Question 1

Check-in overview

Accepted Answer

Checking in guests at their arrival is super simple and quick.

All you have to do is open your dashboard (iPads are recommended for checking in guests), click on the 'Bookings' view, and simply check the checkbox with a single tap as visitors arrive. When someone is checked in the "tick" will appear green.

Find out all our check-in features and read the following articles:

Express QR Code Check-in
Check-in Only members
Partial check-in
Adding guests' names
Check in across devices and live updates

We believe the simplest way to check-in guests would be to use ARTSVP dashboards from iPads. Check out our blog to get some tips on How to improve your guests' experience with a smooth event check-in.

Question 2

Custom integrations with ARTSVP API

Accepted Answer

The ARTSVP API lets enterprise clients create custom experiences for their internal team, members and partners. With some clients we also use web-hooks to send real time booking data to external services.

Please contact ARTSVP on [email protected] to arrange a call with our developers who will provide you with api keys and documentations.

Why use the API?

The API allows greater flexibility in custom booking flows, whilst reducing development time.

Teams that use the API can generate invites on the fly, post bookings or call bookings to display back to their end users or internal teams.

What are the key benefits of using the API?

Rapid development of custom booking flows
Reduce maintenance cost on databases.
Ability to use all the ARTSVP dashboard tools for check in and adding bookings invites.

Why use web-hooks?

Web-hooks allow ARTSVP clients to update their own data bases when actions are taken on ARTSVP. We trigger web-hooks when bookings are made, updated or cancelled so you can keep you database up to date in real time.

Example uses of API

Generating personalised invites for logged in members

One great use of the API is the ability to allow you to create personalised invite links for logged in users of your website when they show intention to book an event. This allows you to instantly create invite links just for those that want to book.

Using the API a

Question 3

Uploading guestlists

Accepted Answer

Sometimes you may already have a list of people who have indicated they will attend an event. You may want to use ARTSVP just to provide a good check in experience or also use ARTSVP to send reminders, add notes to bookings and more.

Why would I upload bookings/guest-list?

There are many different reasons why you may want to upload a list of names directly to the bookings view on ARTSVP. These include:

When migrating from another ticketing system

When you have taken bookings by email and want to upload the list to check people in

When you are using multiple ticket sites and want to upload all sales into ARTSVP for check in.

Just want to use the ARTSVP check in feature

How can I upload a list to the bookings view?

You can upload a guest-list by clicking the + Booking button from the bookings view on an event. Then simply select the advance csv upload option (see gif below).

Then you simply select the csv file you want to upload.

What format should the csv file for upload be in?

Depending on whether you are uploading a list to a single slot event or an multi slot event you will have to format your csv file slightly differently.

Here are the templates to download:

Template for single slot booking upload csv file Template for multi slot booking upload csv file

For single slot events the only required data required is a lis

Question 4

Single or multi slot events

Accepted Answer

Single slot

As the name suggests, a single slot event doesn't give the visitor options as to when they are booking. This is designed for events that are happening only at a specific time.

Popular uses include:

Guest lists for one off events
Online events (Live video performance, online workshops etc)
Artists talks
Gallery tours
Private Views (though with Covid guidelines in place a multi slot event may be better)
One off screenings

Multi slot (the preferred choice)

Multi slot events allow you to set a range of dates and times and then divide the opening times into a series of slots.

Multi slots are especially useful for general opening times where a visitor can see availability and book a time that suits them best.

How multi slots work

Multi slot booking pages are designed to be flexible. First you set up the date range in which you want the slots to appear. It's worth noting that you can have multi slot events just on a single day.

After setting the range of dates (or day) you want the slots to appear on you can then select the opening times for each day. If you want to exclude the same day of the week each week you can simple remove times for that day.

Once you have set the general opening times you can then specify how often you would like to accept bookings. This can be independent of the duration of bookings.

Custom dates

You may have a scenario where you have differing opening hours on a specific day. For example you may nor

Question 5

Waitlist invites

Accepted Answer

Using the waitlist invite type allows the event organiser to stay in total control of the who can attend an event.

When a guest uses an invite with the waitlist on, instead of confirming the booking the guest is added to the waitlist.

The booking can then either be rejected or accepted by the event organiser.

Where can I see the waitlist?

You can view the waitlist on the normal bookings guest-list. They are marked as waitlist by the "Pause symbol" in-place of the normal check in box.

How can I accept or reject the booking?

To accept or reject a waitlist booking simply click the "Pause symbol". You can then either accept or reject the booking.

What happens when I accept a waitlist booking?

When you accept the waitlist booking it converts to a confirmed booking. The booking confirmation is then sent and the reminder email is scheduled. You can also now check in the booking when the guest arrives.

What happens when I reject a waitlist booking?

When you reject a waitlist booking you have the option to write a short email that will be sent to the guest. If you decide not to write an email to the rejected guest then no email will be sent.

The booking will be marked as rejected and no emails will be automatically scheduled.

Question 6

Sending Invites

Accepted Answer

Viewing invites

Fairs configure the portals to allow exhibitors an allocation of invites that can be generated and distributed. There may be multiple types of invites allocated to each exhibitor. Once an invite has been generated and distributed it will show on the invites tab. Once the invite has been used, it will no longer show in your invites tab - you can view the associated bookings within the bookings tab.

Sending Invites

Alongside the ability for you to generate invites and send them yourself either by copying the link or clicking the "Open Email App" buttons you can now click "Send Through ARTSVP".

Select the invites you wish to send by using the multi-select checkbox column on the left hand side of the invites view. You can also select all with the checkbox at the top. Once you have selected your invites, click on Actions-> Send Invites. A popup modal will display allowing you to customise the text within the email. The link to the invite is automatically added to the email.

**N.B ** You can only send invites that have an allocated email.

Sending Invite Reminders

Each Invite is restricted to 5 Email sends via ARTSVP. You can use the first allocation to send our your initial invite and the remaining 4 to send reminders. Send remi

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