Set Up and Launch a Proxi Passport Event

Create a collection first, since the Passport event will use it as the source of locations and custom fields.

Add all places that should appear in the Passport challenge.

Include any special fields needed for the event, such as:

Make sure the collection is complete before moving to Passport setup.

Go to Passports and click New Passport.

Select Get Started.

Enter a clear Passport name.

Choose Use Existing Collection.

Select the collection you created for the event.

Click Save and Next to enter the setup workflow.

Open Settings > General.

Enter the Passport name and description.

Add terms and conditions if needed.

Enable personal notes on places if participants should be able to save notes about locations.

Confirm the event details are accurate before moving on.

Add the start date and end date for the Passport event.

Decide whether participants can view their progress after the end date.

Make sure the schedule matches the marketing and operational timeline for the event.

Upload a logo and cover image.

Choose the visit frequency that fits the campaign:

Align the frequency with the reward structure.

Select the check-in method(s) participants will use.

Available options include:

Choose the method that best fits the event experience and verification needs.

Choose the default tab participants should land on.

Recommended default: Places so users can start checking in immediately.

Decide whether to show:

Confirm the display layout supports the event goals.

Create the registration page content:

Decide whether the event is paid.

Add donation options if applicable.

Configure form fields to collect lead information such as:

Keep the form focused on the information needed for follow-up communication.

Activate all places linked from the collection.

Export codes if needed for distribution.

Use the dropdown on each place to:

Review each location to ensure the Passport is accurate and ready for participants.

Create activities that award extra points beyond location check-ins.

Add a clear description for each activity.

Set the point value and submission type.

Common submission types include:

Use activities to encourage social sharing, engagement, or other campaign actions.

Add awards and badges to motivate participation.

Define each award with:

Choose the award type based on:

Optionally limit awards by category or tag.

Add completion messages, completion URLs, and bonus points if needed.

Open Participants and Activity to monitor event performance.

Review participant details such as:

Adjust points if needed.

Mark yourself or a teammate as a tester so the Passport can be tested before launch.

Use location and photo views to verify check-ins and submissions.

Use Edit Connected Map to update the map linked to the Passport event.

Confirm the map reflects the correct locations and event area.

Click Share to access sharing options.

Prepare the registration page link, embed code, or QR code for distribution.

Turn registration on as soon as the registration page is ready.

Share the registration page about 30 days before the event to maximize signups.

Keep the event not live while building the backend setup if needed.

When the event begins, toggle the Passport live.

If necessary, turn the event off at night or during non-operating hours.

Create a full messaging campaign in both email and SMS.

Set up automated welcome messages triggered when a user registers.

Include a friendly welcome and event reminder in the message.

Add additional triggers for:

Schedule blast messages for announcements, event reminders, mid-event updates, and post-event thank-yous.

Do not publish the event live until the setup is complete and tested.

Registration and live status are separate settings; turning on registration does not automatically make the event live.

Be careful when viewing participant data, since it may contain personal information.

If using QR codes, code check-ins, or receipts, make sure instructions are clear for location staff and participants.

Test the Passport as a participant before launch to confirm check-ins, awards, and messages work correctly.

Build the collection first so Passport setup is faster and more organized.

Use a tester account to validate the full participant experience before launch.

Share the registration link early, ideally 30 days in advance, to maximize signups.

Default the participant view to Places for the smoothest user experience.

Set up email and SMS automations at the same time so messaging stays consistent.

Reuse the collection structure for future Passport events to save setup time.