This page explains how to use events function in Acall.

 

What is an event?

You can create an "event" for a seminar, study session, shareholder meeting, or other events that a large number of people attending, and can keep a record of event participants' entry and exit on the event function of Acall.

• Register events and participant information in Acall and send an event invitation code to participants.

• Prepare a reception terminal with entry/exit procedure menu settings specifically for each event.

• Participants enter and exit the event by holding the event invitation code over the reception terminal.

• Event participation status can be checked in real-time and downloaded with a CSV file

 

 

Create an event

Click [Visitors] > [Events] in the side menu on Acall Portal.
Click three dots leader in the upper right corner of the screen and click [Create new event].

NOTE
・You can also add a new event by clicking [+ADD NEW] > [Events]  in the upper right corner of the screen.

 

Enter and select items under [INFO] and click [CREATE].

 

Event items

ATTENTION
・Fields marked with an asterisk (*) are required.
・Multiple dates can be registered for each event.

Items	Description
Event name（*）	Enter the event name.
Date（*）	Enter the date of the event.
Start time（*）	Enter the start time of the event.
End time（*）	Enter the end time of the event.
	Click to add a field for the event date.
Early Entrance (minutes)	Enter the possible early entrance minutes when reception will be available for event registration on the reception terminal (Acall Reception) before the start time of the event.
Staff（*）	Set the staff in charge of the event. ※You can select multiple staffs The staff can edit or delete the event that she/he is in charge of. ※The administrator can edit or delete all events.
Overview	Enter the event overview. (Up to 1000 characters)

 

Registered events are displayed in the event list.

 

Display items in the events screen

Item	Description
Date	Select an event date to narrow down the list of events.
word search	Enter words for search to narrow down the list of events by title.
Title	The title of the event will be displayed.
Staff	The staff in charge of the event will be displayed.
Time	The date and time of the event will be displayed. If the event is held over multiple dates and times, all dates and times will be displayed in a list.
Entered	The number of people scheduled to attend and actually attended the event will be displayed.
Early Entrance	The reception terminal (Acall Reception) will display the possible early entrance time for early entry when registration can be accepted prior to the start time of the events.
Notify	You can send an event invitation email to the participants.
Edit	Open edit screen of the event.

 

Register participants for an event

There are two ways to register participants for an event: "register participants separately" or "import attendees with a CSV file".

Currently we have only Japanese template for event participants registration.

 

Register each attendee one by one

After creating an event, enter the date of the event in the [Date] field and click [Edit] (pencil icon) for the event that you want to register attendees.

 

Click [ATTENDEES] tab and [+Add attendees].

 

Enter each item under "Edit participant" and click [SAVE].

 

Entry items for attendees

ATTENTION
・Fields marked with an asterisk (*) are required.

Item	Description
Name（*）	Enter the attendee's name. of the
Company name	Enter the attendee's company name.
E-mail	Enter the attendee's email address.
Event date（*）	Select the event date and time to participate. You can select multiple dates.
remark	Enter remarks about the attendees. ※Information will not be displayed to the attendees. This can be used as a memo for internal sharing.
message	Enter the message to be displayed to attendees when they completed reception procedures by holding the event invitation code (QR) over the reception terminal (Acall Reception). ※If you have set up admission card print settings, this message will not be displayed at the first reception.

 

The registered attendees will be displayed in the attendees' list.

Click [+Add attendees] to continue to add attendees.

Click [CANCEL] to exit.

 

Display items for attendees

Item	Description
Add Attendees	Attendees registration screen pop-up will be displayed.
three dots leader	You can select the following import / download menu. Import attendees export participants information Download event code at once Download entry and exit record
E-mail	Enter the email address of the attendees. If you want to send the event invitation code (QR) by e-mail, you need to register their e-mail address.
Date of Participation	Select the date and time to attend. You can select multiple dates.
Remarks	Enter remarks about the attendees. ※This information will not be displayed to attendees. This can be used as a memo for internal sharing.
message	Enter the message to be displayed to attendees when they completed reception procedures by holding the event invitation code (QR) over the reception terminal (Acall Reception). ※If you have set up an admission card print, this message will not be displayed at the first reception.

 

Import attendees by a CSV file

Click the three dots leader on the "ATTENDEES" tab, then click [Import attendees].

 

Click [DOWNLOAD CSV TEMPLATE] to download the template file for importing.

Currently we have only Japanese template for event participants registration.

 

Open the downloaded template file, fill in the information of the attendees you want to register, and save it.

ATTENTION
・If you want to change the information of attendees who have already been registered,
click [export of participants information], download the participants' CSV file, save it, 
and delete the columns of entry time and exit time instead of using the template file.
The attendees' number can be updated by importing the updated CSV file.
・If you leave any optional fields blank for existing attendees, those fields will be registered as blank.

 

CSV file format for attendees import 

Item	Description
Attendees Number	Leave blank if you are registering a new participant. The attendees CSV file downloaded from [export of participants information] contains the attendees number. Since the attendees' number is the important for import, please do not change it.
Name（*）	Enter the attendee's name.
Email address	Enter the attendee's email address. Event invitation codes (QR) can be sent to the registered email address in a batch.
Company name	Enter the attendee's company name.
message	Enter messages to be displayed to participants when they hold an event invitation code (QR) over the reception terminal (Acall Reception) for reception procedure.
Remarks	Enter remarks about the attendees. ※This information will not be displayed to attendees. This can be used as a memo for internal sharing.
Participation date and time (*)	Enter the date and time of the participation. Enter multiple dates and times with "|" if the participant will participate in more than one event. Example) 2021/09/16 17:00 ~ 18:00 | 2021/09/17 17:00 ~ 18:00 ※The "~" can be either a "WAVE DASH" or a "FULLWIDTH TILDE".

 

Click [Select a CSV file to upload] and select the CSV file for importing.

 

Export participants information

Click three dots leader on the participants tab, then click [export of participants information].

 

CSV file format for attendees export

Item	Description
Attendees' Number	The attendee number will be displayed.
Name	Attendees name will be displayed.
E-mail	Attendees' email address will be displayed.
Company name	The attendees' company name will be displayed.
message	Enter the message to be displayed to the participant when the participant holds up the event invitation code (QR) on the reception terminal (Acall Reception) for reception procedure.
remarks	Remarks about the attendees will be displayed. This is a memo for internal sharing and will not be displayed to participants.
Participation Date	Participation date and time will be displayed. If attendees participate in multiple dates, all dates will be displayed separated by "|".
Entry Time	Display the date and time when the participant checked in the event admission menu on the reception terminal (Acall Reception). If attendees entry multiple entries, all entry times will be displayed separated by "|".
Exit Time	Display the date and time when the attendee checked in the event admission menu on the reception terminal (Acall Reception). If attendees exit multiple entries, all entry times will be displayed separated by "|".

 

Send event invitation code to attendees

Send event invitation code to attendees by e-mail

Click the [Notify] icon on the "Events" screen.

 

Select the participation date and select the participants to whom you would like to send an event invitation code (QR).

 

Check the [Select all] when you send to all participants.

Check the checkbox for each participant to send, and click [CREATE MAIL]

 

Enter the title and body for the email and click [Send]

ATTENTION
・The confirmation screen will not be displayed.
・Confirm the recipient, main title, and body for the message are correct or not, and then click [SEND].

An e-mail with an event invitation code will be sent to the attendees.

NOTE
・The email with an event invitation code will be sent as a text email.
 If you want to send it as an HTML invitation e-mail, 
 click [Download the event invitation code] below and attach the downloaded image file to the HTML e-mail.

 

Download event code at once

Event invitation codes (QR) can be downloaded as one code and one image file.

You can attach downloaded the event invitation code (QR) as an image file with an HTML invitation e-mail and send it, or print it out on a card and send it by postal mail.

 

To download a specific event invitation code (QR), click the QR code icon on the attendees tab on the event edit screen, and then click [DOWNLOAD].

 

To download event invitation codes (QR) at once, go to the attendees tab on the event edit screen, click three dots leader, and then click [Download event code at once].

 

Event invitation codes (QR) will be downloaded as a zip file.

Unzip the zip file and have the QR code with the file name "Participant_Number_Participant_Name.png".

 

Prepar a reception terminal (iPad) for the event

Set up event reception menu on Acall Reception

You will need to set up an event-specific menu on Acall Reception for the event reception.
Please refer to [Customize Reception iPad Menu] for basic instructions on device settings.

 

Click [App Settings] > [Acall Reception] and click Edit icon (pencil icon) on the device you want to set up in the side menu on Acall Portal.

 

In the "menu settings", set the "Entry Event Ticket Code" action to handle event reception and entry procedure, and the "Leave Event" action to handle event exit procedure.

After setting the actions, click [UPDATE].

NOTE
・If you are using the admission card printing option, you can print the admission card in the "Event Entry" menu.
　The QR code printed in the admission card is the same QR code as the event invitation code.
　Please refer to [Printing Entrance Cards and Entrance Forms] if you want to use this function.
・If you have subscribed to the Gate Check-in (module) option, you can unlock the gate in the "Event Entry" and "Event Exit" menus.
 If you want to use the Gate Check-in, please contact us via [Inquiry Form].　

 

Connecting Acall Reception device to the reception terminal (iPad)

Issue a PIN code on Acall Reception device you have set up and connect it to the iPad.

Please refer to [Install Acall Reception] for how to issue a PIN code and connect the device.

 

Set up the reception terminal (iPad)

Set up the reception terminal (iPad) that is connected to Acall Reception device at the reception desk.

 

Organize events

Record the entry of attendees.

When an event attendee taps the "Entry Event Ticket Code" menu of Acall Reception, the QR code screen will be displayed.

 

When you hold the event invitation code (QR) over the camera, the admission procedure will be processed and the entry completion screen will be displayed.

Tap [OK] button to return to the QR code reading screen.

If you set admission card printer settings in the "Enter Event Ticket Code " action menu, the admission card will be printed upon completion of the 1st event entry procedure only.
If you are using the system at events for for multiple days, please use the admission card in such as, a card holder.

 

NOTE
・You can also print Admission card on Acall Portal.
Click the printer button for each participant who has already been entered on the attendees tab in the event edit screen.
A printer screen will be displayed and you select the device and admission card you want to print.

 

Record attendees' exits

When an event participant taps the "Leave Event" menu in Acall Reception, the QR code reading screen will be displayed.

When you hover the event invitation code (QR) over the camera, the exit procedure will be processed and the exit completion screen will be displayed.

 

Check event participation in real time

You can check the participation status of events in real time in the list of events on Acall Portal.

NOTE
・Although Acall Reception entry/exit procedure is linked to Acall in real time, the event list screen is not automatically updated. 
please reload the browser screen manually.

 

Confirm attendees' entry and exit records
Download entry and exit record

You can download a list of attendees entry/exit times as a CSV file.

 

Click the three dots leader, then click [Download entry and exit record ] on the event edit screen attendees tab.

CSV file format for entry and exit record

Item	Description
Name	The participant's name is displayed.
E-mail	The participant's email address is displayed.
Company name	The name of the participant's company is displayed.
device	The device name of the reception application (Acall Reception) that processed the entry or exit will be displayed.
Type	Either "Entry" or "Exit" will be displayed.
Time	Displays the date and time of entry or exit.