QR code for scanning with the Visit Connect App. Visitor 1D Click on the canvas to create a visitor 1D barcode for scanning with a barcode scanner (or data pen ). Table 3-3 Element buttons in the Document Designer toolbar To add a basic element to a document: In the Document Designer toolbar, click, or. See Document Designer toolbar for more information. Place the mouse cursor on the canvas, in the location where the top-left corner of the element should be N200, a GES Global Company 71

72 Hold down the mouse button and move the cursor down and to the right to draw the outlines of the element. When the element has the size and shape that you want, release the mouse button. In the Properties section of the side menu, click on the name of the element (e.g. Ellipse 1). Give the element a unique name. This will help you tell it apart from other elements when your design becomes more complex. After adding the element, you can edit its colour, size and other features by adjusting the values in the Properties section of the side menu. To learn more about the other elements you can add, read Document Designer toolbar. To remove an element from a document: In the Document Designer toolbar, click. Click on the element you want to remove. In the Properties section of the side menu, click. It is not possible to reverse or undo the removing of an element. However, you can always click Back To Dashboard to return to the previously saved version of your document. To add an image to a document: In the Document Designer toolbar, click. A pop-up window with an image gallery appears. Select an image to use. NOTE: If the image you want to use is not yet in the gallery, you must first click Upload A New Image and upload it. After that, you can select it from the gallery. Click and drag on the canvas to draw the outlines of the image. In the Properties section of the side menu, click on the name of the image (e.g. Image 1). Give the image a unique name. This will help you tell it apart from other images when your design becomes more complex. When uploading a new image, try to use an image file that already has the dimensions in which you want it to appear on the printed document. Although you can adjust the display size of an image, it will retain its original file size. Compressing large images during printing can dramatically increase printing time. Document Designer canvas controls The top-right corner of the canvas contains a number of control elements (see Figure 3-35). Figure 3-35 Canvas control elements in Document Designer 2017 N200, a GES Global Company 72

73 Note that the number of elements that are available can change, depending on which document template is used. This is explained in more detail below. 180 turn Select to turn the canvas by 180 degrees. This control element is meant specifically to aid in the designing of double-sided badges, and is therefore only available when the template Thermal 102 x 89 Double sided is selected (see Document Designer templates). Zoom slider Move the slider from left to right to zoom in, and from right to left to zoom out. Unit of measurement Click to change the unit of measurement used for the cursor coordinates in the canvas controls, as well as for the fields in the Properties section of the side menu, where you can adjust the dimensions and position of an element. Cursor coordinates Shows the X and Y coordinates of the mouse cursor, as measured from the left and top edge of the document, respectively. Using barcodes and QR codes in the Document Designer If you are creating a document that must be scanned either by your staff or by exhibitors then you will have to include a barcode or QR code in the document design. You can use the and buttons in the toolbar to do this. The type of code you need to use, i.e. a barcode, QR code, or both, depends on what device will be used to scan the badge: Toolbar button Barcode type For use with 128b (1D) Barcode scanner (or data pen ) QR code Visit Connect App Table 3-4 Barcode buttons in Document Designer toolbar Keep the following in mind when using barcodes and/or QR codes on your documents: If exhibitors at your event will be using the Visit Connect app to scan QR codes and collect leads, it is useful to give them a backup in case scanning is not possible for some reason. Add the dynamic field text #ur# to your document design (in addition to the QR code) to display each visitor s unique reference code on their badge/document. Exhibitors can manually enter this code to add the lead to their database. See Using dynamic field values in the Document Designer for more information. You can choose between two barcode sizes: standard and large. Standard is the default option, and it is usually the correct choice. To switch the barcode size to large, select use large barcode, in the Properties section of the side menu. There are two circumstances under which you might want to do this: 1) Your document will be printed with a regular laser printer instead of a thermal badge printer (e.g. Zebra), and/or 2) they will be printed on a particularly glossy type of paper. When in doubt, print a few test documents and try to scan them. To add a barcode or QR code to a document: In the Document Designer toolbar, click or. See Document Designer toolbar for more information N200, a GES Global Company 73

74 Click on the canvas, in the location where the top-left corner of the barcode/qr code should be. If necessary, select use large barcode, in the Properties section of the side menu. (See Using barcodes and QR codes in the Document Designer.) You can preview the badges per registrant by clicking Save & Preview Advanced Document Designer functions This section explains more advanced uses of the Document Designer, such as including dynamic field values in documents and creating business rules. Using dynamic field values in the Document Designer As in many other places in N200 Visit, you can display variable text on a document through the use of dynamic fields (see 7.2 Dynamic Fields). This allows you to display relevant information about a visitor, such as their full name, company name and country of origin, on their badge or another type of document. To add dynamic field values to a document: In the Document Designer toolbar, click Click and drag on the canvas to draw the outline of the text box. In the Properties section of the side menu, click. A pop-up window with a list of dynamic fields appears. Select the desired dynamic field from the list. Use the search field at the top of the list if necessary. It is recommended to always select the No wrap checkbox. This will ensure that no matter how long the text to be displayed is, it will always fit on one line. This gives a more predictable result than allowing line wrap where an object could wrap on top of another object e.g. if the registrant has a particularly long name. Working with overlapping elements in the Document Designer In complex document designs with many elements and business rules, you will want to display some elements in the foreground and others in the background. You can do this by adjusting the order of the elements in the list in the Elements section of the side menu. To move an existing element in front of another on a badge: In the Elements section of the side menu, find the name of the element which is currently placed behind another element and which you want to bring forward. Place the cursor on the element s name and hold down the mouse button. Drag the element upwards, until its position in the list is above the element you want to place it in front of. If you re not sure which name in the Elements section corresponds to which element, try selecting the element on the canvas first. This will cause it to become highlighted in the list, making it easier to find N200, a GES Global Company 74

75 Working with multi-sided templates in the Document Designer Some of the templates in the Document Designer are meant to be folded across one or more lines after printing (see Document Designer templates). On this type of document, you will often want to copy the design on one side of the document to the other side, so that the final product is reversible, i.e. shows exactly the same design on both sides. You can accomplish this with the help of the mirror function in the Document Designer side menu. To mirror an element on a multi-sided document: Click in the toolbar. Select the element you want to mirror. Depending on the document template used, the Properties section of the side menu will show one of two options: If the mirror checkbox is available, select it. If the Mirror method field is available, choose the appropriate option from the list: Select Do not mirror if you do not want to mirror the element. This is the default option. Select Based on 1/2 A4 size if the printed document is a regular A4 piece of paper that will be folded one or more times. Select Based on badge size if the printed document is an A4 piece of paper with a twinbadge cut-out shape. The element is now automatically mirrored on the part of the canvas that represents the reverse side of the printed document. When you move or otherwise adjust the original element, the mirrored element is updated accordingly. Note that you cannot select or edit the mirrored element by itself. You can tell the mirrored element from the original element by the fact that the mirrored element is slightly transparent. Using business rules in the Document Designer Business rules allow you to display or hide elements on a document based on certain conditions. This allows you to print different variants of a document from a single document design. For example, you can use business rules to: Display a coloured dot that identifies which Registrant Type the registrant is. You can accomplish this by placing multiple, overlapping, coloured ellipse shapes on your badge design, and then adding business rules that cause different ellipses to be hidden or displayed if the visitor has a particular Registration Type. Display the registrant s answer to a question that could be of interest to exhibitors, such as which industry they are in. You can accomplish this by adding a text element that contains a reference to a dynamic field (see 7.2 Dynamic Fields). You can add a business rule to an element by simply selecting it on the canvas and then clicking in the Rules section of the side menu. This will open a pop-up window in which you can set conditions and operations for the rule. Note that you can apply an existing rule to more than one element by first selecting an element and then selecting the checkbox for the rule. This is explained in To add a business rule to an element:. As you add more and more elements with business rules, your document design will decreasingly resemble the final document that actually comes out of the printer. It is therefore good to know that you can preview the final document based on different registrants details by clicking Save & Preview. This opens a pop-up window with a list of registrants in which you can simply select a registrant to preview the final product N200, a GES Global Company 75

76 To add a business rule to an element: In the Document Designer toolbar, click. Select the element to which you want to add a business rule. In the Rules section of the side menu, click. A pop-up window appears. Figure 3-36 Business Rule pop-up window in the Document Designer In the Name field, enter a name for the rule. For Conditions, select one of the available options. NOTE: You can ignore this setting if your rule will contain only one condition. Click to add a new condition. A row of input fields appears in the large section in the middle of the window N200, a GES Global Company 76

77 Figure 3-37 Business rules pop-up window in Document Designer Use the list and text fields to set a condition for this rule. Repeat the previous two steps for any additional conditions you want to set. In the Operations field, choose the desired result when the conditions of the rule are met: Choose Show selected object(s) to display the element only if the conditions are met. Choose Hide selected object(s) to display the element unless the conditions are met. Choose Modify text if the selected element is a text box that contains a dynamic field which you want to replace with something else when the conditions are met (see also Using dynamic field values in the Document Designer). Click Save. In the Rules section of the side menu, activate the new rule by selecting its checkbox. You can edit the rule later by clicking. You can apply the same rule to multiple elements. After creating a rule and clicking the checkbox, select a second element and click the checkbox again. This way, you can hide or display a whole group of elements based on just one business rule. Using the Document URL field The Document URL field in the Document Designer side menu contains a generic URL for the current document design. It looks something like this: If you replace #visitor_code# with a genuine visitor code value, you get a link to that visitor s e-badge. You can do this for large set of visitors very quickly with the help of Microsoft Excel. Just follow the steps below. To create a list of e-badge links based on a generic Document URL: Export a list of visitors from the Service Centre (see section Export) N200, a GES Global Company 77

78 Open the exported file with Microsoft Excel. Add a new column to the spreadsheet and title it e-badge link. Minimize Microsoft Excel and return to N200 Visit. On the Event tab, select Design > Documents. Open the e-badge design for which you want to create links. Click on the Document URL field in the side menu to highlight its contents. Press Ctrl + C to copy the URL to the clipboard. Return to Excel and select row 2 of your e-badge link column. Paste the clipboard contents into the cell (Ctrl + V). Find the column titled Badge Code and take a note of the column letter (usually A). You will need to refer to this column in a moment. You will now construct a simple formula around the document URL that automatically injects the Badge Code value into the URL. Edit row 2 of the e-badge link column and make the following changes: add =" on the start of the URL; add " on the end; replace #visitor_code# with "&A2&" (assuming that Badge Code is column A). The end result should look something like this (with your changes shown in blue): =" Copy the contents of this cell to all empty cells in the e-badge link column. Every row in the e-badge link column now contains a full, working URL for each visitor s e-badge. You can send these to a printing house or import them into your bulk ing software. 3.8 Summary You have now created an Event. Hopefully, when you use the Preview functionality on your registration form, everything works as you want it to. To publish your registration, all you have to do is distribute the links (see section Links) however you wish e.g. via or add them to your company web page. You can also now set up more advanced items. 3.9 Partner Portal Setup Registration Partner What is Partner Portal? The Partner Portal is a powerful add-on component to N200 Visit that can give Partners insight into their registrations and allow you to match Partners to Visitors, using Matching Questions (if Matching contract module is active). There are a number of steps to be carried out: Set up the Partner Portal parameters for each Partner Registration Type Add Partners to the Event (see section Add Partners) Inform Partners of the Partner Portal URL for the event and their login details With effect from R3.20 a new version of Partner Portal is available called Visit Partner. See section Visit Partner for information on this N200, a GES Global Company 78

79 Partner Portal Parameters There are a number of sections to the Partner Portal setup. If you choose not to set up a particular section, it doesn t appear in the Partner Portal when the partner logs in. Visitor registrations give Partners their own unique registration Id that they can distribute. You can choose to not allow this for all Partners, but then inform individual Partners individually if you want to allow only some of them to have this functionality. Personnel registrations allow Partners to register their personnel through the Partner Portal. The Staff contract module is needed for this. Question Matching Ask Visitors a Question and ask the same Question to the Partners. You can then inform Visitors about Partners that are exhibiting what interests them. The Matching contract module is needed for this. To set up Partner Portal Click Events Select Event Click Event Click Partner portal URL to be distributed to all Partners Figure 3-38 Partner Portal setup Select the Registration Type that you want to set up. Remember to repeat all of the items below for each Registration Type Visitor Registrations To allow visitor registrations in the Partner Portal Select the Visitor registrations check box Figure 3-39 Visitor Registrations Deselect Registrations export if you do not want your Partners to be able to export their own visitor registrations. This does not impact personnel exports which are always allowed. Select Show visitor registration link, if required. If selected, this will display a unique registration link for each Partner when they log in to the Partner Portal N200, a GES Global Company 79

80 Select the Registration form for invitees from the drop-down list. This is typically the same as the standard visitor registration form. If you do not want to allow this option, you can choose to send the Partner the standard link and use Action Codes. This is typically used when printed invitation tickets are being used; the Action Codes are used to number the tickets. See section 3.11 Action Codes for more details. If you want to offer the Visitor Registration link to a limited number of Partners only, you can deselect the check box and obtain the unique URL for a Partner by exporting their data. You can then mail them the information. See section Export. You can also choose to create a different Partner Registration Type for this purpose. See section Registration Types Personnel Registrations Select the Personnel registrations check box Click Add Staff You can overwrite this number, per Partner, in the Service Centre. This form is typically shorter than the Visitor form. Only forms that have Form Type = Personnel are selectable Select if Partners may import the information via Excel Configure badge shop items The five languages here are default and not related to the Translation(s) for your Event Figure 3-40 Personnel Registration This text appears at the top of the Exhibitor Personnel tab when the Partner logs in. Select Registration Type Enter the number of complimentary badges or select the Unlimited check box Select a form from Registration form. Note that only forms with Form Type = Personnel are available to be selected. Select Enable import, if applicable. f you want to allow a different number of complimentary badges per Partner, you can do this via the Service Centre. See section View/Edit Partner Details. Click on the shopping trolley to set up badge orders if you want to allow partners to order more badges N200, a GES Global Company 80

81 Do you want to enable badge orders? You can choose to enable badge orders so that Partners can order additional badges to any complimentary badges that you supply. Note that you must enter Payment Service Provider details to allow this to take place. See Payment Setup for details. Badges can be purchased between these dates Enter the VAT rate and the net or gross price. The system calculates the VAT amount. The five languages here are default partner portal languages and not related to the Translation for your Event This appears as a description in the Partner Portal Figure 3-41 Partner Badge Purchase To create a shop item for Partner Badge Orders Enter a name in Shop item name Enter Available from and Available to dates, if required. Enter a VAT Rate, if applicable Enter a value in either Price excl. VAT or Price incl. VAT. The system will calculate the corresponding exclusive or inclusive figure based on the VAT rate. Enter Title text. Repeat for each language required. Click Save Note that any badge details you set up are visible across all Registration Types in the Partner Portal. Enter text in Introduction text Click Save Select the Print/mail vouchers check box, if you want Partners to be able to print vouchers for their personnel Select the Prefill with company name check box if this is required Select the Prefill with company address check box if this is required Select Live for Payment Service Provider if you have enabled badge orders that have to be paid for. If no money transfer is required, you can leave this set to Test N200, a GES Global Company 81

82 If you select Print/mail Vouchers, ensure there is an Template attached to the selected Form and that it includes the link to the Voucher. If there is no Template attached to the Form, no will be sent Question Matching Matching Select the Question Matching check box Click Add With Select source translation, you can choose which Translation to base your question on. The language options shown here are default and do not relate to Translations for your Event. Unlimited applies to the selected question only If you import the original question text you can edit it to make it partner appropriate The possible answers appear automatically once a question is selected Figure 3-42 Matching Question Select from the Select question drop-down box. All Profile questions that are on any Pages used in any Forms in the Event are available in the list. The answers for the selected question automatically appear at the bottom. Select the Max. answers a partner can give (or select unlimited). If you want to import the original question text, select the Select source translation that should be used. You can edit this text or add your own. Click Import original question text Repeat for each language. Again, the languages shown here are default, and they are not related to any Translations you have set up for your Event. See also section 7.3 Question Matching to see how to use this information Text tab After you have defined the settings you want, you can choose to add your own text which appears in the Partner Portal. You can define text that appears in two different places; Introduction text for the registrants page if you enter text in this section, a question mark appears in the Partner Portal. The text you enter is displayed if the Partner clicks this N200, a GES Global Company 82

83 Introduction text for the question matching page - if you are using Question Matching functionality, text you enter here is displayed at the top of the Question Select the languages to be available in the Partner Portal Select each language needed and enter the text translation Enter text for the How it works section Figure 3-43 Partner Portal text Enter header text for the Matching Questions section To add your own text to the Partner Portal Select the check box for each language you want to make available in the Partner Portal Select a Language from the drop-down list Enter text in the Introduction text for the registrants page, if desired Enter text in the Introduction text for the question matching page, if desired Repeat for each language required Click Save changes Your Partner Portal setup is now complete. There are just a couple more steps to take; Add Partners to the Event - you do this via the Service Centre, see section Add Partners. Inform Partners of the Partner Portal URL - you can do this via the Send functionality in the Service Centre. See section Send . Don t forget to include their login details using the dynamic fields #partner_name# and #partner_password#. You must enter text in at least one of the languages if you don t, the Partner Portal won t work! Visit Partner In December 2015 a new version of Partner Portal was launched called Visit Partner. Currently you can select per event if you want to use Partner Portal or Visit Partner. In the event setup you decide which version you want to use: 2017 N200, a GES Global Company 83

84 Portal selection Figure 3-44 Event setup Visit Partner parameters Visit Partner has a number of sections. You control what is actually available to your Exhibitors via the settings in Visit Dashboard the Dashboard is where you can put your introduction text to explain to your Exhibitors how they can use the portal. If applicable, it also shows some statistics such as Registrations. Personnel Exhibitors can add stand personnel here. They can keep track of how many badges they have used and also order more badges. Invite the Invite menu includes three separate items related to registrations; Registration Links URL(s) for use in their mailings/website etc. Action Codes list of their Action Codes Registration Form the Exhibitors can add their own logo and text Registrants - Partners can track registrations that take place through either their own unique registration URL or using action codes assigned to them. Badge Orders - if Partners order (more) personnel badges the details are available in the order overview. Visit Connect - the ability to access the Visit Connect portal for Partners who have a Visit Connect licence. The visibility of this option can be turned on by your N200 Client Manager. See Appendix G for an overview of the selections and the impact it has on what your Partners can see and do in Visit Partner To set up Visit Partner, having selected Visit Partner (new) in the Event Setup Click Events Select Event Click Event Click Partner portal 2017 N200, a GES Global Company 84

85 3.9.6 Dashboard A Dashboard is always shown in Visit Partner. The contents of the Dashboard are dependent on what you make available to the partners. These charts are shown if you allow Partners to do registrations You can edit this text in the Visit setup This chart is shown if there is a Visit Connect licence for the Partner Figure 3-45 Visit Partner dashboard Personnel If you want to allow partners to add members of personnel via Visit Partner, select this option. Figure 3-46 Set up Personnel To set up Visit Partner Personnel Select Personnel Click Add Select a Registration Type Enter the number of complimentary badge (or leave as Unlimited) Select Enable import if you want to allow partners to import their staff details Click Configure if you have limited the number of complimentary badges but want to allow partners to purchase more if they want Configure the badge item details on the screen that displays. Add Introduction text to each language required 2017 N200, a GES Global Company 85

86 Figure 3-47 Add personnel Invite Select the Invite option if you want your partners to be able to send out invites to your event. Figure 3-48 Set up Invite Allowing partners to use a personalised link enables them to use a link (or links) in their own mailings or on their website. Any visitor who registers via that link will show up in the Registrants section of Visit Partner. You can let Partners see their Action Codes. This can help them with their administration. You can allow partners to customise the registration form by adding text and/or an image. If they choose to do this a box appears initially before the Welcome page. Once clicked away the registration takes place as usual N200, a GES Global Company 86

87 Figure 3-49 Sample partner form customisation Registrants Select Registrants if you want to allow partners to view visitors who have registered via one of their personalised links or one of their Action Codes (see 3.9.7). You can also choose to allow them to export the information Access to Visit Partner Partners can access Visit Partner via one of two methods; Send your Partners an with the dynamic field #link_visitpartner_invite#. At this link they can log in with an exisiting Exhibitor account (some may have already created one for use with the Visit Connect portal) or create a new account. Through your own portal. A server side script is needed to authorise their access. See Appendix H for more information. The link for Visit Partner is in the dynamic field #link_partner# which they can then log in to but partners have to click the #link_visitpartner_invite# invitation link first Visit Partner Translations Five languages are provided as default in Visit Partner; English, Dutch, German, French and Spanish. By opening Visit Partner in translation mode you can edit each of these languages. You can also choose to add another language. This functionality is available to Admin users. To enter translation mode, in Visit; Select any event Select Event Select Partner Portal Click Open Visit Partner 2017 N200, a GES Global Company 87

88 Figure 3-50 Visit Partner setup Once in translation mode in Visit Partner, there are two ways to edit the texts. List - this gives every single item that can be translated including error messages etc. Inline - this allows you to translate many, although not all, items that you see on the screen in their actual position. This is useful to ensure the wording is not too long etc. Language drop-down Click for inline translation Figure 3-51 List translation option (left) and Inline translation option (right) Change the wording from the full listing Select an event Select Event Select Partner Portal Click Open Visit Partner Select Translations in the left-hand menu in Visit Partner Select the language you want to translate from the language drop-down Enter the text you want for each item Click Save If you want to change one of the five system languages, you have to first create a new language. The based on language must be the system language you want to change. See Add a New Language below for more details Change the wording inline Select an event Select Event Select Partner Portal Click Open Visit Partner Select the screen you want to translate inline e.g. Personnel Click Translate in the top right-hand corner. All of the items that can be translated are indicated with a N200, a GES Global Company 88

89 Select the language you want to translate from the language drop-down or click Show all once you select an item Enter the text you want for each item Click Save Click to translate Figure 3-52 Inline translation Add a new language You can also add any language you want to Visit Partner. Indicates item can be translated Figure 3-53 Manage translations The Manage Languages list only shows languages you have added or modified yourself. Note that if you want to modify a system language (English, Dutch, French, German, Spanish) you must first add them here. To manage languages: Select an event Select Event Select Partner Portal Click Open Visit Partner Select Translations in the left-hand menu in Visit Partner Click Manage languages tab Enter a Name - this will appear in the language drop-down selection menu) Select a language from Based on to indicate which language you are creating Click Save Make the changes you want to the language, either via the Overview tab or inline When ready, set the language to Active. This makes it visible to your Partners in Visit Partner. The value you select for Based on impacts the information that is prefilled in the language before you translate it. If, for example, you add a language based on English all of the values will be filled in English and you can then edit them. If you select a Based on value that is not one of the five system languages, and not one that you have already added, then all the fields will be empty N200, a GES Global Company 89

90 Languages are stored at Organisation level so you do not have to change them for each event All languages default to English if any text is missing 3.10 Shop There a number of ways to set up a shop, some simple and some more complex. Before creating your shop items, read the descriptions below to see which one best matches your Event. Type of shop Description Contract module Simple Shop Advanced Shop Ticketing Used for events where each person has a voucher in their own name. No discounts are possible. Badges can be printed. This is used at business events. Used for events where each person has a voucher in their own name. Discounts and combined packages are possible. Badges can be printed. This is used at business events. Used for events where each person does not need a voucher in their own name. Discounts and combined packages are possible. Badges cannot be printed. This is typically used at consumer events. Shop Shop/ ecommerce Shop/ ecommerce Table 3-5 Shop types It is important to note that just because an item is a Shop Item or a Product it does not necessarily have to cost money. You can make both Shop Items and Products that are free. Using free items in this way can be used, for example to restrict the number of Visitors that can register for seminars that take place at the same time. They can also be used, for example, for optional, to be paid for, educational sessions that are available at a free trade show. There are three steps to setting up a shop for your Event; Decide which of the shop types mentioned above you want to set up Set up the items in the Shop Add the Shop system page to your registration Form Simple Shop Shop Shop Items Shop Items are the most basic of the available options. Each item that you set up here will appear individually in the Shop Page that you add to the registration Form. Steps to set up a Simple Shop; Create Shop Items Add Restrictions (optional) Settings 2017 N200, a GES Global Company 90

91 Add Shop Page to registration Form Create Shop Items To add a Shop Item Click Events Select an Event Click Event Click Shop Dates apply to when the item can be bought Set group registration restrictions Enter the VAT rate and either the exclusive or inclusive price Transaction costs are automatically applied one per order. Figure 3-54 Add Shop Item Enter text for each Translation Select Shop items tab Click Add new shop item Enter a Shop item name Enter an Available from date and time Enter an Available to date and time Enter any total or per Registrant limits. Choose Range if you want to set a minimum/maximum value. Use one of the other options if you want to set limits for purchases made for a group registration. See below for details on group registration limits. Select This shop item is transaction costs, if applicable Enter a Title. Repeat for all Translations Enter a Description. Repeat for all Translations. Click Save Repeat the above until you have created all the items you want to create. Group Registration limit If you use the Group page in a registration form, which also contains a Shop, you can choose to set restrictions on the number of Shops Items that can/have to be bought N200, a GES Global Company 91

92 Range any number between the Minimum and Maximum per registrant you define Equal to total number of registrants must be equal to the total number of registrants in the group Equal to total number of group registrants must be equal to one less than the total number of registrants (to allow for administrators ordering on behalf of others) Equal to main registrant only only one allowed Add restrictions (optional) Once you have created all the items you want, you can add restriction as to when an item is available based on other items the registrant selects. In the example below a restriction is placed on certain seminars as they begin at the same time. To add a restriction Select Shop item restrictions tab Select Add items to shop on either the Enable or Disable section as appropriate Select an item from the list Click Save Figure 3-55 Add a restriction In this example, restrictions have been added to Seminar A which also begins at 11:00. Once A is selected, B and C cannot be selected. Restrictions also have to be applied similarly to Shop Items Seminars B and C. An example of an item that could be enabled only when another item is selected is a parking ticket; you may want to only enable a parking ticket if an entrance ticket is selected. Settings For every type of shop, you have to define some settings. To define shop settings Select Settings tab Select a PSP Profile Enter Payment code prefix, if required Select Currency Select Show prices preference Select Order policy options as appropriate Click Apply 2017 N200, a GES Global Company 92

93 Add Shop Page Once you have created all of your Shop Items, don t forget to add the Shop System registration Forms. See section Add Shop Page. page to any In Forms, you can choose to disable/hide certain Shop Items for the entire Form or for a branch with a Form. See section 3.5 Forms for more details. Once a Shop Item has been ordered at least once you can no longer delete it. You can however hide it on the Form Advanced Shop To make use of the Advanced Shop functionality, you set up Products that you then group into Shop Items. The Shop Items appear in your Forms. You can also set up separate Shops to add different Shop Items to. Examples of grouped items are an Event with a morning ticket and an afternoon ticket could also offer an All-day ticket or an Event offering a combined entrance ticket and parking ticket Steps to setting up an Advanced Shop Create products Add Product to Shop Items Add Restrictions (optional) Create Shop Groups (optional) Add Shop Items to Shop Add Shop Page to registration Form Create Products To add a Product Click Events Select an Event Click Event Click Shop Shop/ ecommerce 2017 N200, a GES Global Company 93

94 Do NOT select a Voucher This option is only applicable for Ticketing events Enter the VAT rate and either the Price exc. or inc., and the system will calculate the corresponding exc. or inc. amount Enter a Title and Description for each Translation in your Event Figure 3-56 Create a product Select Products tab Select Add new product Enter a Product name Adjust the Total available and unlimited section as applicable Do NOT make a selection from the Voucher drop-down list (this option is only for Ticketing style events. The registrant will automatically receive the Voucher associated with the Form that you place the Shop page in) If the product costs money, enter the VAT rate and either the Price excl. VAT or Price incl. VAT Select the This product grants access to the event, if applicable Click Add time window if you want to restrict the times during the days that an entrance ticket can be used Enter Title for each Translation. This is not visible to registrants. Enter Description for each Translation. This is not visible to registrants. Click Save Create shop items Products are the lowest level of items possible. When you are using the ecommerce module you must add Product(s) to Shop Items. Shop Items are displayed in your Form, not Products. To add a Product to a Shop Item Click Events Select an Event Click Event Click Shop Select Shop items tab 2017 N200, a GES Global Company 94

95 Click Add new shop item Set restrictions for (group) registration purchases The number of items can be more than 1 If you change the price here, the registrant will see both the original price and the actual price Figure 3-57 Add a Product to a Shop Item Enter Shop item name If you want to restrict when these items can be bought, enter dates in Available from and Available to Select Make this shop item available to other events, if applicable Select This item is transaction costs. Transaction costs are automatically applied to each order Adjust the Total available and unlimited section as applicable Select the Quantity selection limitation if required. See details below. Adjust the Minimum per registrant and Maximum per registrant as applicable Select the Products tab Click Add another product Select from the drop-down list Adjust the price, if required. Both the original and adjusted prices are visible to registrants. Add more products as required Enter Title for each Translation. This is visible to registrants. Enter Description for each Translation. This is visible to registrants. Click Save Quantity selection limitation It is possible to define how many Shop Items have to be purchased when a group registrations takes place via a form linked to a shop. You can decide which of four configurations should be applied with regards to the total number of the Shop Items that may/must be ordered: Range any number between the Minimum and Maximum per registrant you define Equal to total number of registrants must be equal to the total number of registrants in the group Equal to total number of group registrants must be equal to one less than the total number of registrants (to allow for administrators ordering on behalf of others) Equal to main registrant only only one allowed 2017 N200, a GES Global Company 95

96 Add restrictions Once you have added all the items you want, you can add restriction as to when an item is available based on other items the registrant selects. In the example below a restriction is placed on certain seminars as they begin at the same time. To add a restriction Select Shop item restrictions tab Select Add items to shop on either the enable or disable section as appropriate Select an item from the list Click Save In this example, restrictions have been added to Seminar A which also begins at 11:00. Once A is selected, B and C cannot be selected. Restrictions also have to be applied similarly to Shop Items Seminars B and C. An example of an item that could be enabled only when another item is selected is a parking ticket; you may want to only enable a parking ticket if an entrance ticket is selected. Figure 3-58 Add a restriction Once you have created your Products and added them to a Shop Item, you need to add your Shop Item to a Shop. Before doing this you can choose to create Shop Groups. Shop Groups are useful if you have a long list of Shop Items which can be grouped e.g. Ticketing and Merchandise. See screenshot below. To create Shop Groups Click Events Select an Event Click Event Click Shop Select Shop Groups Click Add new group Enter a Name Enter a Description Enter a Title; this is what is displayed in the Form You then add Shop Items to Shop Groups in the Shop. See below. To add Shop Items to a Shop and/or Shop Group Click Events Select an Event 2017 N200, a GES Global Company 96

97 Click Event Click Shop Select Shops Click Add new shop (or edit an existing Shop) Add items to a group Change the display sort order of the items in the registration form with the grey arrows Figure 3-59 Add a Shop and define Shop Groups Figure 3-60 Form view of Shop groups Settings Enter Name of this shop Select the Show prices options as required Select the order policy options as required Click Add items to shop. Note: you must add at least one item to a shop. Select an item from the drop-down list. Repeat until you have added all required Shop Items. To add a Shop Item to a Shop Group select the Shop Group name then Add items to Shop. Note that a Shop Item can only be in one Shop Group. If it is already in a group and you want to add it to a different group, remove it from the original group first. For every type of shop, you have to define some settings. The same settings are used for all Shops for an Event. To define settings for a shop Select Settings tab 2017 N200, a GES Global Company 97

98 Select a PSP Profile Enter Payment code prefix, if required Select Currency Click Save Add Shop Page Once you have created all of your Shops don t forget to add the Shop System page to any registration Forms. See section Add Shop Page. In Forms, you can choose to disable/hide certain Shop Items for the entire Form or for a branch with a Form. See section 3.5 Forms for more details. Once a Shop Item or Product has been ordered at least once you can no longer delete it. You can however remove it from the Shop or hide it on the Form Ticketing Ticketing is used for Events where the tickets do not have to have the name for each individual on them. Shop/ ecommerce Examples of ticketing uses are for a concert, so you don t need to know the name of each attendee. You can also, for example, use this type of Shop if you want to give bulk discount e.g. 3 tickets for the price of 2. Steps to setting up a Ticketing Shop Create products Add Product to Shop Items Add Restrictions (optional) Create Shop Groups (optional) Add Shop Items to Shop Add Shop Page to registration Form If you create a Ticketing type Event, you must inform N200 of this when you order the scanners. Create Products To add a Product Click Events Select an Event Click Event Click Shop 2017 N200, a GES Global Company 98

99 You MUST select a Voucher This is typically selected for Ticketing events Time restriction on entrance tickets can be added here Enter the VAT rate and either the Price exc or inc and the system will calculate the corresponding exc or inc amount Enter a Title and Description for each Translation in your Event Figure 3-61 Create a Products Select Products tab Select Add new product Enter a Product name Adjust the Total available and unlimited section as applicable You MUST make a selection from the Voucher drop-down list. If the product costs money, enter the VAT rate and either the Price excl. VAT or Price incl. VAT Select the This product grants access to the event, if applicable Click Add time window if you want to restrict the times during the days that an entrance ticket can be used Enter Title for each Translation. This is not visible to registrants. Enter Description for each Translation. This is not visible to registrants. Click Save Create shop items Products are the lowest level of items possible. When you are using the ecommerce module you must add Product to Shop Items. Shop Items are displayed in your Form, not Products. To add a Product to a Shop Item Click Events Select an Event Click Event Click Shop Select Shop items tab Click Add new shop item 2017 N200, a GES Global Company 99

100 Set restrictions for (group) registration purchases You can change the number e.g. if you have a 3 for 2 offer, enter 3 here If you change the price here, the registrant will see both the original price and the actual price Figure 3-62 Add a Product to a Shop Item Enter Shop item name If you want to restrict when these items can be bought, enter dates in Available from and Available to Select Make this shop item available to other events, if applicable Select This item is transaction costs. Transaction costs are automatically applied to each order Adjust the Total available and unlimited section as applicable Select the Quantity selection limitation if required. See details below. Adjust the Minimum per registrant and Maximum per registrant as applicable Select the Products tab Click Add another product Select from the drop-down list Adjust the price, if required. Both the original and adjusted prices are visible to registrants. Add more products as required Enter Title for each Translation. This is visible to registrants. Enter Description for each Translation. This is visible to registrants. Click Save Quantity selection limitation It is possible to define how many Shop Items have to be purchased when a group registrations takes place via a form linked to a shop. You can decide which of four configurations should be applied with regards to the total number of the Shop Items that may/must be ordered: Range any number between the Minimum and Maximum per registrant you define Equal to total number of registrants must be equal to the total number of registrants in the group Equal to total number of group registrants must be equal to one less than the total number of registrants (to allow for administrators ordering on behalf of others) Equal to main registrant only only one allowed 2017 N200, a GES Global Company 100

101 Add restrictions Once you have added all the items you want, you can add restriction as to when an item is available based on other items the registrant selects. In the example below a restriction is placed on certain seminars as they begin at the same time. To add a restriction Select Shop item restrictions tab Select Add items to shop on either the enable or disable section as appropriate Select an item from the list Click Save In this example, restrictions have been added to Seminar A which also begins at 11:00. Once A is selected, B and C cannot be selected. Restrictions also have to be applied similarly to Shop Items Seminars B and C. An example of an item that could be enabled only when another item is selected is a parking ticket; you may want to only enable a parking ticket if an entrance ticket is selected. Figure 3-63 Add a restriction Once you have created your Products and added them to a Shop Item, you need to add your Shop Item to a Shop. Before doing this you can choose to create Shop Groups. Shop Groups are useful if you have a long list of Shop Items which can be grouped e.g. Ticketing and Merchandise. See screenshot below. To create Shop Groups Click Events Select an Event Click Event Click Shop Select Shop Groups Click Add new group Enter a Name Enter a Description Enter a Title; this is what is displayed in the Form You then add Shop Items to Shop Groups in the Shop. See below. To add Shop Items to a Shop Click Events Select an Event 2017 N200, a GES Global Company 101

102 Click Event Click Shop Select Shops Click Add new shop (or edit an existing Shop) Add items to a group Change the display sort order of the items in the registration form with the green arrows Figure 3-64 Add a Shop and define Shop Groups Figure 3-65 Form view of Shop groups Settings Enter Name of this shop Select the Show prices options as required Select the order policy options as required Click Add items to shop Select an item from the drop-down list. Repeat until you have added all required Shop Items. To add a Shop Item to a Shop Group select the Shop Group name then Add items to Shop. Note that a Shop Item can only be in one Shop Group. If it is already in a group and you want to add it to a different group, remove it from the original group first. For every type of shop, you have to define some settings. The same settings are used for all Shops for an Event. To define shop settings Select Settings tab 2017 N200, a GES Global Company 102

103 Select a PSP Profile Enter Payment code prefix, if required Select Currency Click Save Add Shop Page Once you have created all of your Shops, do not forget to add the Shop system page to any registration Forms. See section Add Shop Page. In Forms, you can choose to disable/hide certain Shop Items for the entire Form or for a branch with a Form. See section 3.5 Forms for more details. You can create more than one Shop and have action codes linked to a particular Shop. See section 3.11 Action Codes for more details Add Shop Page Once you have added either Shop Items or at least one Shop you have to add the Shop System to whatever registration Forms you want the items to appear in. page To add Shop Page to a Form Click Events Select an Event Click Form Click Forms Select a Form Click Edit Select the page directly before which the Shop page should appear Click Add page Select Shop from the list Click Next Enter Title. Repeat for each Translation. Enter Introduction text. Repeat for each Translation. Click Next Select Disabled/Hide/Required as appropriate for each item Click Finish Once a Shop Item or Product has been ordered at least once you can no longer delete it. You can however remove it from the Shop or hide it on the Form. You can also choose to add the Shop page in a branch so that only certain registrants see it. See section Add Branching for more details N200, a GES Global Company 103

104 All Shop items will appear in the Form when you are editing the Form, even if you restrict the display of them with an action code. This is because when you are in Form design the system does not yet have any action code to use to restrict them on Action Codes What is an action code? An action code is a number/letter combination that a registrant fills in during registration. You can choose to not use actions codes, use them optionally or make them mandatory. You can define how many times an Action Code can be used. You can distribute action codes by whichever means you choose e.g. printed invitations, adverts, , website etc. An action code can be used to give a discount but does not have to be linked to a price reduction. The three most common uses of Action Codes are: Link a registrant to a Partner Give a discount to items in a Shop Track the effectiveness of different marketing methods To add an action code Click Events Select an Event Click Event Click Codes Click Add new code Images added here will appear on the related Voucher These options are only available with the ecommerce contract module. If no Shop is selected the default shop is used. Figure 3-66 Add action code Enter Name of this code Select from the Partner drop-down list if the code is for use by a Partner. For more information on this see section Visitor Registrations. Enter Number of times the code(s) can be used (or select Unlimited) Select Generation options 2017 N200, a GES Global Company 104

105 Select Number of codes to generate Enter Code prefix, if required Click Activate code (you can also activate the code at a later date) Click Export codes to a file, if required. Click Save to save an Excel workbook. In the Excel file there is a registration link with the Action Code embedded which you can send to registrants. Once you have activated the code you can no longer edit the number of times a code can be used or change any of the Generation Options choices. Code Type Settings When you create an Action Code it is not mandatory to assign a Shop to it. Using Code Type Settings you can assign a default shop that is used for all Action Codes that do not have a shop assigned. To define Code Type Settings Click Events Select an Event Click Event Click Codes Select Code Type Settings Select the Shop to be used as the default Click Save Split codes Why split codes? You can choose to split a series of codes. You could do this to categorise codes e.g if for media, and when split 1-10 is for Newspaper A,, if for Newspaper B etc. To split an Action Code (from within an (activated) code you want to split); Click Split code Enter Name of the new code 2017 N200, a GES Global Company 105

106 These options are only available with the ecommerce contract module Figure 3-67 Split Code Select Product, if applicable Select Shop, if applicable Select Partner, if applicable Select the range for the split, using either the slider or entering the numbers Click Split Click Back to codes You can also split codes that are actually already a split of other codes. N200 Visit keeps tracks of which code numbers belong to which split N200, a GES Global Company 106

107 Set default Shop values for codes that do not have a shop assigned Code number ranges, including those of splits, are visible here This export is an overview. To see the actual codes, go in to each code and select Export codes to a file Figure 3-68 Code overview If a visitor enters an action code during registration but does not complete the registration process, i.e. their status gets set to Stopped (see Appendix D Visitor States), a single-use action code is unblocked and can be reused Go-live checklist Before you publish your registration link(s) (see Links) it is worth carrying out the following checks: Delete any test registrant records. This is especially important if you have made purchases whilst testing. Check if the payment reports are empty. If they are not empty, this will cause issues with consolidation at the end of the Event. To check if the payments reports are empty Click Reports Select Revenue per shop item Click Generate Repeat for Revenue per product If the reports are not empty, you need to delete the test records (that made purchases). See section View/Edit Visitor Details and View/Edit Partner Details for more details. Check the appearance within your website Send the s to yourself to check they are correct (see section Send ) Print off a Voucher (see section Print Voucher) If you Event uses Ticketing (see section Ticketing) you must inform N200 of this when ordering the scanners 2017 N200, a GES Global Company 107

108 4. Service Centre Service Centre Once you have created an Event, a powerful addition to the basic functionality is the Service Centre. This provides a useful central overview of all your Events and registrants. Click to go to advanced filter options Quick search on Company, First Name, Last Name or address Sort by clicking on column header Quick Event select menu, use x to clear Add a visitor, either manually or via Excel import Change the columns displayed View/edit the visitor s details Multi-selection is possible using the CTRL key These options are only available once a Visitor is selected Selecting other options leads to this menu Figure 4-1 Service Centre screen 4.1 Service Centre Functions Using the Service Centre you can carry out many useful actions such as: Monitor: have an overview of registrants Query: use filters to query registrants View/Edit: View or edit the details of registrants Add: add registrants manually to an Event Import: import registrants via Excel Send send s to individuals or groups Add Tag: apply a Tag value to be able to easily identify a group of registrants Mail Voucher: send the Voucher by to Registrants Print Voucher: print the Registrants voucher Invite: invite registrants from one Event to another Export: Export selected registrants to Excel Generate Badge: preview the badge design for an individual registrant 2017 N200, a GES Global Company 108

109 Partner Event details: edit Event details at Partner level overview: see which s have been sent and to whom Remember, some functionality will not be displayed if it is not allowed by your user permissions Monitor Registrations You can view a list of registrants via the Service Centre. Select Service Centre A real-time list of registrants is displayed, split on tabs between Visitors and Partners. You can change the columns displayed by clicking the settings button and you can sort the columns by clicking the column header. You can also change the width of the columns displayed. If you wait at least 5 seconds before leaving the screen, this display will be remembered. The default Registration States applied to the lists are Registered and Visited but you can edit these to show all registrants even those who have not fully completed the registration process. See section Query Visitors. If you have already selected an Event, that Event will automatically be preselected when you select Service Center. If you have not chosen an Event, the Service Center will display visitors for all Events until you choose an Event Query Visitors Why would you want to do a query? You may want to get an idea how many Visitors meet certain criteria. You could also want to send an to a group of Visitors, or export certain Visitors to Excel. By first running a query and then selecting the results, you can easily carry out the action you want. You can set filter parameters to see a selection of Visitors. You can choose whether there should be searched within a particular Event or across all Events. There are three ways to search: Quick Search: search on Company, Last Name, First Name Basic Filters: search on Event, Tags, Registration State, Attendance State, Registration Type, and Registration Key. Advanced Filters: search across all fields including answers to Questions Enter search criteria here Ensure that the correct Event is selected Quick Event selection applies only to Quick Filter, not Basic or Advanced Figure 4-2 Quick Filter To do a Quick Search Click Service Centre Select Event from drop-down list, if required Select Visitors tab 2017 N200, a GES Global Company 109

110 Enter search criteria fields that are searched are Company, Last Name, First Name and Address. N200 Visit will return results that match all of the information that is entered, in one of the four possible fields. The results of the search will be returned Click to clear search parameters and display all registrants The Registration State of Registered is always applied to the Quick Filter. Figure 4-3 Basic Filters To search using Basic Filters Click Service Centre Select Visitors tab Click More search options Select the values required to search on The registrant list on the right-hand side will dynamically display the results of the query Click to clear search parameters 2017 N200, a GES Global Company 110

111 Queries created across all Events appear in the <All Events> folder. Other queries appear in a folder with the name of the Event they relate to. Figure 4-4 Advanced Filters To add a new Advanced Filter Click Service Centre Select Visitors tab Click More search options Click Advanced Filters Click Add If your search criteria do not include an Event name, any Visitors that are registered for multiple events will appear once for each event. Enter a name Select an Event or <Any> Select the required Registration State(s) Field Operator Value Select the required Attendance State(s) Figure 4-5 Adding a new Advanced Filter Enter a name Select an Event from the drop-down list. Select <Any> if you want to apply the query across all Events. Note that this is only possible if no event was preselected prior to going to Advanced Filter. Click Add Enter a name 2017 N200, a GES Global Company 111

112 Select an Event or Any Select the Registration States. Note: if <Any> has been selected for Events, this option is disabled. Select the Attendance State. Possible values are Show or No Show. Select a condition Select a field from the drop-down list Select an operator from the drop-down list Select a value from the drop-down list or enter a value manually Click Save The query will appear in the list under the appropriate folder: Figure 4-6 Query in folder When adding an Advanced Filter across All Events, you cannot select the Registration States. Registered is the only value possible. To edit an Advanced Filter Click Service Centre Select Visitors tab Click More search options Click Advanced Filters Select the folder contain the query to be edited Select the edit icon next to the query to be edited Make the changes required Click Save To run an Advanced Filter Click Service Centre Select Visitors tab Click More search options Click Advanced Filters Select the folder contain the query to be edited Select the run icon next to the query to be run To clear the results of the Advanced Filter, click Less Search Options N200, a GES Global Company 112

113 Quick Collection Once you have run a query you might want to save those results and run another query. This could be useful, for example, if you want to send a mailing and there is no way to get all of the recipients in one query. By running multiple queries and clicking the Quick Collection radio button the results of each query are temporarily stored. You can then display all of the Quick Collection records and select them using the Ctrl key. Select the radio button next to the visitor you want to select Click the button again to display all items Remove the selection Figure 4-7 Quick Collection Click to display only the selected items Use the Quick Collection buttons to display the results of various queries, select the displayed records and then apply an action to the results of all the queries View/Edit Visitor Details From the Service Centre you can change the personal details of any Visitor, and both view and edit Event registration details. You can also register them for a new Event N200, a GES Global Company 113

114 Click on an Event button to view/edit the registration details Click to register the visitor for another Event Personal details that are changed here apply across all Events System generated user name and password that a Visitor can use to login/register for a new Event with (see section Page Designer Welcome Page) Figure 4-8 Edit Personal Details The details are held in a central database any personal details changed for a registrant will apply across all Events for that registrant To edit personal details Click Service Centre Select Visitors tab Select the registrant to be edited (see section Query Visitors for details on how to find a registrant) Click the edit icon Make the required changes Click Save To view or edit Event registration details Click Service Centre Select Visitors tab Select the registrant to be edited (see section Query Visitors for details on how to find a registrant) Click the edit icon Select the required Event 2017 N200, a GES Global Company 114

115 Verify tab will only appear if Registration Confirmation is set to Yes. Part of the Registration Verification contract module. See s sent to the Visitor The details displayed relate to the selected Event If an Action Code was used the details, including Partner Name, are displayed here Open the registration form (and change answers) Display hidden Questions, with their answers, which you can edit Figure 4-9 View/Edit Event registration details Select the required tab View the details or make the required changes If any changes have been made, click Save Visitor Verification Registration/ Verification Select if the registration should be Approved, Declined or put On Hold Hide the log information by clicking on Hide Log Add a comment at any time. These also show in the log. All other information here is read-only Figure 4-10 Verify a registration If the Form that was used for registration had the option Registration Confirmation set to Yes (see section Edit General Settings), a tab called Verify will appear in the Event details for the registrant. On this tab, you can choose to confirm whether the registration should be approved. Possible actions and their consequences are as follows: Choice Approve Registration Action Approve (as per Translations) is sent. Registration State is changed to Registered. The name of the approver along with the date and time of the approval is displayed on 2017 N200, a GES Global Company 115

116 the screen. You cannot change the setting once it has been set to Approved. Decline Registration On Hold Pending Decline (as per Translations) is sent. Registration State is changed to Denied. You cannot change the setting once it has been set to Decline. All registrations that require verification automatically go to this status. No mail is sent. Registration State is changed to Hold. No further action is taken until the setting is changed to either Approved or Declined. You can use this state to indicate that you have taken/are taking action with a registration that requires verification. The Registration State is Hold. No further action is taken until the setting is changed to either Approved or Declined. To Approve, Decline or put On Hold a registration Click Service Centre Click Visitors tab Select the registrant to be edited (see section Query Visitors for details on how to find a visitor) Click the edit icon Select the required Event Click the Verify tab Select Approve registration, Decline registration, On hold or Pending as required Enter a comment in the text box, if required Click Save Visitor Orders You can view any orders that a Visitor has made Figure 4-11 Visitor Orders Visitor Overview You can see which s have been sent to a Visitor in their personal overview N200, a GES Global Company 116

117 Transactional s are not included in this overview Figure 4-12 Visitor overview Visitor Activity Log You can also see various activities that take place for a Visitor at an Event. Activities tab Dwelling time Figure 4-13 Visitor Activities On the Activities tab you can see the scans that take place and also when a badge I sprinted for a Visitor. You can choose to delete a Visitor too. You may want to do this if you create test records before your Event starts. To delete a Visitor Click Service Centre Click Visitors tab Select the registrant to be deleted (see section Query Visitors for details on how to find a visitor) Click Delete selected Click OK Once a Visitor has attended the event, you can no longer change their status from Approved 2017 N200, a GES Global Company 117

118 Visitor Social Media If a Visitor has logged in via Social Media or if anyone else has registered as a result of their Social Media share you can see it here. Social Media platform used for registration, if any This lists anyone who registers as a result of this Visitor s Social Media share Figure 4-14 Visitor Social Media activity Add Visitors You can choose to manually add Visitors or Partners. You select the Event and then a registration Form for that Event. You then complete the details that the registrant would complete as if they were doing it themselves. To Add a Visitor Click Service Centre Click Visitors tab Click Add Click Add visitor Select an Event Select a Form Click Start registration Complete the registration Form Click Close To add another registrant, click Start registration. If no more visitors are to be added, click Cancel You can see the Visitor in the Service Centre listing Import Visitors You can upload Visitor data to N200 Visit using an Excel workbook (.xls, Excel or.xlsx, Excel 2007 and higher). This is particularly useful if you have your own database from which you want to extract the data. Before starting your import, you need to think about the data and how you want to use it: Are you going to use multiple Translations in your Event? If yes, then you will need to include a Languages column 2017 N200, a GES Global Company 118

119 Break the data down into as small as possible chunks i.e. don t have one column for full name but use one column for First Name, another for Last Name Prefix and put the Last Name in its own column Ensure that the data is clean e.g. if you are using initials are they in capitals and separated by a full stop, are telephone numbers complete. Consider using a Tag field. Map this field to the Tag field in the database. It allows you to filter on the Tag field in the Service Centre to identity the registrants uploaded via your import quickly and easily. A Tag value should be the same for a group of registrants that you want to be able to identify. Whatever data you choose to import there is one field that must be imported and that is a unique reference id. This field must be mapped to the field Reference in N200 Visit and is used as follows: If no registrant is found in the system with the reference id quoted, a new registrant record will be created with the details. Note: the system will check for a registrant with the same number across all Events, not just the one you are importing data for. If a registrant is found with the reference number, N200 Visit will update the details of that registrant with the details in the import sheet. The reference id must be unique for new Visitors or you will overwrite existing entries even if the Visitors are in a different Event to the one you are uploading to. Consider an easy method to make the references unique if you want to add, rather than update, registrants. A way to do this could be using an abbreviation of the Event name along with the date of upload and then followed by a sequential number e.g. an event called Catering Trade Fair, where 1000 records are being uploaded on 15 January 2016 could have references CTF , CTF etc. The field names and columns can be in any order you wish in your workbook. The following rules are applied to your data during the upload. If they do not pass these rules, the upload will not succeed. Field Reference address Validation Mandatory Not mandatory but, if used, the format must be <name>@<domain>.<domain extension> e.g. help@200.com Table 4-1 Validation rules for import See Appendix B Import Data for step-by-step details on importing Visitors Add Partners The Partner Portal is used to set up information for Partners such as the URL (see section 3.9 Partner Portal Setup for full details), Visitor and Personnel Registration information etc. In the Service Centre you can create and maintain a partner account. You can also adjust details for an Event if they should be different for a particular Partner, such as the number of badges they are allowed. To Add a Partner Click Service Centre Click Partners tab Click Add Click Add partner 2017 N200, a GES Global Company 119

120 The Partner will use the username and password you specify here to log in to the Partner Portal Figure 4-15 Add Partner Enter the details. All fields except First Name and Last Name are mandatory. Select Registration type Select Event Click Save Import Partners You can upload Partner data to N200 Visit using an Excel workbook. You download a template first, enter the data and then upload the template. To Import a Partner Click Service Centre Select Event from the Event drop-down list Click Partners Click Add Select Import partners Click Download Save the file. Open in Excel, edit Partner Import Template tab it to add the details and save it. Return to N200 Visit. Click Upload Import complete will appear if the upload is successful. The imported Partners will appear in the Partner list in the Service Centre. Click Close In the import, the username must be at least 6 characters long and it is mandatory to enter an address. See the Info tab on the downloaded partner import file for full validation details View/Edit Partner Details You can view and edit Partner details from the Service Centre. You can edit both contact details for a Partner as well as details relating to particular Events N200, a GES Global Company 120

121 Company details Contact person details Figure 4-16 Partner Details To edit Partner details Click Service Centre Select Partners tab Select the partner to be edited (see section Query Visitors for details on how to find a registrant) Click the edit icon Select the Event details tab Make the required changes Click Save Once you have added a Partner, you can set up details relating to an Event; Enter the stand number Enter the stand size (m²) Quicklink includes Partner Portal login details. Activation link is to set up Visit Connect portal for this event Figure 4-17 Partner Event Details The Exhibitor name used during the Visit Connect portal setup To edit Event details for a Partner Click Service Centre Select Partners tab Select the partner to be edited 2017 N200, a GES Global Company 121

122 Click the edit icon Select Event details tab Enter Stand Number, if required Enter Stand size, if required Select Registration Type Select Language (to be used in s) To edit Personnel details for a Partner Click Service Centre Select Partners tab Select the partner to be edited Click the edit icon Select Personnel tab Tabs will show for each Personnel Type you set up in the Partner Portal setup Defaults to the number of badges defined in the Partner Portal setup but you can edit values here Is only enabled if you selected Enable import in the partner Portal setup Figure 4-18 Edit Partner Details Make any changes required Click Save changes The Personnel tab is only available if you have set up Personnel Registration in the Partner Portal setup, see section Personnel Registrations. The details that you enter during the Partner Portal setup are automatically applied to each Partner but you can customise some of the items for particular Partners. You can choose to delete a Partner too. You may want to do this if you create test records before your Event starts. To delete a Partner Click Service Centre Click Partners tab Select the registrant to be deleted (see section Query Visitors for details on how to find a partner) Click Delete selected Click OK 2017 N200, a GES Global Company 122

123 You cannot delete a Partner if; an Action Code is linked to a Partner, if Visitors have registered via the Partner or if the Partner has registered personnel. To view people who registered via the Partner (Invitations) Click Service Centre Select Partners tab Select the partner to be edited Click the edit icon Select Invitations tab The list that you see contains Visitors who registered via the Partners unique URL or through a standard registration URL with an Action Code. These Visitors are also on the full list of Visitors that you see in the Service Centre. To view action codes for a Partner Click Service Centre Select Partners tab Select the partner to be edited Click the edit icon Select Action codes tab Select from the active/inactive drop-down list as applicable To add action codes for a Partner Click Service Centre Select Partners tab Select the partner to be edited Click the edit icon Select Action codes tab Click Add new code Enter a Name Select from the Related to product drop-down list Select from the Related to shop drop-down list Enter Discount %, if applicable Click a Usage option Click a Generation option Enter the Number of codes to generate Enter a Code prefix, if required Click Activate code Click Export these codes to a file and save the file Click Save 2017 N200, a GES Global Company 123

124 Send the Excel sheet to the Partner for them to distribute the generated codes Before you can add Action Codes, you need to set up a Shop. See section 3.10 Shop for more details. For more information on Codes see section 3.11 Action Codes. You cannot delete a Partner if; an Action Code is linked to a Partner, if Visitors have registered via the Partner or if the Partner has registered personnel. You can view any orders that Partners have made through the Partner Portal. To view Partner orders Click Service Centre Select Partners tab Select the partner to be edited Click the edit icon Select Orders tab To view overview Click Service Centre Select Partners tab Select the partner Click the edit icon Select overview tab View the mails send to the Partner To view and edit Visit Connect licence orders Click Service Centre Select Partners tab Select the partner Click the edit icon Select Licences tab Click Add to add a new licence 2017 N200, a GES Global Company 124

125 Add a new licence scan app licences that have not yet been activated Figure 4-19 View/Edit Visit Connect licences Export scan app licences that have not yet been activated to PDF Delete licences that have not yet been activated Name: the name entered in the Scan App. For barcode scanners a sequential code per scanner assignment is used. address: address entered when using the Scan App or portal. No address is linked to a Barcode Scanner. Scans: how many badges have been scanned by the licence. Type: There are three possible types; Scan App, Barcode Scanner and Portal. Activation Time: The date and time (UTC) when the licence is activated Created by: How/by whom the licence was created. The name and details for the portal licence are captured at the time of the licence activation. If the partner subsequently changes them, the new details are not captured Query Partners You can set filter parameters to see a selection of Partners. You can choose whether there should be searched within a particular Event or across all Events. There are two ways to search: Quick search: search on Company, Contact Person s Last Name and First Name Basic Filters: search on Event, Partner Type Enter search criteria here You can select an Event Figure 4-20 Partner Quick Search To apply a Quick Filter Click Service Centre Select Event from drop-down list, if required Select Partners tab 2017 N200, a GES Global Company 125

126 Enter search criteria fields that are searched are Company, Last Name, First Name and Address. N200 Visit will return results that match all of the information that is entered, in one of the four possible fields. The results of the search will be returned Click to clear search parameters and display all Partners Figure 4-21 Partner Basic Filter To search using Basic Filters Click Service Centre Select Partners tab Click More search options Select the values required to search on The Partner list on the right-hand side will dynamically display the results of the query Click to clear search parameters Quick Collection Once you have run a query you might want to save those results and run another query. This could be useful, for example, if you want to send a mailing and there is no way to get all of the recipients in one query. By running multiple queries and clicking the Quick Collection radio button the results of each query are temporarily stored. You can then display all of the Quick Collection records and select them using the Ctrl key. Select the radio button next to the partner you want to select Click to display only the selected items Click the button again to display all items Remove the selection Figure 4-22 Quick Collection 2017 N200, a GES Global Company 126

127 Use the Quick Collection buttons to display the results of various queries, select the displayed records and then apply an action to the results of all the queries Send After the registration process you may want to send s to registrants. This could be because someone has lost their original confirmation mail or to inform a group of registrants of important changes to the Event details. You can send s to registrants, either to individuals or to a group, Visitors or Partners. You can send any of the s that you have set up in Templates, see section 3.3 Templates. As s are Event specific, an Event has to be selected to make this functionality available. If you want to send the to more than one Visitor, you can select all of the intended Visitors and send the mail. Each of the selected Visitors will receive the mail. You can select multiple Visitors a number of ways: Highlight the row with the registrant, move to the next registrant required and select them whilst holding the Ctrl key. This can be repeated a number of times. Run a query to show the registrants you want to send the mail to (see section Query Visitors and Query Partners). Use the Quick Collection functionality to select the required registrants (see section Query Visitors and Query Partners). This Translation is only used if the Translation selected by the Visitor is no longer available It is recommended to only select this option if necessary. You are overriding the visitor s express wish The system will automatically exclude anyone who has already received the mail you are about to send. Select this if you also want to send it to Visitors who have already received it. Figure 4-23 Send to Visitor The first two fields must be selected to enable the Save button To send an to one or more registrants Click Service Centre Select an Event from the Event drop-down list Click Visitors or Partners tab as required Select the registrant(s) to receive the mail (see section Query Visitors and Query Partners for information on how to query if you want to select many registrants) Click Other options Click Send Select if all or selected registrants should receive the mail 2017 N200, a GES Global Company 127

128 Select if the mail should go to the registrants individual address or all go to one address Select the to send from the drop-down list. This list is pre-filtered on either the Category assigned to the Template. If you are sending a mail to Visitors only those defined as Visitor will display. The same logic applies to Partners. See also section 3.3 Templates. Select the Translation to be used Select Ignore opt out only if you absolutely have to contact the registrant. This overrides the option that the registrant has chosen. This option is only visible when sending Visitor mails, not Partner mails. Select Send again Click Send Check the summary report that appears Click Send A confirmation message appears. Click Close Always choose to send a mail to yourself first just to test that it really is what you want to send Overview When you send an you can follow its progress in the overview tab. UTC time zone Name of Visit user who sent the (s) Status can be seen here Select one of the rows to see the summary details Figure overview There are three different statuses in the overview at Event level: Preparing the s are being compiled Running the s are being sent to the mail server Finished the job is finished running There are two mailing types: 2017 N200, a GES Global Company 128

129 Bulk these are mails that you send via the Other options, Send functionality Invite these are mails that you send via the Invite functionality A summary appears when you select a row in the overview. This details: Opted out the number of s not sent as the recipient has opted out. If you select the Ignore opt out checkbox they will not appear in this total No address the number of s not sent as there is no address for the contact Queued how many mails (still) are queued Delivered the number of mails that have been delivered successfully to the domain Bounced the number of bounces received. Mails can be bounced for various reasons e.g. user name is not known on the mail domain, the mailbox for the user is full etc. Total - total mails in this mailing If you send mails using the Invite functionality and want to check the status, you need to look in the overview for the Event they have been invited to, not the one you were in when you invited them! If you double click a row, you can see more details: Filter list by State Additional information on bounced s Figure overview States You can filter on the various states. The possible states are; New all mails go in to this state initially Queued All mails go into Queued status, even if only for a short while. You may, however, see that some mails stay in Queued status longer than expected. This is due to the situation described in Soft Bounced, above. The mail will stay in Queued state whilst further attempts are made to deliver it. Only after 2 days and multiple attempts will the mail status change to Soft Bounce. Delivered the mail has been successfully delivered Hard Bounced is determined by a reply from the recipient s mail server. It indicates a permanent reason an cannot be delivered. Some examples of when an is defined as a hard bounce; Recipient address does not exist Domain name does not exist Recipient server has completely blocked delivery Firewall does not allow delivery Soft Bounced is determined by a reply from the recipient s mail server. It indicates a temporary delivery issue to an address. When an address soft bounces it means delivery to that address was attempted multiple times over the course of 2 days, but was not 2017 N200, a GES Global Company 129

130 successful. There are many reasons an address may soft bounce, some of the most common being; Mailbox is full (over quota) Recipient server is down or offline message is too large Error unspecified other error. If you have mails in this category, contact N200 to investigate the cause. You can also see on each Visitor/Partner contact record which s have been sent to them. UTC* time zone Select an to view it in the preview pane Figure overview at contact level There are four different statuses in the overview at Contact level: New the is being compiled Queued the is waiting to be delivered Soft Bounced the has been rejected by their domain Hard Bounced - the has been rejected by their domain Delivered the is sent and has been accepted by their domain Error if you see this, contact N200 to help investigate the cause If a Contact was selected to receive an but the mail was not actually sent e.g. the Visitor has opted out or they have no address, nothing will appear on this screen. Only s that have actually been sent appear here. Select a row to see a preview in the bottom pane. Note that the content of the is shown but not the personalised details e.g. the fact that the Last Name field was used is visible, but not the value of the Last Name field that was used when the mail was sent. *UTC is Coordinated Universal Time which is the primary time standard by which the world regulates clocks and time. For most purposes, UTC is synonymous with GMT Add Tag What is a Tag? A Tag is a value that can be assigned to a Visitor. You can then use the Tag value in Queries as a quick way to query a group of Visitors or carry out an action e.g. send an . One Tag value can be assigned to each Visitor. You can assign the same Tag value to as many Visitors you want N200, a GES Global Company 130

131 To add a Tag to a Visitor Click Service Centre Select an Event from the Event drop-down list Click Visitors tab Select the registrant(s) to add a Tag to (see section Query Visitors for information on how to query if you want to select multiple registrants) Click Other options Select Add tag Select to whom the Tag should be added Select a pre-existing Tag from the drop-down list or create a new one by entering it in the box. Click Save You can edit a Visitors Tag via their Personal Details. See section View/Edit Visitor Details for details on how to edit Personal Details Mail Voucher You can re-send a voucher to a Visitor. N200 Visit knows which Voucher to send based on the registration Form that was used by the Visitor. The option to send a Voucher is only enabled if a single Visitor is selected. The selected Visitor must also have a Status of either Registered or Visited. It is not possible to send Vouchers to multiple Visitors at the same time. To mail a Voucher Select Service Centre Select an Event from the Event drop-down list Click Visitors tab Select the Visitor Click Mail voucher Click Send voucher A success or failure message will display. Click Close The most common cause of the failure message is a missing address. View the Visitors Personal Details to check, see section View/Edit Visitor Details Print Voucher You can print an individual Visitor Voucher. N200 Visit knows which Voucher to print based on the registration Form that was used by the Visitor. The option to print a Voucher is only enabled if a single Visitor is selected. The selected Visitor must also have a Status of either Registered or Visited. It is not possible to print Vouchers for multiple Visitors at the same time. To print a Voucher Select Service Centre Select an Event from the Event drop-down list 2017 N200, a GES Global Company 131

132 Click Visitors tab Select the Visitor Click Other options Click Print voucher If successful, the Voucher will display in a ready-to-print mode. Click Print Click Close If not successful, an error message will display. Click Close. The most common cause of failure to generate the Voucher is that the registrant is does not have a valid Registration State. See section View/Edit Visitor Details for details on how to check this. The most common cause of the failure message is an invalid Registration Status. View the Visitors Personal Details to check, see section View/Edit Visitor Details Invite You can easily invite Visitors from one Event to another. The Visitors will have the status Invited in the new Event. You can select multiple invitees either by doing a Query (section Query Visitors) or manually selecting the Visitors from a previous Event. You can select which Event you want to invite them to, which should be sent and which Form URL they should receive. To invite a Visitor to another Event Click Service Centre Select an Event from the Event drop-down list Click Visitors tab Select the Visitors you want to invite (see section Query Visitors for information on how to query if you want to select multiple registrants) Click Other options Click Invite Select if the mail should go to the selected Visitors or all Select the recipient address Select the Event they should be invited to from the Select event drop-down list Select the template to be used from the drop-down list Select the Form to be used Select the Translation Click Send Click Send Click Close You do not have to worry about Visitors being invited to an event they are already invited to/registered for. When you select a Visitor and use Invite functionality, N200 Visit checks that the address in use is not already in use in a contact record in the new event. It warns you if that is the case N200, a GES Global Company 132

133 Export Export You may want to export your data, for analysis or import into another system. N200 Visit supports export to Excel *.xls (Excel ) format. If the number of records exceeds the Excel row limit of 65553, additional worksheets will be added to the file. You can only export registrants from one Event at a time. The option to export data is therefore only enabled if an Event is selected. The fields that are exported are standard. See Appendix C Definitions / Visitor Export file for an overview of the fields in the export To export Visitors or Partners Click Service Centre Select an Event from the Event drop-down list Click Visitors or Partners tab as required Select the registrants you want to export (see sections Query Visitors and Query Partners for information on how to select multiple registrants) Click Other options Click Export Select the radio box for which registrants you want to export Click Start export Click Save Select a location Enter a filename if you do not want the default filename Click Save You can open the Excel workbook from the location you saved it to Generate Badge Onsite The Generate Badge functionality allows you to create a pdf document which contains the badges for selected Visitors. Only badges from one Event can be generated at a time. The option to Generate Badges is therefore only enabled if an Event is selected. To be able to open the created document you will need Adobe Reader (or Adobe Acrobat). You can download Adobe Reader, for free, from here To generate a badge Click Service Centre Select an Event from the Event drop-down list Click Visitors tab Select the registrants you want to generate the badge for (see section Query Visitors for information on how to select multiple registrants) Click Other options Click Generate documents Select the radio box for which registrants you want to generate the badge Select a Sort by order 2017 N200, a GES Global Company 133

134 Select a File type Click Get badges. Select PDF if you want to preview the badges or print them on a non-zebra printer. Select EPL to generate a file that you can print to a Zebra printer from Windows. See also A success message will appear Click Save Select a location Enter a filename if you do not want the default filename Click Save Click Cancel Resend Visit Connect order confirmation When a licence is added to Visit for Visit Connect licences an is automatically sent containing the licence information. Unfortunately, quite often the partner cannot find the and want to have to the resent. To resend the Visit Connect order confirmation Click Service Centre Select an Event from the Event drop-down list Click Partners Select the partner Click Other options Click order confirmation 4.2 Onsite Onsite Events > [Event Name] > Onsite What is Onsite? You ve now created your Event, tested it, monitored the registration progress, lots of people have registered and the date of the Event is fast approaching. The Onsite setup influences what you can see and do using N200 EventBoxes on the day of your Event. What is an EventBox? The EventBox is software that is run on a laptop that you can use to scan registrants when they arrive, print badges, help registrants who have lost their vouchers, allow people to register on the spot etc. There are two aspects to Onsite setup; Define in N200 Visit what modes you should see in the EventBox. This should take place before your Event starts. Setting up the EventBox on the day of, or the day before, the Event. Before this though you should contact N200 to place your EventBox order. Once you have created the setup you are ready to scan the registrants once your Events opens. There are various modes you can use on the day, see Onsite Setup N200, a GES Global Company 134

135 You can rent laptops, printers and scanners from N200. If you use your own laptop it must be USB bootable and allow any operating system to boot. This information is in the manufacturer s user guide Onsite Setup Before your Event starts, you need to set up the Onsite information in N200 Visit. Password has no restrictions on what it can be Allow badges of Visitors in Invited status to be scanned Uploaded logo displays in main screen, Scan & Go and Access Control modes Choose a colour scheme display in the EventBox Logo uploaded here shows in the Service Centre mode If Auto print is selected, a badge is automatically printed when a voucher is scanned Figure 4-27 Onsite setup There are five different modes in an EventBox which are defined within Onsite. You should decide which ones you want to use before doing the Onsite setup although you can always change this later. The modes that you choose here will be available in each EventBox. If you do not select a mode here, it is not possible to use it in an EventBox. You should contact N200 at least 6 weeks prior to your Event to discuss the required EventBoxes. Mode Manned Registration Self Registration Scan & Go Access Control Description This enables you to add/edit registrants when onsite. You can also print off badges. Useful for if registrants don t have their vouchers with them or if you have multiple Registration Types e.g. speaker, VIP, press etc. This allows people to register at the Event, using a Form. A badge is printed after registration. Allow registrants to have their vouchers scanned. Badges are automatically printed after scanning. This is the option which provides the quickest entrance to an Event. This mode is used to measure attendance. Can also be used for Events that last more than one day. On subsequent visits the badge can be scanned to show they visited more than once. You can also add rules to allow or deny access to specific Visitors N200, a GES Global Company 135

136 Visit Connect Used by N200 for distributing scanners to exhibitors Table 4-2 EventBox modes To define EventBox setup Click Events Select an Event Click Onsite Click Onsite settings Enter a password of your choosing If required, click Select to upload an image Images that have already been used are displayed in the box. Select one of them or click Upload a new image. Click Select Click Colour scheme to select a colour which is applied generally, e.g. buttons, in the EventBox. To use Manned Registration (known as Service Center in EventBox) Select Manned Registration checkbox Select the Default Registration Type for Visitor Registration from the drop-down list. This assigns a default value which can be changed if required per registrant. Select the Default Registration Type for Stand Personnel Registration from the drop-down list. This assigns a default value which can be changed if required per registrant. Select Registrant Default Translation. The event default is selected automatically. You can choose to select a particular translation available for the event. You can also select Please specify which forces a translation to be selected when adding a new Visitor in the EventBox. Select Auto print if required Click Configure questions and answers. You should select the questions and answers that you want to be available in the EventBox when editing a registrant or adding a new registrant. It is recommended to keep the number of questions to a minimum and make no Questions mandatory to answer N200, a GES Global Company 136

137 Click here to access Questions Repeat for each Registration Type View Questions in different Translations Select the properties Click here to select Questions Figure 4-28 Manned Registration Questions Click Personal information bar Click Add questions Select each question you want Click Add selected Click here to add Profile Questions Set the Required, Show and Disabled properties for each Question, as required Click Profile questions Select each question you want Click Add selected Set the Required, Show and Disabled properties for each Question, as required Repeat for each Registration Type you want to use. Click General EventBox settings to return to the previous screen To use Self Registration Select Self Registration checkbox Select a form from the Form used for visitor registration drop-down list. Note that only forms with a Form Type of Onsite are displayed. Tips for the self-service registration form Use a clone of the online registration form. Change the Form Type to Onsite. A sample text could read Welcome to onsite registration. The Complete Page could read Please collect your badge from the printer. Remove any HTML or JavaScript from the Form Keep it short! 2017 N200, a GES Global Company 137

138 To use Scan & Go Select Scan & Go checkbox Select a badge design in the Badge field. NOTE: If you don t select a badge design, the default design will be used. To use Access Control Select Access Control checkbox If you want to add rules to allow or deny access to specific Visitors you can add rules. Rules are applied working from the top one down Change the order the rules are applied by clicking the arrows Figure 4-29 Access Control The rules are applied in the Priority order that you define. As soon as a rule is found which the Visitor meets the condition(s) of, that rule is applied. If the Visitor doesn t match the criteria for any of the rules the default value, defined underneath, is applied. To add an Access control rule Click Events Select an Event Click Onsite Click Onsite settings Select Access Control checkbox Click to add a rule 2017 N200, a GES Global Company 138

139 Add conditions using Select if access should be allowed or denied based on Add a message to display on the EvenBox if this rule applies to the scanned Visitor Figure 4-30 Add a rule Priority Enter a Name Select a Condition Click Select a field from the drop-down list Select an operator form the drop-down list Select a value from the drop-down list or enter a value manually Select Allow or Deny as applicable for the rule Enter a message that displays in the EventBox if the Visitor scanned matches the rule. This is optional. Click Save It is important that you put the rules in the correct Priority order. The rules are applied in that order and the first rule that applies to the scanned Visitor is leading. In this example, we have an area that may only be accessed once a day unless the company is ABC Catering N200, a GES Global Company 139

140 This rule has to be given a higher priority than the one below as otherwise ABC Catering Visitors would only be able to access the area once Figure 4-31 Priority of Access Control rules Default The default value is applied if the Visitor does not match any of the rules. If you don t define any rules, access is always allowed. Locations Once you have made your EventBox selection you can enter possible values for the Locations of the EventBoxes. The values that you enter here are visible in the Location drop-down list in each Event Box. The Location assignment for each EventBox is done from within each EventBox. You can also choose to add Location values on the fly from an EventBox. If you do this, if there is an internet connection available, any values that you enter will be automatically synched with the Onsite settings information in N200 Visit. To add Location values Click EventBox locations Click Add Enter a name Select a value from Direction (optional). See Dwelling Time below. Click Save 2017 N200, a GES Global Company 140

141 Values entered in N200 Visit are visible in all EventBoxes You can choose values from the drop-down list or type in a new value. Any new values entered are synchronised to N200 Visit. Figure 4-32 Location values Once you have done this you are ready to use the EventBox on the day of your Event. However, before you get to that stage you need to have arranged the following: At least one laptop (can be rented from N200) If you choose to use your own laptop(s) you must arrange the delivery of the EventBox softand hardware with N200. At least one scanner (rented from N200) If you want to print badges, at least one printer (can be rented from N200) An Internet connection. This is useful but not mandatory unless you want to follow the Event data live in Visit or register people on the spot. Port 6203 TCP should be open for communication Event username and password (supplied to you by N200 prior to event) The number of laptops, scanners and printers you need will depend on how big your event is. Once you have the computers, printers and network connections in place it is time to power up the EventBox. If you choose not to rent a laptop from N200, the computer you use must be USB bootable. Please refer to the manufacturer s manual for this information. The N200 EventBox USB stick is compatible with X86 computers. You must insert the USB stick in the computer before starting it up. Dwelling Time Dwelling time is the amount of time that a Visitor spends inside at your event. If they leave the building, e.g. to go out for lunch, the time spent outside is excluded from the dwelling time calculation N200, a GES Global Company 141

142 The dwelling time value is available in the Visitor record in the Service Centre, in the Visitor export and via the API. The dwelling time To enable the dwelling time to be calculated you have to define an EventBox location as either an entrance (In) or an exit (out). See Locations (above) for how to do this. There must be a corresponding number of In and Out scans for the dwelling time calculation to be able to be made. If there is not a matching number, the value is not available EventBox setup Typically the EventBox setup takes place at least one day before the actual Event starts. What you have to do to set up the EventBox depends on what services N200 are providing to you. What you will have to do is ensure that, if you want to have real-time information or allow registration on-the-fly, you have either a LAN connection cable available for your use or know the user name and password of the wireless network you will connect to. To start EventBox Turn on computer. If you are using your own laptop you will need to provide login details. You should request these from N200 prior to the Event. In some instances the login will take place automatically Figure 4-33 EventBox Login Once you are past the login screen, either having logged in or bypassing automatically, there are a few setup steps to carry out Set up Internet connectivity Set up a printer Set up keyboard configuration, if required Wait for synchronisation to take place Each of these items is represented at the bottom right-hand side of the screen. To see information on an item move your mouse pointer over the icon. Internet Connectivity No. of registrants Printer Status Keyboard Database synchronisation status The actual display you see will depend on the status of connections to the computer. You could see variants of this display, such as: 2017 N200, a GES Global Company 142

143 You may at any point see a message that the system needs to restart. Always agree to this. Internet Connectivity Internet connectivity is not required if N200 are setting up your Event on your behalf. Communicate with your Client Manager to ensure your wishes are known. N200 will ensure that the database is synched before delivering the laptops and can perform a synch when they are returned to ensure that all visitors are recorded. However, if you want to have a real-time view of how many registrants have turned up or offer the possibility for people to register on-the-fly, you will need an Internet connection. There will be one of two icons representing the Internet connectivity; Wired network connection Wireless network connection It doesn t matter if the icon that is displayed is not the type of connection you want you can change the connection type. To check/change the Internet connectivity of an EventBox Click the network connection icon Click Open network settings Enter the password this is the password that you chose in the Onsite setup (see Onsite Setup). Click OK The screen you will see is dependent on the network connections that the computer can find. It could look like something like either of these; In this example, only a wired network connection is found Check internet access once the connection is set up Figure 4-34 Wired Network 2017 N200, a GES Global Company 143

144 Option to turn off Wi-Fi connection to ensure that wired network is used All connections found, both wired and wireless, are displayed The Internet Access check button will appear once a connected network is selected Figure 4-35 Various Networks Wired Network When using a wired network you can choose to enter details, such as the IP address to be used, manually. This is not mandatory and you can choose to use the details that have been automatically generated. To enter details for a wired network connection Select Manual from the Configure IPv4 drop-down list Enter the IP Address Enter the Subnet Mask Enter Router Enter DNS Server Click Apply To check that the computer can connect to the Internet via a wired network Click Internet access A success message should appear Click Close If no success message appears you need to check your connection. Wireless Network The EventBox may automatically connect to a wireless network. You can choose to connect to a different wireless network or edit the properties of the wireless network that it is connected to. To connect to a wireless network Select the wireless network you want to connect to Click Connect Note: this only appears once you have selected a network) If the network is password protected, enter the Password Once the connection is established, Connected will appear next to the selected network connection. As with wired connections, you can choose to manually enter details as the IP Address. To enter details for a wireless network connection Click the edit icon next to the connection to be edited 2017 N200, a GES Global Company 144

145 Edit the name of the connection, if required Select TCP/IP tab Select Manual from the Configure IPv4 drop-down list Enter the IP Address Enter the Subnet Mask Enter Router Enter DNS Server Select Wireless Security tab Select a value from the Security drop-down list Enter a Password Click Apply Whether you use the automatic details or have manually entered the details you should check that the computer can access the internet. Even though the network connection may appear to be working, the connection to the Internet should always be checked. To check that the EventBox can connect to the Internet via a wireless network Select the network that is shown as Connected Click Internet access A success message should appear Click Close If no success message appears, you need to check your connection. Printer Setup If you have chosen to rent laptops (EventBoxes) and printers from N200 the printer setup will already have been configured and you should not need to take any action. You will see one of two icons when you first turn on; A printer connection is found No printer connection is found Even if a printer connection is found you should carry out a check to ensure that it is the printer you want to use. To modify/check a printer connection Click the printer connection icon Click Open printer settings Enter the password this is the password that you chose in the Onsite setup (see Onsite Setup). Click OK If a printer is connected it will be listed on the left-hand side of the screen N200, a GES Global Company 145

146 Select a printer on the left-hand side to display its properties Make any changes required Click Apply. or, if no changes have been made, click Close. Add a new printer Click to save changes Figure 4-36 Printer Setup To add a printer Double-click the printer connection icon Click Open printer settings Enter the password this is the password that you chose in the Onsite setup, section 8.1. Click OK Click the icon Select the printer type from the drop-down list If you select Network printer Enter the IP address Click Detect The Make. Model and Name of the printer will usually be filled in. If not, select the Make and Model from the drop-down lists and enter a name for the printer. If you select USB printer Connect the printer cable to the computer Turn the printer on Select a value from the Connections drop-down list Select from the Make drop-down list Select from the Model drop-down list Amend the given Name, if required Select the default printer checkbox if this printer should be the default Click Add 2017 N200, a GES Global Company 146

147 The printer will appear on the left-hand side. Once you have added a printer the printer icon should appear like this; again.. If it doesn t, you need to delete any printer connections you have made and try Opticon scanner setup If you are planning to use the EventBox to assign and unassign Opticon barcode scanners to exhibitors, you will have to connect a scanner cradle (or docking station ) to the EventBox. We use two types of cradles: a cradle with multiple slots (6-8), a USB cable and separate power adapter; a cradle with just one slot and a USB cable. The first type needs to be connected to both the EventBox (via the USB cable) and an electrical outlet (via the separate power adapter). The second type only needs to be connected to the EventBox; it receives its power from the EventBox s USB port. Set up the EventBox and the scanner cradle according to the following procedure to ensure that both devices function properly. To set up the EventBox and scanner cradle: Connect the scanner cradle to the EventBox s USB port using the USB cable. Connect the scanner cradle to a working electrical outlet using the power adapter (only applies to cradles with multiple slots). Start the EventBox and log in (see section EventBox setup). After a few moments, the Terminal Settings dialog appears. Select Visit Connect. Click Save. Keyboard Configuration The default keyboard configuration is US. You can change this if required. To change the keyboard configuration Click the keyboard icon Click Open keyboard settings From the Layout drop-down list select the country required. There is no need to change any of the other values. Click Save Database Synchronisation Database synchronisation should take place automatically once the Internet connection has been set up (see section Internet Connectivity). If you have decided to work without an Internet connection, the database synchronisation will not take place and you can skip over this section. The database synchronisation has four different statuses: Colour Description Action required Black - No connection has been established with the N200 database. Check Internet connectivity (see section Internet Connectivity) 2017 N200, a GES Global Company 147

148 Orange - The EventBox is trying to establish a connection to the N200 database. Red - There is currently no connection to the N200 database. There has been a connection however and data was updated at that time. Green - A connection is in place. Synchronisation has taken place. Updates will take place in realtime Monitor to see what colour it changes to Check Internet connectivity (see section Internet Connectivity) None Table 4-3 EventBox synchronisation statuses Registrants Number Check The last item to check is the registrant numbers. At the bottom right-hand side of the screen you will see two numbers, in this format; Registrants with the status of Registered or Visited Total Registrants, regardless of status, including deleted records These numbers should correspond with the numbers you see via the Service Centre. If you have set up more than one EventBox it is important to check that the numbers on all EventBoxes are exactly the same. If the numbers are not the same, that is an indication that the synchronisation has failed. If you are using an Internet connection and the numbers do not match you should try resetting the Internet connectivity (see section Internet Connectivity). If that fails, reboot the computer. If the numbers still do not match, contact N200. If you are not using an Internet connection and the numbers do not match you should contact N200. If an EventBox does not show the correct amount of registrants it can in principle still be used. Any changes will be updated to the database when an Internet connection is made available. However, if a registrant arrives and is not on that EventBox database you will not be able to scan them using that EventBox. You may well be able to scan them on another EventBox presuming that at least one EventBox has been synched with the full database. If the registrant numbers do not match by the end of the Event, contact N200. Do this prior to sending the EventBoxes and/or USB sticks back to discuss how the data can best be synched Final Check On the day of the Event check the following items; Power up computer(s) printer(s) Network connection is present Keyboard configuration is correct Scanners 2017 N200, a GES Global Company 148

149 Badge paper Working? Note that if you are using wireless scanners they must be located within 12 metres of the computer to which their base station is attached Printing from EventBox is working Auto-print after Voucher scan is working (if turned on) Printing after scanning barcode is working Printing from EventBox is working Auto-print after Voucher scan is working (if turned on) Printing after scanning barcode is working Clips Lanyards Replacement ink cartridges (if printers are rented from N200 spare cartridges are supplied) Self-registration form, if to be used, is working Using the EventBox On the day of the Event you start up the EventBox again and all of the set up should still be present and the start-up screen will be displayed. Click top-left corner to enter EventBox. You do this to return to the main menu at any time. On subsequent start-ups, the Event box will default to the last mode it was running in so you won t see the start-up screen If you add a logo in the Onsite Settings it will show here Figure 4-37 Start up screen Whatever screen you are in you can return to the mode-selection menu at any time by clicking the mode change icon along the bottom. You may be prompted to enter the password you created earlier (see section Onsite Setup). To access EventBox Click in the top left-hand corner. Enter the password this is the password that you chose in the Onsite setup (see section Onsite Setup) N200, a GES Global Company 149

150 The options you have chosen in N200 Visit Onsite Settings influence which options are visible here Figure 4-38 Mode Selection Select the mode you want to work in. If you will be using this EventBox to print badges, select the desired badge design in the Badge field. Click Save. If you want dwelling time to be calculated make sure you select the appropriate In/Out location for the EventBox. In any of the modes you choose, whenever a badge is printed for a registrant their status in the central database changes to Visited. There is an auto-sync every five seconds with the database, presuming that an Internet connection is available. Service Centre The Service Centre module in the EventBox is known as Manned Registration in the Onsite setup described in section Onsite Setup. The Service Center is typically used as a sort of helpdesk during Events. Registrants can be looked up, badges printed for those that have lost their vouchers, personal details edited etc. You have to enter search criteria before any data is shown in this mode N200, a GES Global Company 150

151 Visitors have a single person icon; Partner icon is multiple person. Name and Company can be searched Results can be sorted by clicking column headers Manually add a new visitor Edit registrant details Print badge Only registrants who match the search criteria are displayed Edit details of the selected registrant Figure 4-39 Service Centre From the EventBox Service Centre you can carry out the following actions: Print badge for the selected registrant Action Search View/Edit a registrants details Print Badge Add a registrant Command Enter search criteria in search bar Click Select a registrant, click Print Badge Click Add Table 4-4 Actions available in EventBox Service Centre 2017 N200, a GES Global Company 151

152 The Questions seen here are defined in the Onsite setup, see section Onsite Setup. The Badge will print when this is clicked Figure 4-40 Add a Registrant You define the Questions that can be seen in the Service Center in the EventBox. See section Onsite Setup. Self-Registration Self-registration is designed with the intention of placing an EventBox near the entrance of the Event. A Form, designed by you in N200 Visit and defined in the Onsite setup, is displayed and people who have not yet registered can do so on-the-spot. There are a number of points you should take into consideration when designing a Form to be used for self-registration: The Form is designed in N200 Visit (see section 3.5 Forms) You define which Form should be used during the Onsite set up (see section Onsite Setup). Only forms with a Form Type of Onsite will be able to be selected. Consider restricting the number of Questions you ask the registrant this makes it more comfortable for the registrant, given the environment in which they are filling in the details, and also reduces the likelihood of a queue forming Consider the wording of the Welcome and Complete pages carefully to ensure that they match the situation that the registrant is in at the time they see them. The usefulness of a confirmation mail is limited in this context so consider not sending one A Badge is automatically printed Ensure that a printer is connected to the EventBox used for self-registration as, if there isn t, the badge print jobs will be stored up until a printer is connected. A Restart button appears automatically at the end of the Form so it is easy to reset for the next registrant 2017 N200, a GES Global Company 152

153 Scan & Go Scan & Go is the quickest and most common form of entry. A scanner must be attached to the EventBox when using this mode. The intention is to scan the registrant s voucher when they approach the entrance. A badge is then automatically printed. The badge design that is used to print badges depends on which design is selected while the EventBox is set up. If no badge design is selected during setup, the default design is used. See also 3.7 Document Designer. Access Control This mode is used to measure attendance. It can also be used for Events that last more than one day. On subsequent visits the badge can be scanned to show they visited more than once. You can restrict who can be accessed to certain areas of an Event by adding a rule to the Access Control module. See section Onsite Setup for more details. A scanner must be attached to the EventBox when using this mode. There are two types of scanners, the default scanners and Opticon scanners. A default scanner requires no additional action. However, a Location must be selected before an Opticon scanner can be assigned. To assign an Opticon scanner (when in Access Control mode) Connect an Opticon docking station to the EventBox Place an Opticon scanner in the docking station Click Opticon Select a Location from the Select location drop-down list Click Assign scanner Any data that is collected in the Opticon scanner is updated to the database once the scanner is reinserted in the docking station. Buttons appear once a scanner is attached Click to attach an Opticon scanner Figure 4-41 Access Control 2017 N200, a GES Global Company 153

154 You must select a location before clicking Assign Scanner Figure 4-42 Assign location After use an Opticon scanner must be unassigned. Doing this transfers the collected data to the database and allows the scanner to be reassigned. To unassign an Opticon scanner (when in Access Control mode) Place scanner in docking station Click Unassign scanner Once the download has successfully completed a message will appear confirming that the scanner is unassigned. Remove the scanner Visit Connect In Visit Connect mode, you can: assign (or unassign) barcode scanners to exhibitors; download an exhibitor s lead data from a barcode scanner to the database. To assign an Opticon scanner to an exhibitor (in Visit Connect mode): Select the relevant exhibitor from the list. NOTE: Use the search field at the top to quickly find exhibitors by name. In the Assigned scanners column, check that the number of assigned scanners is not equal to the total number of licences purchased by the exhibitor. If necessary, add additional licences by double-clicking on the exhibitor. This works similarly to adding licences to partners in the Service Centre; see section View/Edit Partner Details. Pick up a new scanner and check that it has not yet been assigned by using one of these methods: If the scanner has an LCD display, check that it does not show the name of an exhibitor. If the scanner has no LCD display, point it at a flat surface and press the scan button if no light comes out, it is unassigned (see Figure 4-43) N200, a GES Global Company 154

155 Figure 4-43 This scanner is working, which means it has already been assigned. Place the unassigned scanner in the cradle (with the scanning end facing down). If the cradle has multiple slots, place the scanner in the right-most slot (see Figure 4-44). Figure 4-44 On a cradle with multiple slots, use the right-most slot to assign or unassign scanners. Click Assign scanner. The number in the Assigned scanners column will increment by 1. Use the scanner to scan a test badge. The scanner will beep and show a green light if the scan is successful. The scanner is now ready to be used. Instruct the exhibitor to return it to you (or your staff) at the end of the day, when they are finished scanning leads. You can then download the lead data they collected from the scanner and unassign it. To unassign an Opticon scanner and download lead data: Place the scanner in the cradle. The scanner information in the bottom of the screen shows to which exhibitor the scanner has been assigned and how many visitor badges they have scanned (see Figure 4-45) N200, a GES Global Company 155

156 Figure 4-45 This scanner has been assigned; look at the bottom of the screen to see who it belongs to. Click Unassign scanner. The scan data is automatically downloaded and the scanner is no longer assigned. The exhibitor can access their lead data by logging into Visit Connect in their browser. They will have received an about this when they purchased their scan licence. Other Options In the EventBox, you will see three other options: Visit Connect - this option is currently used by N200 only Location if your Event location has multiple entrances you can choose to manually enter which entrance the EventBox is located. You can then later view this in the Excel Export from the N200 Visit Service Centre, in the column called Badge Print Location. Enable Advanced Settings for use if you have logged in with a username and password for a different Event. Using this you can drop the database and re-login to connect to the correct database. To drop the database: Be careful dropping the database will remove any data collected on the machine. If no synchronisation has taken place the data is totally lost and cannot be recovered. If you feel it should take place, contact N200 first. Select Enable advanced settings Select Enable drop database Click Drop the database Enter the password of the Event you are currently logged in to Click Confirm A success message will be displayed and the EventBox will restart 2017 N200, a GES Global Company 156

157 Be careful doing this will remove all of the setup steps that you have already taken such as Internet connectivity, printers etc. This should never be done once an Event has started and the EventBox has been used. Troubleshooting To help an exhibitor whose Opticon scanner has become unresponsive: If a scanner has become unresponsive after it has been assigned to an exhibitor, do the following: Ask the exhibitor to return the scanner to you. If the exhibitor has already used the scanner to collect lead data, reassure them that their data is not lost: it is safely stored on the scanner itself and can be retrieved by N200's technical staff. If necessary, create a new scan licence for the exhibitor and assign a new scanner to them. See How to assign Opticon scanners to exhibitors on EventBox. Put the scanner in a cradle and let it charge for a few hours. Many scanner issues are the result of an empty battery. If the scanner is still unresponsive after charging, return the scanner to your N200 contact person and ask them to arrange a manual download of the lead data. To troubleshoot an Opticon scanner cradle which has become unresponsive: If a scanner cradle has become unresponsive and does not allow you to assign or unassign scanners to exhibitors, try doing the following: Check that both the USB and power cable are plugged into the cradle (see Figure 4-46). NOTE: If you have a cradle with just one slot, it will not have a separate power cable, but receive power from the EventBox computer through the USB cable. Figure 4-46 The USB and power cables plug into the back of the multi-slot Opticon cradle. Check that the USB cable is connected to the USB port of the EventBox computer. Check that the power cable is connected to a working power outlet. Check that the 8 jumper switches on the back of the cradle are set to the right positions (see Figure 4-47). NOTE: Some cradles have 6 jumper switches instead of 8. In either scenario, only jumper 6 should be in the 'on' position. If your cradle has no jumpers, skip this step N200, a GES Global Company 157

158 Figure 4-47 This diagram shows the correct setting of the eight jumper switches on an Opticon scanner cradle. Disconnect all cables from the cradle and then reconnect them Shut down EventBox When you choose to shut down an EventBox a final synchronisation takes place. It is important to let this process complete to ensure that all data is updated to the central database. There are two methods to shutting down an EventBox, either push the power button on an EventBox or use the shutdown icon. The shutdown icon is available on all screens except Self Registrations Figure 4-48 Shutdown To turn off an EventBox Press the power off button or click a power off icon Click Shut down The following message appears; 2017 N200, a GES Global Company 158

159 Figure 4-49 Shutdown message If the shutdown has not completed within one minute a further message will give you the option to force a shutdown. If you choose to do this you should check the status of the EventBox afterwards (see section EventBox Status) EventBox Status When your Event is finished it is important that all EventBoxes are turned off correctly. When you choose to turn off an EventBox a final synchronisation takes place, see section Shut down EventBox. If the shutdown process is interrupted, the final synchronisation may not correctly complete. You can check the status of any EventBox, including if the last synchronisation was successfully completed. To check the status of an EventBox Click Events Select an Event Click Onsite Click EventBoxes The EventBoxes are listed by Location name. If no Location is assigned (see Onsite Setup) the Device Id of the EventBox is shown. The Device Id is displayed when the cursor is placed above the status icon in an EventBox. Status icon 2017 N200, a GES Global Company 159

160 Location or Device Id is shown in the list Choose to hide an EventBox from the list Figure 4-50 EventBox Status Next to the Device Id/Location name is an icon which represents the status of the EventBox. There are three possible statuses: Synchronisation has taken place in the last 15 minutes Synchronisation has not taken place for more than 15 minutes EventBox is closed down and a final synchronisation was successfully completed Once you select an EventBox information is displayed on the right-hand side: Location: if a location has been assigned Running mode: the last mode in use in the EventBox Device Id: unique identifier of EventBox Last Synchronised: time since last successful synchronisation with the database. If you have shut down an EventBox and the status is showing, you should contact N200 to discuss the options to fix this. If nothing is done, you risk losing valuable data N200, a GES Global Company 160

161 5. Visit Connect Visit Connect Visit Connect is revolutionary sales lead management software. It enables lead capture using a Scan App (downloadable from the App Store and Google Play) or Barcode Scanners. It also allows Partners to plan, monitor and measure, in real-time, their sales process. Any lead information Partners collect is available for them to view and download in the Visit Connect web portal As well as Lead collection, Partners can: View the answers to any profile question that you make available to them Design their own questions and answers which will be saved with the lead contact information Set lead collection targets for themselves and view their actual performance against their targets You can find more information on Visit Connect here Profile Questions visibility You can also choose to allow Partners to see Visitor s answers to your profile questions. To allow Partners to see Visitor answers Select Event Select Visit Connect Select the check box for each question that you want to make the answers available for Click Save For more information on Visit Connect and how to order it, please contact your Client Manager. You can also see Cross event scanning A Visit Connect licence is valid for one device at one event. However, there are occasions when events are co-located and scanning needs to be able to take place regardless of which event the Visitor registered for. To enable this it is possible to link events to allow scans that happen at any of the linked events to be correctly registered. Linking the events only impacts scanning with Visit Connect, there is no other impact. To link events Select one of the events Select Event setup Select Visit Connect Select the event on the left hand side you want to link Click Link The start and end dates of the events must be entered correctly. If the dates do not overlap the event will not appear in the list of possible events to link N200, a GES Global Company 161

162 6. Visit Intelligence Visit Intelligence has two elements, Basic and Advanced. Basic Intelligence contains information about registration, attendees, revenues etc. Advanced Intelligence contains information on partners and leads they collect using Visit Connect, enabling you to measure the success of your event. Basic Intelligence is available to all users with the user permission View Basic Intelligence. It contains all your important information on registrations, attendance, revenues etc. 6.1 Filters Before you view your data you should look to see if you want to include, or exclude, certain data e.g. exclude exhibitor staff from the data. You can choose to include or exclude certain data in your reports by setting filters. You can choose to filter on: To set a filter Partner Types exclude or include certain Partner Types from all reports Registration Types exclude or include certain Registration Types Profile Questions which ones should be able to be viewed in Intelligence Select Manage Settings Select which of the possibilities you want to filter on (Partner Type, Registration Date, etc.) Select the value(s) that should be used Click Apply To ensure that colleagues view the same data, users with the Set up Event permissions can choose to set any filters they define as the default filter for all users in that event. To share filters with colleagues Select Manage Settings Select the value you want to filter on. Click Apply Click Set as Default When a colleague logs in after the filters are set as default, they will automatically see the data with the same filters applied. The users can still choose to change the filters to impact the data they themselves see. If they want to remove their own filters they can click Revert to default settings. It is important that you are aware of filters applied to the data you are looking at. There are three possible filter states: Default an Admin user has defined filters for the event and shared them to be used as default Custom you have applied filters that are different to what an Admin has set as default. Note that this also applies if you remove all filters (and an Admin has used something in the default filters). None there are no filters applied, either by yourself or an Admin 2017 N200, a GES Global Company 162

163 Click to view/change the filters in use Figure 6-1 Filter messages You can also choose to only view registration or visit information between certain dates. At the top of each screen where this is possible, you can see the date filter selection boxes; Registration or visit date will be available as appropriate to the reports on the page The date range available to select reflects the first and last registration/visits dates Figure 6-2 Date filters Note that any date filters you, or an Admin, set are not accounted for in filter warnings. 6.2 Basic Intelligence Basic Intelligence is available to all users with the user permission View Basic Intelligence. It contains all your important information on registrations, attendance, revenues etc. You can view the data in Basic Intelligence at different levels: a high-level overview and a detailed view N200, a GES Global Company 163

164 Click to see a definition of the report Click to view more details Move the mouse over a value and the corresponding part of the chart will highlight. Move it over a part of the chart and the corresponding value will highlight. Figure 6-3 High-level overview (top) and detailed view (bottom) Functionality You will see some icons in various places in Basic Intelligence. Icon Report level Description Top This gives a full description of the selected report Top This takes you to a more detailed breakdown of a report Detail This allows you to print the report Detail This allows you to export the report to PDF format Table 6-1 Icons in Basic Intelligence Basic Intelligence data Basic Intelligence is divided into the following categories: 2017 N200, a GES Global Company 164

165 Dashboard gives an overview of your event Registrations Attendees Revenues Trace to source track how your partners are doing Term Registration Visits Attendee Description When someone registers to attend your event The number of times a registrant visits your event. If they attend more than once then each visit, if on a different day, counts separately The people who attend your event. Only their first visit is counted even if they visit more than once during the course of the event. Table 6-2 Visit Intelligence terminology Dashboard The dashboard has three different tabs, Before Event, During Event and After Event. During Event and After Event interchange with each other based on the end date of your event. The Before Event tab displays: Partner registration Registrations so far today and the daily average Number of days until the start of your event Registration by date trend Registration by country Figure 6-4 Basic Intelligence Before Event Dashboard The During Event tab displays: Visits today and yesterday Attendees by Country Attendees by Registration Type Show vs No Show 2017 N200, a GES Global Company 165

166 Visits and Attendees by Hour Figure 6-5 Basic Intelligence During Event Dashboard Once you show is finished the After Event tab automatically replaces the During Event tab. The Visits Today information, see sample above, is then replaced by Attendee information Registrations Here you can find: Registrations by date Registrants by Registrant Type Registrants by country Registrants by continent UK Registrants by region Profile Questions These can be filtered by Registration Date Attendance Visits by time Attendees by Registration Type Attendees by country Attendees by continent UK Attendees by region Products Scanned per day Profile Questions These can be filtered by Visit Date Revenues Total revenue of shop items sold Total number of shop items sold 2017 N200, a GES Global Company 166

167 Shop items sold Product sold Shop Items sold by Partner Trace to source Partner and direct registrations Partners using Action Codes Attendees using Action Codes Registrations and Attendees by Partner Registrations by Action Code Type, URL or Invitation Registrations by Direct Registrations and Social Media type (Facebook, LinkedIn, Google+ and Twitter) Don t forget, you can see a detailed description by clicking the? at the top of each report. 6.3 Advanced Intelligence Advanced Intelligence Advanced Intelligence allows you to measure the success of your events by being able to measure interaction between sellers and buyers, evaluate the success of individual exhibitors and compare them to their peers. Advanced Intelligence is available to all users with the user permission View Advanced Intelligence and the contract module Advanced Intelligence is active. There are three important measures in Advanced Intelligence: Measure Description Source Attendee Visit Lead A person who visits an event at least once. If they visit an Event on more than one day they are still only counted once A person who visits an event at least once, If they visit an Event on more than one day, one visit is counted for each day they visit. A person who is scanned by a Partner during an Event. Badge print or scan via EventBox Badge print or scan via an EventBox Visit Connect scan Table 6-3 Attendance metrics in Advanced Intelligence Attendees can be scanned by more than one Partner, and indeed more than once by a Partner. This gives us two categories of Lead count: Unique Leads At Event level, each scanned Attendee is counted once, regardless of how many times they have been scanned. At Partner level, they are counted once for each Partner who scans them Total Leads Every single scan of an Attendee is counted Information from your event starts being synchronised as soon as the Event is created in Visit. The synchronisation continues until two weeks after the End Date entered in the Event setup N200, a GES Global Company 167

168 There are figures available at both Event Level and also on a per Partner level. Dashboard an overview of data from the Event such as Total Number of Attendees, Total Number of Partners, Number of Partners using Visit Connect Event give more Lead-specific information such as Number and Average Leads per Partner Partner shows Lead information for each Partner. Partners that are disabled in the dropdown box did not order Visit Connect so there is no data available for them. Click to hide object Click to read description of chart Data collected outside of the Event dates is grouped into Before and After Figure 6-6 Sample Chart Profile Questions You can see data on Lead s answers to profile questions. The questions are those that you make available in Visit Connect. See section 5.1 Profile Questions visibility for more details. There is a maximum delay of 5 minutes in the data transfer to Visit Intelligence. You can click on the Refresh icon, top right, to force a manual refresh. Compare You probably want to compare how one Partner, or a particular group of Partners, performed compared to another or to the Event averages. You can use the Compare functionality to view this. There are three different possible selections: All Partners the average of all Partners, using Visit Connect, at the Event Selected Partners the average of the selected Partner(s), using Visit Connect, at the Event Advanced Filter the average of the Partners that are included in the results of an Advanced Filter that you have set up (see below). Once you have made your selection, click Compare to see the two groups compared to each other N200, a GES Global Company 168

169 Figure 6-7 Compare Partners Figure 6-8 Compare Partners result Advanced Filter As described above you can create an Advanced Filter to identify a group of Partners. You can create as many Advanced Filters as you like and compare the results of one against another. The following useful fields are available: Stand Number the stand number of the Partner. This information is taken from the Partner record in the Service Centre in Visit. Stand Size the stand size, in m², of the Partner. This information is taken from the Partner record in the Service Centre in Visit. Scanner count the number of Barcode Scanners the Partner ordered Scan App Licence Count the number of Visit Connect Scan App licences the Partner ordered. To create an Advanced Filter Click Define Partner filters Click Add Advanced Filter Enter a Name Select a condition Select a field from the drop-down list Select an operator form the drop-down list Select a value from the drop-down list or enter a value manually Click Save 2017 N200, a GES Global Company 169

170 Click Preview if you want to see which Partners will be included in the filter results when used to compare against another group of Partners. You can find more information on Advanced Intelligence here N200, a GES Global Company 170

171 7. Additional Info 7.1 Advanced Coding In many places within N200 Visit it is possible to add your own, advanced, design using HTML coding. The ability to add your own HTML code is possible wherever you see this: Questions Pages Forms In addition, in templates Vouchers it is possible where this is seen You can also add JavaScript wherever you see this: In addition to adding scripts in individual places you can also add them at Organisation level. To add a script at Organisation level Select Organisation Select General Settings Select Organisation scripts tab Enter your script (fields can be added using the Add fields button) Click Save Scripts created at Organisation level are automatically applied to all Forms across all Events. To add HTML to Questions, Pages & Forms From within the Question, Page or Form Select the HTML check box Click Edit Then, either: Enter text as required Click Source this displays any code already entered in HTML format which you can then edit or add new code N200, a GES Global Company 171

172 Click Insert Fields, if required. See section 7.2 Dynamic Fields for more information on this functionality Click Save Repeat for each Translation There is a maximum delay of 5 minutes in the data transfer to Visit Intelligence. You can click on the Refresh icon, top right, to force a manual refresh. 7.2 Dynamic Fields The ability to insert dynamic fields gives powerful flexibility to your Questions, Pages, Forms, Templates and Vouchers. It is recommended to use them as much as possible to keep rework needed from Event to Event to an absolute minimum. The fields are linked to the information in your central database. Using fields you can easily personalise your communication with your registrants. Even though you access the Insert Fields functionality via the HTML edit box you do not need to know how to do HTML code to use them. You can choose to enter text as normal and simply insert the fields where required. An example of text using inserted fields: Your input in template Dear #salutation# #last_name_prefix# #last_name# Thank you for your interest in #event_name#. Resulting text in Dear Mr Smith Thank you for your interest in the Catering Trade Fair To insert a dynamic field Click Insert Field Select field from list Click Insert 2017 N200, a GES Global Company 172

173 Click once the required field is selected Figure 7-1 Insert a field Download a field description file in pdf format If there is a field that you use regularly and remember the name of, you can simply type it in without having to go in the HTML editor and selecting a field. Just remember to put the hash tags around it e.g. #event_name#. See Appendix C Definitions / Dynamic Fields for fields available to insert and their description Barcode Field It is not recommended to remove the header from a Voucher (see section 3.4 Vouchers). If you do, you must manually add the barcode in. However, as the barcode needs to be readable by the scanners it is important that you take the following steps to do this. To manually add the barcode to a voucher after removing the header Select Events Select the Event Select Design Select Voucher Select Add new voucher or edit an existing Voucher Click Source Position the cursor where the barcode should appear Paste this text at that position: <img alt="barcode src="#link_barcode#" title="smiley" /><br /> Click Save Hotlinks Hotlinks are most frequently used to give the link to the registration or to the Voucher for an Event. The Voucher is sent when someone has successfully registered for an Event. This mail must include a hyperlink to the Voucher. To add a voucher link to an template Select Events Select the Event 2017 N200, a GES Global Company 173

174 Select Design Select templates Select the required template and click (or add a new one) Enter the text required e.g. Click here Highlight the text that you want to represent the hyperlink e.g. here Click insert link Select Link info tab Enter #link_voucher# (or whatever link it is you want to use) in the URL field Click OK Figure 7-2 Voucher Link Represents the hyperlink to the Voucher Figure 7-3 Voucher Link sample Custom Fields Custom fields are useful if there are event-specific values that you would like to define but not have to keep duplicating each time you create a new event. The fields can be used in scripts, badges, vouchers and templates. It is a two-step process: Create the custom fields at Organisation level Define the values for each custom field at Event level Place the field where it is wanted 2017 N200, a GES Global Company 174

175 Custom fields are useful, for example, if you are using Google Analytics or if you have information that you want to place in various places e.g. opening time. To create Custom fields Click Organisation Click General Settings Select Custom fields tab Click Add field Enter a Name Click Save The field name may contain lower case letters only. There may be no spaces or special characters. The system will automatically prefix any name you define with custom:. The actual name is displayed in the column Code. To enter custom field values Click Events Select Event Click Event Click Event setup Select Custom fields tab Click the edit icon Enter the value in Content Click Save You can use custom field in scripts, voucher, badges and templates by using the usual Insert Fields functionality, see above. 7.3 Question Matching If you have selected question matching when setting up the Partner Portal (see Question Matching) you should send a mail to the Visitors that tells them which of the Partners match what they are interested in. In the mail, you must include the dynamic field #partner_matching#. This field automatically matches the answers that Visitors have given with answers given by Partners via the Partner Portal. See section 3.3 Templates and 7.2 Dynamic Fields for information on how to do this. The #partner_matching# dynamic field gives the following table when placed in an ; The stand number is entered in the Service Centre The answers that match the Visitors answers Figure 7-4 Sample Matching Question information 2017 N200, a GES Global Company 175

176 7.4 Users Admin users can add new users. Before adding a new user, check Appendix E User Permissions to see which user type is most appropriate. To add a user Select Users Click Add user Enter First name Enter Last name Select Gender Enter address Enter Username. You can enter what you like but it must be unique. Enter a password in Change Password. You can enter any password, you just have to remember what it is to be able to inform the user. Enter the same password in Retype password Select User type from the drop-down list Select the User Permissions required (see Appendix E User Permissions).. Enter information in any of the other non-mandatory fields that you want Select at least one Event name from the left-hand list. Click Save You can edit a user s details, including resetting their password; To edit a user Select Users Select the user Click edit Change the details as required. If you want to reset their password, enter a new password in Change Password and enter the same password in Retype password. Click Save You can also delete users. To delete a user Select Users Select the user Click Delete selected users You can also restrict access to a particular Event for a user. To restrict Event access Select Events Select the Event Select Event 2017 N200, a GES Global Company 176

177 Select Users Select Withhold access to this event 7.5 icalendar What is icalendar? icalendar gives the registrants the ability to save the Event dates to their calendar. They can click on a link that you include in an . The link opens an appointment dialog box,.ics file, that they can then save to their calendar. There are three steps to set this up: Set up the text you want to appear in the appointment dialog box Include the icalendar dynamic field in an template Send the to the registrant(s) To set up icalendar Select Events Select the Event Select Design Select icalendar Enter text as required Repeat for each Translation Enter text here You can add dynamic fields Figure 7-5 icalendar text Add the link to an . The field is called #link_icalendar#. See section 7.2 Dynamic Fields for full details on how to do this N200, a GES Global Company 177

178 This link was created using Insert Field This link was created by highlighting the word here and inserting #link_icalendar# using Insert Link Figure 7-6 icalendar link When the registrant clicks on the link, an appointment dialog box opens; The Event name is the Subject Event dates are pre-filled The text that you enter in icalendar appears here Figure 7-7 icalendar in Outlook 7.6 Status There can be occasional interruptions to the Visit service. These are immediately worked on. You can check the status of the system at any time at The updates are posted using Twitter so you can 2017 N200, a GES Global Company 178

179 Appendix A Social Media API Keys Requesting API keys Before you begin: A user account for each platform is needed Once you have completed the setup, allow up to thirty minutes for the changes to be updated to the server The setup is a three-step process: Facebook Obtain an API key and password from each individual social media platform that you want to use Enter this information into N200 Enter Select the forms to which the functionality should apply Log in to with the desired Facebook user account. Note: this functionality is only available with personal Facebook user accounts, not business accounts. You can edit the contact address, in a subsequent screen, so that any queries go to a business address. Click Add a New App Enter a Display Name Select a value from the Category dropdown list Click Create App ID Complete any security questions Select Settings Select Basic Click Add Platform Select Website 2017 N200, a GES Global Company 179

180 This is your API Key This is your Password. Click Show to display Enter a valid contact address Enter n200.com Enter the callback URL Figure A-1 Facebook Enter a valid address in Contact In the App Domains box, enter n200.com In the Site URL box, enter Click Save Changes Note the App Id and App Secret information. You need to enter this in N200 Enter to complete the setup. See below, Enter Social Media information in N200 Visit. Select Status & Review Select Yes to make the app available to the general public Click Confirm Select App Details In the Privacy Policy URL box, enter the URL of your company s Privacy Policy. The address must begin with either or Enter Privacy Policy URL Figure A-2 Facebook Privacy Policy Click Save Changes 2017 N200, a GES Global Company 180

181 LinkedIn Login to with the desired LinkedIn user account. Click Create Application. In the Company Name box, select a value Enter a Name Enter a Description Upload a logo Select a value from Application Use In the Website URL box, enter Enter a Business address Enter a Business Phone number Select the Terms of Use checkbox Click Submit In the Authorized Redirect URL box, enter Click Update This is your API Key This is your Password At least r_basicprofile must be selected Figure A-3 Note the Client ID and Client Secret information. This needs to be entered in N200 Visit to complete the setup. See below, Enter Social Media information in N200 Visit. Select Settings Select Live from Application Status 2017 N200, a GES Global Company 181

182 Google+ Login to with the desired Google user account Click Create Project Enter a Project Name Click Create Click Google APIs Select Google+ API (from Social APIs) Select Credentials from the left-hand menu Select Create Credentials Select Help me choose Select Google+ API from Which API are you using? Select Web browser (Javascript) from Where will you be calling the API from? Select User data from What data will you be accessing? Click What credentials do I need? Enter a Name In the Authorized JavaScript Origins box, enter In the Authorized Redirect URLs box, enter Click Create new client ID This is your API Key This is your Password Figure A-4 Google client Id Note the Client ID and Client Secret information. You need to enter this in N200 Visit to complete the setup. See below, Enter Social Media information in N200 Visit. Twitter Login to with the desired Twitter user account N200, a GES Global Company 182

183 Enter a Name Enter a Description Enter the website URL Enter the callback URL Figure A-5 Twitter In the Name box, enter a name In the Description box, enter a description In the Website box, enter In the Callback URL box, enter Select Yes in the Developer Agreement section Click Create your Twitter application 2017 N200, a GES Global Company 183

184 This is your API Key Click here to view the password Figure A-6 Twitter Note the API key. Click manage API keys. Note the API secret. The API key and API secret information needs to be entered in N200 Visit to complete the setup. See below, Enter Social Media information in N200 Visit. Enter Social Media information in N200 Visit Once you have requested the App Key and Password for each of the platforms you want to use, you have to configure them in N200 Visit. Click Organisation Click General Settings Click the Social Media tab Select a Social Media platform from the drop-down list Enter the API key information Enter the Password Repeat for each social media platform required 2017 N200, a GES Global Company 184

185 App ID value from Facebook App Secret value from Facebook Figure A-7 Social Media setup Click Save Select Social Media platform for an Event Just because you have set up social media platforms at Organisation level does not mean they have to be used for every Event. You actually select at Form level whether or not login using social media platforms is possible. See section Social Media for details on how to activate this within a Form N200, a GES Global Company 185

186 Appendix B Import Data Import Visitors Select File This option is only available if an Event is selected Figure B-1 Select import To import Visitors Click Service Centre Select an Event from the drop-down list Select Visitors tab Click Add Click Import Registrants Click Select file Navigate to the file you want to upload and select it Click Open Create Mapping Filename is displayed during import If there is data on more than one worksheet select here which one is to be used Select Create Mapping for a new mapping Select an existing mapping to reuse or edit Figure B-2 Create Mapping The next step is to create a template to map the fields. This means telling the System where the fields in your spreadsheet should go in the database, e.g. in your spreadsheet you have a column called Surname which is Last Name in the database. This template can be used in other Events too which is useful if you use the same data source regularly. If a mapping already exists you can simply select that to use. To create a mapping Select +Create Mapping Enter a name for the mapping (required) Enter a description (optional) Select the checkbox if the mapping should be made available for all Events If the spreadsheet to be imported has more than one worksheet with data on it, select which worksheet should be used rom the Select sheet drop-down list. Select the mapping you have just created Click Proceed to next step 2017 N200, a GES Global Company 186

187 If you have already created a mapping you can select that instead of creating a new one. Any changes you make to the mapping during an import are automatically saved to the mapping. The next time you use the mapping the changes will be present. Set Defaults The values chosen will be applied to all of the registrants in the import. Select this if only updating existing records This field only appears if Registered is selected as the Registration State Figure B-3 Defaults Update of existing records only Select form Select registration state Select this only if you are updating existing records only, not adding new records. If you select this and your file contains any new records, the upload will fail. Select from all registration forms available within the chosen Event. Ensure that you select the correct form. If you choose to use hotlinks in an for example, the Form you have chosen here will be what is displayed if the registrants clicks on the link Two options: Invited data is uploaded to system. Registrants are then invited to alter/add to their details before they are completely registered, The Form they see will be the one selected above. Registered the registrant does not have to take any action, the registration is complete. Select registration type (only applicable if Registered has been selected above) Any Registration Type that is applicable to the chosen Form can be selected. Select a value for Select form from the drop-down list Select a value for Registration State from the drop-down list Select a value for Registration type from the drop-down list (if Registered has been selected above) Click Proceed to next step 2017 N200, a GES Global Company 187

188 Preview Mappings In this step you tell N200 Visit how it should read each of the fields in your spreadsheet. Once a field from the list has been mapped it is removed from the left-hand column Deselect the checkbox if your file does not have a header row Multiple-choice answers have to be mapped Figure B-4 Preview Mappings Drag fields from the lefthand side to the column containing that information on the right-hand side. The names do not have to be the same. On the left-hand side you can see System Questions. At the bottom of the left-hand side you can click on Profile questions to see all Questions that have been set up for the Event. Select a field from the left-hand side Drag the field to the matching column. Once the box below the field name is green you can drop the field Figure B-5 Drop fields Continue until all fields are mapped If you want to remove a field mapping, click to the right of the field name You must map the field called Reference from the left-hand side. Where there are any questions that are answered by multiple-choice in the database you have to map the answers in the database to the answers in the spreadsheet. You can easily identify these questions as Map answers will appear in the column. In addition to the multiple choice answers, mapping is also required for Language and Country fields. If you drop a field in the wrong column, you can simply drag and drop it to the correct column 2017 N200, a GES Global Company 188

189 The options on the left are from the database, drag them to the matching values on the right which are from the file Figure B-6 Map Answers To map answers Click Map answers Drag options from the left-hand side to the matching answer on right-hand side Click Save Repeat for all answers that have to be mapped Click Proceed to next step You can upload answers to profile questions where there is the possibility to provide more than one answer. To do this, the answers should be in one cell in your spreadsheet and be separated by (known as pipe ). E.g. radio internet Test Run Results This step validates the data in your sheets against the mappings you have specified. It will tell you how many records will be imported (new registrants) and how many will be updated (pre-existing registrants). If no errors are found you will see a message detailing how many records will be imported for the selected Event, how many will be updated for the selected Event and how many will be updated for other Events. Note the messages about what data will be updated Figure B-7 Sample Success Message In this example a registrant from another Event will be updated as his registration number is in the import file If any issues are found they are identified as either an Error or a Warning. An Error means that a data issue has been found which means that the registration process would not be able to be completed successfully. An example of an Error is an address which doesn t Without this information the registration will fail, hence the Error label. If any Errors are found, the file upload process will be stopped N200, a GES Global Company 189

190 A Warning means that it looks as if the data may not be correct, but it should not impact the registration process. An example of a Warning is the Gender field contains an unmapped value. If only Warnings are found, the file upload will succeed. When a file import fails due to validation errors in the data, you have the following options: Adjust the file mapping and retry Download a version of your upload file which will have the Errors highlighted in red. If there are any Warnings, these will be highlighted in yellow. Note: If the file only has Warnings and no Errors, the upload will succeed but you will still have the possibility to download the file to see the warnings. Edit the file and re-upload. Figure B-8 Sample Error Message If you click the Download button an Excel spreadsheet will be downloaded. In this file, Errors are highlighted in red and Warnings in yellow. Figure B-9 Sample Download File Once your file has no errors, click Import Registrants Import Complete Once you have clicked Import Registrants the import will start. The duration of the import depends on many factors such as how many registrants are in the file and how much data per registrant is filled in. The data is being sent to the server and it is important that this process is not interrupted please do not close the application whilst the busy circle is still going around. Once the Import Complete message is displayed you can view the imported registrants via the Service Centre (see section 4 Service Centre) N200, a GES Global Company 190

191 Once the import is complete this message will appear Figure B-10 Import completed Edit Mappings When you click the edit icon across Events. for a mapping you can change the name, description and the availability If you want to change actual field mappings you need to carry out a Visitor data import, as per Appendix B, and make any changes required as you go. The changes that you make are automatically saved to the mapping. If you want to make changes but keep the original mapping then first Clone the mapping and make the changes in the cloned mapping. The edit icon allows these values to be edited Clone a mapping Figure B-11 Edit mapping 2017 N200, a GES Global Company 191

192 Appendix C Definitions System Questions Definitions Question Description Validations Action Code Action code that registrant is using Check if code exists and is valid Address Field with multiple lines to enter address as the registrant wants. If this field is used, Address Line 1/2/3 should not be used. None Address Line 1 First line of address None Address Line 2 Second line of address None Address Line 3 Third line of address None City City of address None Comments Free-form text can be entered None Company Free-form text can be entered None Country Country of address Only values from drop-down list can be chosen Data Use 1 Question to be defined by you, used by system to determine whether or not recipient receives mailings Only possible answers are Yes or No via radio buttons Data Use 2 Question to be defined by you Only possible answers are Yes or No via radio buttons Data Use 3 Question to be defined by you Only possible answers are Yes or No via radio buttons Date of Birth Date of birth of registrant Value must be chosen either from drop-down list or date picker Department Department that registrant works in None of and a domain name must be present check of registrant Should be the same as Fax Fax number of registrant None First Initials Initials of registrant No numbers allowed. Full stops are automatically entered if the registrant doesn t enter them First Name First name of registrant None 2017 N200, a GES Global Company 192

193 Full Address Gender Gender of registrant Choice via radio buttons House Number House number of registrant None House number Suffix House number suffix of registrant None Invitation Optional code Registrant can fill in whether or not they received an invitation code Radio button answer with requirement to fill in the invitation code if they answer Yes Invitation Required code Invitation code that registrant has received None Job Function Job Function of registrant None Last Name Last Name of registrant None Last Name Prefix Last Name Prefix of registrant None Mailing Registrant can indicate if they want to receive (bulk) marketing s Choice of radio buttons Nationality Nationality of registrant Drop-down list of countries to select from Phone 1 Phone number of registrant At least 7 digits. Only non-digit character allowed is + Phone 2 Alternative phone number of registrant At least 7 digits. Only non-digit character allowed is + Postal Code Postcode of registrant None Register with registration code Registration code Radio button options State State of registrant s address None Suffix Registrant last name suffix None Terms Conditions and Registrant can accept the terms and conditions Check box. If this field is placed on a page the registrant must check it to be able to continue. Title Title of registrant e.g. Drs/Sir None VAT Number VAT number of registrant(s company) None Web Site Website of registrant Must begin with www System Pages Definitions Page Description Module 2017 N200, a GES Global Company 193

194 Billing Address Billing address of registrants All Complete Mandatory last page in all Forms All Group Invitation Optional The ability for a registrant to register a group of users Registrants can fill in an optional action code Group registration Registration Partner or Advanced e-commerce Invitation Required Registrants must fill in an action code Registration Partner or Advanced e-commerce Personal details Contains all possible registrant details such as name, address, phone, etc. All Shop Contains Shop items such as orders, redirection to and responses from payment service provider. Shop/eCommerce Terms Conditions and Check box for registrant to accept your terms and conditions plus a scrollable box to insert your Terms & Conditions All Welcome Mandatory start page in all Forms All Dynamic Fields Tag Type Description #address# Visitor Value entered by Visitor during registration in field 'Address'* #admission_tickets_bought _per_partner# Partner Number of admission tickets bought by the partner #badge_code# Visitor Badge code, used for event-specific onsite purposes #city# Visitor Value entered by Visitor during registration in field 'City'* #coc_number# Visitor & Partner Value entered by Visitor during registration in field CoC number * #comments# Visitor Value entered by Visitor during registration in field Comments * #company# Visitor Value entered by Visitor during registration in field 'Company'* #contact_password# #contact_username# Visitor & Partner Visitor & Partner Password of contact User name of contact 2017 N200, a GES Global Company 194

195 #country# Visitor Value entered by Visitor during registration in field 'Country'* #date_of_birth# Visitor Value entered by Visitor during registration in field 'Date of Birth'* #department# Visitor Value entered by Visitor during registration in field 'Department'* #dwelling_time# Visitor The amount of time that a Visitor spends inside an Event. Requires EventBoxes to be designated as either an Entrance or an Exit. # # Visitor Value entered by Visitor during registration in field ' '* #event_contact_ # #event_description# #event_name# Visitor & Partner Visitor & Partner Visitor & Partner The contact address of the event** Description of the event the Visitor registers/registered for** Event name Visitor registers/registered for** #fax# Visitor Value entered by Visitor during registration in field 'Fax'* #first_entry_time# Visitor The first time that a Visitor is scanned at an EventBox designated as being an Entry. Used in the dwelling time calculation. #first_initials# Visitor Value entered by Visitor during registration in field 'First initials'* #first_name# Visitor Value entered by Visitor during registration in field 'First name'* #form_name# Visitor Name of the Form used to register #full_name# Visitor Value is a concatenation of the first name, lastname prefix and last name (eg. Jan van den Berg)* #house_number# Visitor Value entered by Visitor during registration in field 'House number'* #house_number_suffix# Visitor Value entered by Visitor during registration in field 'House number suffix'* #if_payment_pending# A #else# B #end_if# Visitor Special tag to put in confirmation page: A: Place text here about the payment not yet being fully processed B: Place text here that the registration was successful and a link to their admission voucher Example: #if_payment_pending# Many thanks for your order. Your payment is currently in process. After receipt of your complete payment you will 2017 N200, a GES Global Company 195

196 receive your admission voucher at the address '# #'. You can close this window now. #else# Many thanks for your order. You will receive your admission voucher at the address '# #'. You can open and print your admission voucher via the link below Go to my admission voucher In case you have any questions, please send an to: #event_contact_ # Your registration code is: #registration_key# Your order has been processed. You can close this window now. #end_if# #job_function# Visitor Value entered by Visitor during registration in field 'Job function'* #last_exit_time# Visitor The first time that a Visitor is scanned at an EventBox designated as being an Exit. Used in the dwelling time calculation. #last_name# Visitor Value entered by Visitor during registration in field 'Last name'* #last_name_prefix# Visitor Value entered by Visitor during registration in field 'Last name prefix'* #license_pdf_link# Partner Link to a PDF containing all Visit Connect scan app licences #link_barcode# Visitor URL to the image of the Visitors barcode #link_icalendar# Visitor URL to download a file to add the event to their calendar #link_colleague_noprofile# Visitor URL to register a colleague. Only company details are copied from the main registrant. #link_colleague_profile# Visitor URL to register a colleague. Company details and profile information are copied from the main registrant. #link_document: <documentname># Visitor/Partn er Link to a document created in the Document Designer. #link_invitation# Partner URL containing a unique reference for partners to place on their website or in newsletters to invite their relations. Visitors using this link will be associated with the partner. #link_mailing_opt_in# #link_mailing_opt_out# Visitor & Partner Visitor & Partner URL to opt-in for direct mail activities by organiser URL to opt-out for direct mail activities by organiser 2017 N200, a GES Global Company 196

197 #link_partner# Partner URL to the partner portal for the specific event #link_registration# Visitor URL to the pre-filled registration form for Visitors (uploaded or from previous events or already registered) to invite them to complete registration (aka Hotlink). Can also be used to re-open the registration form to modify details or update order #link_visitconnect_invite# Partner URL for Partners to activate their Visit Connect order. #link_visitorqr# Visitor QR code. Should be used on Visitor badges at Events where the Visit Connect scan app is used. #link_visitor1d# Visitor 1d barcode. Should be used on Visitor badges at Events where barcode scanners are in use. #link_voucher# Visitor URL to the admission voucher(s) #localtime# Visitor & Partner The local time of the EventBox #order# Visitor Summary of the placed order (only in case of paid registration)*** #order_code# Visitor The order code within the Visit system of the placed order*** #order_item_amount_excl# Visitor Paid price of the placed order item excluding VAT**** #order_item_amount_incl# Visitor Paid price of the placed order item including VAT**** #order_item_amount_vat# Visitor VAT Amount paid of the placed order item**** #order_item_discount_excl # Visitor Discount amount granted on the order item excluding VAT**** #order_item_discount_incl# Visitor Discount amount granted on the order item including VAT**** #order_item_name# Visitor Name of the placed order item (mostly used on admission vouchers)*** #order_item_original_amou nt_excl# #order_item_original_amou nt_incl# Visitor Visitor Original price of the placed order item excluding VAT**** Original price of the placed order item including VAT**** #order_items# Visitor Shop items bought #order_product_name# Visitor Product name of items bought #page_name# Visitor Name of Page used in a Form to register #page_step# Visitor Number of sub-page of a Page used in a Form to register #partner_barcodescanner_c ount# Partner Number of barcode scanners (data pens) ordered 2017 N200, a GES Global Company 197

198 #partner_additional_scanap p_count# Partner Number of scan app licences ordered (in addition to basic licence) #partner_matching# Visitor Partner information based on matched answers #partner_name# Partner The company name of the partner (entered or imported in the Enter system) #partner_password# Partner The password of the partner (used to log into the partner portal) #partner_stand_number# Partner Stand number assigned #partner_username# Partner The username of the partner (used to log into the partner portal) #phone1# Visitor Value entered by Visitor during registration in field 'Phone 1'* #phone2# Visitor Value entered by Visitor during registration in field 'Phone 2'* #pin# Visitor Automatically generated password used for real-time leads #portal_license_code# Partner Code for Visit Connect portal licence #postal_code# Visitor Value entered by Visitor during registration in field 'Postal code'* #registrants_registered_per _partner# #registrants_visited_per_pa rtner# Partner Partner Number of registrations referred by partner Number of registrations who actually visited and referred by the partner #registration_key# Visitor Registration key, generated by the Enter system. With this key Visitors can log-in to his/her registration for an update and with this key you can easily find them in the Service Centre #registration_type# Visitor The registration type that has been assigned to the Visitor (logic has been set in the registration form) #salutation# Visitor Text is configured in translations; this inserts a gender dependent salutation (eg. Dear Mr. / Dear Mrs. ) #state# Visitor Value entered by Visitor during registration in field 'State'* #suffix# Visitor & Partner Value entered by Visitor/partner during registration in field 'Suffix'* #survey_code# Visitor Code of the form used by the Visitor during registration #title# Visitor Value entered by Visitor during registration in field 'Title'* #ur# Visitor Unique reference number. Should be used on badges at Events where the Visit Connect scan app is to be used 2017 N200, a GES Global Company 198

199 #vat_number# Visitor Value entered by Visitor during registration in field 'VAT Number'* #visitor_reference# Visitor Automatically generated unique reference id #website# Visitor Value entered by Visitor during registration in field 'Website'* * Will only be filled when value is present/entered during registration ** Set in event configuration *** Only for paid registrations **** Only for paid registrations using the Advanced e-commerce module, when a separate voucher for each product is distributed. Visitor Export file These fields are included in the Visitor export file Column header Description Comment Badge Code Language Gender Badge code of Visitor Translation selected during registration Gender selected during registrations M/F Initials Entered in initials field If Initials field is not used during registration this will be blank Title First Name Last Name Prefix Last Name Entered in Title field Entered in First Name field Entered in Last Name Prefix field Entered in Last Name field Suffix Name suffix e.g. Jnr Date of Birth Nationality Company Department Job Function Address line 1 Address line 2 Address line 3 Entered in Date of Birth field Entered in Nationality field Entered in the Company field Entered in the Department field Entered in the Job Function field Entered in the Address Line 1 field Entered in the Address Line 2 field Entered in the Address Line 3 field 2017 N200, a GES Global Company 199

200 House number Entered in the House Number field Only available If this is selected in the Full Address System question House number suffix Postal code City State Country Country ISO Phone 1 Phone 2 Fax Website VAT number CoC Number Comments Entered in the House Number suffix field Entered in the Postal Code field Entered in the City field Entered in the State field Entered in the Country field The 2-letter ISO code of the country Entered in the Phone 1 field Entered in the Phone 2 field Entered in the Fax field Entered in the Website field Entered in the field Entered in the VAT Number field Entered in the CoC Number field Entered in the Comments field Only available if this is selected in the Full Address System question Registration key Auto-generated number during registration A number is also created if a Visitor is imported Mailing Entered in the Mailing question Possible answers are Yes and No Data Use 1 Entered in the Data Use 1 question Possible answers are Yes and No Data Use 2 Entered in the Data Use 2 question Possible answers are Yes and No Data Use 3 Entered in the Data Use 3 question Possible answers are Yes and No Registrant State Registration Status of the Visitor See Appendix D for more details Method The registration method used Possible values are online (Form), onsite (Manned Registration) or onsite_self (Self Registration) Location Location of the Eventbox where first scan took place If no location value for the EventBox is defined, this field is blank Reference Contact reference Unique reference created by user to import records Invitation Partner If the Visitor registered via a Partner link, the partner name 2017 N200, a GES Global Company 200

201 Partner Type Registered via Create time Registration time Visit time Number of visits If the Visitor registered via a Partner link, the partner type Partner name if registered via a Partner link The time the registration started The time the registration completed The time the Visitor is first scanned at the event The number of times a Visitor reenters an event If a delayed payment option is chosen this value remains blank until the transaction is successful Registrant type The type assigned to the Visitor Type is assigned during registration or import Action Code Action Code Name Entered in the action code field The name that corresponds to the Action Code field entered Mail Badge to Selection in portal Possible values are Main or Individual Order code Order items Amount paid Payment Code Registration Link Tag Social Media Main visitor s badge code UN Visitor Reference If a valid is made, this is the order number Items that belong to the order The total amount paid for any shop items ordered Identifier from the PSP for the order payment Hotlink Entered in the Tag field Social media platform used during registration If a Visitor is registered via Group Registration, the badge number of the main registrant The unique reference of the visitor badge No longer valid If the payment is made in Euros, GBP or USD the currency symbol appears in front of the amount. If a different currency is used no symbol will appear. If used, possible values are Facebook, LinkedIn, Google+ or Twitter Needed when using Visit Connect 2017 N200, a GES Global Company 201

202 Verification Log First Entry Time Last Exit Time Dwelling Time History of changes made to the Verification details of a registration The very first time that a Visitor is scanned as entering an Event. The very last time that a Visitor is scanned as leaving an Event, The total amount of time that a Visitor is inside an Event. Applicable only to Organisations that have the Registration Verification module and that has been activated for the registration form used. Time is in the local Event time zone. Time is in the local Event time zone. If a Visitor leaves an event and re-enters, the time they are out is not included in the calculation. After this, any questions you ask during the registration process are listed, along with answers. Note that the field names mentioned above refer to System questions. If you create your own question (with the same name as a System question) and use that in the registration, it will be displayed at the end of the Visitor export file N200, a GES Global Company 202

203 Appendix D Visitor States Every registrant has two states: Registration State where the registrant is in the registration process Attendance State whether the registrant visited the event In addition, if payment is required, there is a third state; Payment State the status of the registrant s payment Registration State State Denied Hold Invited Pending confirmation Registered Registering Stopped Description Registration request denied only for Events where pre-authorisation has been set up. (Registration Verification contract module only). Registration has been put on hold only for Events where preauthorisation has been set up. If a registrant is put On Hold they can subsequently be Approved or Denied. (Registration Verification contract module only). An invitation has been sent, via Service Centre or the Visitor has been assigned this state during Import Registration is waiting for approval/denial only for Events where pre-authorisation has been set up. (Registration Verification contract module only). Registration successfully completed Visitor has started the registration process but not yet completed it Visitor started the registration process but did not complete it and did not take any other action for 30 minutes Registration State Flow * only applicable with Verification contract module 2017 N200, a GES Global Company 203