1. Sign In
  • Open conventionready.com/admin in your web browser.
  • Enter your email address and password then click Sign In.
  • If you need a new password, click the Forgot Password link and follow the instructions there.
  • Once signed in, choose the event you want to manage from the list of your upcoming (large icons) or past events (small, faded icons).
2. General

You’ll notice these consistent features and options while managing your AgendaReady event:

  • View App – In the upper-right corner of the AgendaReady admin area, you can click on the title of your event to make changes to event settings. You can also click View App to see your app as your attendees will see it or Change to go back to the Choose An Event screen (shown above).
  • Item Lists – Whether sessions, sponsors, message, etc, your event info will first be presented in a list so you can easily see the basics about each item then choose to  edit or  delete those items.
  • Action Buttons – The most important of these is Save which will always float at the bottom of your screen when editing event content. Note also other action buttons in the upper-right of many screens to help you Add New items or import multiple items at once.
  • Import – You can add multiple items to the different sections of your app by uploading a CSV spreadsheet. Click the Import button where you see it. The import screen will show you the names of columns your spreadsheet needs or, better yet, provides you a Download CSV Template link to save a blank spreadsheet template you can use to fill in them upload your data.
  • Content Editor – This tool appears in various areas of the app and is setup to mimic smartphone screens though the options should be familiar from other editors like Word or various email software. Formatting buttons are (from left to right):
    • Bold
    • Italic
    • Create Link – Select/highlight text then type or paste in a link to another website using the full URL e.g. https://www.website.com
    • Remove Link – Remove a link from selected text.
    • Bulleted List
    • Numbered List
    • Indent
    • Outdent
    • Horizontal Line – Insert a line you can use to separate sections of content.
    • Embed Code – Paste embed code for videos, social feeds, etc. provided by various services elsewhere on the web.
    • Text Cleaner – When moving content from another website or a program like Word, press this button to pop up a plain text window. First, paste your content in this window, select/highlight it to copy then paste into the content editor.
  • Photos – Choose photos or graphics that are sharp and of high enough resolution when adding to a speaker, sponsor, or vendor. We recommend you upload images larger than 600 pixels wide for best viewing results across devices.
3. Event Settings

By sending in your ConventionReady checklist, most of your event settings will already be in place. Fields you may want to adjust for the best attendee experience are detailed below:

  • General
    • Name – Title of your event that will show on the main app screen.
    • Slug – Customize your event’s URL e.g. conventionready.com/your-slug-here/
    • App Icon Title – Label that appears when adding app to mobile device home screen.
    • Sign Up Code – Code you provide attendees they’ll use to sign up for access to your event app.
  • App Sponsor(s) – Choose one or more sponsors to appear on your app’s landing screen.
  • Language Customization – Supply alternate terms that may better apply to your event e.g. “event” to “session”, “file” to “handout”, “vendor” to “exhibitor”. Once saved, your new terms will appear to all attendees throughout the app. Note that changing any language items will mean your terms may not line up with the terms used in this guide.

You can return to these general event settings anytime by clicking the title of your event in the upper-right corner of these screens.

4. Categories
  • Under Schedule, click Categories.
  • Next, click the “Add New” button.
  • Complete the category fields:
    • Type – Specify if the category will be used to organize events, sponsors, or vendors.
    • Name – Name of the category as it appears to your app users e.g. “Gold”, “Silver”, “Platinum”, etc. or, for sessions, you can use Categories for event tracks like “Skilled”, “Social Workers”, etc.
    • Order Num. – Set the order if your categories (by default they’ll show alphabetically).
    • Click the “Save” button at the bottom of your screen.
    • Repeat as needed.
  • NOTE: You can always add categories to your events, sponsors or vendors, on-the-fly, so you aren’t required to pre-create categories.
5. Speakers
  • Under Schedule, click Speakers.
  • To add speakers one at a time, click the “Add New” button then complete the profile of your speaker:
    • When adding text to the Bio editor, if you are copying and pasting from MS Word or some other program, be sure to click the little green Text Cleaner  button first. Next, paste your text into the popup box and then copy the text from there (close the popup after you’ve copied your text to your clipboard) and then paste that into the editor. That will ensure that hidden html styles are not added to the editor, which can cause text formatting issues.
    • If you are uploading a Photo, make sure that it’s at least 600 pixels wide by 600 pixels tall for sharpest display on various devices.
    • For Web URL and Social links, make sure you include the full URL, including “https://”.
    • The Related User dropdown field allows you to give specific edit privileges to a user.
    • Once you have added everything, click the “Save” button at the bottom of your screen.
    • Repeat as needed.
  • The contact of each speaker will receive an auto email that will allow them to access and edit just their speaker profile.
6. Sponsors
  • Under Schedule, click Sponsors.
  • To add sponsors one at a time, click the “Add New” button then complete the profile of your sponsor:
    • Logo – Try to get a large, good quality logo whenever possible)
    • Web URL – Type or paste in the full URL, including: “https://”, with a link of the sponsor’s choosing.
    • Related User – This allows you to give specific edit privileges to a user.
    • Categories – If you have created sponsor categories, those will also show and you can check one or more as needed to help group/organize your sponsors.
    • Once you have added everything, click the “Save” button at the bottom of your screen.
    • Repeat as needed.
  • To import multiple sponsors at once via spreadsheet upload:
    • Click the “Import” button.
    • The columns needed in your spreadsheet are shown along with a Download CSV Template option you can use to populate with your data.
    • Once your spreadsheet is ready, click Choose a CSV file then select that file from your computer.
    • Finally, click the “import” button at the bottom of the screen to upload and process all your sponsors at once.
  • Your sponsors will appear on the main sponsors page of your app automatically. If there is no logo, it will display their company name linked to the Web URL you entered above. If there is no Web URL, it will only their name.
  • Also, once you have a sponsor added, you can the assign them as a sponsor to any of your sessions or as an App sponsor.
  • The contact of each sponsor will receive an auto email that will allow them to access and edit just their sponsor profile.
7. Locations
  • Under Schedule, click Locations.
  • Next, click the “Add New” button.
  • Complete the profile of your location. This could be as simple as a room name if your convention covers multiple rooms at your venue or the full address of an off-site event.
  • When adding text to the Content editor, if you are copying and pasting from MS Word or some other program, be sure to click the little green Text Cleaner  button first. Next, paste your text into the popup box and then copy the text from there (close the popup after you’ve copied your text to your clipboard) and then paste that into the editor. That will ensure that hidden html styles are not added to the editor, which can cause text formatting issues.
  • Once you have added everything, click the “Save” button at the bottom of your screen.
  • Repeat as needed.
8. Schedule
  • Under Schedule, click Events.
  • To add events one at a time, click the “Add New” button then complete the profile of your event:
    • Start Date/Time and End Date/Time – If you are using Chrome for a web browser, you can choose the date from the calendar picker. For time, enter it in this format: 5:30 pm.
    • Order Num – Used for multiple sessions happening at the same time.
    • When adding text to the Content editor, if you are copying and pasting from MS Word or some other program, be sure to click the little green Text Cleaner  button first. Next, paste your text into the popup box and then copy the text from there (close the popup after you’ve copied your text to your clipboard) and then paste that into the editor. That will ensure that hidden html styles are not added to the editor, which can cause text formatting issues.
    • Location – You can add locations like: Grand Ballroom; Front Lobby, etc. Once you add those, you have the ability to select those for other events in the dropdown menu.
    • Files – If you have presentations, handouts, etc for events, add those here.
      • New File – Choose a file from your computer to upload. We recommend PDF files for best compatibility across the most devices.
      • File Title – The name of the file that will appear for attendees. If blank, the name of the uploaded file will be used.
      • Files are added one at a time so, once you save your event, return here to add more files or remove existing ones.
      • Files will appear in alphabetical order for attendees using your app.
    • Categories – Choose or create a new category to help organize your event.
    • Speakers – Check off anyone contributing to this session as a speaker/presenter.
    • Sponsors – Assign or create a new sponsor that will show as a text ad for attendees viewing this event’s details.
    • Once you have added everything, click the “Save” button at the bottom of your screen.
    • Repeat as needed.
  • To import multiple events at once via spreadsheet upload:
    • Click the “Import” button.
    • The columns needed in your spreadsheet are shown along with a Download CSV Template option you can use to populate with your data.
    • Once your spreadsheet is ready, click Choose a CSV file then select that file from your computer.
    • Finally, click the “Import” button at the bottom of the screen to upload and process all your sponsors at once.
9. Vendors
  • Choose Vendors from the main menu.
  • To add vendors one at a time, click the “Add New” button then complete the profile of your vendor:
    • Logo – Upload a high quality file for the vendor’s logo. Images at least 600 pixels width by 600 pixels tall will work best.
    • Booth # – Assigning a booth number allows your vendors to be sorted by this number by attendees using your app. It will also add a nice flag of their booth number on their profile.
    • When adding text to the Company Description editor, if you are copying and pasting from MS Word or some other program, be sure to click the little green Text Cleaner  button first. Next, paste your text into the popup box and then copy the text from there (close the popup after you’ve copied your text to your clipboard) and then paste that into the editor. That will ensure that hidden html styles are not added to the editor, which can cause text formatting issues.
    • Related User – This allows you to give specific edit privileges to a specific user.
    • Web URL – Type or paste in the full URL, including: “https://”, with a link of the sponsor’s choosing.
    • Member – Check this box if the vendor is a member. If you want to highlight vendors that are members, use this checkbox and we can style a flag or icon that will help them stand out from the rest of the vendors.
    • Once you have added everything, click the “Save” button at the bottom of your screen.
    • Repeat as needed.
  • To import multiple vendors at once via spreadsheet upload:
    • Click the “Import” button.
    • The columns needed in your spreadsheet are shown along with a Download CSV Template option you can use to populate with your data.
    • Once your spreadsheet is ready, click Choose a CSV file then select that file from your computer.
    • Finally, click the “Import” button at the bottom of the screen to upload and process all your vendors at once.
10. Pages

Beyond the primary menu in your event app, you can create additional informational pages. We setup some for you (e.g. Getting Started, Venue Info, and the auto-generated lists of vendors, speakers and sponsors) but you can add more anytime.

  • Choose Pages from the main menu.
  • Click the “Add New” button.
  • Complete the category fields:
    • Title – Give your page a title e.g. “Things to Do Nearby”.
    • Subtitle – If you want a subheading, above your main content, enter that here.
    • Slug – Use the Title above, but all lower case and hypens between words e.g. “things-to-do-nearby”.
    • Redirect To… – Leave blank.
    • Publish – Check this box if you want this page to be live/visible to attendees in your app.
    • When adding text to the Content editor, if you are copying and pasting from MS Word or some other program, be sure to click the little green Text Cleaner  button first. Next, paste your text into the popup box and then copy the text from there (close the popup after you’ve copied your text to your clipboard) and then paste that into the editor. That will ensure that hidden html styles are not added to the editor, which can cause text formatting issues.
    • Order Num – Enter the order you want your page to appear in the menu of the app. We recommend increments of 10 (e.g. 10, 20, 30, etc) so re-ordering later is easier (e.g. moving a page from an order of 30 to 15 to place it between 10 and 20).
    • Click the “Save” button at the bottom of your screen.
    • Repeat as needed.
    • NOTE: To keep the menu short and easy to view on mobile devices, you should keep the total number of extra pages to no more than 10.

Add New pages and place them in whatever order you choose. These pages will appear in that order on the main app screen or anywhere attendees see the Menu button in your event app.

11. Users

NOTE: Wait to import your users until you are ready for them to see your app. Once you import your list, they will receive an email with their access info.

  • Choose Users from the main menu.
  • To add users one at a time, click the “Add New” button then complete the profile of your users:
    • Email is the only required field but add as much info as you have to better populate the app’s attendees list and to encourage better networking among your attendees.
    • Project Permissions – From the dropdown, select the appropriate user role (usually “Attendee”).
    • Once you have added everything, click the “Save” button at the bottom of your screen.
    • Repeat as needed.
  • To import multiple users at once via spreadsheet upload:
    • Click the “Import” button.
    • The columns needed in your spreadsheet are shown along with a Download CSV Template option you can use to populate with your data.
    • Once your spreadsheet is ready, click Choose a CSV file then select that file from your computer.
    • Finally, click the “Import” button at the bottom of the screen to upload and process all your users at once.
  • Once your new user is saved or imported they will receive an auto email which reads like this:
    • Subject: Welcome to the NAME OF YOUR EVENT Web App
      From: serveradmin@conventionready.comUse the following link to setup your account for mobile, tablet, or desktop access to the NAME OF YOUR EVENT APP schedule, your planner, handouts, note taking tools, and much more:https://conventionready.com/forgot.php… (LINK TO SET PASSWORD)Update your password or other contact info anytime in the My Account area (also linked at the bottom of every screen in the app).
  • If a user doesn’t receive the initial email, or if they need help resetting their password, go into the user’s profile and scroll down to the Password section. You can right-click on the Forgot Password link, then click Copy link location and then email them that link. They can then reset their password. Or you can click the verification link which will generate a link that you can then manually email to the user.
12. Communicate
  • Hover over Communicate in the main menu.
    • In-App Messages – Post messages that your attendees will be alerted to and can view within the app. Click the “Add New” button. Next, give your message a subject line, set the date/time you want the message to be sent, and enter the content of your message. Once complete, click the “Save” button at the bottom of your screen. Users will also receive an email or text of this same message, depending on the preferences set in their profile.
    • Message Center / Email Blasts – Send targeted email blasts to your Attendees, Speakers, Sponsors, or Vendors. You can send to individual or all users. Click the “Add New” button. Next, give your message a subject line, set the date/time you want the message to be sent, and enter the content of your email. Finally, select the group(s) you want to push your email out to and check the boxes next to the desired recipients. Click the “Save” button to schedule your message to be sent.
    • NOTE: Once an In-App Message or Email Blast are sent, they can’t be removed or edited.
13. Session Evaluations
  • Under Schedule, click Eval Fields.
  • To add session evaluation fields/questions, click the “Add New” button.
  • Complete the eval fields:
    • Question – Type the question or statement you’d like attendees to respond to.
    • Type – Choose the type of answer answers allowed for attendees to enter for your question.
      • Rating will give the user a numeric choice ranging from “1” to “5”. NOTE you may want to define what a number represents in your question e.g. “How satisfied were you…? (“1” very unsatisfied, “5” very satisfied”. We recommend using “5” as the better, more positive response for each of your questions for consistency.
      • Text allows attendees to provide a qualitative answer by typing in their thoughts/response in an open text field.
    • Order Num – Enter the order you want your eval fields/questions to appear for attendees.
    • Click the “Save” button at the bottom of your screen.
    • Repeat as needed.
  • Your questions will become available to attendees signed into your app by viewing an event’s details screen and choosing the Eval tab. NOTE the questions and answer fields will only be available after the scheduled end date/time for an event.
  • To view submitted evaluations, go to Reports then choose Eval Results. There you can view feedback by choosing a session from the dropdown then clicking View or you can export a spreadsheet of all evals for every session by clicking the Export All button in the upper-right.
14. Scavenger Hunt

ConventionReady’s scavenger hunt is available to help drive attendees to visit exhibitors in your event’s tradeshow. Attendees will click the Game tab in your app to enter game codes and answer exhibitor questions to enter to win.

General Settings

  • In the upper right of the screen click the title of your event.
  • Under Game Settings, fill out the following fields:
    • Num. Correct Answers for Entry – Choose how many exhibitor-related questions attendees must answer correctly to be entered to win prizes on offer by event organizers and/or sponsors.
    • Drawing Entry Success Message – Text shown to attendees who successfully answer the minimum number of questions correctly. This message could include day, time, and/or location for any in-person drawing if attendees must be resent to win.

Exhibitor Questions

  • Click on Vendors in the main menu.
  • From the exhibitors listed, click the pencil icon  next to one who’s participating in the scavenger hunt.
  • Under Game Settings, fill out the following fields:
    • Question – The question asked of an attendee while at the exhibitor’s booth after successfully entering that exhibitor’s game code.
    • Choice 1-4 – Answers available to the question above.
    • Correct – Choose which answer is the correct one that will help an attendee reach the correct answer goal you set above.

Game Codes

  • Under Reports, click Print Game Codes.
  • A print window should pop up in your browser. NOTE these game codes are designed to print two per portrait-oriented 8½” x 11” page.
  • Cut out and post at each exhibitor’s booth.

Game Entries

  • Under Reports, click Game Entries.
  • View the list of attendees who have participated in the scavenger hunt and successfully qualified to win (highlighted in yellow).
  • Click Export All Game Entries to download a CSV spreadsheet of entries.
  • Click Pick a Random Winner to pick a random number between 1 and the number of entries eligible to win (will open in a new browser tab/window).
15. Usage Stats

Your ConventionReady event comes with basic stats to give you a feel how your event’s going. Check here anytime to see how attendee sign-ups are going, if your event messages are getting viewed, how many people are taking notes, etc.