Event Links for Organizers

If you run an event, Booked55 can give you a sign-up link for it. Your attendees open the link, create their account, and the event is added to their Booked55. This page is for the organizer: how you get in, how you add an event, what you can see about it, and how you add your colleagues.

Getting in

You don't sign up, and there is nothing to pay. Booked55 sets you up and invites your first person by email. To get set up, contact us.

You get two organizations, with the same people in both. If your name is Lakeside Expo:

• If you are new to Booked55, the email has a link to set your password. It works for 14 days. Then sign in at the Booked55 web app.
• If you already have a Booked55 login, sign in with it. Both organizations are in your list of organizations.

You move between the two with the organization switcher. The Events organization opens in a web browser: the mobile app doesn't open it and tells you to sign in on the web. Your other organization opens in the mobile app like any other.

What you see when you sign in

The Events organization is not the Booked55 CRM. It has no contacts, tasks or pipelines (those are in your other organization), no setup steps and no billing. The menu has three pages:

Your events

Open Events. It is a table of your organization's events, newest first, with a search box for an event's name or place. Each row shows:

Adding an event

Owners and managers can add an event. Sales people and operators see the events and their reports, without the New event button. Click New event. The form has three steps, and only the first has to be filled in. Nothing is saved until you click Add event on the last one; Back takes you to the step before with everything you entered kept.

Step 1: Name and dates

• Event name — Attendees see it on the sign-up page. You can change it later. The link's address is a random code that doesn't use the name.
• Start date and End date — The same day twice for a one-day event. An event can last up to 31 days, can start up to two years from now, and can't have ended already.

Check the dates before you go on. You can't change them once the event is added, and the form says so under the two dates.

Step 2: Place and hours (optional)

• Place — Type the venue's name or address, click Search, and pick the right match from the list. Use Check on map to make sure the pin is on the building itself, not the city or the street. The name and address of the place you pick are also what attendees read as the event's location on the sign-up page. The location can't be typed in: it always comes from the place you pick.
• Starts at and Ends at — The hours of the event, in the venue's own time zone. The form says which zone that is once you pick the place. For an event that runs over several days, these are the hours of every day: one start time and one end time, not a time for the first day and a time for the last.

The place and the hours go together. Give both, or click Skip to add the event without them. With them, an attendee's Booked55 card comes up on their phone by itself at your event, the way a movie ticket does at the cinema: someone who has added their card to Apple Wallet sees it on their lock screen when they are at the venue during those hours, with your event's name on it. Without them the event and its sign-up link work the same, the card just doesn't come up by itself, and the sign-up page shows no location.

Step 3: Logo and image (optional)

• Logo — Your organization's logo or the event's. It is shown at the top of the sign-up page, beside the Booked55 logo. After you choose the file, a small window lets you crop it before it is saved.
• Image — A picture for the sign-up page. On a phone it is shown above the form; on a computer it fills the left side of the page, with the form on the right. It can be a PNG, JPG or WebP file of up to 5 MB.

You can add, replace or remove both later from the event's page, with Edit. If a picture can't be saved when you add the event, the event is still added: its page opens with the Edit event window showing what went wrong, and you can upload the picture again there.

Click Add event. The event's page opens with its sign-up link, ready to copy. Every event you add gives attendees the same thing: a 14-day free trial, no card needed, and sharing with you that ends one year after the event. Their organization starts with one pipeline, Networking Events, whose one stage, New Connections, gives them a task to follow up with each person in it every 3 to 5 days.

Everyone who signs up through the link, or adds the event to an account they already have, has to agree to share anonymous event stats with you. The box on their page is never ticked for them, and they can turn sharing off later. See What an Event Organizer Sees.

Your organization can have up to 50 events that haven't ended yet. If you need more, contact us.

Changing an event

Owners and managers can change an event's name and the pictures of its sign-up page at any time. Open the event's page and click Edit, at the top right. The Edit event window has:

• Event name — Type the new name and click Save. Your pages and the sign-up page show it right away, and the link's address stays the same. People who already joined keep the name the event had when they joined, on the event in their own account.
• Date and time and Location — Shown in grey with a lock. They can't be changed here.
• Logo and Image — Upload, replace or remove either one. A picture is saved as soon as you choose it, without clicking Save, and the sign-up page shows the change right away.

You can't change anything else about an event, or remove it, after adding it. To change its dates, hours or place, let attendees choose whether to share, give attendees a longer trial, or turn its sign-up link off, contact us.

An event's page

Click an event's name to open its page. From top to bottom it shows:

The report

The four figures and the chart count what the attendees who are sharing their event activity with you did at your event and after it. They are worked out again at most every 10 minutes: reload the page to see newer figures.

A connection is a contact an attendee attached to your event in Booked55. In the phone app they pick your event when they scan a card; see Creating Contacts. A contact that isn't attached to your event is never counted.

When people networked shows the connections added each hour on the days of your event. The busiest hours are marked, and the line under the chart's title says which time zone the hours are in. When your event ran over more than one day, pick the day to look at from the tabs above the chart.

The report shows counts only. It never names an attendee or anyone they met.

• Fewer than 5 or Fewer than 5 people in place of a figure means fewer than 5 of the people sharing are behind it, so it isn't shown. That includes a figure that is still zero. An hour with fewer than 5 people behind it is left out of the chart in the same way.
• Not enough people are sharing yet means fewer than 5 people are sharing. The report appears once at least 5 are.
• Your report is being put together means it is being worked out for the first time. The page checks again every few seconds; if it takes longer, click Refresh.
• Only people who are sharing with you now are counted. When someone turns sharing off, the report is worked out again without them.
• Appointments and customers are what the attendee recorded in Booked55: a meeting they never logged isn't counted.
• Deal amounts, notes, emails, and meeting times and places are never part of the report.

What you don't see

The pages show counts only. They never list your attendees or anything about one person. What an attendee agrees to share with you, and what is never shared, is described in What an Event Organizer Sees.

Your team

Open Team to see who is in your team. Your two organizations have one team: the same people, with the same roles, in both. A change made on this page is made in your other organization too, and a change made on its Users page is made here. For example, invite Dana here as a Sales Person and she is a Sales Person in both. Remove her from either one and she is out of both.

The roles are the four every Booked55 organization has. In the Events organization:

What each role does in your other organization is in Roles & Permissions.

An owner or a manager clicks Invite person, types the person's name and email, and picks the role. Inviting someone is free. The email invites them to your other organization, the one without “Events” in its name, says they will be in the Events organization too, and joining it puts them in both. Someone new to Booked55 sets a password from the email. Someone who already has a Booked55 login accepts the invitation after signing in. See What the invited person gets.

Until they join, the person is listed under Invitations, where an owner or a manager can Resend the email or Withdraw the invitation. Sales people and operators don't see the invitations. On a person's row, Change role opens the window where you pick their roles, and Remove takes them out of both organizations. Before removing someone, Booked55 asks you to confirm it's you.

Your team always keeps at least one owner. To close the Events organization, contact us. Closing either organization leaves the other one, and its people, as they are.

Using Booked55 yourself

Your other organization is where you and your team use Booked55 the way your attendees do: contacts, tasks, pipelines and the mobile app. Switch to it with the organization switcher.

To add one of your events to it, open the event's link and click Save event. If you have more organizations, pick it under Organization first. The Events organization is never offered there: it keeps no events. Nobody in your team is offered a new organization or a trial from your links: you already have one. Nor are they asked to share anything with you: it is your own event.

The two organizations always share a name. Renaming your other organization in its settings renames the Events organization to “Events -” and the new name.

Multi-factor authentication

The Events organization doesn't ask anyone to set up multi-factor authentication (MFA): your events, reports and team open without it. Your other organization follows the usual rule. An owner of a team of two or more, a manager and an operator must turn MFA on there. See When two-factor authentication is required.

One part of that rule reaches the Team page, because the team is the same in both: changing someone's role or removing someone needs MFA on. Without it, Booked55 answers “Multi-factor authentication setup is required before you can continue”. To turn it on, open Profile, then Security, and choose a 6-digit code from an authenticator app, by text message or by email.

Next steps

• Signing up through an event's link — What your attendees see when they open it.
• Sharing with event organizers — How an attendee turns sharing on or off.