| Relevant to: | Guests | Speakers | Event Managers & Assistants | Account Owners |
| ❌ | ❌ | ✅ | ✅ |
Everybody loves shuffling... right?!
But, sometimes at an event – a random shuffle may not be what you need. For example, a speed dating event, online interviews, a virtual workshop, are all just a few examples of where you might need more purposeful groups. That's entirely possible with our Assigned Shuffle feature.
With this feature, you can shuffle guests onto pre-determined tables. You can even set up multiple rounds of shuffles if you need it!
So, let's find out how to use Assigned Shuffle on Events.com Virtual.
Table of Contents:
Setting Up Assigned Shuffle Pre-Event
You can plan your shuffle assignments/groups ahead of the event in Event Settings:
1. Go to your Event Settings and click "Advanced" > "Assign Tables"
2. Here you should see a list of all the floors available in your event
Please note once you set up an Assigned Shuffle, you cannot make changes to your event's Expected Attendance. So, please confirm this number first in Basic Settings.
3. Click "Manage" on the floor you would like to make assignments for first
4. On the top bar click the "+" (Plus) icon to add a preset
Presets are like your rounds of shuffle. By default, Preset 1 is reserved for any pre-event table assignments (assignments for when a guest first lands in your event)
5. To assign a guest to a table, find their name on the left and drag them to the table you'd like to assign them too
To make assignments, you'll need users on your guest list first. You can either wait for your registrations to complete, or invite people directly using the Quick Invite option.
When you hover over a table, you can see where this table is in your event by looking at the Mini Map in the bottom left.
6. Keep going until you've made all your assignments for that preset. All changes you make are automatically saved (so please try to only keep one Team Member editing it at a time)
7. You can also make assignments across floors using the floors menu on the top
8. If you wish to unassign guests, you can either drag an individual user back into the Attendee List -or- click the "Unassign" button on the top to unassign all guests from either this floor only or the entire event.
9. You can add up to 11 presets in total - to add a new preset just click the "+" (Plus) icon on the top
With presets, you can set up rounds of pre-determined shuffles ahead of your event!
10. You can also delete no longer needed presets by clicking the bin icon at the top (this will free up a preset slot)
Setting Up Assigned Shuffle In Event
You can also set up shuffle assignments live during an event, here's how to do that:
1. Enter your event space and click "More" > "Assigned Shuffle" on your bottom bar
2. This will open a mini version of the Assigned Shuffle dialog in the bottom right of your screen
You can drag this dialog anywhere on your screen.
3. You can add Presets by clicking the "+" (plus) icon on the top
Presets are like your rounds of shuffle. By default, Preset 1 is reserved for any pre-event table assignments (assignments for when a guest first lands in your event)
4. To make an assignment, find the name of the guest on the left and drag them to the table you'd like to assign them too
To make assignments, you'll need users on your guest list first. You can either wait for your registrations to complete, or invite people directly using the Quick Invite option.
5. For easier assignments, you can:
Hover over a table in the Assigned Shuffle dialog, the corresponding table in the event space will be outlined in blue
Hover over a user's email in the guest list, the corresponding guest in the event space will be highlighted
6. Keep going until you've made all your assignments for that preset. All changes you make are automatically saved (so please try to only keep one Team Member editing it at a time)
7. You can also make assignments across floors using the floors menu on the top
8. If you wish to unassign a guest just drag them back into the Attendee List
9. You can add up to 5 presets in total - to add a new preset just click the "+" (Plus) icon on the top
With presets, you can set up multiple rounds of assigned shuffles.
10. You can also delete no longer needed presets by clicking the bin icon at the top (this will free up a preset slot)
Executing the Assigned Shuffle In-Event
With your assigned shuffle(s) set up, you're all ready to execute them during your event!
The instructions will show how to do this directly within the event, but please note you can do the same from Event Settings as well
Please note, in order to start an assigned shuffle, you need to have at least two assignments made and at least 1 additional preset (i.e. 2+ presets created)
1. Open the Assigned Shuffle dialog (this will differ depending on if you are trying to access it from Event Settings or from within the event):
- Event Settings: Advanced > Assign Tables > Manage
- In-Event: Bottom Bar > More > Assigned Shuffle
2. Select the preset you would like to execute from the preset menu
Since Preset 1 is reserved for table assignments when a guest first joins, the assigned shuffle options are only available for Presets 2 or above
3. You have two ways to execute an assigned shuffle:
- Invite to Assigned Table: Use this option to send an invite to guests to join their assigned tables, if accepted the guest will be moved automatically (this will only move users that are assigned, non-assigned users will remain at their current tables)
-
Forced Shuffle: Use this option to force users into their assigned tables after a 30 second countdown (this will move all users, assigned users will be moved to their assigned table while non-assigned users will move to a random new table)
