Using Beacon Alerts

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A beacon is a small electronic transmitter that sends an alert to mobile devices when they come near it. By using a beacon, you can send out notifications, direct attendees to a specific page in the app, or send out a custom URL. To set up a beacon first create your alert in the EventCenter, then sync your alert with a beacon using the CrowdPlanner app, and finally place your beacon in the best spot possible.
 
NOTE: Estimote proximity beacons are recommended. Other brands require advanced setup and may not be compatible at all. 

Creating an Alert in the EventCenter
 
1 Access the New Beacon Alert Page. After you have logged in to the EventCenter, click your event's name. In the Event Checklist, click Beacons under Interactive Features.

Click New Beacon Alert.
 

2 Create a Beacon alert. Give your alert a name. The name you choose will never be seen by your attendees, it's only there to help you keep organized.

Then choose an action for your alert. Your options include:

 
User-added imageGo to session page - Tapping on the alert takes your attendee to the session you select.

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User-added imageGo to organization page - Your notification directs attendees to the organization you select.

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User-added imageGo to URL - Send your attendees to a webpage outside of your app.

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User-added imageSend a notification - Your alert contains a message of up to 100 characters.
 
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Once you've decided on an action for your alert, choose a start and end time for it. If you're setting the alert for a specific session, we recommend setting the start and end time 15 minutes before and after to catch early arrivals and stragglers.
 
NOTE: Alerts cannot be active more than one day before or after your event.

Finally, choose a proximity for your alert to trigger. You have three options:
 
User-added imageNear (1 meter / 3 ft) - Best for exhibitor booths and sponsor areas.

User-added imageModerate (3 meters / 9 ft) - Best for small rooms and doorways.

User-added imageFar (17 meters / 55 ft) - Best for large rooms, lobbies, and registration areas. 


When you've finished, click Create Beacon Alert at the bottom of the screen.

 
Editing an Alert in the EventCenter
 
1 Navigate to the Beacons section. After you have logged in to the EventCenter, click your event's name. In the Event Checklist, click Beacons under Interactive Features.

2 Edit an existing alert. To modify an alert, click the pencil icon to the right of the name.
 
Edit Beacon Alert

Once you're finished, click Update Beacon Alert at the bottom of your screen.

3 Or delete an alert. Click the trash can icon to the right of the name, then click OK to confirm. Keep in mind, this action cannot be undone.
 
Delete Beacon Alert


Syncing an Alert in CrowdPlanner
 
1 Configure your beacons. Sign up for an Estimote account using the same email address you used to purchase your beacons. Download the Estimote app from the App Store. Login to your account and enable iBeacon.
 
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NOTE: Having trouble adjusting your beacon settings? Email contact@estimote.com.

2 Access the CrowdPlanner app.  Download the CrowdPlanner app from the App Store. Login by entering the same email address and password that you use to access the EventCenter as well as your event's short name, which you can find in your event settings.
 
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NOTE: CrowdPlanner can only be downloaded onto an iOS device.

3 Sync your alert with a beacon. Once you've logged in you'll see a list of all the alerts associated with your event. Find yours and tap its name, then hold the beacon you'd like to sync with close to your device. The two should pair automatically. When the sync is complete, tap Save in the top right corner.
 

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NOTE: Each beacon can only be synced with one alert.


After syncing your beacon with your alert, the only thing left to do is place your beacon at your venue. Estimote's beacons have an adhesive back that allows them to be placed pretty much anywhere, but read the next section for a few pointers on maximizing their signal.

Placing Your Beacons

1 Find the high ground. Beacons use a wireless signal called Bluetooth low energy or BLE. It allows their battery to last for years at a time, but is also susceptible to interference from people and objects. You can maximize their signal strength by placing them as high up as possible.

2 Gather a crowd. Beacons don't emit a continuous signal, but instead emit their signals in intervals. If you place your beacon in an area where people are just passing by, they might miss the interval and not get your notification. Instead, try to choose a spot where people will linger for at least ten seconds.

3 Place them right side up. Estimote beacons work best when placed vertically, attached to a wall. See the little dot on top of the beacon? That should be facing up.

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4 Don't cross the streams. If you have multiple beacons, each with their own alerts, keep them out of each other's range (about 230 ft apart) so that their signals don't interfere with each other.

5 Mind your surroundings. Barriers made of plaster, concrete, bulletproof glass, metal, and water have the highest potential for interference. If any of these are present at your venue, expect your beacon's range to be diminished somewhat.

6 One and done. Beacon alerts will only trigger on a device one time. If you want your attendees to receive the same alert multiple times, create several identical alerts and sync each to their own beacon.

 

NOTE: Attendees will only receive beacon alerts when they have the app open, including when their device is locked or enters sleep mode. Attendees will not receive beacon alerts when the app is closed or in the background, or if Bluetooth or Location Services are not enabled on their device.

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