Event management

This additional feature supports you in the planning of corporate events and makes it easy to manage leads, attendees and cancellations, evaluate and bill events. The config set automatically creates the required folder structures.

The management of the different statuses of the contacts is clear: The checkbox can be used to differentiate between invitation, registration, cancellation, participation or no show. In addition, participation fees can be easily settled with the included invoice report.

This application is an Additional Feature . The corresponding config set can be found here .

Application

To create a new event, a project must be opened and the Project Type Event must be selected. This will bring up the Event Management section on the More Info page:

The event date can be entered and the event contacts can be assigned individually or from a folder.

Assign contacts

Contacts can be found on the More Info page of the event using the button Einzelnen Kontakt zuordnen, on an individual contact or on a list of contacts via actions > Kontakt(e) zu Event hinzufügen be assigned to the desired event.

Assign contacts from folders

To assign contacts from a folder, they must first be added under Event Management > Contacts folder Events. Only normal folders can be used as contacts folders.

On the project page More info can now be found via Kontakte aus Ordner zuordnen access these contact folders. All contacts in the selected folder will be assigned to the event:

An object is created for each event contact, to which 5 different statuses can be assigned via checkbox:

• Invitation: All invited participants.
• Registration: All participants who have registered.
• Cancellation: All participants who have cancelled.
• Attendance: All attendees who attended the event.
• No Show: All participants who registered but did not show up without deregistering.

As soon as a check mark is placed, a corresponding activity is created with the assigned addresses:

Another way to associate contacts is to create an activity with one of the following types, usually creating an activity for the invitation first:

Address entries can be assigned to this activity, which appear as event contacts. There is a two-sided synchronization:

• Contacts associated with an event activity appear in the Event Contacts list in the project and automatically receive the status that corresponds to the activity type. If a contact is removed from the list of associated addresses, the corresponding check mark on the event contact is also removed, unless the contact is associated with another activity of the same type.
• Any change in the status of an event contact is transferred to the corresponding activities. If a checkbox (e.g. participation) is set on the event contact, the activity Event participation is created and assigned to the contact. If a checkbox is removed, the contact is also removed from the list of assigned addresses.

Note: For activities related to events, the project or type should not be changed. If necessary, a new activity must be created.    

Invoice participation fees

If a participation fee is required, it can be entered on the More Info page of the project and optionally an invoice text can be created. Translation Entries can be created for this invoice text, which translates the text on the invoices into the language of the invoice recipient.

Finally, the invoices can be sent via Actions > Teilnehmerrechnungen erstellen be charged.

Create invoice for all event contacts

For each event contact with the status Teilnahme an invoice and an expense are created. The expense has the amount of the participation fee, the costs are 0 because of the contribution margin analysis. The invoices are created in the language of the invoice recipients and charged immediately. If an invoice already exists, no new invoice is created.

The generated invoices can also be displayed directly in the list using the button Rechnung öffnen shall be called upon:

Note: If you delete an invoice again, the expense will also be deleted automatically.

Report Participant Invoice

Via Print > Participant Invoice the report becomes Teilnehmerrechnung opened. If no invoice text has been entered at the event, the invoice will state “Participation fee” by default (depending on the language of the invoice recipient):

Create invoice for individual event contacts

In the list of event contacts, individual invoices can be entered using the button + Rechnung erstellen can be generated. Optionally, the participation fee entered on the project can be individually adjusted:

Evaluations

The following queries are available in the Evaluations folder:

• In the folder Kennzahlen Events the following KPIs of individual events, which can be filtered by date, are calculated and displayed in percentages:
  • No response: Indicates the percentage of the invitees who did not respond to the invitation.
  • Direct cancellation: Indicates the percentage of the invitees who canceled directly.
  • Registration: Indicates what percentage of the invitees have registered.
  • Cancellation after registration: Indicates what percentage of the invitees have still canceled after registration.
  • Show Rate: Indicates what percentage of the registrants actually participated in the event.
  • No Show Rate: Indicates the percentage of registrants who did not show up without cancellation.

• In the folder Deckungsbeitrag Events the contribution margin is calculated as follows: Revenue (charged and uncharged services and expenses, of which the external values) – Costs (cost values of charged and uncharged services and expenses). For this purpose, cost rates must be maintained, e.g. as a cost rate on the user.

• In the folder Jahresübersicht Events the absolute quantities of the event contacts of the selected type are shown. The month in which the event date is always highlighted in color. If there is no event date, the project is not shown.

Requirements and Download

• The Expert product line is a prerequisite for this feature.

For important information before importing, see What to Interesting facts about the additional features . Config sets change data in Vertec, which can overwrite existing data.

The exact import process can be found in the Articles about the config sets .

Download the additional feature with the following download link:

The following objects are created by importing the config set: