Essential setup steps for event organizers to get the app ready for attendees.

This guide walks you through the key setup tasks to prepare the event app before attendees start using it. Complete these steps in order to ensure a smooth launch.

1. Configure Event Settings

Start by setting the foundation for the entire app.

  1. Open the Admin Menu and navigate to Event Settings
  2. Set the correct event timezone so all dates and times display accurately for attendees
  3. If you are using lead capture, configure the availability window with start and end dates and times
  4. Review meeting duration and time slot settings in Meeting Settings

2. Import Users

Populate the user directory so attendees can log in and find each other.

  1. Navigate to Import Users from the Admin Menu
  2. Upload your attendee CSV file with at minimum: Email, First Name, Last Name, Password
  3. Map CSV columns to the correct fields
  4. Preview and confirm the import (existing users are matched by email and updated)
  5. Repeat for speakers and exhibitors if they have separate CSV files

For more details, see Import Users.

3. Set Up the Agenda

Create the session schedule that attendees will browse and RSVP to.

  1. Use Bulk Upload Data to import sessions from a CSV, or create sessions individually via Manage Agenda
  2. Assign speakers to sessions so their profiles link correctly
  3. Configure optional sessions and personalized access groups if you are restricting certain sessions
  4. Enable session-level check-in for sessions that require attendance tracking
  5. Set up Meeting Times to define available booking slots

For more details, see Manage Agenda.

4. Configure Exhibitors

Set up the exhibitor directory and optional bingo challenge.

  1. Create exhibitor records via Manage Exhibitor, assigning team members, chat contacts, and bingo participation
  2. If using exhibitor bingo, set the qualification threshold in Manage Exhibitor Bingo
  3. Use the bulk QR code generator on the Exhibitors screen to create printable QR codes for all exhibitor booths

For more details, see Manage Exhibitor.

5. Set Up Gamification (Optional)

Configure awards and the scavenger hunt to drive engagement.

  1. Create award definitions in Manage Awards, specifying which screens and actions trigger each award
  2. Add scavenger hunt questions via Manage Scavenger Hunt
  3. Generate and print QR codes for scavenger hunt items using the bulk generator in Scavenger Hunt Items

For more details, see Gamification.

6. Prepare Communications (Optional)

Set up messaging templates and test notifications.

  1. Create communication templates in Manage Communications if you plan to send recurring message types
  2. Test the notification system by sending a test push notification
  3. Prepare any welcome or pre-event messages for distribution

For more details, see Communications.

7. Generate Search Index

Ensure the AI-powered universal search returns relevant results.

  1. Navigate to Universal Search as an admin
  2. Tap Regenerate Embeddings to build the search index from all event data
  3. Test a search query to verify results are returned

For more details, see Universal Search.

8. Test the Experience

Before going live, verify the setup from each role’s perspective.

  1. Log in as a test attendee and verify the home screen, agenda, and key features
  2. Log in as a test speaker and confirm session assignments appear in the Speaker Portal
  3. Log in as a test exhibitor and verify Exhibitor Tools shows correct metrics
  4. Test QR scanning for check-in, bingo, and scavenger hunt
Was this article helpful?
YesNo