Visits

Overview

With Events Rx Visits, you can:

• Create a calendar for different types of visits, each with activities associated to them, and manage each individual day.
• Allow prospective visitors to browse the listings of upcoming visit days and to register for a visit, selecting from among the activities (and optional time slots) available on the chosen day.
• Manage and edit the Visits and Appointments you create, and add other Appointments.
• Create a configurable Itinerary for each visitor, listing the visitor’s Appointments. You can also create Activity Rosters listing the registrants for each activity. Both of these can be emailed—to the visitor or Activity Leader—embedded in an email template or created as a PDF document for printing.

Intuitive Calendar Interface for Visit and Activity Series

The administrator uses an intuitive calendar interface to define Visit Series and Activity Series and to connect these to each other—in any combination. These connections are recorded in Visit Activity Series records—a many-to-many junction object. A single Activity Series (such as a “Campus Tour” on weekdays at 9:00, 11:00 and 2:00) can be connected to any number of Visit Series (e.g. both “Preview Days” series, which might occur once a semester, and a regular “Overnight Visit” series, available most weekends during the school year).

Optional 'Activity Slots'

Time slots (“Activity Slots”) can be optionally defined for each Activity Series (as in the above mentioned “Campus Tour” Activity Series on weekdays, having Activity Slots for 9:00 AM, 11:00 AM and 2:00 PM). When a visitor registers online, s/he chooses a Visit Series on a specific date and then chooses among the Activities and/or Activity Time Slots available under that Visit Series on that date. This creates a Visit record connected to the visitor’s Contact record (which gets created, if it does not already exist), and a set of associated Appointment records, each linked to an Activity Series and an Activity Slot, if any are defined.

Customize Appointment Record Details

The visit coordinator might add details to the Appointment records (such as Start and End times if the Appointment is not connected to a time slot, or the name of a Coach, Professor, class or student with whom the appointment is scheduled), or create additional Appointment records, before using the system to generate an email or print an itinerary for the candidate’s visit. The coordinator can also generate a roster of visitors for each activity (time slot) on a given day, to email, or print for the activity leader.

Modify or Cancel Visit and Activity Series

You can easily modify (e.g. cancel, rename or reschedule) Visit Series and Activity Series on specific dates. Under the hood, such changes are recorded in an Exception record.