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Setting up your Event

Clare.Knight
  • Updated

Relevant to: Event Lead Management

In preparation for collecting leads at events, you need to build an Event in the Event Lead Management dashboard. This will define the lead capture experience in the mobile app and is where event leads will be collected before being sent to the Demand Acceleration Platform and/or your Marketing Automation or CRM system.

This article outlines the workflow that is involved in building a new Event in the Event Lead Management system.

If you are integrating with the Demand Acceleration Platform, it is important that this step is completed before building your Campaign and Source(s) in the Demand Acceleration Platform.
The Event template/form will inform how the Campaign/Source needs to be set up. For an overview of the entire process using both Integrate systems, see Event Lead Management with the Demand Acceleration Platform.

 

 

Creating a new Event

Define the general settings

Add some general information about the Event.

elm-dashboard-settingupevents-04.png

 

The table below describes the available settings when creating a new Event.

Field Required? Description
Event Name Required

The name given to your Event.

  • It is advisable to identify a consistent naming convention to help with distinguishing between multiple events.
  • This is visible in the mobile app.
Use this as a template for other events. Checkbox

Select this option to create an Event template. This allows you to duplicate the configuration and then make edits to set up new Events quickly. A template cannot collect leads.

  • It is recommended that template Events are set-up to make the process of building new Events more efficient. You will only need to make small edits to  each individual event that has been duplicated.
    • If sending event leads to the Demand Acceleration Platform, the Event template can be compared to the Demand Acceleration Platform Campaign. The Event template will inform the Campaign build.
  • See Using Event Templates for more information.
Event Dates Required

The start and end dates of the Event. The start date serves to order Events chronologically in the Dashboard and mobile app.

  • Recommend setting an Event start date that matches that of the event itself. It helps with finding and managing Events in the dashboard.
  • You can still collect data before the start date and after the end date. 
  • This is visible in the mobile app.
Edit & review records inside the app Toggle on/off

Determines whether existing leads can be edited in the mobile app.

  • Switched on by default.
  • This is typically switched off if the mobile app is being used in a self-serve manner, when you wouldn't want people to change data that has already been collected. In this instance, users can see a list of existing leads but they cannot edit them.
Require device passcode to exit the form Toggle on/off

Sets a requirement that the device passcode (or biometrics such as FaceID or TouchID) must be entered to navigate away from the Event form. It prevents users from seeing data that has been collected.

  • Switched off by default.
  • This is typically switched on if the mobile app is being used in a self-serve manner, when you wouldn't want people to view existing leads.
  • To use this functionality, a device passcode must be enabled.
Track attendance Toggle on/off

Determines that the Event is a check-in type, where you can record attendance and register new walk-ins.

  • Switched off by default.
  • This is typically used at hosted/proprietary events, such as workshops and networking events where you want to keep a record of attendees.
  • For more information, see Using Check-in and Setting an Attended Status.
Capture leads on web Toggle on/off

Enables leads to be collected via a web browser.

  • Switched off by default.
  • Certain functionalities (badge scanning, business card scanning) and form field fields (photo, signature) are not available with this option.
  • For more information, see Creating & Sharing Web Forms.
Event Tags Optional

Assign tags to help with filtering and searching in the Event Lead Management system.

  • Recommend adding a tag that is meaningful to your team's event strategy.

 

Build the Event form

Adding question fields to build an Event form is an important part of setting up an Event. This is what your field team will use when collecting lead data from the show floor via the mobile app.

  • When building the lead capture form, keep in mind the field team who will be using it in a busy environment.
  • It is recommended to keep the form as concise as possible - so that you capture all the necessary information, yet provide a lead capture experience that is quick and easy for the field team to use.

If you will be sending event leads through the Demand Acceleration Platform:

  • The fields you add here need to match those that will be added when building a Campaign/Source - consider the Event template as the Campaign and the Event form as the Source.
  • Required fields must be designated as such in both the Event Lead Management system and Demand Acceleration Platform.
  • If you will be using phone validation in the Demand Acceleration Platform, ensure the field is designated as mandatory in the Event Lead Management system.

For more information about the Form Builder and field types, see Getting started with Form Builder.

elm-dashboard-settingupevents-02.png

If you are setting up an integration with the Demand Acceleration Platform and the Event form is finalized, the next step is to build an Event Campaign in the Demand Acceleration Platform.
Building an Event Campaign

 

Add other Event features 

Finalize the Event by setting up additional functionalities, such as adding a follow-up email or mapping fields to those in your Demand Acceleration Platform and/or Marketing Automation or CRM system.

elm-dashboard-settingupevents-03.png

 

The table below describes the available functions that can be added to an Event after the form has been created.

Function Description
Install the app Explains how to install the mobile app.
Add this form to your website

If you have switched on the option to Capture leads on web, this will open the sharing options for the web form. 
Send emails

Allows you to set up a follow-up email, which is sent after a lead is collected.
Edit your event

Where you can make changes to an Event.

  • You cannot change question fields once leads have been collected.
  • Any changes to your Event will require the mobile app to be synced, in order to include the changes. For more information, see Syncing Data.
Setup integrations

Map Event question fields to those in an Event Source in the Demand Acceleration Platform or those in your Marketing Automation or CRM systems.
Scan badges

This is part of the process of enabling badge scanning on individual events.

  • This option will only be visible if an Event has been set-up for badge scanning. This is enabled by the Integrate team.
  • For more information, see Setting up for Event Badge Scanning.
Customize export

Enables you to customize how data is exported as a .csv or .excel file.

  • This function needs to be enabled on your account - speak with your Customer Success Manager.
  • For more information, see Customizing your export.
Upload your list of leads

Imports a list of existing leads into an event.

  • This is typically used when you have captured leads without the mobile app, such as at a virtual event.
  • For more information, see Importing Leads Into an Event.

 

 

Recommended Reading

 

For more help, get in touch with our Support Team or your Customer Success Manager.

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