Visitor Management for Events - Quick Start

Overview

This article relies on at least a basic understanding of how BluSKY does Visitor Management. If you are unfamiliar with this topic you may want to begin by reviewing, Visitor Request Training and Visitor Admission Training.

Making the Visitor Invitations

To get started we will need to fill in the information for each guest. Download the spread sheet here or from the Visitor Group Import page. Enter the pertinent information about the individuals that will be visiting, like below. You will notice that this information only pertains to the individual and does not have any fields pertaining to the time and date of the visit. This is where the normal visitor import and the Group Import diverge from one another. Since, we know everyone is going to the same event we store this information in the BluSKY interface, which we get to in a minute.

Importing the Visitors to BluSKY

The new Group Import tool can be found in the filter section of the Visitor Invitation screen and at the bottom of the screen with the create, edit and delete buttons. 

Now that you have the Excel spreadsheet configured, you will have to enter the shared fields that are shared between all of the upcoming visitors, Host, Notification for host or requestor, Group, Access, etc. If you are unfamiliar with the fields common to the Visitor Invitation process please check out Invite a Visitor first, as it contains more in depth conversation about the various Visitor fields. You will also notice the Email Host On Checkin and Email Requester on Checkin toggles to indicate how notifications should be handled. Typically email notifications will be disabled for large events but consult the host on which behavior they would prefer. 

Pre-Printing a Passes

Now that the Visitors are in the system, we can view them by heading over to the Visitor Admission page. In the filter section you will be able to search for the group you created. This will query the system for all of the Visitors in that group. Once there you can select them all by clicking the counter in the top left of the table. When you have them all selected, just click the  to open the batch printing dialog. 

Here you can select how many badges your would like to print at a time and whether you want them to be checked in now or at the time of arrival. This can be a helpful feature when there are hundreds or thousands to badges to print at a time and you don't want to block access to the printer the entire time. This feature can also be really helpful with finicky printers. 

Event Reception