Plug-in: Event Management

This plug-in supports you in the planning of corporate events and makes it easy to manage prospects, attendees and cancellations, evaluate and bill events. The plug-in 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.

Download and install

Download the plug-in with the following download link and install it in your Vertec. The exact procedure is in the article   Things worth knowing about the plug-ins described.

Requirements

• The Expert product line is a prerequisite for this plug-in.

Application

To create a new event, a project must be opened and the Project type Event. 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.

Assigning 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 to the desired event.

Assign contacts from folders

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

On the project page More info can now be found via Kontakte aus Ordner zuordnen to 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 assign contacts is to create an activity with one of the following types, usually creating an activity for the invitation first:

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

• Contacts assigned to 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 assigned addresses, the corresponding checkmark on the event contact is also removed, unless the contact is assigned to another activity of the same type.
• Each change in the status of an event contact is carried over 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 project and optionally an invoice text can be written. The invoices can then be sent via Action > Teilnehmerrechnungen erstellen be charged.

Create invoice for all event contacts

For each event contact with the status Teilnahme an invoice and an expense is created. The expense has the amount of the participation fee, the costs are 0 due to the margin analysis. The invoices are charged immediately. If an invoice already exists, no new invoice will be created.

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

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

Report Participant Invoice

Via Print > Participant Invoice the report becomes Teilnehmerrechnung opened. If no invoice text was entered at the event, the invoice will state “Participation Fee” by default:

Create an 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 registered on the project can be individually adjusted:

Evaluations

The following queries are available in the Evaluations folder:

• In folder Kennzahlen Events the following KPI 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 folder Deckungsbeitrag Events the contribution margin is calculated as follows: Turnover (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 folder Jahresübersicht Events the absolute quantities of 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.

Technical Information

Importing the plug-in creates the following objects: