Event management

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

The management of the different statuses of the contacts is clearly arranged: a checkbox can be used to differentiate between invitation, registration, cancellation, participation or no show. In addition, participation fees can be easily invoiced 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, you have to open a project and select 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.

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 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 accessed via Kontakte aus Ordner zuordnen to access these contact folders. All contacts in the selected folder are assigned to the event:

An object is created for each event contact, to which 5 different statuses can be assigned using the 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 unsubscribing.

As soon as a check mark is ticked, a corresponding activity is created with the associated 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-way synchronization:

• Contacts associated with an event activity appear in the Event Contacts list in the project and automatically have 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 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. Attendance) is set on the event contact, the activity Event Attendance 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.    

Invoicing participation fees

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

The invoices can finally be sent via Action > Teilnehmerrechnungen erstellen be charged.

Create an invoice for all event contacts

For each event contact with the status Teilnahme an invoice and an expense is created. The expense is equal to the participation fee, the costs are zero due to the contribution margin analysis. 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 can be called:

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

Participant Invoice Report

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

Create an invoice for individual event contacts

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

Evaluations

The following queries are available in the Evaluations folder:

• In the folder Kennzahlen Events the following measures of individual events, which can be filtered by date, are calculated and displayed in percentages:
  • No Response: Indicates the percentage of invitees who did not respond to the invitation.
  • Direct cancellation: Indicates the percentage of invitees who canceled directly.
  • Registration: Indicates the percentage of invitees who have registered.
  • Cancellation after registration: Indicates the percentage of those invited to cancel after registration.
  • Show Rate: Indicates the percentage of registrants who actually attended 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 (billed and unbilled services and expenses, including external values) – Cost (cost values of billed and unbilled services and expenses). Cost Rates must be maintained for this, e.g. as a cost rate on the user.

• In the folder Jahresübersicht Events show the absolute number of event contacts of the selected type. The month in which the event date is located is always colored. If there is no event date, the project is not shown.

Requirements and Download

Important information before import can be found in the Worth knowing about the additional features article. Config sets modify 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: