How-To: Marketing Events & RSVP Management

Transcription

1 How-To: Marketing Events & RSVP Management Description Use this function in the Marketing Events tab to allow you to plan, record, and manage marketing events, RSVPs, and name tags as part of your sales efforts. Step by Step Create Marketing Event Page 1 Navigate to the Marketing Events tab 2 Click New 3 Enter the Marketing Event Name 4 Specify your Community 5 Select the Type of event 6 Specify the Event Date 7 Optionally, you may specify a start and end Date and Time 8 Specify a Marketing Plan if you have one preset. You may also create a new Marketing Plan. 9 Enter the Budget 10 Enter the Target Number of Visitors for the event 11 Select an Audience 12 If the event is being coordinated by a third party, specify an Account and Contact as your main point of contact in organizing the event. They should already be entered in the system for your outreach partners. 13 Select the Analysis Category to specify the type of event. 14 Select the Ranking 15 Click Save

2 Create an Invitation List from Existing Prospect Database 1 Click Create RHS Action 2 In the Build List From picklist, select Prospect. This will allow you to pull invitee names from your prospect database. 3 Enter an RHS Action. This is the title of your event. 4 Specify From Initial Contact Date and To Initial Contact Date if you would like to filter out only Prospects and Inquirers who contacted you in a given time frame 5 Check the box to Include Inquirers on the list of invitees 6 Check the box to Include Prospects on the list of invitees 7 Verify Community. If incorrect, specify the correct Community. 8 Add Filters to select specific Prospects. Available fields are fields that appear on the Prospect page. a. Select a Field b. Select an Operator c. Select a Value. You may select multiple values by holding down the Ctrl key and clicking on multiple items. d. To add additional filters, click the Add Filter button 9 Click Save RHS Action

3 10 At the top of the page, click Generate List or Generate Address List 11 Click the EMx number of the report that is generated 12 You may pare down your list by searching for key terms (e.g., name, city) and deleting unwanted entries

4 13 Click Record Task to add a task to each Prospect record to show this mailing. The task is assigned to the user creating the list and can be recorded as a complete activity. 14 Click Create Follow Up to create a follow-up activity on each Prospect record. The task is assigned to the owner of the Prospect record. 15 Click Add to Event to add the list of invitees to the marketing event you have created. You will then be able to keep track of RSVPs and attendees from the marketing event (see RSVP Tracking and Attendee Tracking sections below). 16 Click Launch to open a Conga Composer window with options for printing letters, mailing labels, and envelopes for your list of invitees

5 RSVP Tracking 1 To manage your RSVPs, navigate back to your event s profile page and click the RSVP s button 2 The RSVP Manager will pop up. When making changes to this page, always remember to click Save RSVPs before navigating away from the page. 3 Record the number of people who have RSVPed in the # RSVP column. Upon saving, name tags will automatically be created (see Name Tags section below). 4 Track the RSVP Status 5 To add additional invitees, click the Add Invitee button 6 Enter your invitee s last name into the Last Name search bar at the top. This will search your database for existing Prospects, Residents, and Contacts with this last name. You will also see if there is anyone with this last name already on the invitation list on the Existing tab.

6 7 From the search results, to add a Prospect, Resident, or Contact to your invitation list, click the plus sign (+) next to the name 8 If the Prospect you have searched does not already exist in your database, you can quickly create a Prospect file and add them to the invitation list. Do so by clicking on the New tab and entering the Inquirer and Prospect information. 9 Click Save RSVPs & New Prospect

7 Wait List Tracking 1 To place a prospect on a wait list for a full event, navigate back to your event s profile page and click the RSVP s button 2 Find the prospect on your invitation list or add them using the Add Invitee button 3 Change the Status to Wait List. Remember to click Save RSVPs before navigating away from the page. Note: No name tag will be created for a waitlisted prospect 4 On the Marketing Event profile page, click the Wait List Report button to get a list of your waitlisted prospects for this marketing event. Name Tags 1 When you enter a number in the RSVP column and click Save RSVPs, name tags will automatically be created based on the number of RSVPs you have entered and the number of names on the Prospect file 2 Click on the name tag icon to view your name tags. You may make changes to the existing name tags, create additional name tags, and include menu preferences, as well as other notes. 3 Click Save All to save any changes made 4 To print name tags, return to the Event profile page 5 Click the Launch button 6 This will bring up a Conga Composer window. Click Labels to open name tags in a Word document Note: Additional setup is required to enable name tag printing. Contact the RHS Success Team to configure the Launch button and upload a name tag template for your organization.

8 Attendee Tracking Track attendance after a marketing event has occurred 1 Navigate to the Marketing Event profile page 2 Click RSVP s 3 Change the Status to show each attendee s attendance status. Choose from Attended, Cancelled, or No Show 4 Check off the Attended checkbox if the invitee has attended the event 5 Enter the number of attendees in the # Attended field 6 Click Save RSVPs at the top of the page RHS Actions Based on Status Create and address lists before or after an event, using the RSVP Status as the filter. 1 Navigate to the Marketing Event profile page 2 Click Create RHS Action 3 Enter an RHS Action. This is the subject line of your list. 4 Specify From Initial Contact Date and To Initial Contact Date if you would like to filter out only Prospects and Inquirers who contacted you in a given time frame 5 Check the box to Include Inquirers on the list of invitees 6 Check the box to Include Prospects on the list of invitees 7 Verify Community. If incorrect, specify the correct Community. 8 In the Filters section, select a Value to select specific statuses on your RSVP list. You may select multiple values by holding down the Ctrl key and clicking on multiple items. 9 Click Save RHS Action

9 10 At the top of the page, click Generate List or Generate Address List 11 Click the EMx number of the report that is generated 12 You may pare down your list by searching for key terms (e.g., name, city) and deleting unwanted entries 13 Click Record Task to create a task for each Prospect on the list. The task is assigned to the user creating the list and can be recorded as a complete activity. 14 Click Create Follow Up to create a follow-up activity on each Prospect record. The task is assigned to the owner of the Prospect record.

10 Invite Prospects from An RSVP List to a Different Marketing Event 1 Create a marketing event page for your new marketing event 2 Navigate to the marketing event from which you would like to create your new invitation list 3 Click Create RHS Action 4 Create an RHS Action based on the RSVP status of the prospects who you would like to invite to your new event. For example, you may wish to invite No Shows from a previous event to your new event. 5 Click Generate List or Generate Address List 6 Click Edit to edit your RHS Action 7 Specify the name of your new Marketing Event 8 Click Save RHS Action 9 Click Return to View

11 10 Click the EMx-# to view your report 11 Click Add to Event to add the prospects on the list to the new marketing event Related Lists Open Activities Use this list to create new tasks to help plan and manage the event. Activity History This list displays all completed tasks, logged phone calls, expired events, and s for the event. Notes and Attachments Use this section to attach any documentation or notes having to do with the event. Attendees This is a list of people expected to attend the event. New Prospects Use this section to upload the names and related information for new prospects who may be interested in your community as a result of the marketing event.

12 Marketing Events & RSVPs