UCAS\Discovery Adviser booking guide

You can copy these instructions to send to your students by tweaking a few pieces of information. Direct your students too: 

• Visit https://www.ucas.com/dashboard to set up or login to your UCAS Hub account. All students need an account in order to register to attend an event. 

• Login to your UCAS Hub account and go to the following to select your event:
  
  For UCAS Discovery Events:
  https://www.ucas.com/undergraduate/what-and-where-study/open-days-and-events/ucas-discovery-exhibitions. Find and select the event you are attending. 

• Click the BOOK NOW button.  

• Then click STUDENT 

• JOIN GROUP BOOKING.  

• Enter the booking reference your teacher has provided: UCASBKN###### [Advisers - your booking reference to provide to your students/advisers can be found in your group booking confirmation email from events@ucas.ac.uk or within your ENet booking portal.

• Fill out the registration form 

• Download and save your ticket. You will receive a confirmation email that has a link to your personalised ticket. 

• Please bring your personalised ticket to the event, either on your mobile phone (wallet) or as a printed ticket.

• Log onto your group booking portal call your ENet booking portal (www.ucas.com/enet).
• Choose the Manage Group Bookings tab at the top of the screen.
• Choose the Email Invitations tab. 

This section of your account allows you to send email invitations to the students and advisers that you would like to join your group. You can send out individual invites or upload an Excel file (using this template) to bulk invite.  When uploading an Excel file there needs to be two columns, with column headings as shown:    

• You will need to click 'Upload Invite List' (students and advisers must be uploaded in a separate list).  
• Select Adviser or Student to define the type of contacts you are uploading.
• Select the timeslot you are inviting your contacts too.  
• Once uploaded, your contacts are automatically sent an email with a personal link (which expires after two weeks) to register against your booking.  
• To resend the invitations to your students who have not registered, click "Resend Incomplete".

There are two ways to login to your booking:

1. Click the link provided in your booking confirmation email.
2. Visit www.ucas.com/enet (your online ENet portal) and enter your email address and password (not your adviser portal password).

Once you login to your booking, you will see the following screen:

 

Session details section  

1. Booking Ref - your unique booking reference.
2. Session – session time slot(s) booked for your group – you may have more than one session booked. You only need to book your arrival time. You can stay at the event as long as you wish.  
3. Allocation - number of tickets reserved for your group.  
4. Used - number of individuals registered for your group.  
5. Actions – Add (register) an adviser, change your group leader (to another registered adviser) or cancel the session you have booked.  
6. Session details - current page is under a dark grey tab.  
7. Email invitations – click this tab to invite your students and advisers (group members) to register for their personal ticket.  
8. Your school name and the event you are managing.
9. Risk Assessment - download the event risk assessment 4 weeks prior to the exhibition.

1. New Invite – this option allows you to add individuals and invite them manually to register. Individuals receive an email with a personal link. This expires in two weeks. Click ‘Resend Incomplete’ to resend emails to your list.  
2. Upload invite list – click this option to upload an Excel file of your contacts to bulk invite - download the template file here. When uploading an excel file there only needs to be two columns, with column headings as shown: 
   
   • You will need to upload a list of students and separate list of advisers.
   • Select ‘adviser’ or ‘student’ to define the type of contacts you are uploading.
   • Select the timeslot you are inviting your contacts too.
   • Once uploaded, your contacts are automatically sent an email with a personal link (which expires in two weeks) to register as part of your group booking.
3. Resend Incomplete – click to resend emails to your list of people who have not registered.
4. Export List – you can export a list of all the invitees and their status.
5. Status – ‘Waiting’ shows that an invitation has been sent. ‘Accepted’ will appear when the individual has registered.

If a timeslot is greyed out, it is fully booked. Contact us at events@ucas.ac.uk with details of the day, time and how many tickets you require and we will place you on our waiting list. We will notify you by email if spaces become available. 

Ensure you are using the correct login credentials (included in your booking confirmation email). Visit www.ucas.com.enet, login with the email address used for your booking and the password provided in your booking confirmation. Also try clearing your cache and cookies and opening up a new browser window. Email us at events@ucas.ac.uk or call 01242 544808 for help to login. 

The risk assessment will be available 4 weeks before the event date. You can find the event risk assessment by logging into your ENet account by going to www.ucas.com/enet and clicking on the ‘Risk Assessment’ tab at the top of the page. 

If you aren’t receiving our password reset email, please check your junk/spam folder and ensure that your IT department has whitelisted events@ucas.ac.uk and events@ucas.com. Still not receiving emails? Contact us at events@ucas.ac.uk or call 01242 544808.

You can stay at the event for the duration of your booked timeslot. You will not be able to enter earlier than your allocated timeslot as we use our timeslots to manage capacity to ensure the safety of all attendees.  

All parking information can be found in the visitor guide on the event page, under the ‘Attend’ tab. To navigate to the event page go to: https://www.ucas.com/applying/you-apply/what-and-where-study/ucas-events/ucas-discovery-events. Click on the event you are attending and then the Attend Tab. The visitor information and guide are on this page 4 weeks prior to the event. 

Only the group leader can view and manage the booking. The group leader can be changed at any point, just contact us and we can arrange for the amendment if we have permission from the Group Leader or a member of staff at the school/college. 

Yes, you can download a PDF of all your students tickets from your ENet events booking portal, however for the best experience, your students should download their own individual ticket from their booking confirmation email.

To download your groups tickets Login to your ENet portal, click on the 'Used' section, click ‘ View ’ . You will see a list of all of your group members (including yourself). You can either print individual tickets by clicking ‘ Print ’ on same line as individuals or download a zip file with all the tickets

Your students can scan their QR code ticket with exhibitors to share their contact details and receive information including relevant courses, apprenticeships and open days etc. 

• Check your junk email as this is the most common problem.
• Contact us to check we have the right email address. Email us at events@ucas.ac.uk or call 01242 544808.
• Check that your school security is not blocking emails from UCAS’ email address events@ucas.ac.uk and events@ucas.com.

Login to your ENet portal, under the ‘Used’ section, click ‘View’. You will see a list of those registered on your booking. 

You can login to your ENet portal as a Group Leader to increase your booking capacity (allocation) if spaces are available. Please contact us if there is no option to increase. 

You can login to your ENet portal s a Group Leader, In the ‘used’ box, click ‘view’. A list of all your registrants will appear. Under ‘actions’, click ‘cancel’ next to the registrants that you would like to remove.  

 

Login to their Hub account via https://www.ucas.com/dashboard#/ where they can change their email address and update their preferences within their account.

Email events@ucas.ac.uk with the details of the change or call 01232 544 808.

On completion of their booking, students and advisers will see the screen below where they can click to download their ticket or add their ticket to wallet if the booking is made on a mobile phone. A screen shot of the QR code can also be taken. Additionally, students receive a confirmation email with a link to their QR code ticket .

 

Yes, you can login to your ENet portal s a Group Leader, In the ‘used’ box, click ‘view’. A list of all your registrants will appear. Under ‘attended’, you will see a Yes for those who have attended and a No for those who have not. Please note that if a student has had to reregister, due to ticket issues on the day, they may not show as Yes.