EVENT SETUP

SYSTEM OVERVIEW

The Event Vault system is comprised of two primary components: the Management Console and the Companion App. The Management Console is accessible via web browsers on laptops, desktops, and tablets. This platform enables you to configure your event according to your preferences. On the other hand, the Companion App, available on iOS and Android, serves as the interface for attendees to engage with your event's digital elements and access control.

MANAGEMENT CONSOLE

The Management Console provides a comprehensive platform for configuring all aspects of your event. You can populate the database with event data either manually or by uploading .CSV files.

Once you purchase an event package from us, your account will be granted administrative privileges, allowing you to create events within the console. The process for event creation may vary depending on the specific service package you have selected.

COMPANION APP

The Companion App offers varying functionalities depending on the service package you've purchased. Regardless of the package, the app serves as the primary tool for both your staff and attendees to access and interact with event information. This includes features such as customizing schedules, interacting with other participants, sharing contact information, providing feedback, and utilizing digital tickets for event access.

EVENT SETUP

SYSTEM OVERVIEW

The Event Vault system is comprised of two primary components: the Management Console and the Companion App. The Management Console is accessible via web browsers on laptops, desktops, and tablets. This platform enables you to configure your event according to your preferences. On the other hand, the Companion App, available on iOS and Android, serves as the interface for attendees to engage with your event's digital elements and access control.

MANAGEMENT CONSOLE

The Management Console provides a comprehensive platform for configuring all aspects of your event. You can populate the database with event data either manually or by uploading .CSV files.

Once you purchase an event package from us, your account will be granted administrative privileges, allowing you to create events within the console. The process for event creation may vary depending on the specific service package you have selected.

COMPANION APP

The Companion App offers varying functionalities depending on the service package you've purchased. Regardless of the package, the app serves as the primary tool for both your staff and attendees to access and interact with event information. This includes features such as customizing schedules, interacting with other participants, sharing contact information, providing feedback, and utilizing digital tickets for event access.

GETTING STARTED

Once you have received your login details from us you can get started on creating your events we provide this guide to get your started and guide you through all the systems features and functionality. To get started login to the management console.

GO TO CONSOLE

Upon reaching the login page, input your assigned credentials into the corresponding fields and click on the 'Login' button. If an account matches the provided credentials, you will be directed to the event overview screen. This screen displays the current status of your event and attendee capacity. Should you need to increase these limits, please reach out to us for assistance. At this time, we do not offer automated transaction services, although we are actively working on implementing this feature.

For users with either the SINGLE or MULTI EVENT package, it is essential to access the login screen from your assigned domain (<clientId>.event-vault.com) to access your specific service package. If you are using the INSTANT EVENT package, you can directly use console.event-vault.com

Event Creation

This section provides a step-by-step guide to setting up your event after logging into the Management Console. Upon login, you will encounter a screen divided into two main areas. On the left, represented by a blue column, you'll find the navigation pane. This displays your current role within the organization and the account to which you are logged in. Beneath this, you will see additional navigation options when you are inside an event. This area also shows your current number of events, available event slots, and guest capacity. Both event slots and guest capacity can be expanded by purchasing more at any time, and these resources can be allocated across your events as needed.

On the right side of the screen is the content pane, which displays the title at the top and the relevant content beneath it. In this instance, the content consists of an overview of all your created events. Clicking on an event will allow you to modify its various aspects. At the bottom of the screen, you will find the action bar that displays all available actions related to the current page.

To start a new event, click on the 'CREATE EVENT' button found in the Action Bar. This will open an interface, as illustrated in the accompanying image, where you can enter your event's name, along with its start and end dates. After clicking 'Confirm,' the new event will appear in your event overview. To proceed with further setup, click on the newly created event.

Please be aware that these three fields are not editable once set, unless you request assistance from our support team. This measure is in place to prevent system exploitation, and we appreciate your understanding.

Upon clicking an event, you will be directed to that event's 'Event Info' page as shown below. Additionally, the navigation menu will populate with links to all other relevant pages for this event. On the 'Event Info' page, you can specify:

The time zone property must be set correctly before any notifications are scheduled. Please be careful about summer/winter time zone adjustments when doing so.

Any modifications you make can be confirmed by clicking the 'SAVE CHANGES' button. If you wish to undo your changes before saving, simply click the 'RESTORE' button.

SPEAKERS

This section provides a step by step guide on how to add speakers to your event, to start first navigate to the speakers page via the Navigation Menu on the left, once there you should see a list of speakers if you already have some  as shown below or a blank list. At the right of the screen you can find a search bar that will allow you to quickly find a speaker if you have a lot of them.  At the bottom you should see 2 buttons, CREATE SPEAKER and REFRESH, 

To begin, click the 'CREATE SPEAKER' button, which will open the speaker creation menu as depicted in the image below. This menu allows you to fill in various fields, outlined as follows:

To modify or remove a speaker after they have been added, locate the corresponding 'Edit' or 'Delete' icon next to each speaker's name in the speaker list. Clicking these icons will enable you to edit the speaker's details or remove them from the event.

SESSIONS

This section provides a step by step guide on how to add sessions to your event, to start first navigate to the sessions page via the Navigation Menu on the left, once there you should see a list of sessions if you already have some as shown below or a blank list. At the right of the screen you can find a search bar that will allow you to quickly find a session if you have a lot of them. At the bottom you should see 2 buttons, CREATE SESSION and REFRESH, Sessions will be shown grouped by day and time slot.

To initiate the creation of a new session, click the 'CREATE SESSION' button. This will bring up the session creation menu, as illustrated in the accompanying image. You can populate various fields in this menu, described as follows:

To edit or delete a session after its creation, find the respective 'Edit' or 'Delete' icons adjacent to each session name in the session list. Clicking these icons allows you to alter the session's attributes or remove it entirely from the event. Additionally, clicking the 'Copy' icon will open a 'Create Session' dialog, wherein key fields from the selected session are pre-filled for your convenience.

SPONSORS

This section provides a step by step guide on how to add sponsors to your event, to start first navigate to the sponsors page via the Navigation Menu on the left, once there you should see a list of sponsors if you already have some as shown below or a blank list. At the right of the screen you can find a search bar that will allow you to quickly find a sponsor if you have a lot of them. At the bottom you should see 2 buttons, CREATE SPONSOR and REFRESH,

To commence the addition of a new sponsor, click the 'CREATE SPONSOR' button. This action will display the sponsor creation menu, as shown in the accompanying image. In this menu, you have the option to fill in various fields, which are outlined below:

To modify or remove a sponsor after they have been added, locate the corresponding 'Edit' or 'Delete' icon next to each sponsor in the sponsor list. Clicking these icons will enable you to edit the sponsor's details or remove them from the event.

Click the 'TIERS & SETTINGS' button to configure the sponsorship tiers & settings for your event. Here you can modify the following settings as shown in the image and table below:

MAPS

This section provides a step by step guide on how to add maps to your event, to start first navigate to the maps page via the Navigation Menu on the left, once there you should see a list of maps if you already have some as shown below or a blank list. At the bottom you should see 2 buttons, CREATE MAP and REFRESH,

To begin the process of adding a new map, click the 'CREATE MAP' button. This action will open the map creation menu, as depicted in the accompanying image. You can fill in the following fields within this menu:

To modify or remove a map after they have been added, locate the corresponding 'Edit' or 'Delete' icon next to each map in the map's list. Clicking these icons will enable you to edit the map's details or remove them from the event.

INVITATIONS & ACCESS

This section provides a step by step guide on how to add guests to your event, to start first navigate to the Guests page via the Navigation Menu on the left, once there you should see a list of Guests if you already have some as shown below or a blank list. At the bottom you should see 3 buttons, INVITE GUESTS, SEND INVITATIONS and REFRESH. Each guest has a nr of email status's which show the current status of the invitation email, if it has arrived and been opened and such. In addition the email logs can be viewed. 

Guest data can be transferred to a different email if needed if the user does not have access to their account. In addition if for some reason the Verification Email does not arrive the user can be forcefully verified from the console.

To add guests to your event, select the 'INVITE GUESTS' button. This action opens the guest invitation interface, as shown in the accompanying image. You can import guest data from a CSV file, which also enables pre-filling their Digital Card information.

Using the OVERWRITE EXISTING DATA toggle should only be used if you made a mistake on the import, This will overwrite the digital card data of all guests in the CSV even if the guest adjusted it themselves.

Additionally, you can make your event accessible to the public by enabling the code access feature on the 'Event Info' page. For further details on this functionality, please refer to the Event Creation section.

To modify or remove a guest after they have been added, locate the corresponding 'Delete' icon next to each guest in the guest's list. Clicking these icons will enable you to edit the guest's details or remove them from the event. Pressing the 'Send' icon will send an invite email to the guest. 

TICKETS

This section provides a step-by-step guide on how to add tickets to your event. To start, first navigate to the tickets page via the Navigation Menu on the left. Once there, you should see a list of tickets if you have already created some, as shown below, or a blank list if you haven't. At the bottom of the page, you should see two buttons: 'ASSIGN TICKETS' and 'REFRESH'.

Each ticket displays the current check-in status, indicating whether a user has joined the event through any of the methods outlined in the Invitations and Access section. Users can be checked in via the companion app, and the number of check-ins can be used to validate tickets. See the Event Management section for details.

This system is designed to provide maximum flexibility with any payment system you are currently using, as it only requires email addresses for ticket issuance.

To start issuing tickets for your event, click the 'ASSIGN TICKETS' button. This will open the ticket issuing menu, as illustrated in the accompanying image. Here you can input the following fields:

To remove a ticket after it has been created, locate the 'Delete' icon next to each ticket in the ticket list. Clicking this icon will remove the ticket from the event.

We currently do not offer a built-in purchasing system for tickets. However, we are actively working on developing one that you can opt to use in the future. In the meantime, our flexible system allows you to integrate with any existing payment or ticketing solution you may already be using.

EVENT MANAGEMENT

This section provides a guide to the system features for use during and shortly before the event.

PUsh Notifications

This section offers a step-by-step guide on how to add notifications to your event. To begin, navigate to the 'Notifications Page' through the Navigation Menu on the left-hand side. Once there, you should see a list of existing notifications, as depicted below, or an empty list if no notifications have been added yet. At the bottom of the page, you will find two buttons: 'CREATE NOTIFICATION' and 'REFRESH'.

To initiate the process of creating a new notification, click the 'CREATE NOTIFICATION' button. This will open the notification creation menu, as illustrated in the accompanying image. Within this menu, you can populate the following fields:

Each notification you create will display a status, indicated by either a green checkmark for 'Sent' or a red cross for 'Not Sent'. Notifications can be modified up until the point they are dispatched. 

* The delivery time for notifications is in local time, based on the time zone you selected on the 'Event Info' page. For more details on setting the time zone, please refer to the 'Event Creation' page. Editing can also only be done up to the point where the notification is sent out.

To modify or remove a notification after it has been created, locate the corresponding 'Edit' or 'Delete' icon next to each notification in the notification list. Clicking these icons will enable you to edit the notification's details or remove it from the event.

CHAT

When chat has been enabled for the event users have the option to contact support via the chat page. This conversation will show up for all staff members as a support chat, see the image shown. On opening the support conversation you can respond to the guest. If you deem the conversation to be completed you can open the context menu by pressing the 3 dots in the top right and choose to mark the support request as resolved. this will hide the chat from the overview until the guest sends another message.

In the case that the guest is spamming or misusing the system you may also block them with the same context menu

Generally it is not advised to have more than 2 people responding to Support messages to avoid double responses.

LIVE Q&A

When enabled for a session as referred to in Sessions will enable an extra button on the session inside the companion app. Upon clicking this button staff members and guests will be presented with the image below:

LIVE POLL

When enabled for a session as referred to in Sessions will enable an extra button on the session inside the companion app. Upon clicking this button guests will be taken to the poll screen, Here they can see any polls that have been setup by staff. These must be setup from within the companion app.

DATA MANAGEMENT

In this section, we provide a guide on import and export data from the event system.

DATA IMPORT

In this section, we will discuss importing event data from CSV files, including Session and Speaker Data. First, access the "Import & Export" screen through the navigation menu on the left. The interface should be visible as shown below.

To import Sessions and Speakers, navigate to the "Event Data" section and click the "IMPORT" button. This action will open a dialog with the necessary inputs as shown below.

If the format of your CSV data is correct, the "SELECT" text will change to a success message indicating proper data formatting. Refer to the "DATA FORMATING" section for guidance on formatting your CSV. After pressing "CONFIRM", the import process will begin, and a success message will appear if the import was successful.

API INTEGRATIONS

We currently have some limited API integration functionality. These will become available in due time and will be documented here.