Using the Event Manager to Manage a Conference
Catherine Black May 04, 2008

How to use the CRM Event Manager

 

The Event Manager enables you to create an online event registration interface for registered users of the CRM. These users can be either internal to your organization, as in data entry or support staff, or external users who access the Event Manager in order to register online for an event.

 

This how-to is aimed at internal users who create an event to be visible and available for online registration by entering relevant data into the CRM. The type of event this tool is geared for can be simple or complex, with the capability to purchase multiple tickets including guest tickets for separate event segments such as receptions or meals; make program selections from simultaneous sessions; specify dietary limitations; purchase merchandise such as T-shirts; and more. In most cases the end-user will purchase their registration online via credit-card billing.

 

Let’s begin:

 

Specify the event location. The location of the event will be linked to an address in the CRM, which means that it must be entered prior to setting up an event for online registration. If the location, such as a hotel, is already in the CRM, you only need to search for the record. If it hasn’t been entered into the CRM, you must do so by creating a new company/contact using the action drop down menu, and entering relevant information such as address and telephone number.

 

Once you have your event location record, click on 'full view', then click on the "create an event" link at the top nav bar on the company profile page.

 

Fill out:

 

  1. Event Name:

  2. Easy Url (/abbreviated name of program without spaces): this enables you to provide an easy direct link to the external event registration page

  3. Start and end date,

  4. Description: You can include additional information and html links to other web pages or information pertaining to the event.

  5. More info: Show more infomation about the location and other details beneath the event name.

  6. Bottom all text: this option allows you to create text that will appear on every page of the online registration process, such as “for more information call this number”

  7. Under Behavior Options, you can select:

    1. Hide Description on Form: this means that the description will only be visible on the landing page, and not on each additional page of the event registration process

    2. Hide Complete Information Link: Hides possibly extraneous details from the registration page.

  8. Uncheck Send Email:This disables automated sending of confirmation emails, very helpful if you are processing onsite registrtations after the event.

  9. Hide Journal Transfer: Disables a payment option that is only required when the paid attendee is someone in your organization and the payment comes from that departments budget.

  10. Hide Easy ID:

    1. On Brochure On Form or On Itinerary (see Easy ID below)

  11. Management Options:

  12. By clicking “hide event” externally or internally, you can determine whether the information you are entering is visible to end-users or internal staff

  13. Under Form Options, you can select

  14. Gather Guest Names if you would like the option of including names of guests (for additional meal tickets, for example)

  15. Image: You can click on “upload image” to associate an image with your event registration landing page, to help differentiate it from other events and simulate a designed brochure.

  16. Concurrent Events

  17. You have the option of grouping program events into concurrent sessions if they are taking place simultaneously (such as multiple panels occurring at the same time). To do this, scroll to the bottom of the event manager page and see:

    1. Create/Update a concurrent name: you can give each group of concurrent sessions a number ID

    2. Type: Here you can define whether it is a program session (such as a panel) or a ticketed event (such as meals or socials)

    3. Extra info (if applicable)

    4. Is this a required selection? (registrants will have to make a choice between concurrent offerings)

    5. Hide time? (depending on whether or not you want the concurrent event to be associated with a time slot)

 

Creating your event registration types defining your program content: Once you have entered your event’s essential information, you can begin to define the program content as it appears on the external registration as well as setting up the information that your staff will be using to manage the event internally (such as room setup needs, ticketing, etc.)

 

Click on Add a New Item and start loading starting with the session or program segment with the earliest time and move forward. You can also adjust the time for each item in order to set the order of items in your end-user registration interface. These are the fields for every item entered:

 

  1. Program/session name

  2. Easy id (usually numerical, if you would like to number the items on the registration form)

  3. Description (you can create html descriptions with links and formatting for each item in your registration page)

  4. Date and Time

  5. Where to display these options

    1. In the Brochure

    2. In the Form:

    3. In the Itinerary that will be eventually emailed to the registrant

    4. Concurrent (select the number corresponding with a group of concurrent sessions if you have program events that will be taking place simultaneously—see “concurrent sessions above”)

  6. Variable Quantity: only for ticketed events, t-shirts, or other items you may want to sell in quantity

  7. Multi Item - Helps in handling meal options for guests and other things such guest names and t-shirt sizes

  8. Multi Item Details - part of muli-item

  9. Selection Required: Yes - No (will attend or will not attend) may apply for ticketed events that ask whether or not they will attend.

 

Billing Information

  1. Type

  2. select the category for each item you are including in your online registration list (“session” if it’s a program session, “event” if it’s a paid registration option, “breakfast/lunch/dinner” if it’s a meal, etc.)

  3. Division (you can separate registration for event according to company division)

  4. Fee and Price (if applicable)

  5. Reg type code and name (this will help you sort different types of registration—for example staff or speaker as opposed to association members or the general public—later)

 

Management Information:

  1. In this area you can define data needed for the event management, such as room capacity limits, when sessions are filled or cancelled, room locations and setup needs, etc.

 

 



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