The Full Story
Sam Houston State University, located in Huntsville, Texas, used the challenges of evolving event landscapes, including network issues and dated processes, as an opportunity to reimagine their recruitment events strategy. Their previous system featured paper check ins and an app that saw low usage, making in event communication unreliable.
Under the leadership of Courtney Chastine, Director of Visitor Services, the university adopted a digital first, flexible approach using the Gecko platform. Guests now receive a QR code via text before arrival, enabling offline compatible scans. This eliminated the need for email arrivals, which often go unread, and made the check in process fast and reliable even in areas with poor network connectivity.
To tackle late arrivals, staff used tablets to sync attendance data after check in closed. Non attendees were promptly messaged, encouraging them to visit the late arrivals area, often with incentives, such as a free T shirt, resulting in higher engagement.
Live chat (GeckoChat) became instrumental in providing immediate solutions during events. For example, when multiple students accidentally registered for a Spanish tour session that was oversubscribed, staff texted them via the chat. Within ten minutes, the confusion was resolved. Students were reassigned to English language sessions with updated information. This rapid response reduced frustration and ensured a unified voice from the university across interactions.
In sum, Sam Houston State University shifted from static, dated methods to a dynamic and efficient events model. Offline QR check ins, real time texting, attendance tracking, and live chat capabilities all combined to elevate the student experience. Every step became faster, smoother, and more personal, setting a higher standard for campus events in higher education.