Event Administrator Quick Reference Guide for Bravura Mobile Apps

Transcription

1 Event Administrator Quick Reference Guide for Bravura Mobile Apps This is the event admin console for your event: n.aspx Overview Login with the and password provided to you. The event admin portal is used to manage ONE event. The login is specific to an event. Your Bravura project manager will provide you the login and password for your event. Issues/Questions: please contact Some options may not be applicable/available based on your event configuration NOTE: Bravura will setup the initial event for you. So by the time you have access to this console, most of the main menus used for setting up and configuring your event will be disabled. Only the Review/Update Content section will be available All data modified/configured here will be displayed to the mobile app user almost instantly. There is no backup. Please do not make changes if you are not sure about what you are doing. For changes not described in this guide, please contact your Bravura Account Manager or Bravura Support.

2 Import You can import data in an excel file format. The column headers and structure of the import file MUST match the previously configured imported file. Start Import TIP: To ensure you are using the correct file structure, select the last imported file from the Import list by selecting the most recent row for that type (agenda, exhibitors, attendees, general information). Click on the file from the details section below and download the file. Make changes to the file you downloaded or copy the column headers to the file you plan to import. This ensures you are using the correct format for the data. 1. Ensure file is called Agenda???.xls, Exhibitor???.xls, Attendee???.xls or GeneralInfo???.xls. This must be a xls or xlsx file. The??? simply means that the file name can be anything as long as the first few letters match the original template file that was imported 2. Click on New, select and upload the file. 3. If Sheet name is not Sheet1, change the sheet name to match the xls file. 4. Set overwrite to Yes. (setting to No will create only new rows, so you can use that option if you have a 1000 rows in your xls file and you only want to add the new rows). Save. 5. Click on Refresh link on top right of the page to see your entry. The status will show Scheduled, Running and then Completed. When status is completed, check the Errors and Warnings and Summary tabs to ensure import was successful. Import Errors Select the import row and scroll to the bottom of the screen to see the import details. If the Summary is displayed as -1 then most likely it s a file format or file name error. Ensure the file name matches the last successful import and the file columns names match the last successful imported file. Start a New import after you fix the errors. You cannot edit the same import instance Select the Errors and Warnings tab to see any other errors for specific rows of data

3 Announcements will be sent to all mobile app users. They can also be sent as Push Notifications. Announcements Create an announcement that gets sent immediately or schedule an announcement to be sent out at a future date/time. The announcement will appear in the app under the Announcements menu. The announcement only appears in the app until the end time defined. Create 1. If scheduling the announcement, select Schedule an Announcement, select New, enter a start and end time (this is in time zone specified for the event). If sending an immediate alert, use Send Now, select New. You can define the Active for which determines the end time. The start time is when you hit Send Now. Define a minimum of 1 hour from start time until the end time. 2. Enter a Subject and Message 3. Optionally you can enter a website/url and a display text for the Url. Example, if the Display text is Click here for Google and the Link is then the Announcement message will be displayed with Click here for Google 4. Select Send as a Push Notification to send a mobile notification to all Apple and Android devices that have this event/app installed. The Push Notification is similar to a weather or breaking news alert. The device will vibrate or beep when the announcement starts (at the start time). 5. Select Save or Send Now

4 Edit or Cancel To edit or cancel an announcement that has already started (start time has passed): Go to Current Announcements, select the announcement and make the changes you need, Save Unpublish if you want to cancel the announcement. Users will not see it after you unpublish the announcement. Note: Users may have already seen the announcement and if you chose to send push notifications, they would have been sent out as well To edit or cancel an announcement that has not yet started : Go to Schedule an Announcement, select the announcement and make the changes you need, Save Unpublish if you want to cancel the announcement.

5 You can either import data in xls format or manually update/edit the information that appears in the app. This section allows you to manually edit data. Manage Data If your data is coming from an external feed via web services or via an auto FTP setup to import automatically, you will need to ensure that you make the changes for that data on the source system and not using the Admin console. Edit Data 1. For any of the sections: Track, Agenda, Paper, Exhibitors, Attendees or Information, select the row you want to edit by searching for it. Make your changes and Save. 2. You can add a new record by selecting New or Delete a row by selecting Delete. Ensure you create a unique key when you add a new row. 3. Ignore any fields you see that you don t recognize. These are for internal use only. 4. If you plan to edit manually as well as import using the excel files, make sure your excel file does not overwrite any changes you made manually. 5. Attendee data has an option Display in App which will enable you to remove an attendee from the list that appears in the app but the attendee can still login to the app. This can be used for attendees who do not want to be listed in the app.

6 Offline Docs This allows the mobile app to download some documents to the user s device and make them available on the device even when it s not connected to the internet. In this tab, there are 2 options, General Info and Floor plans. In both tabs, the PDF files available in the data are listed. Select a file and select Enable Offline Access. This will download the file to the user s device automatically when the user downloads or synchs the app. The file will stay on the user s device and the user can access it without connectivity after it has been downloaded. You can also disable offline access to a file, when required. If you have a newer version of the file, select Update version. This will ensure that the next time the device has a connection, the file will be re-downloaded so the user has the latest version. NOTE: you cannot add files here, this only lists files added via the Information tab as well as floor plans.

7 General Surveys: You can add new surveys that appear under the Surveys icon in the app Surveys Session Surveys: You can add surveys that are associated with sessions Survey Settings: Control session survey settings. General Survey Results and Session Survey Results: View reports, results dynamically and export the results to xls Add a survey 1. Click on New, enter the Name that appears in the app for the survey. Enter a start and end time (in event time zone) that determines the period which the survey will appear in the app. 2. Set Vote type: Single (user can vote only once) or Multiple (user can vote multiple times). The most commonly used option is Single. 3. Set Result type: Dynamic (user will see the results in the mobile app after voting) or Never Show (user will not see the results in the mobile app) or Post Completion (user will see the results in the mobile app after survey has ended). The most commonly used option is Never Show. 4. Save If you choose to show the results of the survey to the user (Post Completion or Dynamic), use this with caution and only if survey has a single question.

8 Add a question 1. Select the Survey from the list of surveys and click on Manage Questions. 2. Click on New, enter the question that the user will see. 3. Set the Question type: Choice (user selects from a list of responses) or Comment +Choice (user selects from a list of responses as well as enters a comment) or Comment only (user enters text) 4. Set the Selection type: if question type is Choice or Comment+Choice Single (user selects one item from a list of responses) or Multiple (user selects multiple items from a list of responses) 5. If Question type is Choice or Comment+Choice, enter the options in the Options tab 6. Save 7. Click on New to enter the next question. General Surveys Session / Paper Surveys Follow the instructions to define a new survey. (above) Once you are ready with your survey, select the Activate action against the survey in the list. The Survey will now appear in the mobile app after the start time. Don t forget to Activate! This section allows you to add new surveys that are associated with sessions. User will see the Survey/Feedback action on the session details for that session in the mobile app. Session surveys also appear in the Surveys icon of the app in their own tab. 1. Follow the instructions to define a new survey (above). The session survey does not have a start and end time. Instead use the Survey Settings tab to define the start and end time. 2. Once you are ready with your survey, select the Assign to all sessions action so the survey can be assigned to all sessions. You can also select Set as default so any new session you create later will automatically have this survey associated with it. Note: it is possible to create a different survey for different sessions, use the Survey attribute under Manage Data: Agenda to pick a specific survey for a specific session. Select the session, select the search (magnifying glass) icon for the session survey attribute and select the appropriate survey. Save.

9 Survey Settings This section allows you to configure settings for Session Surveys 1. It displays the default session / presentation survey, if selected. 2. Start and end time for the session surveys as an offset of the session start and end time. This is what determines when the Feedback option will appear in the app for each session. So if Default Session Survey start time is 60 minutes, the session survey will appear for a session 1 hour after the start of that session. You may enter a negative value, example Default Session Survey start time is -60 minutes, the session survey will appear 1 hour before the start of that session Survey Results 1. View Results: Select the survey or search using the green + symbol. Select the question under Question list You can view the summarized results (Count and %) or select View Results against the question to view the results as a graph. 2. View Reports: Select the survey or search using the green + symbol. Select the question under Question list You can view the detailed results 3. Export Results: Export the data as a xls file

10 Floor Plans Use this section to add/update the floor plan associated with the exhibitor and agenda location. If you have purchased the interactive floor plan option, please send the PDF to Bravura Support. Banners: The banners that appear at the top of the app can be uploaded here Mobile Application Sponsors: The banners that appear at the bottom of the app can be uploaded here. You have a maximum of 5 sponsor banners you can upload. Each sponsor banner is required in 5 sizes (6 if you have mobile web) and each can link to a url. Sponsor banners will change dynamically every 10 seconds. Ensure that the graphics uploaded are PNG files and that file names do not have spaces or underscore characters.

11 Message Templates Use this section to update notifications that go out to users when certain actions are performed. Based on your event configuration, not all templates may be used. Example, if you don t have attendee listing, the appointment and message notifications are never used. The keywords in {} should not be edited. The message templates are HTML. You can add formatting and HTML content. Reports View event specific reports on usage / logins / Appointments / Messages exchanged among users for the event as well as other event metrics reports All reports can be exported to an xls file Note: Total Unique Login Counts by Device type reports gives total app download counts.

12 Session Tracking Configure the ability for specific app users to scan badges and track session attendance by attendees Sessions Users Export Select a session by searching for it by name by selecting the green + sign. Select the session name from the list and view the users tracked for that session. Export as a excel file. This list displays all attendees in the system. The same method used to import registrants should be used to import session trackers (excel or API). Search for the person by selecting the green + sign. Select the person and set him/her as CAN TRACK. Once you do this, the selected user will see the Session Tracking menu on the mobile app (sync in mobile app may be required). Use Cannot Track to remove session tracking ability for the user. Export an xls file with tracking data for all sessions: Session (name, date, start time), attendee (regid, name, ), date/time tracked, tracked by user.

13 LIVE POLLS View a list of sessions where Live Polls have been defined and export all results Sessions Select a date to view the sessions where a live poll has been defined by the speaker Select Export results to export the live poll results for that session Export Export all live poll results as an excel file

14 Configure the ability to create scavenger hunts, view results and pick a winner. Each hunt has a series of stops. Scavenger Hunt Stops / QR Codes are scanned using the mobile app. The mobile app user can scan the QR Code for a stop to track that he/she was at the stop. The user will see a message after each stop is scanned using the mobile app. You will be able to see a list of users who have completed a stop or completed all the stops for a hunt. You can then randomly pick a winner. New Hunt Manage Stops 1. Select New, Enter a name 2. Select the total number of stops for this hunt. 3. Each hunt has a start and end time. The hunt is available in the app for scanning only between the start and end time. 4. Enter a description and the final message the user will see when he/she finishes all stops for the hunt 5. You can determine the sequence option for the stops: if the user has to scan each stop in the order defined or they can randomly scan the stops. 6. Save 1. Once you create a Hunt, you will navigate to the screen where you define stops. Or you can select the Hunt name from the list and select Manage Stops. 2. Select New, Enter a name and location for the stop. The mobile app user can see this and will know where to go. 3. Enter a description for the stop, this is optional. 4. Enter a message the user will see when the stop QR Code is scanned. 5. Save 6. Repeat for each new Stop.

15 Print QR- Codes Once you create a Hunt, you can print the QR Codes for each Stop. The Stops are printed on separate sheets with the Hunt name and Stop name. Place the printed sheet at the Stop Location at eye level so the user can scan the QR Code. You can print the QR Codes for the entire Hunt if you select the Print QR Codes option from the Hunt definition screen. Or you can print just the QR Code for a stop if you pick this from the Stop definition screen. Export Hunt Participants Export an excel file of all hunt participants View Finalists This will display the list of users who have completed the Stop (if you select View Finalists from the Stop definition) or the list of users who have completed the Hunt (all stops) if you view finalists on the Hunt definition. Pick Winner This will pick a random name from the list of attendees who have completed all stops or a particular stop