Eventbuizz is an event management platform that offers various modules to facilitate different aspects of organizing and managing events.
The “Attendee Module” in Eventbuizz is a vital component of the event management platform that is specifically tailored to streamline the management of event attendees. It offers a range of features and functionalities designed to simplify the process of handling attendee registration, communication, tracking, and engagement.
The “Attendee List” is a feature within the Attendee Module that provides event organizers with a comprehensive view containing information of all registered attendees for a particular event. This information typically includes attendee names, contact details, affiliations, job titles, and any other relevant data collected during the registration process.
Add Attendee
1- Access the Attendee: Begin by selecting your event. From the left-hand navigation, click Apps, then Attendees -> Attendees list. Click Add.
2- Edit Attendee: Locate the Attendee you would like to edit. Hover over the arrow to the right of its name by clicking the icon. then click Edit from the dropdown.
You’ll be presented with a registration form where you can input details for the attendees you’re adding. This form typically includes fields for attendee information such as name, email, organization, job title, and any other relevant details. Fill out the form with the necessary information.
Change any information you want. When you’re finished, click Save. This will automatically add/update the attendee’s details for in your account.3- Groups: During the process of adding or editing, we have visibility of all available groups. From here, we can assign groups to attendees. Click Groups to see how to create it.
4- Permissions: In Eventbuizz, these settings are typically used to customize the attendee experience and interaction within the platform. Here’s how they might be utilized within an attendee profile:
- Allow to vote and Allow documents to upload: In the attendee settings -> display permissions, there is also an option for “allow voting and allow documents to upload”. If this setting is turned on, all assigned attendees in the event can vote and upload documents. However, if this setting is turned off and individual attendees have enabled this setting in their profiles, they will bypass the main setting and still have permission to vote and upload documents.
- Allow Image gallery: If the “allow image gallery” setting is activated in the attendee settings -> display permissions, all assigned attendees in the event will have the permission to upload images in his gallery. However, if this setting is deactivated, individual attendees who have enabled it in their profiles will still retain the permission to upload images, bypassing the main setting.
- Enable ask to speak: We have “Enable ask to speak to all” permission in request to speak module, it will allow all attendees to speak who are assigned in the event but if this setting is OFF, and in attendee profile individual setting is ON, it will not check the module permission and allow the attendee to speak.
- Enable Q&A: We have “Enable Q&A to all” permission in Q&A module, it will allow all attendees to ask questions but if this setting is OFF, and in attendee profile individual setting is ON, it will not check the Q&A module permission and allow the attendee to ask question.
Attendee type
Here, the selected attendee’s type is displayed. If the organizer decides to make changes, it will result in the deletion of the attendee’s records for sub-registration, network interest, and custom forms.
Attendee list filters
When you have a lot of attendees in your list of ‘Attendees list’, and you want to assign find any of them, we have improved the way you can find them on your list. We have added filters options that helps to find attendees.
NOTE: If you are adding attendees or speakers directly to your list of attendees, in the event centre, then the system will not allow you to create them, if the email already exists. When you try to do this, the system will tell you: the email already exists. Then instead you need to go to the above left list – find the attendee in question, and then just assign the person directly. The attendee will now be on the attendees list.
This can save you time if you often use the same speakers at your events. It can save the attendees time, as they will not have to update their profile each time, they attend your events.
Email Profile
If the organizer wants to share the attendee’s profile, then should click on the “Email Profile“ option.
Print badge/ print badge with description
Organizer can generate attendee specific badges from here. For more information, click Badges.
Schedule
The schedule displayed in the attendee’s profile is personalized to their details. It includes sessions, workshops, meetings, or other activities the attendee has registered for or expressed interest in attending. Attendees may have the option to add or remove sessions from their schedule based on their preferences or availability.
Change password
The “Change Password” allows organizer to update attendee current password to a new one.
Tools
We possess various tools options.
Import
If you want to import attendees directly to the attendees list, you do like this:
Download Import file template. Copy pastes all the relevant data you have. Save the CSV file on your pc.
NOTE: First name and Email is required. Importing an Attendee is not possible unless you include this information during the import process.
Select file and then you are asked to either import new records or also update existing records.
Select file and then you are asked to either import new records or also update existing records.
VALIDATIONs:
FIELDS DESCRIPTION First name First name is required Email Email is required and each attendee must have a unique email address Select file and then you are asked to either import new records or also update existing records.
- Choose “Create new records” when you added attendees to the total Attendee list. Then it is only the new records that are imported, meaning no duplicates.
- Choose “Create new records and update existing records” when you will also need to update changes to existing attendee records.
If you have used our template, you do not need to do any changes in mapping, just click ‘Next’. If you use your own CSV file – where the columns are name differently, please map the relevant information.
Import a file -> by clicking on Select File
If you have used our template, you do not need to do any changes in mapping, just click ‘Next’. If you use your own CSV file – where the columns are name differently, please map the relevant information.
When you click ‘Next’ you can see how nay new records are created and if there are some errors, the system will show this too.
Export
Exporting attendees in Eventbuizz typically refers to the process of extracting attendee data from the platform for various purposes such as generating reports, analyzing event metrics, or integrating attendee information with other systems.
System offers 2 types of attendee’s export:
- Export Attendees.
- Export custom list.
Export Attendees
- Export assigned attendees: Generate a list of attendees who have been assigned to specific sessions, activities, or tasks within the event.
- Export attendees with sub- registration: This export is a list of primary attendees who have submitted sub-registration
Export Custom List:
Exporting a custom list of attendees in Eventbuizz typically involves retrieving specific information about event attendees according to customized criteria and then exporting that data for external use or analysis.
To create a custom template, navigate through Tools > Export > Export Custom list > Create custom list. Determine the specific fields you want to apply to create your custom list.
To move the desired fields from the left column to the right column in the export:
- Identify the fields you wish to include in the export from the left column.
- Drag and drop these fields from the left column to the right column.
- Ensure that all the required fields are included in the right column for the export.
- Once you have moved all desired fields to the right column, proceed with the export process.
Once the template is created, you can edit, delete, and export from custom exports created.
Print Template
We have built in 4 print samples; Organizer can use anyone of these templates.
Replace Delegate
The “Delegate Number” is a special-purpose field in Eventbuizz that serves to uniquely identify attendees for various purposes such as voting, check-in, representing attendees on the speaker list, or projecting views. It acts as a distinct identifier for each attendee within the event system.
Additionally, if an attendee is unable to attend the event, they can assign their delegate number to another attendee, allowing that person to attend the event on their behalf. This feature enables flexibility in event attendance management and ensures that each delegate number corresponds to an individual attendee, even if they are represented by someone else at the event.
Replace Delegate Log
The “Replace Delegate Log” is a record or log maintained that documents instances where attendees have been replaced by delegates. This log provides a history of changes made to registrations where one attendee is substituted with another.
Groups typically refer to clusters or collections of attendees that organizers create for various purposes such as facilitating networking, organizing workshops, or managing access to specific event features. These groups allow attendees to interact more efficiently with others who share similar interests or roles within the event. Organizers can create, manage, and customize these groups to enhance the overall event experience for participants.
Once the main groups are set – you create the sub-groups. It is in the sub-groups you assign the attendees one by one – or by importing a csv file.
Once the sub-groups are in place, you are ready to assign the attendees to the sub-groups.
Import by using a csv file
Prepare your csv file
Choose import assign attendee and the attendees will be imported to the desired group.
Edit, Delete and In-active a group/ sub-group
Tools
We have 3 types of export:
- Export: Simple export typically involves exporting basic information.
- Export by group detail: Exporting by group detail allows you to export comprehensive information specific to individual groups within your event.
- Export with order: Exporting with order refers to exporting data along with order-related information, typically relevant for events with ticketing, this type of export includes information related to the orders placed by attendees, such as ticket types, quantities, payment status, transaction IDs, and any other order-related data.
When you create a new event on the Eventbuizz platform and add a new attendee data is automatically stored in a database. This includes any information such as profile pictures that attendees or organizers have added to their profiles. Once stored, this information is accessible for future events and listed in “Un-assigned attendees” (Left column). You can find this section under the “Apps” tab, then navigate to “Attendees” and select “Assign Attendees.”
Assign attendees – new filter & search function
When you have a lot of attendees in your list of ‘unassigned attendees’, and you want to assign one or more of them, we have improved the way you can find them on your list.
We have added a filter option that helps find the unassigned attendee.
You can filter on information you have placed in the columns: Name, Title, Company name, Network group, Department or Delegate number.
Select filter – insert information and click search or hit ‘Enter’
Assign the relevant attendee.
Tools
We have following options in Tools > Assigned attendees
Assign/ Un-assign all
To assign or unassigned all attendees from an event, navigate to the Attendees section, then go to Assigned Attendees. From there, access the Tools menu and choose the option to either assign all attendees or unassigned them.
Un-assign from CSV
To unassign attendees directly from the CSV:
- Access the Tools menu and select “Unassigned from CSV.”
- Download the Import file template provided.
- Copy and paste all relevant attendee data into the template.
- Save the CSV file on your computer.
- Upload the saved CSV file back into the system for unassigning attendees according to the provided data.
NOTE: Email is required. Importing an Attendee is not possible unless you include email during the import process to unassigned attendees.
An “App invitation” typically refers to the process of inviting attendees to download and use the Eventbuizz mobile application. The Eventbuizz app allows attendees to access event details, schedules, speaker information, networking features, and more, all from their mobile devices. Sending app invitations encourages attendees to engage with the event content and enhances their overall event experience.
Start by customizing the email template app invite. If you want to send a text message, you need to customize the sms template as well. Please be aware that sending text messages will be invoiced separately.
When the template is done, you choose which attendees should receive the email. Go to modules -> Attendees -> Invitation -> App invitation.
When you send out the app invite the first time, then you click App invitation Not sent.
App Invitation sent/ App Invitation not sent
App invitation not sent here You can access a list of attendees who have been assigned to an event but have not yet received app invitations.
App invitation sent an organizer can view a list of individuals who have already been sent invitations to download the Eventbuizz mobile application. This list typically displays the names or email addresses of those who have received the invitations, helping organizers keep track of whom they have already reached out to regarding app download.
Tools
Under the “Tools” section, you’ll find three options for sending app invitations. After selecting the attendee(s), simply go to the “Tools” menu and choose your preferred method to send the invitation.
If you want to send a text message, you need to customize the SMS template as well. Please be aware that sending text messages will be invoiced separately.
Follow the following steps:
Invite Log
The “Invite Log” is a feature or section that keeps a record or log of all invitations sent out by organizers to attendees or participants of an event. It typically includes details such as the date and time of the invitation, the recipient’s name or email address, and the method used to send the invitation (e.g., email or SMS). This log helps organizers track the status of their invitations and ensures that they have been successfully delivered to the intended recipients.
Get Permission allows event organizers to request specific permissions or consent from attendees. This is often used to obtain legal consent for various purposes, such as using attendee data for marketing communications, sharing contact information, or capturing media consent for photographs and videos taken during the event. Event organizers can configure and customize permission requests based on their specific needs and legal requirements.
Permission Log
The “Permission Log” is a record or log maintained that tracks attendees’ responses to permission requests and disclaimers. It provides event organizers with a comprehensive overview of attendees’ consent status and acknowledgment of legal agreements. The permission log may include details such as the date and time of consent, the specific permissions granted or disclaimers accepted, and the attendee’s contact information.
“Attendee type” means putting attendees into different groups based on things like their role or what they’re doing at the event. This helps organizers manage who can access certain parts of the event, how much they pay, and what events they can join. It also helps send them the right information and offers.
Common types of attendee classifications in Eventbuizz may include:
- Attendees
- Exhibitor
- Sponsor
- Speaker
The organizer can create a new attendee type according to their preference by navigating to “Attendee Types” and selecting “Add.”
Here you decide as the organizer which information should be visible in the app for all attendees, as well as how the attendee can sign in and which permissions they should be given.
LinkedIn and Facebook Sign in:
This setting allows users to sign in to Eventbuizz using their LinkedIn and Facebook credentials. It provides a convenient way for users who already have LinkedIn/ Facebook accounts to access the platform without creating a new username and password.Login with Email:
This setting allows users to log in to Eventbuizz using their email address and a password. It’s a standard authentication method where users create an account with their email and a chosen password.Guest Sign in:
Guest sign-in typically refers to allowing users to access certain features or content on the platform without requiring them to create an account or log in. It’s a way to provide limited access to users who may not want to create an account immediately.Login with authentication code
This setting likely involves two-factor authentication (2FA) or similar security measures.
In 2FA, we typically send the code to the email by default. If you have subscribed to SMS authentication in Eventbuizz, after turning on the “Login with authentication code” setting, you will be able to access the SMS authentication setting.Users are required to enter a code sent to their email or phone after entering their username and password, adding an extra layer of security to the login process.
Hide Forgot password link
This setting hides the option for users to reset their password if they forget it. It may be useful in situations where users are expected to remember their passwords and there’s no need for a password recovery mechanism.Hide Password
The “hide password” setting causes the password field to be obscured or concealed everywhere it appears in the user interface.Show default password
This setting would display a default password for users, usually for temporary or initial access.Minimum 6 characters
This setting enforces a minimum length requirement for passwords. In this case, passwords must be at least 6 characters long. It’s a basic security measure to encourage users to create stronger passwords that are harder to guess or crack.Attendee default password
This setting allows you to specify a default password for attendees who register for an event but don’t set their own password. In this case, the default password is set to “123456”. If this field is left empty, “123456” will be used as the default password.Enable strong password
When enabled, this setting requires attendees to create strong passwords when registering for an event. Strong passwords typically include a combination of uppercase and lowercase letters, numbers, and special characters. The hint provided further explains the criteria for a strong password, which includes at least:- one lowercase character
- one uppercase character
- one digit
- and one special character from the specified set: “@#-_$%^&+=!?”
Registration Verification
This setting determines whether registration for the event requires verification before attendees can gain access. If enabled, attendees may need to verify their registration through an email confirmation (Template: Identity Verification) before they are officially registered for the event.Validate attendee Invite
When enabled, this setting ensures that attendees must have a valid invitation to register for the event. Attendees may only use a unique link provided in the invitation to complete their registration.Validate both attendee invite and domain name
This setting combines the validation of attendee invites with the validation of the domain name. In addition to requiring a valid invitation, attendees must also register using an email address associated with a specific domain name. This helps to ensure that only individuals from authorized organizations or domains can register for the event. You can add multiple domains at a time.
Fields Management
Fixed fields
The “Display language” setting in Eventbuizz allows users to specify their preferred language for the interface and content displayed within the platform.
Sortable fields
These are all the information fields visible on your attendees’ profiles. You can adjust which fields your attendees will be able to edit and which fields will only be visible on the attendees’ own profile.
Display Permission
Adjust permissions given to your attendees. Should they be able to vote, should weighted voting be enabled and much more.
Allow Voting
This setting allows all attendees or users to participate in voting activities during events. It can be used for polls, surveys, or other interactive sessions where attendees provide their opinions or preferences on specific topics or questions.
Enable weighted Voting
Weighted voting assigns different values or weights to votes based on certain criteria, such as the authority or expertise of the voter. This setting allows for more fairer voting processes where the impact of each vote can be adjusted according to predefined factors.
Enabling this setting will add a section in the attendees’ module where all assigned attendees will be displayed. By clicking on the edit icon, users will be able to add or update shares assigned to each attendee.
Enable validation of total shares compared with sum of attendee shares
This setting involves validating the total number of shares compared to the sum of shares allocated to individual attendees. It ensures that the total number of shares distributed across all participants matches the expected total, providing a mechanism for verifying the accuracy and integrity of the voting process.
Allow upload to image gallery
This setting permits all attendees to upload images to an image gallery within the event platform. It can be used for sharing event photos, presentations, posters, or other visual content related to the event. Attendees can contribute to the image gallery, fostering engagement and interaction among participants.Create and edit their own profile
This setting empowers users to create and customize their profiles within the Eventbuizz platform. Users can add personal information, profile pictures, professional backgrounds, and other relevant details to tailor their profiles according to their preferences and interests.LinkedIn profile import
This feature allows users to import their LinkedIn profiles directly into their Eventbuizz profiles. It streamlines the process of creating and updating profiles by automatically populating information from LinkedIn, such as work experience, education, skills, and contact details.Allow documents to upload
This setting enables users to upload documents, files, or attachments to the event platform. It facilitates the sharing of resources, materials, presentations, handouts, or any other relevant documents related to the event. Attendees can access and download these documents for reference or further review.Display Settings
These settings in Eventbuizz are designed to customize the display and functionality of the attendees’ page and profiles. Here’s an explanation of each setting:
Select default display when users navigate to the attendee’s page:
- Listings by name: Attendees are listed alphabetically by their names.
- Listings by group: Attendees are listed according to the groups they belong to.
Display both name and group: Enabling this setting will result in the display of “Name” and “Group” tabs in the web application. These tabs will allow users to navigate between listings based on attendee names and group affiliations respectively.
Display program session in attendee profile: Enabling this setting will cause the attendee’s profile to include a section displaying the programs or sessions in which the attendee is assigned or registered to participate. This feature allows for easy access to information about the programs or sessions that the attendee is involved in, providing a comprehensive overview of their participation in the event. Top of Form
Display group/ my group in attendee profile: Displays the group(s) and my group(s) the attendee is associated with in their profile.
Display personal address in list view: Displays the personal addresses of attendees in the list view.
Chat notification: Sends notifications to users when they receive new chat messages.
Make CPR number readable: Formats the CPR (Customer Personal Number) number in a readable format.
Display contact (.vcf): Allows attendees to download the contact information of other attendees in VCF (Virtual Contact File) format.
Display food
Display my registration: Allows users to view their own registration details.
Mark favorite: Enables users to mark certain attendees as favorites for easier access or reference.