Trade Shows
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      1. Fisikal Support
      2. VIRTUAL ROADSHOW APP
      3. Trade Shows

      Event Calendar - Trade Shows

      This tutorial shows administrators how to publish Trade Shows events in the Event Calendar section of the Virtual Roadshow App.

      Introduction

      The Virtual Roadshow app is designed to display an event schedule, enabling members to explore Trade Show events and register for Weekly Update Zoom presentations.

      Typically, Trade Show events are published as "Read-Only," allowing members to view details about the events and sync this information with their personal phone calendars. However, for live events where tickets are sold, it is possible to enable members to book their attendance. In such cases, members can purchase a product that grants them the ability to register and participate in the event.

      This tutorial will take you through all the steps to create and publish Trade Shows:

      Initial Set Up

      In order to create a Trade Show Service, you must have all the following components created:

      • Location
      • Activity
      • Trainer
      • Service Category

      Note: For the Virtual Roadshow App, all 4 of these have already been added onto the system.

      Create a Trade Show Service

      It is important to create a new Service for each Trade show, so that you can apply 

      • Custom Title
      • Custom Description
      • Custom Branding

      There are 2 ways to create a new Service as follows:

      1. Create a new Service from scratch
      2. Clone an existing Service

      Clone an existing Service

      This option allows administrators to quickly copy an existing Service that has been correctly configured and then apply the differences. 

      • Navigate to the SERVICES page
      • Select the EDIT button on "Health & Fitness Association" service to load the "Edit Services form"
      • Select the CLONE button on the bottom left of the page - this will create a new copy of the Service

      Note: If you still see the CLONE button on the form at any point, select CANCEL as you are just editing the existing Service. The CLONE button is replaced by a BACK button when the clone has been successful.

      • Enter the "Title" of the Trade Show
      • Enter the "Description" (suggest to copy from the Trade Show website)
      • Change the "Service Image" by selecting "Upload New" and loading this from your computer (note this should be a JPEG and should be a rectangle in shape. 
      Note: If you don't have the correct image to add right now, select REMOVE and you can edit the Service to add an image in later on.
      • Scroll to the YELLOW BAR and do the following:
        • Select the SELECT TRAINERS button and enter "Trade Show" and select APPLY FILTER

      • Select LOCATIONS and enter "Trade Show" and select APPLY FILTER
      • Select +BULK ADD to add the Trainer at the desired Location to show the following:

      • Select the CREATE button to create the new Service.

      Note: If you have made any mistakes on the form, you can select the EDIT button and make changes as required. Once you have completed making changes please select the UPDATE button to save the changes.

      Important Service Fields

      In order for the event to appear on the schedule as a Read Only format, administrators should make sure the following field configurations are made:

      • Group size - shows as "Group" and not Individual
      • Status = "Read only"

      • Show free space = "No"
      • Trainer remains available = "Yes"

      Schedule a Trade Show

      Now that the custom Trade Show Service has been created, you can now schedule the event on the Event Schedule.

      • Navigate to the SCHEDULE page
      • Select TRADE SHOWS tab next to Schedule
      • Filter the page by "Trade Show" as shown below:

      • Navigate to the month that you want to schedule the event in by changing the month range
      • Select the "+" button to load the "Book an appointment form"
      • Select the Trade Show event Service title that you want to schedule

      • When?
        • Select the DATE that the event will take place
        • Select the TIME the event will start
        • If this is one day event select SINGLE
        • If this is a recurring event select DAILY
          • Leave "Repeats ever 1 day"
          • Enter an "Until date"
      • Select BOOK

      The event you have created will be shown on the schedule as follows:

      Edit a Scheduled Trade Show Event

      If you want to make any changes to as scheduled event, administrators should do the following:

      • On the event, select the event to load the "event pop up" modal
      • Select the EDIT button

      • If you want to make a change to the TIME, simply make that change using the time drop down box.
      • If you want to update the time for all future events schedule, scroll to the bottom of the form and check the box next to "Apply to all [x] future instances"

      • Select UPDATE to save the changes

      Note: If you have scheduled the event on the wrong day and the event is a recurring event (Daily / Weekly / Monthly) then it may be best to CANCEL the event and reschedule it again from scratch.

      Cancelling a Scheduled Trade Show Event

      If you want to cancel a scheduled event, administrators should do the following:

      • On the event, select the event to load the "event pop up" modal
      • Select the CANCEL button
      • If you want to cancel all future events schedule, check the box next to "Apply to all [x] future instances"

      • Select PROCEED to cancel the event(s)

       

      Publish a Trade Show

      In order for the event to show in the member app, there are a few things that must be configured to include:

      • Service Category is visible to members
      • Trainers' schedule is set to be published
      • App Set Up has been configured to show this specific Service Category

      Service Category Visibility

      Administrators should go to Services > Service Categories and select EDIT on the "Trade Show" service category. Key information about this Service Category includes:

      • "Title"- can be configured in multiple languages
      • "Status" = Active
      • "Visible by" should have the following options enabled:
        • Manager
        • Trainers
        • Client
      • "Client Visibility" must show "All Clients" 
      • "Show in member app" must be Enabled
      • "Enable Schedule" = Yes
      • "For selected users only" should have the following options enabled:
        • Clients
        • CM
      • "Limit Schedule to Category's Service" = Yes

      Note: There are many other areas that are included on this form, the fields listed above are essential to be configured as outlined in this document.

      Trainers schedule is set to be published

      Events will only be displayed in the member app, if the following is true:

      • The Trainer's profile status = Active
      • The Trainer's profile is configured to "Schedule will be published" = Yes

      To publish a trainers schedule, please do the following:

      • Navigate to TEAM section of the platform and search for the name of the trainer who's schedule you want to publish (eg: Trade Show).
      • On the Trainers summary page, select EDIT (pencil icon) to load the edit team member form.
      • Check the Trainer's status = Active.
      • Scroll to the bottom of the page to see "Schedule will be published" and make sure "Yes" is selected.
      • If you have made any changes to the form, select UPDATE.


      Settings > App Set Up

      Important: This section of the administration site should be carefully adjusted as it controls the visibility of all the sections of the app.

      Menu Section in the App

      The title of this first section "Event Calendar" dynamically controls what is shown on the menu in the app. 

      This section has been pre-configured to show the following Service Categories:

      • Trade Shows
      • Weekly Updates

      If you want to make changes to add or remove a Service Category from this section, administrators should select EDIT (pencil icon) to load the edit menu options form. 

      Here you can add and remove options that are associated to this section of the app.

      Note: In order for changes to be shown in the app, members must force quit the app in order for the menu options to be updated.