Event App
Last updated
Last updated
The event app is a great way to engage with your attendees by bringing the event directly into their hands. Whether you need to announce last-minute changes, remind attendees of upcoming sessions, encourage them to explore your venue or promote your exhibitors and sponsors, the event app does all this and more.
There are two types of event app available, single and multi-event. The single event app is used solely for one event, whereas the multi-event app can have as many events assigned to it as required.
Every event is treated individually so whether using a single or multi-event app your event content and branding can be uniquely different and personalised.
The first step in setting up your event app will be to ensure you have developer accounts with iOS (Apple) and Android (Google). Without developer accounts, you will not be permitted to manage apps with iOS or Android. If you have an assigned project manager, they will be able to assist you further with this.
Developer set up guide for iOS (Apple)
Developer set up guide for Android (Google)
IMPORTANT
If you are an agency, it is highly recommended that the developer accounts are set up in the name of the company/client with whom you are working.
IMPORTANT
Setting up developer accounts can take up to a month (and in some cases even longer) so you will need to do this well in advance of when you want to request your event app.
IMPORTANT
For iOS (Apple) it is essential that you have access to an iOS device. As part of the setup procedure, you will need to complete a 2-factor authentication process on a device that uses the same log in details as the iOS (Apple) account you have created.
If you are a single-event app user, you will need to request an event app for each event you wish to use it with. For a multi-event app, you will only need to make this request once, as once created, you simply assign events to it.
Note
You will need to have an event created within your platform before proceeding further with the request app process.
IMPORTANT
You need to request your event app at least one month in advance of your desired release date. If your request falls within one month of your desired release date then your event app may not be processed in time and therefore overrun your deadline.
Within your platform, on the sidebar menu, you will see the My Apps icon. When selected you will see two options Request One-Event App and Request Multi-Event App. You will need to select the appropriate event app as per your contract. When you click on either option you will need to complete the request form in its entirety.
The information in this request form is the main branding of the event app and also how the event app is shown in the app stores. With a multi-event app, you will need to consider your branding — it must match all of your events regardless of the nature of each.
You will be required to upload icon and header images for iOS and Android, the sizes are specified in the document. In addition, you will need to supply a link to a valid set of your own or your client's company Terms & Conditions.
Within the app store, your event app will be visible and downloadable to everyone. (You can hide or unpublish your event app but this means that your event app will be inaccessible).
The first level of access is whether any content can be seen without the user needing to log into the event app. This is accessed via My Apps from the sidebar menu and then selecting your event title (shown as EventsCase in the example).
You will then need to click on Manage next to the event you wish to configure. If you have a multi-event app you may have multiple events listed.
Public allows the user to see unrestricted content without needing to log into the event app.
Private requires the user to log in (using the same log in details established during registrations) to view the event app content.
Note: Also see Event App Menu - Internal Modules for advanced privacy options.
This is the event app options menu. For ease, let's work through it in order.
The event app dashboard allows you to view three important bits of information, firstly the status of your event app, the links to download your event app and lastly the analytics associated with it.
Request App - you need to request a single or multi-event app.
In Process - your app is either in development with the Apps Team or has been submitted for approval to the relevant developer.
Published - Your event app has been released and is available for download. The links are available underneath DOWNLOAD THE APP via the Android/IOS version hyperlinks. These links will take you directly to your event app in the respective app store.
TOP TIP
When promoting your event app you should include these links within email communications and on your website. These links can also be generated as QR codes (via your preferred QR generator) for easy scanning and downloading.
Dashboard Event App Analytics
Once your event app has been released and is in use, you will be able to view different analytics. On the dashboard page, scroll down the page to view your analytics. You also have the option of downloading the analytics.
Here are the analytics available
There are a host of options within the event app menu, it's your access point for designing the layout and for controlling the accessibility to content. It's managed via the interactive phone display in the event app menu. Changes made within this interactive menu are reflected in real-time on your portable device.
To configure the header logo or to change the text and background colours, click on the pencil icon within the header area:
You can change the order of the menu items within the event app by simply dragging and dropping them in your preferred location:
The menu items that are displayed within your event app are based on 3 categories:
Internal Module - This includes all the default modules of the app, including basic event contents and networking tools.
External Link - This creates a new icon which opens a webpage on the mobile device's default browser.
Additional Tab - This is used to display static information such as help and contact info, special offers, promotional flyers or event instructions. Additional tabs are created in the backend via the Additional Tabs section.
We've already seen how to arrange the modules by dragging and dropping, let's look at how we add, remove and configure them to suit.
To add new modules into the event app, hover over the + in the bottom right of the interactive menu.
When you click on the desired module, the configuration options will appear. Let's explore adding an internal module in greater detail.
Within the configuration menu, you will see a drop-down list of available internal modules
Most internal modules are dynamically populated via the respective product of your main platform. Some of these options may incur an additional cost or subscription and will need to be active to allow the transfer of content.
121 - Opens an iframe that allows the user to navigate to the 121 meeting scheduler
Agenda - Displays the stream and session information from Content-> Agenda. If the session has been activated as online and a link included within the online field, you will notice a play arrow inside the session content (image below).
Attendees - Lists all approved attendees providing their user profile is set to public
Change Event - Used with the multi-event app. The user can navigate to different events within that particular multi-event app.
Chats - This is where push notifications appear and also where private messages between users are shown. Only the user has visibility on these private messages.
Embed Web - Gives the impression of the user staying within the event app but they are actually accessing an HTTPS URL
Exhibitors - Lists the exhibitors from within the Exhibitors product. There is a filter option based on the categories and subcategories entered within the exhibitor product. NB: The default exhibitor icon changes slightly on a mobile device when used in conjunction with gamification.
Feeds - In-App social messaging wall - NB: The feed can be moderated via Feed Moderation in the event app options menu.
Floor Map - Displays floor plans/seating arrangements etc. uploaded into App Maps via the event app options menu
Leaderboard - Shows the Top 10 users within your gamification set up
Leads - Used with Lead retrieval. An electronic business card can be exchanged and viewed within this module. Leads captured will also appear in the platform user profile area.
Login/Logout - Allows the user to login and logout of that event
My Profile - Displays the personal details of the user as per the information added into their user account. NB: You have the option of displaying the responses from your registration questionnaire within this section. This is configured via Attendee Settings -> Public/Private Data.
My Schedule - Shows sessions that the user has registered to and/or favourited
Post Survey - This shows the post-event survey that is created within Attendee Settings.
Q & A - Bespoke module to support Slido integration
QR - Displays the unique QR code of the user (automatically generated)
Speakers - Displays the speakers listed in Content > Speakers
Sponsors - Displays the sponsors listed in Content > Sponsors
Twitter Feeds - Add your #twitterhashtag to display live content within the app.
The configuration of each internal module is very similar, the only real exceptions are those that require an additional link/selection to be included. The standard features are as follows.
Change the existing internal module to another via the dropdown menu
Change the title of the module
Change text and icon colour
Change the icon for another EventsCase icon
Change the icon by uploading your preferred icon or selecting from previously uploaded icons
Configuring the visibility of that internal module
Delete the internal module
Each event app module can be configured to allow or restrict visibility. For example, you may not want your exhibitors or sponsors to have direct access to your attendee list unless they have purchased your platinum package. To configure the privacy, you need to check the privacy box and then select the ticket and/or delegate category types according to your preference.
The configuration of an external link module is exactly the same as internal modules with the exception of adding the designated URL. When a user selects that icon, they will be redirected via your specified link.
To read on how to create additional tabs, scroll down to the Additional Tabs section below.
You can edit your event app colours in this tab. To see the results, you can preview your changes before saving. Once saved, the changes will be automatically synchronized within the event app.
Lead retrieval is an electronic business card and data capture tool. Its primary use is for exhibitors to scan and save the contact details of the event attendees that they engage with, but you have the option to configure the access to suit your requirements.
Lead retrieval is based on scanning the QR code of the person whose details you wish to capture. The QR image you need to scan is available within the event app (QR internal module) and can be added to emails, badges and tickets.
Your device may ask for access to your camera which you must approve. When the scan option is selected, the device view changes to a QR reader. When you scan the QR, you will see a pop-up message asking if you'd like to share your details with the other user. The details of that user are then captured within leads and if approved, your details are transferred likewise and stored within the other user's device.
You can view your scanned leads directly on your device and they are also downloadable by logging into your EventsCase user account, selecting the event you wish to retrieve the data from (event portal) and then selecting leads from the tab options.
To help maximise the exposure of the event sponsors you have the option to add splash screens and banners into your event app.
Upload unlimited banners to be shown on iOS and Android.
Set the duration, in seconds, for how long that image is shown.
If you have more than one banner, they will be displayed at random.
Splash screen banners are only seen upon opening the app.
Small banners are always visible.
To create the content for an additional tab, you will need to select additional tabs from the event app options menu.
Select +Add additional content to access the configuration options. You can upload an image and utilise the HTML boxes to design your content accordingly. Once created, your new additional tab will appear on the list within the additional tab menu. You can edit or delete your content to suit and this will be reflected in real-time on your chosen device.
Once you have created all of your additional tabs, you will need to add them to your event app. This is achieved by hovering over the + in the bottom right of the interactive display and selecting additional tab. The configuration options are the same as the other modules, except now you will have a drop-down menu that contains the additional tabs you have created. Simply select the preferred option.
Within app maps, you can upload your exhibition area floor plans, seating arrangements or venue layout etc. All you need to do is upload the required image and make sure you have the Floor map internal module within your event app
Gamification is a great way to encourage your attendees to engage with your exhibitors and to offer an incentive to explore your venue. Although gamification is part of the event app, it has its own user guide that you can access here.
Keep in touch with your attendees via push notifications. This is a great way to remind or inform your user group about upcoming sessions, key content, news or activities etc. Push notifications can be sent immediately or at a scheduled time.
To send a push notification, the first step is to select who will receive it. There is a filter option available (this may need activating by your project manager or the help centre) that allows you to target specific users. The options available are listed in the drop-down menu.
Your message can then be configured in the appropriate field sections and you can choose either a scheduled message or to send the message immediately. All sent messages will be captured within the relevant selection of scheduled or sent.
The "clock" for scheduled push notifications is set by the timezone entered within Event Settings -> Basic Configuration. If you set your notification to go at 12:00 PM in London but your event is configured to Madrid's time zone, app users will receive the notification 1 hour in advance!
The notifications will appear on the user's main screen (notifications will need to be allowed on their device) and can be accessed in full via the Chats module.
An exclamation mark advises the user there is an unread message.
Feed is a global messaging system that appears on a social wall within the event app. Everyone who has access can post content for others to see. The content of the feed is created via the Feeds module as covered in the internal module section. As the event owner or administrator, you can moderate the feed via the Feed Moderation section. To check the latest messages, use the Refresh Page button.
You can gather valuable feedback from your attendees by using the rate session section. The default setting is a star rating from 1 - 5 (with 1 - low score and 5 - high score).
If you'd prefer to personalise the session rating, you are able to create your own survey by adding your own questions. This will replace the star rating option. The survey you create applies to all sessions, you can not create a survey per individual session.
Select edit survey to access the advanced survey options. You can configure how your users respond, whether by short text area, a sliding scale or choosing from a list along with the possibility of making questions mandatory and/or conditional.
Once the survey has been created, you will see the 5-star option has been replaced with a survey tab. The survey can be accessed once the session concludes.
The results of your survey can be downloaded via a CSV file, along with the option of clearing the questions and responses.
Important: If you amend a survey question after an answer has been submitted, the previously submitted data will be lost.
You can gather valuable feedback from your attendees by using the rate speaker section. The default setting is a star rating from 1 - 5 (with 1 - low score and 5 - high score).
If you'd prefer to personalise the speaker rating, you are able to create your own survey by adding your own questions. This will replace the star rating option. The survey you create applies to all speakers, you can not create a survey per individual speaker.
Select edit speakers survey to access the advanced survey options. You can configure how your users respond, whether by short text area, a sliding scale or choosing from a list along with the possibility of making questions mandatory and/or conditional.
The results of your survey can be downloaded via a CSV file, along with the option of clearing the questions and responses.
Important: If you change a survey after the answer has been submitted, the previously submitted data will be lost.
By now, you will know pretty much everything there is to know about the event app. This last section shows you how to add more events into your multi-event app.
Select My Apps from the sidebar menu. Your multi-event app will be listed. Select +ADD EVENT. A pop-up box will then appear with a drop-down menu with all of the events listed that are within your platform. Select the event that you wish to include on your multi-event app and select the primary privacy level.
You may activate matchmaking within the event app by following these steps:
Create User filters (close-ended APQ's) within the Admin panel of your platform. Please be reminded that you can only activate the following question types as user filters: Drop-down list, Multi-checkbox or Radio button.
Add the APQ's which you have activated as user filters within the Registration Form of a specific event.
Within ATTENDEES SETTINGS, go to Matchmaking:
4. Create the matchmaking rules. To create a new rule, click on Add filters group. You will then need to click on Add new filter within "User answers" and "Recommended users with these answers".
From the example above, attendees who are from the "United Kingdom" will be matched with other attendees who are also from the "United Kingdom".
You may create as many matchmaking rules as you want.
For end users, this is how it will look like for them once they go to the Recommendations section of the attendee list of the event app:
Attendees whom they will "heart" will automatically land on the Favourites list. If they tap on the X button, the recommended attendee will disappear from the list.
Please contact your Project Manager or the Help Center if you cannot find the Matchmaking option. This may not be available on your platform.
To see Event App FAQs, click here:
