Attendee Mobile App Setup Requirements

Attendee Mobile App Setup Requirements

We’re excited to feature the Attendee Mobile App for your upcoming college fair. The app provides students with an easy way to access event information, view participating colleges, receive announcements, and navigate the fair. To ensure everything is set up correctly and branded for your organization, please provide the following materials.

Branding Information

Purpose: Personalize your fair’s app experience with your organization’s logo and colors.

Delivery: Please email the following details to your Program Manager.

What We Need:

  • Event Name (short version): A short name or acronym for display in compact areas of the app (e.g., “GTCF - Demo Event”)

  • Event Name (long version): The full event name to display beneath the short version (e.g., “GoToCollegeFairs - Demo Event”)

  • Event icon image — a 512x512px logo or image to represent your event in the app store and on devices

  • Primary color (HEX code) to match your organization’s branding

  • Organization logo (for display at the top of the app)


selectedImg

Announcements

Purpose: Keep attendees informed during the fair with reminders, updates, and special notices.

selectedImg

If you have Swoogo access:
  1. Log in to Swoogo and navigate to your event.
  2. Go to Mobile Apps > Announcements.
  3. Click Create Announcement.



  4. Fill out the information fields and adjust settings as needed.
  5. Click Save. You're announcement has been scheduled!

If you do not have Swoogo access:

 Please email the following details to your Program Manager.
  • Title of the announcement
  • Content/message of the announcement
  • Optional image to include with the announcement
  • Date and time you’d like each message sent
  • Indicate if you want the message:
    • Sent as a push notification (appears on users’ device screens)
    • To appear as a temporary announcement (visible only for a set time)
    • Pinned or highlighted as important

College Fair Map

Purpose: Display a map of the college fair with booth numbers to help students navigate the fair.

Delivery: Please email the following details to your Program Manager.

What We Need:

  • A PDF of the college fair map that clearly shows all booth numbers and their assigned colleges

    • This must be provided no later than two days before the event.

  • The final list of participating colleges, if not already provided through your registration system

Fair Schedule

Purpose: Share presentation or workshop details with attendees directly in the app.

selectedImgselectedImg


If you have Swoogo access: Adding Sessions

  1. Log in to Swoogo and navigate to your event.
  2. Go to Event Setup > Sessions > Import Sessions.



  3. Use the Fair Schedule - Import Template attached at the bottom of this article to fill out your session information.
  4. Select your import file.
  5. Make sure the checkbox for “This spreadsheet has headings in the first row” is checked.

  6. Click Continue — the file should automatically map correctly as long as you didn’t change the headings from the import template.
  7. Proceed with your import and you're good to go!

If you have Swoogo access: Adding Speakers

  1. Log in to Swoogo and navigate to your event.
  2. Go to Event Setup > Speakers > Add Single Speaker.

  3. Fill out the speaker’s details.
  4. Be sure to select the session they are associated with.
  5. Click Save.

If you do not have Swoogo access:
  1. Please send the Fair Schedule - Import Template (attached at the bottom of this article) to your Program Manager.
  2. Please send the following Speaker details to your Program Manager:

    • *Email Address

    • *Name

    • Job Title

    • Institution Name

    • Bio

    • Profile Picture

    • Session(s) they are presenting


Bus Schedule

Purpose: Share high school bus schedules with attendees directly in the app.

If you have Swoogo access:
  1. Log in to Swoogo and navigate to your event.
  2. Go to Event Setup > Sessions > Import Sessions.



  3. Use the Bus Schedule - Import Template attached at the bottom of this article to fill out your session information.
  4. Select your import file.
  5. Make sure the checkbox for “This spreadsheet has headings in the first row” is checked.

  6. Click Continue — the file should automatically map correctly as long as you didn’t change the headings from the import template.
  7. Proceed with your import and you're good to go!


If you do not have Swoogo access:
  1. Please send the Bus Schedule - Import Template (attached at the bottom of this article) to your Program Manager.

Additional Pages

Please email the following details to your Program Manager:

  • Parking & Arrival Information: Directions, parking lot details, and arrival instructions

  • Trusted Partners / Sponsors: Logos, brief descriptions, and URLs for any sponsors or partner organizations you wish to feature - Learn more here!

  • Custom Pages: Any additional event-specific information you’d like to include, such as volunteer instructions, contact details, event policies, or Financial Aid Resources (for example, FAFSA links, scholarship materials, or downloadable forms)


    • Related Articles

    • Best Practice: App Instructions to Colleges for Included Scanning

      This email can be sent from any email system. For Swoogo settings see below: Subject Line: Scanning Is Included At Our Fair! Body: Hello */registrant-first_name/*, Thank you for registering for the (insert fair name)! Barcode scanning through the ...

    • Best Practice: App Instructions to Colleges for Access Code Workflow

      This email can be sent from any email system. For Swoogo settings see below: Subject Line: Get the Most out of the GTCF Scanning App Body: Hello */registrant-first_name/*, Thank you for registering for the (insert fair name)! You can scan student ...

    • GTCF Sends: Attendee Access to Virtual Venue

      This email is automatically sent from the GoToCollegeFairs system when a registered attendee requests access to the virtual venue: Hi {{ user.first_name }}, Please click the link below to get access to {{ event.name }}. {{ url }} If the above is not ...

    • Release Notes: Attendee Status Update in Swoogo | v4.8 | March 1, 2022

      New and Improved: FairStop and Swoogo are now integrated to update attendee status.   Fixed: Small bug fixes have been applied. Notes:  Use this feature to communicate via Swoogo tools to attendees, non-attendees, etc.

    • Text: Student barcode

      Upon registration completion and 2 hours before the fair Thanks for registering for the (Client name) college fair. Show this barcode to colleges so they can scan and follow up with you. Text: Reminder to download the Student attendee app (Trigger ...