Event Management

Importing events & guests from Eventbrite

You can import your events and guests from Eventbrite by linking your account with Guesto. Follow the steps below to link your Eventbrite account with Guesto:

  • Select Accounts tab at the bottom of the screen in Guesto. This page contains all of the accounts linked with Guesto. You can link any number of Eventbrite or Dropbox accounts with Guesto.
  • Tap sign and then select Eventbrite. You will be taken to Eventbrite login page.
  • Enter your Eventbrite login credentials and tap Log In. You will be taken to a confirmation page where you would need to confirm that you grant Guesto, permission to access your account. Tap Allow to link your account with Guesto.
  • Your Eventbrite account will now be listed in the Accounts tab.
  • Repeat above steps if you want to add more Eventbrite accounts.
  • Select Eventbrite tab at the bottom of the screen and then pull to refresh. All of your events from Eventbrite will now be available.
  • Note that the guest list for each of those events are not imported yet. Select an event to import your guest list.
Importing event & guest list from a CSV file

If you do not use Eventbrite for registrations, you may import your guest list into Guesto by placing your guest list as a CSV (Comma Separated Values) file in your Dropbox account. Note that you need a Dropbox account for this to work. A Dropbox Basic account is free and includes 2 GB of space.

Start by linking your Dropbox account with Guesto:
  • Select Accounts tab at the bottom of the screen in Guesto. This page contains all of the accounts linked with Guesto. You can link any number of Eventbrite or Dropbox accounts with Guesto.
  • Tap sign and then tap Dropbox. You will be taken to Dropbox login page.
  • Enter your Dropbox login credentials and hit Sign In button. You will be taken to a confirmation page where you would need to confirm that you grant Guesto, permission to access your account. Tap Allow to link your account with Guesto.
  • Your Dropbox account will now be listed in the Accounts tab.
  • Repeat above steps if you want to add more Dropbox accounts.
Importing guest list:
  • Download guest list as a CSV (comma separated values) file from your ticketing platform and drop it in your Dropbox account in /Apps/Guesto folder.
  • Select Dropbox tab at the bottom of the screen in Guesto and pull to refresh.
  • Tap sign and then select your Dropbox account. Guesto will now search for all CSV files in /Apps/Guesto folder in your Dropbox.
  • Choose the guest list you want to import. Guesto will now request you to enter your event details like start date, start time, end date, end time and an event image.
  • You can import an event image from the same Dropbox account. Just place any image in JPEG or PNG format in your Dropbox /Apps/Guesto folder to import. Choose between a portrait or landscape image based on how you will be using your iPad (i.e. in portrait or landscape mode) while checking-in your guests.
  • Once you have filled in the event details, tap Continue. You will be taken to the Match Fields page.
  • Match fields as shown in the video below. If you couldn't find a matching field choose Custom Field and if you do not want to import a column choose Skip, do not import.
  • Double check your selections and select Done to import your guest list.
Setting up to check-in guests

Once you have events populated in either Dropbox or Eventbrite tab, you may start checking-in your guests. Select your event to be taken to the “Options” page. This page has the following five sections:

Check-In:
  • Barcode Scanning: Turn the switch on to check-in guests in Barcode Mode or leave it in off position to check-in guests in Search Mode. Note that the switch will only be enabled if your guest list contains barcode information - all Eventbrite events will have a barcode.
  • Accept check-ins for ticket classes: If you want to check-in only a segment of your guests then choose only the ticket classes you would like to check-in.
Why should I check-in only a segment of my guests?

Because sometime you want to check-in only a segment of guests. Example – say you are organizing three different seminars on the same day and each guest have purchased tickets to attend only one of those seminars. In this case, you would want to segment your guests so you only check-in one segment at a time.

When you are importing events & guests form Dropbox and you want to use this feature, select Ticket Class as the matching field for your column which contains the segmentation information.

Name badges:

Name badges are a great networking tool at events when presented with the right information - like the guests first name, last name, job title, company and twitter handle.

  • If you want to issue name badges to your guests at the point of check-in turn the switch on for name badge printing.
  • Select “Printer” to search for a compatible wireless label printer - list of compatible label printers can be found here.
  • In order for Guesto to connect to the label printer ensure both your iPad and printer are connected to the same WIFI network. Refer manufacturer instructions on how to connect your printer to a WIFI network.
  • Choose an existing name badge template or create a custom one and select it. Refer to the video below on how to create a custom name badge template.
Sessions:

Use this section to create sessions. Refer Managing sessions section for information on how to create & manage sessions.

Feedback:

Feedbacks are essential at any event, they help you in identifying gaps which might not be apparent. Collecting feedback during the event in real-time helps you keep a live pulse on the event. By obtaining instant feedback you can respond to any need or crises immediately and improve the experience at a moment's notice.

  • If you want to get feedback from your guests during the event, turn the switch on for feedback.
  • Choose an existing feedback template or create one and select it. Refer to the video below on how to create a custom feedback template.
Subscriptions:

This section shows you how may check-in credits are available and how long it is valid until.

Double check all your selections and then choose Done. You are now ready to check-in your guests.

In order to prevent your iPad from entering sleep mode after inactivity, go to iPad Settings -> General -> Auto-Lock and set it to Never.

Check-in guests in Search mode
Once you are in Search mode you can check-in your guests in the following ways:
  • Search Bar: This is the default. A keyboard is displayed so your guests know that they need to enter their details. As your guests enter their name the list will be filtered to contain only the names which contain the search text. They can search either by first name or last name. Once they find their name they just need to tap it to check-in.
  • Index & Scroll: You can alternatively use the index at the bottom of the screen to quickly move to names which start with a character and then scroll to find the name. Again your guests can tap their name to check-in. Its recommended to use the search bar as it is faster.
Check-in guests in Barcode mode
Once you are in Barcode mode you can check-in your guests in the following ways:
  • Barcode Scan: This is the default. Your guests touch the Check-in button to turn-on the front facing camera to capture their barcode. Your guests just need to scan their barcode to complete the check-in.
  • Search Bar: This is available only for the organizer which means Guesto will prompt you to enter the admin pin to continue. Organizer can search for attendees by their first name or last name and then tap their name to check-in.
Check-in unregistered guests

Once you are in Search or Barcode mode you can check-in unregistered guests by hitting the settings gear button on top left. You will be asked to enter the admin pin to continue. From the menu select Add Guest to reveal the registration form.

When you are expecting a large number of unregistered guests setup a separate terminal for them. This will avoid delays in checking-in pre-registered guests.

Uncheck-in a guest in Search mode

This feature is only available in Search mode.

Occasionally it may be required to uncheck-in a guest because they have been accidentally checked-in before. You can do this by searching for their name in Search mode and then instead of tapping their name you long press (that is, tapping and holding down for more than 3 seconds), enter your admin pin and then choose Undo Check-In.

Managing Sessions

This feature is only available in versions 1.2.0 and above.

  • Create sessions in Guesto:

    You can only create sessions if the "Barcode" field is available for the attendees.

    Select your event to be taken to the “Options” page and then select "Sessions". Refer to the video below on how to create sessions.

  • Add barcode or QR Code to name badges:

    Refer to the below video on how to add barcode or QR Code to name badges.

  • Check-in guests using Guesto Session app:

    Download Guesto Session app from either Apple App Store or Google Play Store. Login to Guesto Session app using the same username and password you used to login in to Guesto app. Refer to the video below on how to check-in attendees using Guesto Session app.

    You can see from the video that only attendees who belong to the "VIP" segment were allowed into the "VIP Session" while all attendees were allowed in to the "Lunch Session".

Modify guest details in Search mode

This feature is only available in Search mode.

Occasionally it may be required to modify guest details. You can do this by searching for their name in Search mode and then instead of tapping their name you long press (that is, tapping and holding down for more than 3 seconds), enter your admin pin and then choose Modify.

Collecting feedback from guests

Once you are in Search or Barcode mode, tap the setting gear button on top left, enter your admin pin and then select Feedback. That’s it! You can now start collecting feedback from your guests. In the Feedback choice is not available, head back to the Options page, turn on the Feedback switch and choose a feedback template.

Reports

Get a quick overview of the check-ins & feedback status or download all data as a CSV file using the report view.

  • Select Reports tab at the bottom of the screen in Guesto. Choose Dropbox if you imported your guests list as a CSV file from Dropbox or choose Eventbrite, and then select your event.
  • The report view contains two sections: CHECK-IN and FEEDBACK. Use the Filter button to filter by report type or ticket class.
  • To download the report as CSV, use the button & select your Dropbox account to download all data as a CSV file. You can find your report under /Apps/Guesto/Reports/ folder in your Dropbox. If you haven't linked your Dropbox account with Guesto check-out the instructions here.

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