Configuring Universal Appointments and Universal LeadCapture

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Universal Appointments allows you to view and manage multiple staff members' calendars at once and pre-book appointments with event attendees on their behalf. It's often used when your company is attending a tradeshow or similar event, where you'll need to manage the logistics of where your staff will be, at what time, and who they'll meet with. These appointments then sync to LeadCapture so that your exhibitors can easily see who they're meeting with and when, all from the app.

 
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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. 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. 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 groups, locations, 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 Configure your LeadCapture settings. Continue setting up LeadCapture by adding Exhibitors and Exhibitor Admins.

3 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.

From a Flex event, hover over Website & Registration and, under Onsite, click Exhibitor Management. The Exhibitors tab opens by default. Click the neighboring tab, Exhibitor Settings.

From an Onsite Solutions event, click Exhibitors in the left-hand navigation. The Exhibitors tab opens by default. Click the neighboring tab, Exhibitor Settings.

Scroll down to the Universal LeadCapture Badge Support section and click Request Support.

 
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Complete the form with your event's information, then click Submit. A member of our LeadCapture Support team will reach out to you with next steps.

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