Once you have the first draft of your schedule ready to send out to your event attendees, it is time to disseminate the schedules to your end-users. To do that, Visigoth generates individual links for each user which display a schedule like these:
These links are unique for each user and always display the latest published schedule. You only need to send them out once before the visit days, and any changes you make will be displayed at the same link.
To get started, navigate to the publish tab.
The publish tab
This is what the publish tab looks like:
You can see a list of each user, their email address, a unique link, and some information about when they last viewed their schedule and if they are subscribed to push notifications. At the top, you’ll have access to the “Publish” button and some others.
The publish button
Visigoth allows you to change schedules whenever you need to. To prevent any confusion from participants seeing schedules while you are still changing them, schedule pages are only updated each time you click Publish.
You should do this each time you’ve made a set of changes that you are happy with. Clicking publish does not send any emails or notifications automatically. Instead, you have to send them out using mail merge:
Download CSV
Visigoth does not send out emails to participants. Instead, you need to send emails using mail merge, which combines an email template with data from a spreadsheet to generate a large number of individualized emails automatically.
The spreadsheet data can be downloaded by clicking “Download CSV”. You need to have published at least once before the spreadsheet data is available.
Feel free to contact us if you need any help setting up mail merge.
Publishing data table
The displayed table shows each participant, their email address, along with the information about when they last viewed their schedule and if they are subscribed to push notifications.
Each row shows the details of one participant. The Kind, ID, Name, and Email are self-explanatory. Hovering your mouse over the Link URL displays options: copy the link on the left, or view the public schedule on the right.
The Last Viewed column shows (as the name suggests) when the participant last viewed the schedule. A green eye means the participant has seen the latest version of the schedule, an amber eye means they have seen an older version of the schedule.
Last viewed data
Clicking on the button on link URL takes you to the public schedule in a way that does not track your visits, so you can see the published schedules without affecting the data. This is indicated by the “Untracked” at the top of the published schedule.
You can safely refresh the page and open other schedule pages while remaining untracked. Clicking on “Untracked” will resume tracking.
Notifications
Users can opt-in to push notifications by clicking on the bell icon on the top-right of the published schedule.
If a user has subscribed to push notifications and not seen the latest version of the schedule, then you can send a push notification to their device by clicking the bell icon next to them, or you can Notify All with the button at the top of the publishing interface.
Features of generated schedules
We’ll help you customize your schedule to suit your department’s themes, add your logo, add additional remarks or details, and enable or disable features as needed.
Here’s an example of a host and a guest schedule.
Host schedule
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Guest schedule
Events and Meetings
Events and meetings are shown with names, locations, and optional notes. Depending on if a person is attending in-person or remotely, we can automatically display either physical venues or links to meeting rooms.
If meetings are between one host and multiple guests, only the host can see the name of all guests. Guests will the the name of the host and “(combined meeting)”.
In each meeting, you can link participant’s names to some website. This is commonly used to link visitors to hosts’ websites, and hosts to visitors’ application materials.
Request Direction
In host schedules only, who requests whom is shown next to each visitor as a superscript arrow. Hovering over the arrow explains the relationship.
Unmet meeting requests
Each host can provide a standard message to show a visitor who wants to meet them but is not able to. These messages are collated at the bottom of each visitors schedule. You can optionally include the hosts’ email address.
Template editor
If you’d prefer to tweak the schedules yourself, you can do so from the Publishing Template interface. This shows you what the current (unpublished) data and template look like, and you can preview this with any user. You can see the available data by clicking on “See available data” in the menu above.
Note that any changes to the template are immediately shown publicly without having to publish the schedules.
This is an advanced interface, and so we won’t provide a lot of detail here.
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