Marketo Events ipad App Guide Preparing Events, ipad, and Users for Live Check-ins Copyright 2013 Marketo Inc., All rights reserved. Marketo and the Marketo logo are trademarks, registered trademarks, or service marks of Marketo Inc. in the United States and in certain other jurisdictions throughout the world. All other company and product names may be tradenames, trademarks or service marks of their respective owners.
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Tip Sheet Here are some quick links to the most important tasks in preparing for and using the Marketo Events ipad app. Use them to get started quickly with your task! Preparing the Event In your Marketo account: Create a new Marketo Role for ipad app users, with permission to Access Mobile Application. (p.3) Invite new ipad users for the event; assign the new Role. (p.4) Create a new Event. (p.4) Set Event dates corresponding to the real-world event. (p.6) Note. The Event appears in the ipad app only within a week of today s date, before or after. Add leads to your Event by changing their status to Invited or Registered in your Event. (p.6) Preparing the ipad On the ipad: Download the Marketo Events app. (p.8) Test logins. (p.9) Test check-ins. (p.9) Using the ipad App In the Marketo Events ipad app: Log in and open your Event, before going to the event. (p.10) Find and check in event guests. (p.11) Synchronize with Marketo, regularly. (p.16) Marketo Events ipad App Guide iii MARKETO CONFIDENTIAL
Contents OVERVIEW... 1 BEFORE THE SHOW... 1 AT THE SHOW... 2 PREPARE YOUR MARKETO EVENT... 3 CREATE A NEW MARKETO ROLE... 3 INVITE NEW USERS FOR THE IPAD APP... 4 CREATE A NEW EVENT... 5 SPECIFY THE EVENT DATES... 6 ADD LEADS TO YOUR EVENT... 6 PREPARE THE IPAD... 8 DOWNLOAD & INSTALL THE MARKETO EVENTS IPAD APP... 8 CONFIRM LOGIN CREDENTIALS FOR IPAD USERS... 9 SYNCHRONIZE APP TO POPULATE EVENT... 9 CONFIRM CHECK-INS ARE WORKING... 9 USE THE MARKETO EVENTS IPAD APP... 10 LOG IN TO THE IPAD APP... 10 SELECT AN EVENT... 11 FIND A GUEST... 11 Find a Lead in the List... 12 Search on Server for an Invited Lead... 12 Create a New Lead on the ipad... 13 CHECK EM IN!... 14 Reversing a Check-In... 15 Editing a Lead Record at Check-In... 15 SYNCHRONIZE THE IPAD APP WITH MARKETO... 16 CLOSE THE APP... 17 WORKING WITH LIMITED INTERNET ACCESS... 17 Creating New Leads to Check In Existing Leads... 18 TROUBLESHOOTING... 19 Marketo Events ipad App Guide v MARKETO CONFIDENTIAL
Overview The Marketo Events ipad app is here! The Marketo Events app on the ipad makes it easy to check leads in immediately, in real time, when they show up in person at a real-world event. When the app is then synchronized back to the Marketo leads database, those leads are updated with higher lead scores. The Marketo Events app is designed to be quick and easy to use for any staff who are physically present at the event, whether they are current Marketo users or tradeshow employees who are new to Marketo. Checking in leads that are already part of the Event takes just a few seconds. Adding a new lead from the ipad, which also checks the person in to the event, takes about a minute. Before the Show To prepare to use the Marketo Events ipad app: First, in Marketo, create a new Role for ipad users, with permission to Access Mobile Application. Invite new ipad users for the event, and assign them the new Role. Then create a Marketo Event that represents the real-world event, set the dates, and add leads. Note. Only Events that occur within a window from seven days before today s date to seven days after are available on the ipad app. To test an Event outside this window, temporarily set the date closer. After testing, remember to reset the correct date for your Event. Next, prepare and test the ipad app. Check your Event in Marketo to confirm that the checked-in leads have been updated to reflect their new status (Attended). Tip. If the event includes several staff members who are new to Marketo, we recommend you schedule some time before the event itself to review the ipad app with them. You can use this Tutorial to get new people started quickly. See the third section, Use the Marketo Events ipad App. Marketo Events ipad App Guide 1 MARKETO CONFIDENTIAL
At the Show Once you have prepared your Event and the ipad, it s ready for trade show staff to learn how to use the app: Download and install the Marketo Events app on the ipad. (If necessary.) Log in to the Marketo Events app with proper login credentials. Select your Event. Find the guest in the Event s list of leads. Note. Search on the ipad will find anyone who has been Invited to the Event, and the Event s list of leads will automatically show anyone who with Registered status. You can also add a new lead to your Event from the ipad. Check the guest in to the Marketo Event. Synchronize the ipad app with Marketo. You can also learn about using the ipad app with limited Internet access at the event venue. Marketo Events ipad App Guide 2 MARKETO CONFIDENTIAL
Prepare Your Marketo Event Before you can use the Marketo Events app, you must prepare your Marketo account. You will create a Role with permission to use the app, invite new users (trade show staff) and assign them the new Role, create and configure the Event, and add Marketo leads to your Event. Create a New Marketo Role Users on the ipad must have permission to access Marketo from the app. You do this by adding the permission, Access Mobile Application, to one or more Marketo Roles. Users with the right Role can then access the Marketo app. We recommend that you create a Role specifically for people who will only be using the ipad app, and that you create or modify one or more additional Roles for people who will be using the ipad app and performing other functions as well. For app-only users, create a new Role and assign it permission to Access Mobile Application. To create a new user role, in your Marketo account: Click Admin in the navigation bar at the top of the page. Click Users & Roles, then click the Roles tab. Under the tabs, click New Role. The Create New Role window opens: In Role Name, enter a name that reflects the purpose of this new role. (To interact with Marketo from real-world events via the ipad app.) Marketo Events ipad App Guide 3 MARKETO CONFIDENTIAL
In Description, enter a description for the role. (optional) Under Permissions, select the checkbox for Access Mobile Application. Click Create. Your new role is now available to assign when you invite users to use the ipad app. For existing users, either create a new Role that includes the Access Mobile Application permission and other permissions; or, add the Access Mobile Application permission to existing Roles. Invite New Users for the ipad App Once you have the new Role with the Access Mobile Application permission, you can assign it to new users when you invite them as ipad app users. To invite a new user, in your Marketo account: Click Admin in the navigation bar at the top of the page. Click Users & Roles, then click the Users tab. Under the tabs, click Invite New User. The Invite New User window opens: In First Name, enter the first name of the user. In Last Name, enter the user s last name. In Email/Login, enter the user s full email address. Marketo Events ipad App Guide 4 MARKETO CONFIDENTIAL
In Roles and Workspaces, select the checkboxes for Marketing User (or any role with access to the Lead Database), and for the Role you created with permission to access the mobile app. Caution. Users who do not have a Role with access to the Lead Database cannot see leads in the app. Click Invite. In Invitation, edit the default message that will be sent to the invited user. (optional) The user will receive an email message informing them they have been granted access to Marketo Lead Management. Tip. At this point, it s a good idea to sign in to the newly invited account on the ipad to confirm that access is working. Create a New Event For others to be able to call up a Marketo Event in the ipad app, you must first log in to your Marketo account and create the Event in the Roadshow (or compatible custom) Channel. Note. If you have created a custom channel, you may use that instead of Roadshow, but be sure you selected Applies to: Event (not Program or Event with Webinar) when you created it. Important. If you have existing Events that are not in the Roadshow (or compatible custom) Channel, they will not be available in the ipad app. If an existing Event already has Members, you cannot change the Channel. You must create a new Event in a compatible Channel and add leads to the new Event. Create a New Event: From Marketing Activities, click New and select New Program, then complete the fields in the New Program dialog box. Marketo Events ipad App Guide 5 MARKETO CONFIDENTIAL
Choose a Campaign Folder, enter a Name, set the Program Type to Event, select the Roadshow (or compatible custom) Channel, and enter a Description. Click Create. Your new Event appears on the left in your Marketing Activities tab, under the Campaign Folder you selected above. Specify the Event Dates In the summary screen for your Event, under Schedule > Start Date, click not set to open the Event Scheduler: Select the dates of your Event. Click Save. Your Event reloads to show the dates on the summary screen. Caution. If the date of the Event is more than one week before or after the current date, your Event will not appear in the ipad app. Tip. If your Event is more than one week from today s date, you can test the ipad app by temporarily setting the dates within one week of today. Remember to return to your Event to reset the proper dates after testing. Add Leads to Your Event There are several approaches to do this, as described in the Tutorial, Program Members Overview. To add existing leads: If you already have a list of leads, click the Lead Database tab at the top of your Marketo window and select a leads list from the left: Marketo Events ipad App Guide 6 MARKETO CONFIDENTIAL
From the list, select the leads for your Event. Click Select All to select all leads. To select specific leads, click the first lead, and then press Ctrl (or Command on a Mac) as you click on more leads to multi-select. While the leads are selected, from the toolbar, click Lead Actions > Programs > Change Status in Progression. The Run Action dialog box opens: Click the Program drop-down menu to select your Event. Click the New Status drop-down menu to select Roadshow > Registered. Click Run Now. The task queues up and a small window displays your progress. The progress window indicates when the task is complete and your leads are in your Event. The selected leads are now in your Event, and available to be checked in via the ipad app from the trade show floor. Marketo Events ipad App Guide 7 MARKETO CONFIDENTIAL
Prepare the ipad To ensure a smooth experience on the day of the event, it is important that you prepare the ipad and test the Marketo Events app well before the event. Once you create the Event in Marketo, it will load into the ipad app when the ipad user logs in, provided: The ipad user logs in to an account with access to your leads database. The Event is scheduled on a date that falls in the time period that is one week before and one week after the current date. The Event was created in the Roadshow (or compatible custom) Channel. (Other events do not appear in the ipad app.) Download & Install the Marketo Events ipad App If the Marketo Events app has not been installed on your ipad, launch your ipad and start the Apple App Store app: Note. You must be connected to the Internet to download apps. In the Search box in the top-right corner of Apple s App Store, enter Marketo and press Return. From the Search results, click the Marketo Events app: Follow Apple s procedures to download and install the Marketo Events app on your ipad. Marketo Events ipad App Guide 8 MARKETO CONFIDENTIAL
Confirm Login Credentials for ipad Users Before you assign ipads to trade show staff, confirm that the login credentials that they will be using work properly, and that your Event appears on the app s Home screen. To sign in, follow the procedure in Log In to the ipad App. Once you are logged in, confirm that your Event appears on the Home screen. Note. It can take several minutes after creating a new Event for it to appear in the ipad. If it does not appear, click Logout on the Home screen. Wait a few minutes, then log in again. Synchronize App to Populate Event Open your Event in the ipad app. If you do not see the leads that you have added to the Event, click Sync to synchronize the app and reload the Event leads list. See Synchronize ipad App with Marketo. Confirm Check-Ins Are Working It is also important to confirm that check-ins are working from the ipad before the event. In the ipad app, check a test lead in. See the procedure in Check em In!. Synchronize the app. In Marketo, open your Event and click Members. Confirm that the lead you checked in has been updated to the Attended status. Tip. You can use yourself as the test lead. Marketo Events ipad App Guide 9 MARKETO CONFIDENTIAL
Use the Marketo Events ipad App The Marketo Events ipad App enables you to check people in to a real-world event, such as a trade show or seminar. Checking in someone who is already registered takes just a few seconds. Adding a new lead takes about a minute. To prepare for the event, a Marketo user (you or someone else) creates an Event asset in Marketo and populates it with Invited and Registered leads. Then, when people show up at the real-world event, you can find their lead information on the ipad app and check them in, which promotes them to Attended status when you synchronize the app with Marketo. Log In to the ipad App To launch the Marketo Events app, click the app icon on your ipad. The login window appears: Click the Login button to start. In the Login dialog that opens, enter the login credentials: Email: The email address that represents the appropriate Marketo account. Password: The password associated with that account. Click Login in the bottom-right corner of the Login dialog. The Home screen appears, where you can start by selecting an Event. Marketo Events ipad App Guide 10 MARKETO CONFIDENTIAL
Caution. Only users with Roles that have access to the Lead Database can see leads in the app. Important. You can only log in to the app when you have a connection to the Internet, over Wi- Fi or a cellular network. See Working with Limited Internet Access. Select an Event After you log in, the Home screen appears: The Home screen includes a list of available Events, on the left. IMPORTANT: Only Events that occur within a window from seven days before today s date to seven days after are available in the ipad app. To start, select your Event from the list on the left. The Event window will open, where you can find your guest and check them in, as described in the next sections. Note. If the Event you need is not on the Home screen, you need a Marketo user to modify an existing Event to make it available, or create a new Event. See Troubleshooting. Find a Guest You can find your guest in the local list of Registered leads, search for Invited leads, or add new leads to the Event: Scroll to a lead: The guest is in the list of Registered leads for your Event. Finding and checking the lead in is quick and easy. Marketo Events ipad App Guide 11 MARKETO CONFIDENTIAL
Search for a lead: Enter a lead name in the Search box to the search the local list of Registered leads. If you are connected to the Internet, it also searches the Invited leads on the Marketo server. Again, finding and checking the lead in is quick and easy. Create a new lead on the ipad: If the guest is not in the list of Registered or Invited leads for your Event, create a new lead. When you create a new lead on the ipad, that lead is automatically registered as Attended to the Event. This process takes about a minute. Tip. Creating a new lead is also a good way to check in an existing lead when you have no Internet connection. See Working with Limited Internet Access. Find a Lead in the List To find a guest in the list of Registered leads in the Event, scroll the list of names on the left, or enter the name in the Search box at the top of the list: When you locate the guest in the list, click their name to open the lead record, where you can check them in. Tip. To jump to a specific letter, slide your finger up and down the alphabet on the right edge of the leads list. Search on Server for an Invited Lead The Search function in the app is another way to find a Registered lead s name quickly. If you are connected to the Internet, Search on Server, just below the Search box, can also find Invited Marketo Events ipad App Guide 12 MARKETO CONFIDENTIAL
leads in your Event on your Marketo server. This is a quick way to add Attended leads to the Event that were not previously Registered for it. Click the lead s name in the search results to open the lead record, where you can check them in. Create a New Lead on the ipad When the guest you wish to check in to your Event is not an existing lead in your Marketo database, you can add them manually. The Marketo Events app will automatically check them in to your Event, and when you synchronize, add them to your leads database. To add a new lead, click the Add button in the bottom-left corner of the Event window: The Lead Edit window opens, with several fields for basic information on the new lead: Complete as many of the fields as you can. Caution. Double-check that the email address is correct. Other fields can be corrected later, but the email address is the primary method for contacting the guest. Click Done. Marketo Events ipad App Guide 13 MARKETO CONFIDENTIAL
Your new lead is registered as checked in to your Event, and will be added to the Marketo database, with the Attended status, when you synchronize. See Synchronize the ipad App with Marketo. Tip: If you do not have an Internet connection and the guest is not in the local list of Registered leads, create a new lead to check them in. Later, when you synchronize the app, if the lead already exists in your Marketo leads database, the existing lead is progressed to Attended. Check em In! When you have located and clicked on a lead s name, the lead record for that guest opens: Click Check-in. Your guest is registered as Attended to reflect their attendance at your event. A check mark ( ) appears next to their name in the leads list. The lead record for your guest will be updated in the Marketo database when you synchronize. See Synchronize the ipad App with Marketo. While you must have an Internet connection to synchronize, you can check in leads, reverse check-ins, and edit lead records without an Internet connection. See Working with Limited Internet Access. Note. Each time you check in a lead, the red counter on the Sync button increments, indicating the number of new check-ins since the last time the ipad app was synchronized with the Marketo database. Marketo Events ipad App Guide 14 MARKETO CONFIDENTIAL
Reversing a Check-In If you discover that a lead has been checked in erroneously before you have synchronized, you can reverse their Attended status. Before synchronization, the lead record for each Attended guest in the Marketo Events app includes an Undo button. To reverse a guest s Attended status, find the lead s name in the list of leads for your Event. Click their name to open the lead record. To reverse the check-in, click Undo: Editing a Lead Record at Check-In Often, while you are in conversation with a guest who has come to attend your event, you have an opportunity to gather more information from them. If so, you can add and modify the information in those fields in the ipad app. To modify a lead record, click that person s name in the leads list and then click the Edit button in the top-right corner: Marketo Events ipad App Guide 15 MARKETO CONFIDENTIAL
The Lead Edit window opens: Complete as many of the fields as you can. Click Done. Your lead information is updated in the ipad app, and will be imported into the Marketo database when you synchronize. See Synchronize the ipad App with Marketo. Synchronize the ipad App with Marketo When you use the Marketo Events app, the app operates independently until you synchronize your activity back to the Marketo leads database. Remember to do so as soon as possible after your last check-in. Caution: Once you synchronize, you can no longer reverse a check-in from the app. Important: To synchronize, your ipad must be connected to the Internet. Marketo Events ipad App Guide 16 MARKETO CONFIDENTIAL
To synchronize your Marketo Events app, navigate to your Event and click the Sync button: Your Event is updated with new check-ins in the Marketo database. The red counter on the Sync button clears, indicating success, and does not appear again until you check someone in. Close the App For security reasons, when you have finished synchronizing, you might wish to quit the Marketo Events app entirely. Working with Limited Internet Access Event venues often have weak or no access to the Internet, due to congestion and other obstacles. If this is a concern at your event, log in to the Marketo Events ipad app and select your Event in advance, while at your hotel, or any other location with Internet access. This establishes your login, opens the Event, and downloads the list of leads for the Event. If you have signed in and selected an Event, you can still use the app after you lose Internet access. You can look for leads, check in leads, and create new leads. When you get Internet access again and synchronize, the leads in the app and your Marketo leads database will both be updated. Marketo Events ipad App Guide 17 MARKETO CONFIDENTIAL
This table provides a quick overview of the tasks that require an Internet connection and those that don t: Internet Connection Required Internet Connection Not Required Download, install app Log in Select an Event Check in a lead from the list Create a new lead Synchronize ipad app with Marketo Caution. The app automatically logs you out after eight hours of inactivity. When it logs you out, it retains the check-ins and leads that you have added since the last synchronization (as they are local), but it clears the list of leads for your Event. You cannot use the app until you can log in again, which requires an Internet connection. When you do log in again, the app reloads the list of leads for your Event from Marketo. Creating New Leads to Check In Existing Leads If you do not have an Internet connection while processing an Event, you will only be able to find and check in people who are already in the list of leads for your Event. You will not find leads that are in your larger Marketo leads database. When you cannot access the Internet to find a lead, you can instead create a new lead for the person checking in. When you synchronize the app, the new lead will be reconciled with the existing lead and be registered as checked in at your Event. Marketo Events ipad App Guide 18 MARKETO CONFIDENTIAL
Troubleshooting Here are some suggestions if you are having difficulties using the Marketo Events ipad app: If you cannot find the Marketo Events app on your ipad, it might not be installed yet. See Download & Install the Marketo Events ipad App. If you are having trouble logging in, confirm that you have an active Internet connection. Also, confirm with your coordinator that you are using the correct login credentials. If you do not see your Event in the ipad app, confirm with your coordinator that it is in the Roadshow (or compatible custom) Channel. Also, confirm that the Event date is within two weeks before or after today s date. See Prepare Your Marketo Event. Marketo Events ipad App Guide 19 MARKETO CONFIDENTIAL