Create and manage events in Vertec

Extend Vertec easily. That’s what the additional features are all about. With this, you can extend the functionality of your existing Vertec installation free of charge within a few clicks.

We provide additional features for downloading at regular intervals in the form of XML files in our Knowledge Base, through which you can import various presets such as folder structures, contacts or certain processes.

With the additional feature Event Management, events can be created and fully managed.

What is an event?

The term “Event” describes a company event, which can be a company event or an anniversary. Technically speaking, an event in Vertec is a specified project, which is assigned the project type “Event” by the Event Management additional feature-on.

The use of the additional feature Event Management consists of the following sub-items:

• Creation of events with participant status management function
• Evaluations of events
• Invoicing of participation fees

The root folder “Event Management” and the subfolders “All Active Event,” “Inactive Event,” “Contact Folder Event” and “Queries” are created.

Creation of events with participant status management function

a new project can be created via the folder “All active events”. The project type “Event” is entered automatically. Accordingly, the created event has event-specific fields such as the date of the event, the participation fee and the option to assign participating contacts. These can be assigned to an event individually or via previously created Contact, Expression folder. This results in the event contacts. These are visible under the link “Event contacts”.

To invite the respective event contacts to an event, for example using an email distribution list, call up these contacts under “Activities” -> “Invitation -> “Assign contacts” and export them. Under “Event contacts” there are also various checkboxes available that can be used to map the time sequence of the event organization from the invitation to participation. Cancellation or no shows (no-shows without prior deregistration) can also be entered here.

Evaluations of events

From a CRM point of view, first evaluations can be created in the time lead to the respective event, depending on the mentioned status of the event contacts.

If, for example, you want to know after three weeks how many contacts have already agreed, navigate to the “Queries” folder to the “Event Measures” subfolder. There, you can filter the key measures of individual events by date, calculate them and display them as a percentage. Similarly, after completing an event, complete evaluations can be created and printed.

Invoicing of participation fees

If a participation fee is charged for an event, this is first entered in the field “Participation fee” in the respective event. Click on the button “Create participant invoices” below creates an invoice for those event contacts for which the status checkbox “Participant” is set. The participation fee is automatically entered as an expense on the invoice and charged. All participant invoices are listed under the link “Invoices”. Finally, a participant invoice can be printed for each participant. The additional feature Event Management provides an additional invoice template.

Download in the Knowledge Base

The additional feature is available for Download in the Knowledge Base.