Unyte Events Help

Unyte Events enables you to create, manage, and execute events quickly and easily.

Getting started is easy!

You can do much more with Unyte Events. You can assign multiple presenters, send automated email announcements, approve or deny attendee registrations, and export registrations. You can rehearse the event in advance to set up your presentation and practice. After the event, you can review the history for analysis and reporting. You can even use a past event to create a new event.

Click any of the following topics to learn more.

Create events

• Entering Account Information
• Creating a New Event
• Creating a New Event Using a Past Event
• Announcing an Event

Manage events

• Sending Emails
• Managing Registrations
• Exporting Registrations
• Editing an Event
• Canceling an Event

Execute events

• Rehearsing an Event
• Starting an Event

Follow up events

• Reviewing Event History

Entering Account Information

The first time you log in, provide your name and email address to share with your event attendees. You can also provide optional company and contact information and upload your logo or artwork. The logo or artwork will be used for all events unless you upload a different file for a specific event.

If you want to revise or add information later, you can access your account by clicking "My Account" at the top right of the page.

Creating a New Event

When you create an event, you schedule the date and time, assign presenters, define registration requirements, and configure automated email announcements.

Notes:

• After you create an event, you can edit the event to change any details except the date and time.
• After you have created at least one event, you can create an event using a past event. Using a past event enables you to reuse many of the existing data fields and avoid entering the information again, especially if the two events are similar.

To start creating a new event, click Create Event. Complete each of the following steps, clicking Next to proceed or Previous if you want to make changes:

When you click Finish, you've created the event! An event page shows the details along with a registration link you can use to announce your event.

Creating an Event Using a Past Event

If you have already created one or more events, you can use a past event to create a new event. This shortcut enables you to reuse some of the data from the past event and avoid re-entering the information, especially if the two events are similar.

To create an event using a past event:

1. Click Create Event.
2. Select "Copy from another event."
3. Click the title of the event you want to use.
4. Enter the date and time for the new event.
5. On each page, review the information, change as necessary, and click Next.

When you finish reviewing and changing the information on each page, the new event is created.

Notes:

• You can also click a past event to open the Past Event Summary page and click "Use this event to create a new event."
• If you want to reschedule an event that you cancelled, you can create a new event using the cancelled event. Use the information you already entered, but schedule a new date and time.

Announcing an Event

When you finish creating an event, the Event Created page provides all of the information you need to announce the event, including a registration link. To create your announcement, copy and paste the information into your marketing flyers, on your Web site, or into invitations that you will send by email.

The event announcement publicizes your event and communicates the following:

• The event title and description.
• The scheduled date and the start and finish time.
• A link to the registration page.
• Any custom information to want to include.

Attendees will need to register before they can attend your event. They register by visiting the link you provide and entering their name and email address, along with any other information you specified.

After they register, attendees will automatically receive a confirmation email containing the event details, a link to the System Check, and a link to Join. If your event uses teleconference, the confirmation email includes access credentials. Attached to the email is a vCalendar file for attendees who want to add the event to their calendar.

Notes:

• If you selected "Each attendee must be approved before they can attend the event," the confirmation email is not sent until you approve each attendee's registration.
• To access the announcement information for an upcoming event, select the event, click "Edit the event," select the Emails tab, select Event Announcement from the pull-down list, and click the Preview button.
• You can view the registration page that attendees will see by clicking "View registration form" on the Event Summary page.

Sending Emails

When you create an event, the Event Created page provides all of the information you need to invite attendees to register. In addition, you can choose from several automatically generated emails to help you communicate with your attendees after they have registered.

The following table describes the email messages. You can preview any message by selecting the email from the pull-down list on the Attendee Emails page and clicking the Preview button.

Notes:

• To edit an email message, select the event, click "Edit the Event," and select the Emails tab. When you finish editing, click the Save button.
• To see the status or change the definition of an email, select the event and click "View Event Emails."
• To send a custom email, select the event, click "Who has registered," select attendees, click "Send email to selected participants," and enter your custom message.

Managing Registrations

To find out who has responded to your invitation by registering for the event, use the "Who registered" page. If you select "Each attendee must be approved before they can attend the event," use this page to approve or deny each registration.

Note: If you select "Attendees are automatically approved and can attend the event," you do not have to process each registration.

To review registrations:

1. Click the title of the event.
2. On the Event Summary page, click "Who registered?"
3. From the pull-down list, select which registrations you want to see:
   

   Selection	Details
   Show All	Lists all attendees who have registered.
   Show Approved	Lists only attendees whose registrations have been approved.
   Show Unprocessed	Lists all attendees whose registrations need to be approved or denied.
   Show Denied	Lists only attendees whose registrations have been denied.

4. Click the Show button.

The list shows the name and email address of the records you have requested. You can also see each attendee's status (approved, denied, or unprocessed) and whether they have completed the browser check.

To approve or deny individual registrations:

1. Display Unprocessed registrations.
2. Select one or more registrations from the list and click "Approve selected participants" or "Deny selected participants."

To approve or deny multiple registrations:

1. Display Unprocessed registrations.
2. Select any registrations you want to deny, click "Deny selected participants," and confirm the denials.
3. Click "Approve all" to approve the remaining unprocessed registrations.

Note: You can choose not to send denial emails.

Exporting Registrations

You can save all of an event's registration information to a Microsoft Comma Separated Values file. The spreadsheet contains the names of everyone who registered along with their optional company and contact information and any required custom registration information.

To export registrations:

1. Click the title of the event.
2. On the Event Summary page, click "Who has registered?"
3. Click "Export registered participants."
4. Open or save the participants.csv file.

Editing an Event

Until you start your event, you can change the information you entered when you created the event, including:

• Description
• Hosts and Presenters
• Registration requirements
• Conference details
• Attendee emails

To edit an event:

1. Click the title of the event you want to edit.
2. On the Event Summary page, click "Edit the event."
3. Select the Description, Hosts and Presenters, Registrations, Conference Details, or Emails tab.
4. Enter the new information in the appropriate fields.
5. Click the Save button in the upper right corner of the page.

Notes:

• You cannot change the event date and time. If necessary, you can cancel an event and then create a new event using the cancelled event. This enables you to reuse the information you already entered, but schedule a new date and time.
• When you edit an event, remember that attendees may have already registered and received emails, so changing the event could cause confusion. If necessary, you can inform registered attendees of changes using the custom email feature. To send a custom email, click "Who has registered," select attendees, click "Send email to selected participants," and enter your custom message.

Canceling an Event

To cancel an event:

1. Click the title of the event you want to cancel.
2. On the event Summary page, click "Cancel the event."
3. Verify that you want to cancel the event.

When you cancel an event, the registration page is updated to show that the event is canceled. No new registrations are accepted, no further emails are sent, and the event is crossed out in your event list.

Notes:

• Attendees will not be automatically notified of the cancellation. As a courtesy, you should inform attendees that the event has been cancelled, using the custom email feature. To send a custom email, click "Who has registered," select attendees, click "Send email to selected participants," and enter your custom message.
• If you unintentionally cancel an event, click "Restore" to undo the cancellation.

Rehearsing an Event

Before the scheduled date and time of your event, you can conduct as many rehearsals as you want. Rehearsing an event enables you to test the features, upload documents, and familiarize yourself with the Web conference environment before your attendees join.

To rehearse an event:

1. Click the title of the event you want to rehearse.
2. Click "Rehearse the event."
3. Click the Rehearse Now button.

The Web conference launches and you can prepare for your event.

Note: Always conduct a rehearsal if you want to enter the Web conference before the actual event. Do not click "Start Now" until you are certain you want to start the actual event.

Starting an Event

To start an event:

1. In Today's and Upcoming Events, locate the event you want to start, and click the Start Now button.
2. If you are sure you are ready to start, click "Start Now."

The Web conference launches and participants can join.

Note: Do not click "Start Now" until you are certain you want to start the actual event. Clicking "Start Now" initiates several processes, such as discontinuing all unsent email reminders and sending "Thank-you for attending" and "Sorry you missed the event" emails. Furthermore, if you start an event unintentionally, you cannot restart at another time; you will need to create a new event. If you want to enter the Web conference without actually starting the event, always rehearse the event.

Reviewing Event History

To review activity history for an event:

1. Click the title of the event you want to review.
2. Click "Show event history."
   The Event History page shows all of the conferencing activities, including rehearsals and the actual event.
3. Click the date and time to see the Event Report.

To review attendance history of all past events:

1. In the list of Past Events, click "All past events."
   The Past Events page lists the title, date, and time of each event with attendance information.