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How to Manage Contacts for Events
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Once you have created an event, you can start inviting contacts to your event, and managing them through your event workflow.

For an Overview of Events in Beamery, check out this article.

Note: this article is related to the Events module, an add-on feature that is included in some Beamery packages. Check with your administrator if you do not have access to Events and believe you should.


Table of Contents

Adding Contacts to Events
Managing Guests with Pool Steps


Adding Contacts to Events

When you create an Event, an Event Pool is automatically created. There are several ways that contacts can be added to that pool.

Manually Add

To add contacts from your database to an Event Pool, navigate to the Pool tab from within that event's overview dashboard.

From there, click on the button that says "Add guests from Beamery". 

This will bring you to the CRM page, where you can use filters and Boolean search to find contacts to add to your event. Notice that while you are in this view, there is a banner at the top of the grid that indicates which event you are choosing guests for.

Once you have a list of guests to add, bulk select them and click the button "Add to event". Once you do this, you can continue to search your contacts, or you can click the event name within the top banner to return to the event pool view.

From there, you can take bulk actions, such as inviting contacts to your event using a Campaign.

Registration Flow

Any contacts that complete the registration flow for your event will automatically be added to the event pool with a pool step of "Registered".

You can drive contacts to your events registration flow either by sharing the registration page link directly or by sharing your event landing page, either via an email campaign or on social media.

To find the registration page URL or edit the flow, click on the three dots within the registration flow card on the Event Overview and select either "Preview flow" or "Edit flow".

On the new tab that opens for the registration landing page, select the URL in the browser bar and copy it. Then paste it wherever you would like to share it, such as within a Campaign or in a social media post.

Screen_Shot_2020-02-19_at_11.48.41_AM-8rI.png

To find the landing page URL, you must first make sure that the page for your event has been published. Next, click on the three dots within the event page card and select "Preview page". 

Screen_Shot_2020-02-19_at_2.41.19_PM-vV8.png

On the new tab that opens for the event page, select the URL in the browser bar and copy it. Then paste it wherever you would like to share it, such as within a Campaign or in a social media post.

Screen_Shot_2020-02-19_at_2.45.48_PM-3ZU.png

Check-in Flow

For customers using check-in flows, any candidates that check-in on the day of the event will automatically be added to the event pool with a pool step of "attended".

To use the check-in flow on the day of your event, click on the three dots within the check-in flow card on the Event Overview and select "Preview flow".

On the new tab that opens for the check-in page, you can start allowing guests to check-in. This page can be displayed on a laptop or on a tablet computer, allowing event staff the mobility they need to stay flexible.

Screen_Shot_2020-02-19_at_2.40.14_PM-upM.png

 


Managing Guests with Pool Steps

Within an event pool you can use pool steps to track where guests are in the event process. Pool Steps can be updated manually or automatically through event flows.

Manually Update Pool Step

In some cases, it is best to manually update your guests' Pool Step. For example, let's say you select all the guests in your event pool who have the Pool Step "Prospect" then bulk add them to a Campaign to invite them to the event. You will then need to bulk select that same group again and bulk update their Pool Step to "Invited" in order to accurately reflect where they are in the event process.

Screen_Shot_2020-02-19_at_11.34.48_AM-jus.png

Update Pool Step via Registration Flow

When a guest completes the registration flow for your event, their Pool Step will automatically be updated to "Registered". If they were not yet part of the event pool, then they will be added to the pool with a Pool Step of "Registered". If they were already in the event pool with the Pool Step "Prospect" or "Invited" then they simply be updated to "Registered".

Update Pool Step via Check-in Flow

When a guest completes the check-in flow for your event, their Pool Step will automatically be updated to "Attended". If they were not yet part of the event pool, then they will be added to the pool with a Pool Step of "Attended". If they were already in the event pool with the Pool Step "Prospect", "Invited" or "Registered" then they will simply be updated to "Attended".

 


Additional Resources

How to Create a Beamery Event
How to Edit an Event Page