Executing Events

Learn to manage events.

To execute an event:

  1. Switch to the marketing activity you wish to execute.
  2. Add the event’s participants, see Adding Participants.
  3. You can determine which lectures participants attend, see Creating a Participant Program.
  4. Upon receiving responses, e.g. to invitations, enter the responses, see Managing Participants.
  5. Once the event has been held, you need to enter whether participants actually attended the event, see Editing Generated Records.

Adding Participants

Event participants are added to the campaign. Participants can be added automatically based on a selection or query, or can be added manually. For example, the participants can be generated based on their participation status (e.g. "Registered" or "Participated").

To add participants manually:

  1. Switch to the desired marketing activity or campaign.
  2. Click on the Attendees node in the campaign tree.
  3. Click on (New).
  4. Enter details on the participant, e.g.:
    • Name
    • The type of participant (e.g. participant), participation status (e.g. registered or confirmed)
    • Enter information concerning the participant’s registration date, any cancellations etc. on the Registration tab
    • Enter information on the participant’s accommodation on the Hotel tab, e.g. name of the hotel, type of room
    • Enter information on the Travel Information tab such as the date of arrival and departure, mode of transportation, whether a transfer is required etc.
  5. Save the record.

Creating a Participant Program

To create a program for individual participants, add a participant program:

  1. Click on the desired participant in the campaign tree.
  2. Click on (New) on the Agenda Items tab.
  3. Select an agenda item.
  4. Click Save.

Alternatively, add the participant to the agenda item:

  1. Click on the desired agenda item in the campaign tree.
  2. Click on (New) on the Attendees tab.
  3. Select the participant.
  4. Click Save.

Managing Participants

You can manage participants for each marketing activity in two ways:

  • By changing the Participation Status in the participant record (Registered, Confirmed, Canceled, Participated, Missed).
  • By entering responses in the generated activities, mailings or work orders. Depending on the Registration and Participation Status defined for the response, participants are added or edited automatically:
    • Registration field:
      • Register: A target group record is automatically added to the follow-up activity entered and a participant record added to the campaign (Participation Status = "Registered" and Registered on = current date).
      • Unregister: A target group record is automatically added for the follow-up marketing activity entered (but no participant record is added to the campaign).
    • Participation Status field:
      • Participated: The participations status in the participant record is set to "Participated" and a target group record is added for the follow-up marketing activity.
      • Missed: The participations status in the participant record is set to "Missed" and a target group record is added for the follow-up marketing activity.
  • If you change the response at a later date, the target group and participant records are updated:

    "Yes, I’m coming" -> "I can’t make it": The participant record is set to "Canceled"’, the registration date is deleted and the cancellation date entered. The target group record added for the original follow-up activity is deleted, and a new target group record is added for the new follow-up activity.

    Note: Attention: When entering responses, ensure that you only select a single answer. Multiple responses can lead to undesired results.