Configuring Universal Appointments and Universal LeadCapture

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If you're using Universal Appointments and Universal LeadCapture together, you'll need to set them up differently than if you're using the products separately. Follow these steps to set up both features conjointly.

 
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Setting Up Universal Appointments
Configure these settings in your Flex and Universal Appointments event so it will sync with Universal LeadCapture.

1 Create a Flex event. Begin by creating a Flex event. Under the event's details, set the Category to Trade Show, and in the Registration section, ensure that "Registration is open to" Anyone (Public).

When selecting your event's features, enable the following:
  • Admission Items (under Agenda Items)
  • Sessions (under Agenda Items) if your staff will be registering themselves
  • Fees (under Pricing) if your staff will be registering themselves
  • Registration Types (under Registration Process)
  • Registration Paths (under Registration Process)
  • Exhibitor Management (under Onsite)
  • OnArrival Premium (under Onsite)
In the Promotion section, uncheck the following features:
  • Email Invitations
  • Weblinks
Next, disable your registration event from appearing in search engine results and disable all email communication.

Then, add a registration type labeled "Staff."  Create an admission item and registration path with this registration type associated.

If your staff will be registering themselves, add additional features, like fees, sessions, or registration questions, if necessary.

 
NOTE: If you'll be importing registrations, it is recommended that you do not add additional features, like fees, sessions, or registration questions.

Next, add a registration type labeled "Appointment Attendee." Create another admission item and registration path with this registration type associated. This registration type will be used for when your staff members add attendees on the fly within the Appointments event.
 
NOTE: Do not add additional features, like fees, sessions, or registration questions.

2 Launch your Flex event. Ensure that the admission item widget is added to the Site Designer, then publish and launch your event.

3 Register your Staff. If you're allowing Staff members to register themselves, add them to your event's Invitation List, then send out the Invitation email. Ensure that only the Staff registration type is available for them to select.

If you're pre-registering your staff on their behalf, register them individually under Invitee Management > Quick Action > Register Invitee, or through an import under Invitee Management > Import > Registrations. Ensure that you associate the Staff registration type, admission item, and registration path in the import file.

Do not pre-register your Appointment Attendees.

4 Create an Appointments event. Click Appointments from the Solutions dropdown at the top of your screen. Then, create an Appointment event. During the creation wizard, in the Create Method section, select Link to an existing Registration Event. Then, click the ellipses ... in the Event field and select the Flex event you just created.

 
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NOTE: Only one Appointment event can be linked to a registration event, and you cannot change which event is associated once you've saved the page.
 
In the Basic Information section, select Universal Appointments for the event type if you have multiple Appointments licenses.
 
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Continue configuring your Appointments event by adding locations, groups, appointment types, schedule rules, and time slots. Ensure that the attendee response method is set to Personal Calendar (Outlook, etc.) under Event Details > Setup > Appointment Types > Attendee Responses.

5 Publish your Appointment calendar to an Enterprise Portal, if necessary. You can also allow your staff to view multiple schedules side-by-side through a portal.



Setting Up Universal LeadCapture
Once you've finished setting up your Flex and Appointment events, configure these additional settings in your Flex or Onsite Solutions event to sync with Universal LeadCapture.

1 Access your event's Exhibitor Management settings in Flex. Return to your Flex event. Hover over Website & Registration and, under Onsite, click Exhibitor Management.

Or, access your event's Exhibitor Management settings in Onsite Solutions Standalone. Log in to your Onsite Solutions account. Select your event, then click Exhibitors from the left-hand navigation. The Exhibitors tab opens by default. Click the neighboring tab, Exhibitor Settings.

2 Request Universal LeadCapture Badge Kit support, if necessary. If you plan on using name badges with Universal LeadCapture, you'll need to request Badge Kit support.


3 Add your onsite staff and licenses. Using Exhibitor Management, add your company and staff as exhibitors, and allocate and assign licenses.

3 Configure your lead qualification settings. Using Exhibitor Management, add your lead qualification questions and configure other settings.

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