Overview

The event manager allows you to accept and track registrations for offline events. Confirmation and reminder messages are automatically sent to registrants and there is also an option to send follow up emails to people who attended or did not attend the event. Events are automatically shown/hidden on forms depending on the event date. 


Events list

Event statuses

  • Unpublished - draft status, not shown on registration forms
  • Published - shown on registration forms, registration openEvery "published" event in an event group can be shown on a form, available for registration. Once the event date passes, the event will no longer be shown on the registration form.
  • Registration closed - past the event start date but attendance is not yet marked / event is not yet completed
  • Completed - attendance is marked, registration closed, event cannot be modified

Creating a new event

Click the "New" button from the event list page to create an event from scratch or using a template.

Time zone

Event start and end times need to be entered in EST timezone. Timezones in the "add to calendar" links in the event confirmation confirmation email will be converted into the registrants timezone. For example if your event is from 4-7PM in Pacific Time the enter 7-10PM Eastern Time on the event settings page.

Publishing events

 Click the Publish button to make events live - they will appear on forms that are tied to the event group for this event.

Adding events to forms

To add the event(s) directly to the form:

In the engagement builder add a new event field to the form:

To add events on a landing page:

Add the event(s) as a new "offer block":

Use merge fields to populate event date dropdown selectors. Here's an example of a common implementation. This will output the dropdown (including the  tags){@event-group-ID|select|start_date|start_time|end_time}To get the group ID, right click the event group, click "edit" and refer to the Group ID in the popup. 

Event related emails

  • Registration confirmation email after someone registers for an event.
  • Event reminder - sent two days before event start date. Note: updating the default message only applies for events created after the update, it will not update messages for existing events.The message can be overwritten for each event from the event details page.
  • Event updated - if an event changes after someone registered. You will be prompted to send a "change notification" email to registrants each time an event with at least one registrants is modified.
  • Thank you for attending - sent one day after event is marked as completed. Note: updating the default message only applies for events created after the update, it will not update messages for existing events.The message can be overwritten for each event from the event details page.
  • Sorry we missed you - sent one day after event is marked as completed. Note: updating the default message only applies for events created after the update, it will not update messages for existing events.The message can be overwritten for each event from the event details page.

Marking attendance and completing event

Cancel or delete an event

Events that already have registrants cannot be deleted. Follow these steps to cancel the event:

  • Unpublish the event so no more people can register
  • Change the event name to reflect the change. For example add the word "cancelled" => "CANCELLED Jan 25 Info Session"
  • Save the event - changing the event will trigger an "update notice" window where you can notify registered contacts of the change.
  • The event change notice email will be sent to contacts regardless of consent status.
  • For draft events, the event must first be published to close it. 

Timeline

Event registration details are all recorded on the contact activity timeline.

Consent status and event emails

If someone revokes consent after registering for an event will they receive the event follow up emails?

Follow-ups (attendee / non attendee) autoresponder emails are not sent, but transnational emails such as signup confirmations, reminders, and change notifications are sent regardless of consent status.

Capacity

This is an optional event setting for each event. When an event nears capacity (80% full including registrants) an automated email alert is sent to the person who created the event. Registration is not automatically closed, manual action needs to be taken - for example to un-publish the event.

When the event reaches full capacity registration is automatically closed for the event – it is no longer shown in event dropdown selectors on forms.

Capacity can be turned on/off by entering a number in the capacity field on the event details page.

Guests

This is an optional setting. If the “bring guest” option is enabled for an event then the event will automatically show a “number of guests” selector under the event date selector on forms

The total planned attendees including guests are shown in separate columns on the event details page.  

The "Registered" number refers to the number of times a registration had been completed, where the list of contacts are unique contacts as a result of those registration events.

It is possible that a discrepancy in the two numbers could occur due to contacts signing up twice or that some contacts had been deleted since registration.  

 When attendance is marked you can indicate how many guests showed up

Merge fields

Merge fields can be used to show event names, dates, etc. can be used in event related emails and in the event description area.

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