events – efficient transaction of events

In case the event app is activated for you, you will find it in the main menu of the eworx Marketing Suite under ‘events’. By clicking the button ‘New’ you have the opportunity to ‘Create new event’, ‘Create new event with assistant’ or ‘Create event based on existing event’.

When creating a new event you first have to fill out the information for your event. In the field ‘Notifcation address’ you an define an email address that will be informed if there would be any problems with sending the campaign (e.g. overriding the send limits or empty event groups).

The field ‘Description’ is for internal notes.

You also can define a ‘Text in calendar entry’, the information given will be set automatically for the link type ‘Calendar entry for event’ which you can use in your email campaign in the ‘Add link’ window.

Also choose the ‘Used cultures for the event’. Multiple selection is also possible in order to match different campaigns with different languages to an event. In the case of multilingual events we recommend to create an international subscription form in English. You can also edit these settings by clicking the ‘Edit’ button in the information of your event.

In the first tab ‘Settings’ you can define the internal name for your event. You can also set internal notes in the field ‘Description’. As if you may know from the regular forms within the eworx Marketing Suite, you can close a form from a certain date on. You can now define a text that will be shown if someone would like to invoke the form from the deactivation date on. Additionally, you have the possibility to only close the subscription instead of the whole form for event forms. You can also define if you want to refuse changing subscriber data subsequently and if you want English system texts to be shown.

The tab ‘Content’ also offers additionally ‘Form fields’ which are not saved on the subscriber data but only on the form for a better overview – you can also export them.

Use ‘Subscriber Fields’ for data that already exist (like ‘surname’ or ‘email’) or that you want to collect for further usage (e.g. ‘company’).
For information that should be collected for the event only (e.g. lectures or menu selection) you can easily create a ‘Form field’.

For a detailed description on how to match the form to your needs, read here.

In the tab ‘Action’ you can choose an event-based campaign that should be used as confirmation mail for the subscription.

You can also define who be notified in case of a new subscription. If the contingent of your event runs full and you activated the waiting list function (see below) the notification contains the reference to the waiting list.

Further information on which settings can be defined for ‘Action’ of the form can be found here.

You can link the form in a newsletter or integrate it into your website. In the tab ‘Usage’ you have different opportunities for integrating it on your website – read here for the full instruction.

How to link the subscription to an event in a newsletter is explained below.

When it comes to ‘Data matching’ (tab ‘Usage’ – bottom of the site) the option ‘Update existing subscribers’ is recommended for events in order to avoid overwriting the subscriber’s data if another than the initial newsletter subscriber registers for the event.

Here you can adjust all settings for the registration process. If your number of attendeesis limited you can define the maximum of guests as well as number of companions allowed.

You also have the possibility to decide whether participants, that can not come due to limited space, should get a cancellation or if you want to add them to the waiting list.

If you are using a waiting list you can automate the process using event-based campaigns in order to inform your interested parties about their status. Thereby the subscribers will be informed when they were added to the waiting list or when the guest will set manually via the guest list to Subscriptions or Cancellations.

If you don’t want to work with waiting lists you can define a text that will be shown instead of the subscription form when the event is fully booked.

You can decide whether you want to allow companions and if yes, how many companions a guest can bring. Therefore you can add a description for a form field in order to ask for important information (e.g. name of the companion). Afterwards you have the possibility to integrate that form field into your form in the tab ‘Content’ under ‘Extras’. You can decide where to place the form field.

Especially when the number of participants is limited it makes sense to offer the opportunity to cancel the participation if a guest is not able to attend. Places will be free for guests on the waiting list.

1. You can optionally define the text shown if subscribers click the ‘Cancel’ link in a campaign (this link type does not have to be used). You can also gather further information like reason of cancellation or if the subscriber wants to get some info material on the event.
   How to integrate the cancellation link into a campaign can be read below.
2. In the second field you define the text for confirming the cancellation. This field is mandatory because if a subscriber already registered for the event he gets that information as well as the possibility to cancel his subscription when clicking on the registration link again.

The preview shows you how the ‘text of cancellation page’ will look like.

When creating an email campaign for your event (e.g. invitation or reminder) you can choose from different event links and link functions:

• Registration confirmation
  Clicking the link will open the confirmation as a pdf file.
• Event rejection
  Linking to a cancellation site on that you can ask for the reason e.g.
• Event registration
  Linking to the subscription form of the event.
• Calendar entry for event
  Generating a calendar date from the event information that can be downloaded and saved in Outlook.
• Event ticket
  Clicking the link opens a personalized ticket with QR code as pdf file.
• Simple subscription/unsubscription (additional link function)
  You can e.g. link to a landing page and define under ‘additional settings’ if the link click should be registered as attendance to an event.

In the tab ‘Campaign activity’ we differentiate between manual and event-based email campaigns.The tab with the manual email campaigns offers a time line for a perfect overview over all communication measures of the event.One of the big advantages of events is the possibility of planning campaigns in advance. With clicking the button ‘Add’ you can add a new campaign activity. You can choose from ‘SaveTheDate’, ‘Invitation’, ‘Reminder’ and ‘Follow Up’. You can also add various campaigns to every communication step. After choosing your campaign activity you can decide whether you want to add campaigns that already have been sent or send a new campaign. You can – as you may know from the campaign editor – plan your sending for a specific time or send the campaign directly. You can not only use target groups as subscribers but also automatically generated groups. That groups are generated automatically due to their subscription status to the planned sending time.
Here you can find an overview over the groups that can be chosen for different campaign activities:

Invitation

• Event group ‘Invited subscribers without reaction’

Reminder

• Event group ‘Invited subscribers without reaction’
• Event group ‘Subscriptions’

Follow up

• Event group ‘Subscriptions’
• Event group ‘Invited subscribers’
• Event group ‘Attendees’ (actually present)

In the tab ‘event-based email campaigns’ you find those campaigns that were defined as ‘campaign when sending the form’ for the event form, the campaigns for the waiting list as well as campaigns defined for the attendance.

You can add subscribers to your guest list if the subscriber already exists in your client. You can also edit the registration data of subscribers that are already on your guest list. This also allows you to add companions to an attendee. Please be aware that editing the subscription data also effects the subscriber data if you used subscriber fields for registration.

Note: Changing the subscription data will automatically send the campaign that you defined as ‘Campaign when sending the form’.

In the dot menu you can also forward a campaign if the campaign is linked to the tab ‘campaign activities’.