Introduction
The purpose of the Vuture Events Module integrated with the Email module and your crm, is to provide you with a Check In list of responded attendees, make it quick and easy to collect their attendance "on the day" and then write back Attended, No Show or Walk In to your crm. This allows you accurate reporting for your events, and to collect any missing details from your attendees to update their records as they attend.
If the internet connection at your events venue is unstable, you can employ Offline Mode. This will collect attendees as you check them in, and store the information until the connection is re-established with your crm. No data will be lost.
Process
- Ensure you have the following fields in your Intapp OnePlace events list and they have been added into the Vuture CRM Metadata Manager by your CSM or Project Manager
- RSVP: Accept/Yes & Decline/No
- Attended: Attended, Walk in, No Show & Cancelled (optional)
- Create the RSVP form in Vuture and share it with your guests
Create an event campaign
Create an email campaign using your email template. This will ensure that you have all the correct page types available. If you require Event Badges, please request badge templates from your Customer Success Manager, following the format of the badge template in the campaign.
If you are unsure about your templates, please contact your Customer Success Manager.
Deploy the Events Module
Each Events Module has its own settings and unique URL which is used for access - both to set up in advance and "on the day". To access it, from within the email campaign, go to the Events section in the Campaign Summary screen and complete the following fields:
- List Source: Select your List source (e.g. Intapp OnePlace)
- Events configuration password: Enter a password to access the Events Module or click Random to generate a random password (the password is added protection for your data in case you leave an iPad lying on a table at an event, for example)
- The URL is used to access the Events Module.
Then click “Deploy”
Please note, your Events logo and iOS icon should be set up previously by your CSM or Project managers in Admin.System.Events
To set up a new event
- Go to the Events Module URL
- Ensure you are logged in (bottom of the screen)
- Click on the Create New Event Button
Set up the event information
- Fill out the Event Title and Description which will appear at the top of the page
- Check the “Started” box if your event has already started (typically you will be doing this before the event has started)
- Select the badge type, if you are using badges
Please note if you ever need to get back to the event setup screen to change your settings, click on the configure event button at the bottom right of the event check in page:
We recommend that Enable Offline Mode should always be checked. This will allow the system to collect data, even if your internet connection drops, and feed it back once the connection comes back up.
Guest List Configuration
- Select your Guest list.
- Enter the Yes or Accepted value in your list for the RSVP field.
- Enter your Attendee field name.
- Populate the Attended/Walk-In/Did-Not-Show values.
Click “save” and you have configured your Intapp OnePlace event
You will be able to see your guest list ( those who have RSVP'd Yes), and update their attendance status as they arrive. This will update their status within the OnePlace fields in real time.
More Information Page (Optional)
A More Information page allows you to include a single landing page from the same campaign in the Events Module. When enabled, a "More Info" link is displayed next to each contact and clicking on that link opens the chosen landing page, with the content populated for the selected contact. Any landing page can be used, so you could create a Vuture form, for example, allowing you to view and update any extra information for the contact, or you could create a read-only landing page with personalised fields.
This extra page could be used to view, and update, whether a contact has paid for the event; or you could add a note against the contact to record the guest they have brought; or you could display the sessions they have subscribed to. Alternatively, you could use this page to collect some extra information about your contacts as they arrive. You do not have to do this at the same time as the badge issue - you could instead walk round your guests during a break, for example.
To use this functionality, first create the extra landing page in the same campaign that the Events Module is running from, and ensure you have published the page. You can use the form editor as normal and make fields read-only if you don't want them to be updated. You could also create a landing page with personalisation fields. All Vuture functionality that runs on a form or landing page will run as normal from the Events Module.
When setting up the event, on the Configuration screen, select the landing page you created from the dropdown list of landing pages. The configuration field will be called "More Information Page (optional)".
When using the Events Module on the day of the event you will then see a "More Info" link next to each contact, to the right of their Status. Clicking on the link will open the landing page, populated for that contact, in a new tab. If this is a form page you can update their data and click Submit.
Note that the extra tab will not close automatically and you will need to close it manually.
Is there a way to see how many campaigns have the Events module setup?
Yes, the campaigns utilizing the Events module can be viewed via the following URL: https://{Vuture-URL}/api2/events.aspx
The accessibility of the URL is dependent on your Role/Access level. If you find yourself unable to access the URL, please reach out to your Account Manager to see about possibly enabling access to your Role.
