What are Events?

Events are created by Admins and used for scheduled meetings, info sessions, orientations, advising appointments, webinars, office hours, etc. With events, Admins can:

• Invite Travelers to register for the event
• Share the event URL to Travelers so they can self-register
• Track registration & attendance before, during, or after the event

Event brochures can be created, viewed, and edited from the Event Dashboard. To get to the Event Dashboard, click Events in the main navigation menu.

Events are categorized by timing:

• Upcoming – both start date & time are in the future
• Today - start date, end date or dates in between are today
• Past  – start date is today’s date & start time is in the past

Events are also categorized by either an Active or Cancelled state.

Event features & functionality

• All events have a Traveler list of all those who were invited, self-registered, & attended 
• Duplicate an event – duplicate an event by clicking Duplicate this event from within the Event page
• Cancel an event – cancel an event by clicking Cancel this event from within the Event page
• Shareable registration link – link to event registration page to use for event outreach & marketing efforts so that travelers can register!
• Shareable Same Day Sign Up link – event attendance link to send to all travelers at the onset of the event to successfully mark attendance
• Individual & batch invites
• Manual attendance marker
• Batch attendee uploader – upload a list of attendees after an event has taken place
• Event report – registration & attendance data downloaded on a CSV 

Pre-event marketing & outreach

There are two ways Travelers register for an event: 

1. They are invited by an Admin and follow the link to register
2. They are given the public registration that allows them to register

All event Participants will appear on the Traveler Event list whether they registered themselves or were invited.

Click here for more info on inviting travelers to events or sharing events with travelers.

During an event

Admins can keep track of attendance three different ways:

1. Admins can share the Same Day Sign Up link with Travelers that allows them to mark themselves as attended
2. Admins can launch the Same Day Sign Up page on an iPad or computer allowing Travelers to add their first name, last name & email address ultimately marking themselves as attended
3. Admins can use a QR code generator to connect a QR code to the Same Day Sign Up page so that Travelers can add their first name, last name & email address ultimately marking themselves as attended
4. Admins can manually mark off Travelers visible in the traveler list

For all online events, we recommend using method #1 as Travelers will be able to use their own device to mark their attendance. For in-person events, either method can work so long as you provide a laptop, tablet, or phone for method #2. With method #3, the Traveler must already be listed in the traveler event list for an Admin to check them off. If a Traveler is not listed, the Admin can provide them with the Same Day Sign Up link or direct them to the launched Same Day Sign Up page which will mark them both as registered and attended. 

To share the Same Day Sign Up link from the Event Dashboard…

1. Click Events in the main navigation menu
2. Find your desired event in the table
3. Click the URL in the Same Day Sign Up column next to your desired event to copy the link to your clipboard
4. Share the link with attendees by pasting it into your presentation deck, sending it in an email, or typing it the in-meeting chat

To launch the Same Day Sign Up page from the Event Dashboard…

1. Click Events in the main navigation menu
2. Find your desired event in the table
3. Click to Open in the Same Day Sign Up column next to your desired event to open the Same Day Sign Up web page
4. Pass the laptop, tablet, or phone to all students prior to the event starting – after a Traveler adds their name and email and clicks Register, the page will refresh for the next Traveler to sign up

To manually mark a Traveler as attended…

1. Click Events in the main navigation menu
2. Click on the Event Name
3. Click VIEW
4. Click the Attended? box to the right of the Traveler’s information

After an event

Admins can see the full Traveler list of all those who were invited, those who registered themselves, and those who attended. If the Admin marked attendance using another method outside of Via Global, they can upload a list of event attendees to the brochure at any time. By uploading a list of attendees, all Travelers who had previously been invited or registered will be marked accordingly and all new Travelers will be marked as registered & attended. After the traveler list has been updated, admins can generate a report of registration status & attendance onto a CSV (link to article). 

To upload attendees after an event… 

1. Click Events in the main navigation menu
2. Click on the Event Name
3. Click VIEW
4. Click UPLOAD ATTENDEES
5. Click Download an Invitation Template (do not change the default column headers on the CSV! if you do, the batch function won’t work)
6. Remove our Jane and John Doe examples from the template
7. Add Travelers, including first name, last name, and a valid email address
8. Save the CSV file
9. Back in Via Global, upload your CSV by selecting the saved file from your computer or dragging and dropping it into the window
10. Click Upload