The Event Manager Module in Tour de Force

Purpose

 

The purpose of this technical bulletin is to provide instructions for using the Events Manager module in Tour de Force.

 

The purpose of the Events Manager module for Tour de Force is to give organizations the ability to create, manage and analyze the Return On Investment of any type of event that a company hosts or participates in such as trade shows, training events, open houses, golf outings, new product releases and advertising campaigns.  

 

This technical bulletin contains the following sections:

 

1. Overview of the Events Manager Module
2. Accessing the Events Manager Module
3. Setting up the Events Manager Module
4. Creating a New Event
5. Creating an Invitation List
6. Sending Invitations for an Event
7. Updating Attendee Information
8. Viewing an Event Calendar
9. Viewing ROI Information Related to an Event
10. Adding Expense Associated with an Event
11. Linking an Event to an Account Record

 

 

1. Overview of the Events Manager Module

The purpose of the Events Manager module for Tour de Force is to give organizations the ability to create, manage and analyze the Return On Investment of any type of event that a company hosts or participates in such as trade shows, training events, open houses, golf outings, new product releases and advertising campaigns.  

 

The design of the Events Manager module is based on a top level structure that starts with a general Event. An Event can be as simple as a single session event such as a training class, or as complex as a trade show with multiple sessions.

 

The Events Manager module allows attendees to enroll in a single event or a series of Events or Sessions.

 

There are several key concepts that need to be addressed in relation to the Event Manager module:

 

1. Account Package

 

When an Event is created, the Event must be linked to an Account Package.  The MRH Technology Group recommends creating a zEvents Account Package for Events associated with the entire company.  For example, Trade Shows that benefit the entire company can be linked to the zEvents Account Package.  

 

Note: When “z” is used as a prefix for an Account Package or folder in Microsoft Outlook, then that Account Package is listed last in the folder structure of Microsoft Outlook.

 

Events can also be associated with a specific Account Package if the Event is related to a specific territory, region, or salesperson.  For example, if a salesperson is planning to host a Lunch and Learn for customers, then the Event can be associated with the Account Package of that salesperson.

 

2. Event Organizer

 

The Events Manager module is designed to have one Event Organizer.  The Event Organizer has to be a Tour de Force user.  The Event Organizer is typically the user that creates and maintains the Events, as well as all of the information associated with the Events such as Sessions and Attendees linked to the Events.

 

 

 

 

 

 

 

 

 

 

3. Invitation List

 

The Events Manager module is designed to allow Event Organizers to send invitations using the Tour de Force Mailer module. The Event Organizer has the option to send bulk invitations by email or direct mail through the Mailer module by building a recipient list.

 

All Contact records that are associated with the recipient list of the Tour de Force Mailer module are automatically imported to the Invitation List.

 

Note: The Event Organizer has the ability to manually add invitations to the Event.

 

4. Event Types and Session Types

 

Event Types specify the descriptions related to the types of Events hosted by a company. Examples of Event Types include Trade Shows, Annual Meetings, Training Sessions, Product Releases, Golf Outings, Advertising Campaigns or Open Houses.

 

Session Types specify the types of Sessions associated with the Events hosted by a company.  Examples of Session Types include Informational Sessions, Breakout Sessions, Demo Sessions or Booth Management.

 

5. How Global Drafts are used in the Events Manager module

 

Global drafts are draft versions of email messages that can be used by all users in Tour de Force when creating and sending new email messages to Contact records of customers, prospects, and other business relationships.  Users cannot set up Global drafts; only the Administrative users of Tour de Force have the ability to set up Global drafts. When creating Global drafts, the Global Drafts can be set up as Event specific.

 

Note: Personal Drafts are draft versions of email messages that can only be used by the user that created the draft when creating and sending new email messages to Contact records of customers, prospects, and other business relationships.  

 

When the client version of Tour de Force is implemented, a TdF Drafts folder is created under the Drafts folder of Microsoft Outlook.  The TdF Drafts folder allows users to save personal messages as a draft to be used when a consistent message needs to be created or sent often.

 

6. Locations

 

Locations are any facility or meeting rooms that are used for the Event, examples of Locations are Conference Centers, Hotel Conference Rooms or Training rooms.  

 

7. Using Handouts in Event Sessions

 

Handouts can be used for Sessions for an Event.  Event Organizers have the option to set the Handouts a cost and a price.  The Company can then track the dollar amount in the ROI summary.

 

 

 

Events Manager Module – Event Details Tab

The Event Details tab provides one central form where information associated with Events in Tour de Force are maintained.  This tab is used to create new Events, as well as to display and edit information associated with Events that have been entered into Tour de Force.  

 

 

The Event Details tab is divided into three sections:  

 

The first section of the Event Details tab contains fixed fields to enter general information about the Event:

  

• Event Name - This field is used to specify the official name of the Event.  This name is used in Event communications such as email messages, direct mail invitations and confirmation letters to potential, invited, and confirmed attendees related to the Event.

 

• Description - This field is for information purposes only and is not used in Event communications.

 

• Organizer - This field is used to assign an Organizer to the Event. The Organizer of the Event must be a Tour de Force user.

 

• Start Date - This field is used to specify the starting date for the Event.

 

• Start Time - This field is used to specify the starting time for the Event.

 

• End Date - This field is used to specify the ending date for the Event.

 

• End Time - This field is used to specify the ending time for the Event.

 

• Event Type - This field is used to specify a type to the Event.  Event Type is a user defined list typically specified during the initial phase of the implementation.

 

• Enrollment Fee – This field is used to specify the cost associated with the Event for attendees.

 

• Enrollment Type - This field is used to determine how an attendee is charged for the Event.  The Enrollment Type is for informational purposes only.

 

There are four options:

 

• Free - There is no charge to the Attendees for the Event

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• Event Based - Attendees are charged the Enrollment Fee only for the Event.

 

• Event + Session - The Attendees are charged the Enrollment Fee associated with the Event plus the Enrollment Fee associated with the Sessions the Attendees are planning to attend.  The Enrollment Fee associated with the Sessions may also include the cost of the individual handouts related to the Sessions.

 

• Session Only - The Attendees are charged the Enrollment Fee associated with the Sessions the Attendees are planning to attend.

 

• Enrollment Limit – This field allows the Organizer of the Event to set a maximum number of Attendees that can enroll in the Event.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The second section of the Event Details tab is used to enter and view information associated with Events that companies need to track.  

 

 

The second section of the Event Details tab is entirely configurable and can be customized to meet the business needs of any organization using the Screen Designer utility in the Administration Console of Tour de Force.  Several tabs are available that can be set up to contain the key pieces of information that a company needs to track regarding Events.

 

Note:  Tabs and fields have been added as examples for discussion and training purposes.  The labels and fields that are maintained on these tabs are typically defined during the set up phase of the initial implementation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The third section of the Event Details tab is a grid that is used to display all Records and Items linked to the Event.  

 

Click the down arrow in the Linked item for this event field to display a list of Records and Items linked to the Event that can be viewed in the Event Details tab.

 

 

To view a list of Contact records associated with the Event, select Contact in the Linked item for this event field.  Once Contact is selected, the grid displays all of the Contact records linked to the Event.

 

 

Note: Contact records linked to Events may include individuals involved with the planning of the Event, Contact records associated with the facility where the Event is being held, Caterer or Guest Speakers for the Event.

 

 

 

 

 

 

 

Events Manager Module – Sessions Tab

The Sessions tab provides one central form where information associated with Events in Tour de Force are maintained.  This tab is used to create new Sessions, as well as to display and edit information associated with Sessions that have been entered into Tour de Force.  

 

Note: Adding Sessions to the Event is optional.

 

 

The Sessions tab is divided into two sections:  

 

The first section of the Sessions tab contains fixed fields to associate general information with the Session such as Title, Description, Location, Start Date, Start Time, End Date, End Time, Type, Caterer, Enrollment Fee, Enrollment Type, Enrollment Limit, Enrollment Fee, and Presenter fields:

  

• Title - This field is used to specify the name of the Session.  This name is used in Session communications such as email messages, direct mail invitations and confirmation letters.

 

• Description - This field is for information purposes only and is not used in the Session communications.

 

• Location - This field is used to assign the Locations for the Session.  

 

• Start Date - This field is used to specify the starting date for the Session.

 

• Start Time - This field is used to specify the starting time for the Session.

 

• End Date - This field is used to specify the ending date for the Session.

 

• End Time - This field is used to specify the ending time for the Session.

 

• Type - This field is used to specify a type to the Session.

 

• Caterer - This field is used to assign a Caterer to the Session.

 

• Enrollment Type - This field is used to determine how an attendee is charged for the Session.  The Enrollment Type is for informational purposes only.

 

There are four options:

 

• Free – There is no charge to the Attendees for the Event.

 

• Event Based – Attendees are charged the Enrollment Fee only for the Event.

 

• Event + Session – The Attendees are charged the Enrollment Fee associated with the Event plus the Enrollment Fee associated with the Sessions the Attendees are planning to attend.  The Enrollment Fee associated with the Sessions may also include the cost of the individual handouts related to the Sessions.

 

• Session Only – The Attendees are charged the Enrollment Fee associated with the Sessions the Attendees are planning to attend.

 

• Enrollment Limit - This field sets a maximum number of Attendees that can enroll in the Session.

 

• Enrollment Fee - This field is used to specify the cost associated with the Session for attendees.

 

• Presenter - This field is used to assign a Presenter to the Session.

 

 

 

 

 

 

 

 

 

 

 

 

 

The second section of the Sessions tab is used to view information associated with the Sessions related to the Event.  

 

 

Click the plus sign to the left of the Name field to display a list of items related to the Session.

 

 

 

 

 

 

 

 

2. Accessing the Events Manager Module

The Events Manager Module is accessed from the Tour de Force menu in Microsoft Outlook or from the Events Manager icon on the Tour de Force toolbar:

 

Select Tour de Force | Events Manager from the Microsoft Outlook menu.

 

 

Or

 

Click the Event Manager icon.

 

  

 

 

 

3. Setting up the Events Manager Module

Use the following procedures to set up the Events Manager module:

 

1. Access the Events Manager module.

 

2. Click the Options button.

 

 

The Events Options dialog window opens:

 

3. On the For All Events tab, click the Locations tab.  

 

 

 

Note: Possible values for Locations are any facility or meeting rooms that are used for an Event.  

 

4. In the Private Description field, type the name of the location sites for an Event.

 

For example, type Conference Room #1.

 

 

 

 

 

 

 

 

5. In the Public Description field, type the name of the location sites for an Event.  

 

This description is included on all communications regarding an Event such as email and direct mailings.

 

For example, type Conference Room #1.

       

 

Note: An Event cannot be created without locations being set up first.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6. In the ROI Summary tab, select the Sales Stage that corresponds to an Opportunity record that is sold or won, and then click the Save button.

 

Note: This information is used in the Summary tabs to calculate the total amount of Opportunities won that are associated with the Event.

 

For example, select 5 – Closed and then click the Save button.

 

 

Note:  The Event/Session Types tab is used to set up the different Event types that a company hosts, as well as the Session types associated with these Events.

 

7. In the Event/Session Types tab, select Event Types from the drop down list.

 

 

 

 

8. In the TypeDescription field, specify the descriptions related to the types of Events hosted by a company.

 

For example, type Trade Show and then press the Enter key on the keyboard.

 

 

Examples of Event Types may include:

 

• Trade Show
• Training
• Annual Meeting
• Marketing Program
• Product Release

 

 

 

9. In the Event/Session Types tab, select Session Types from the drop down list.  

 

 

Note: Sessions are optional in the Events Manager Module.

 

10. In the Type Description field, specify the descriptions related to the types of Sessions associated with the Events hosted by a company.

   

For example, type Demo Session and then press the Enter key on the keyboard.

 

 

 

 

 

 

 

 

 

Examples of Session Types may include:

 

• Informational Session
• Demo Session
• Breakout Session
• Booth Management

 

 

Note: Event and Session Types must be set up prior to creating the Event.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Session Summary Formats tab allows the Event Organizer to set up the Session Summary Format for email and direct mailings.

 

 

In the For email messages tab, the Event Organizer has the ability to enter HTML code to display the Session Summary for communications, such as confirmations and Session agendas.

 

 

 

 

 

 

 

 

 

 

 

 

 

For example, in the Summary Header, Repeated Region, and Footer fields type the following HTML code.

 

Summary Header:

<style>table { font:9pt tahoma; } caption {background:#FFFF99;} th { background:#DFEFFF;text-align:center;} td { padding:8px}</style><table><caption>You are enrolled for the following sessions.</caption><tr><th>Session Name</th><th>Description</th><th>Starts</th><th>Ends</th><th>SessionFee</th></tr>

 

Repeated Region:

<tr><td>[tdf:Session SessionName]</td><td>[tdf:Session SessionDescription]</td><td>[tdf:Session SessionStart]</td><td>[tdf:Session SessionEnd]</td><td>$[tdf:Session SessionFee]</td></tr>

 

Footer:

</table>

 

The following is displayed when the HTML code is typed in the corresponding sections.

 

 

 

 

 

 

 

 

The For Word Messages tab, the Event Organizer has the ability to modify the information and how that information displays in the Session Summary for communications, such as confirmations and Session agendas.

 

 

For example: in the FieldName, Caption, FieldOrder, and Format fields enter the following information.

 

FieldName:                Caption:                FieldOrder:        Format:

SessionName                Session                1                

SessionDescription        SessionDescription        2                

SessionStart                SessionStart                3                MonthName Day Time

SessionEnd                SessionEnd                4                MonthName Day Time

 

 

 

 

 

 

 

 

 

11. Return to the Event Options window.

 

12. In the Attendee Statuses tab, in the StatusText field, specify the types of attendee statuses that may be used for the Event.

 

For example, type Confirmed and then press the Enter key on the keyboard.

 

 

Examples of Attendee Statuses may include:

 

• Confirmed
• Tentative
• Attended
• Cancelled
• No Show
• Unable to Attend

 

 

Note: Attendee Statuses must be defined before an Event can be created.

 

 

Use the Misc tab to specify whether the Registration Number assigned to new event attendees is automatically assigned by the system or needs to be assigned manually.

 

Use the Attendee Statuses tab to specify the types of statuses to associate with the attendees of an Event.

 

13. In the Misc tab, check the Manually enter reg #s field if the registration number for each new event attendee needs to be manually specified.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4. Creating a New Event

Use the following procedures to create a new Event using the Events Manager module:

 

1. Access the Events Manager module.

 

2. In the Event Name field, type a name to associate with the Event.

 

The Event Name is included with all communications regarding the event, such as invitations and confirmation email or letters regarding the Event.

 

For example, type MRH Technology Annual Users Group Meeting.

 

 

 

 

 

 

 

 

 

 

 

 

 

3. In the Description field, type a brief explanation of the Event.  

 

Note: This field is for informational purposes only, and is not included with Event communications.

 

For example, type Annual Users Group Meetings 2012.

 

 

 

4. In the Organizer field, click the down arrow to select the Event Organizer.

 

 

5. In the Start Date field, click the down arrow and select the Start Date for the Event from the calendar.

 

 

 

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6. Select the Start Time for the Event.  

 

Click the up and down arrow to change the Start Time.

 

 

 

7. In the End Date field, click the down arrow and select the End Date for the Event from the calendar.

 

 

8. Select the End Time for the Event.  

 

Click the up and down arrows to change the End Time.

 

 

9. In the Event Type field, select a type of event to associate with the Event.

 

 

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10. In the Enrollment Fee field, type the cost associated with the Event.  

 

 

 

 

 

 

11. In the Enrollment Type field, select how an attendee is charged for the Event.  

 

 

12. In the Enrollment Limit field, set the maximum number of attendees for the Event.

 

 

 

 

 

 

13. Click the Save button to save the Event.

 

 

Note: The Event must be saved before specific Event information such as the Sessions can be created.

 

After the Save button is clicked a dialog window for assigning the Event to an Account Package opens.  

 

14. Click the OK button.

 

 

 

 

 

 

 

 

 

 

 

 

 

15. Choose the Account Package to associate with the Event and click the OK button.

 

 

After the Event has been saved new tabs appear in the Events Manager Module form. These tabs are 100 % configurable and can be changed in the Screen Designer utility in the Administration Console.

 

 

 

 

 

 

 

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Use the following procedures to add Sessions to the Event:

 

1. Access the Events Manager module.

 

2. Choose the Event.

 

3. On the Event Details tab, click the Options button.

 

4. Click the For This Event tab.

 

5. Click the Possible Locations tab.  

 

 

6. Select the locations for the Event.

 

 

Note:  Locations must be associated with the Event before a Session can be added to the Event.

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7. Click the Save button.  

 

 

8. Click the Close button to exit the Event Options dialog window.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

9. Click the Sessions tab to add Sessions to the Event.  

 

 

10. Click the New Session button.

 

 

 

 

 

11. In the Title field, type a description to associate with the Session.

 

For example, type Introduction Session.

 

 

12. In the Description field, type a brief explanation to associate with the Session.

 

For example, type Intro Session to the Tour de Force Annual Users Group Meeting 2011.

 

 

13. In the Location field, select the location to associate with the Session.

 

 

14. In the Start fields, specify a Date and Time to associate with the Session.

 

 

Note:  The Start Date for a Session defaults to the Start Date associated with the Event.

 

 

15. In the End fields specify a Date and Time to associate with the Session.

 

 

Note:  The End Date for a Session defaults from the End Date associated with the Event.

 

16. In the Type field, select a Session type to associate with the Session.

 

For example, select Training Session.

 

 

 

17. In the Enrollment Type field select how an attendee is charged for the Event.  

 

 

18. In the Enrollment Limit field, set the maximum number of attendees that can enroll in the Session.

 

 

 

19. In the Enrollment Fee field, type the enrollment cost for the Session.

 

For example, type $10.00 if there is ten dollar fee for each individual attending the Sessions associated with the Event.

 

 

20. If applicable for the Session, attach a Caterer to the Session.

 

Click the Attachment button to add a Caterer to the Session.

 

 

 

 

 

21. In the Enter the name of the session caterer dialog window, search for the Contact record associated with the Caterer.

 

In the For field, type the name or partial name of the Contact record.

 

 

Note: The Enter the name of the session caterer is similar to the Global Search utility.

 

22. Click the Chain Link button located to the left of the Contact record to add the Caterer to the Session.

 

 

 

 

 

 

 

The Name of the Contact record associated with the Caterer appears to the right of the Attachment button.

 

 

23. If applicable for the Session, attach a Presenter to the Session.

 

Click the Attachment button to add a Presenter to the Session.

 

 

 

 

 

 

 

24. In the Enter the name of the session presenter dialog window, search for the Presenter.

 

In the For field, type the name or partial name of the Contact record.

 

25. Click the Chain Link button to add the Presenter to the Session.

 

The Name of the Contact record associated with the Presenter appears to the right of the Attachment button.

 

 

26. Click the Save button to save the Session.

 

 

Note: Multiple Sessions can be set up for the Event.                

Use the following procedures to attach handouts to a Session:

 

1. Access the Events Manager module.

 

2. Choose the Event.

 

3. On the Event Details tab, click the Options button.

 

4. Click the For This Event tab.

 

5. Click the Handouts tab.

 

 

6. In the For Session field, select the appropriate Session for the handout.

 

 

 

 

 

7. In the Name field, type a title to associate with the handout.

 

For example, type Demo Literature.

 

 

8. In the Description field, type a brief explanation of the handout.

 

For example, type Overview Manual.

 

 

 

 

 

 

 

 

 

 

 

9. In the Cost field, type the cost per handout for the company hosting the Session.

 

For example, type 3.

 

 

10. In the Price field, type the price per handout for each individual attending the Session.

 

For example, type 10.

 

 

11. In the QtyPerAttendee field, type or use the up and down arrows to set the number of handouts needed for each attendee.

 

For example, type 1.

 

 

12. In the Optional field, click the checkbox for handouts that are not required and are optional for the Session.

 

 

Note: Multiple handouts can be associated with each Session.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Use the following procedures to view handouts associated with a Session:

 

1. Access the Events Manager module.

 

2. Click the Sessions tab.

 

3. In the Open field, click the plus sign symbol to the left of the Session.

 

 

4. Select the Handouts Summary tab.  

 

5. Creating an Invitation List

The Events Manager module allows users to invite potential attendees to an Event.  The potential attendees can be invited using the Tour de Force Mailer module, or manually added and then invited to the Event.   When potential attendees are added manually, these potential attendees can be added individually or as a group.  When potential attendees are invited using the Tour de Force Mailer module, the potential attendees are automatically attached to the Event.  

 

Note:  All potential attendees must be set up as a Contact record in Tour de Force before the potential attendees can be invited to the Event.

 

Potential attendees can be invited to the Event by either email or direct mail campaigns using the Tour de Force Mailer module.  If the Tour de Force Mailer module is not available, potential attendees can be invited to the Event using an Event template by manually printing and sending a letter.  Potential attendees can also be invited to the Event by email in the Attendee Summary form.

 

When the potential attendee or recipient list is built using the Tour de Force Mailer module, the potential attendees are attached to the Invitation List associated with the Event. Please refer to the Tour de Force Mailer module manual for more instructions for creating email and direct mail campaigns.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Use the following procedures to manually add Contact records or potential attendees to the Invitation List:

 

1. Access the Events Manager module.

 

2. Choose the Event.

 

3. In the Event Details tab, click the Invitation List tab.

 

4. Click the Link button to manually add potential attendees to the Event.

   

 

5. Type the name or partial name of the Account or Contact record in the For field, and then press the Enter key on the keyboard or click the Binocular button.

   

 

6. Locate the Contact records to be added to the Invitation List, and then click the Chain Link button.

 

       

 

7. Once all the necessary Contact record records have been added to the Selected Items for linking field, click the Link button.

 

 

 

 

 

 

 

 

8. Once the Link button is clicked, all of the Contact records or potential attendees are linked to the Invitation List.  

 

 

Note: Contact records that are added using the Link function are automatically linked to the Invitation List. However, these potential attendees have not been invited to the Event. These potential attendees need to be invited to the Event by email or a mailed invitation letter.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Use the following procedures to invite potential attendees using an email campaign using the Tour de Force Mailer module:

 

1. Access the Events Manager module.

 

2. Choose the Event.

 

3. Click the Invitation List tab.

 

 

4. Click the Mailer icon and select Launch Mailer.

 

 

 

5. Select the Email Draft necessary for this Event and click the Next button.

 

For example, select MRH Annual Users Group Meeting 2010.

 

 

6. On the Bookmark Options screen click the Next button.

 

For help with setting up bookmarks in the mailer module refer to Technical Bulletin 5304 – Using the Mailer Module.

 

 

 

7. On the Manage Attachments screen click the Next button.

 

 

8. On the Select an Event for this Mailing screen click the Associate this mailing with an Event in Tour de Force field.

 

 

 

9. Click the This is an “Invitation” mailing field.

 

 

10. Select the necessary event in the grid and click the Next button.

 

 

 

 

 

11. On the Advanced Options screen click the Next button.

 

 

12. Preview the message in the Preview Mass Message screen and click the Next button when finished.

 

 

 

13. Click the Start button to process and send the email message to the Contact records in the Invitation List.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6. Sending Invitations for an Event

Email communications to Contact records on the Invitation List can be sent from the Attendee Summary form. For example, Contact records that are manually added to the Invitation List can be invited to the Event by either email or direct mail.  Prior to emailing Contact records associated with the Invitation List, the Event Organizer must associate Global Drafts with the Event.

 

Use the following procedures to associate Global Drafts with the Event:

 

1. Access the Events Manager module.

 

2. Choose the Event.

 

3. In the Events Details tab, click the Options button.

 

4. Select the For this Event tab.

 

5. Select the Drafts tab.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6. Select the location that the Global Drafts are pulled from.

 

For example, select Show only drafts marked ‘Event Related’.

 

 

7. Select the specific Global Drafts needed for the Event, and then click Save the button.  

 

 

Note: Multiple Global Drafts can be associated with an Event.

 

 

 

 

 

 

 

 

 

Use the following procedures to send emails to Contact records associated with the Invitation List:

 

1. Access the Events Manager module.

 

2. Choose the Event.

 

3. In the Event Details tab, click the Invitation List tab.

 

4. Click the Open Folder button to the left of the manually added potential attendee.

 

 

The Attendees Summary form opens.

 

5. Click the Send Email button and select the appropriate Global Draft.

 

For example, select MRH Annual Users Group Meeting 2010.

 

 

 

6. Click the Send button to send email the correspondence.

 

 

 

 

Direct mail communications to Contact record records on the Invitation List can be sent from the Attendee Summary form. For example, Contact record records that are manually added to the Invitation List can be invited to the Event by either email or direct mail.  Prior to sending direct mailing to the Contact record records associated with the Invitation List, the Event Organizer must associate Templates with the Event.

 

Use the following procedures to send direct mail communications to Contact record records associated with the Invitation List:

 

1. Access the Events Manager module.

 

2. Choose the Event.

 

3. In the Event Details tab, click the Invitation List tab.

 

4. Click the open folder icon to the left of the Contact record.

 

The Attendees Summary form opens.

 

5. Click the Send Direct button and select the appropriate template.

 

 

 

 

 

 

 

 

 

 

 

6.  Type the name to associate with the document file and then click the OK button.

 

 

7. Review the letter and make any necessary changes. Once all the necessary changes have been made, save the letter and close Microsoft Word.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Confirmations for the Event can be sent by email or direct mail.  The format for the Sessions is set up during the initial phase of implementation of the Events Manager module.  The Event Organizer can assign the appropriate Session Summary Format, for the email and direct mail confirmations.  Confirmations are sent on an individual basis by accessing the Attendee Summary in the Invitation List.  

 

Use the following procedures to select the Session Summary Format for emailing confirmations for the Event:

 

1. Access the Events Manager module.

 

2. Choose the Event.

 

3. On the Event Details tab, click the Options button.

 

4. Click the For This Event tab.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

5. In the The default Email-draft session summary format field, select the session format to include on emailed confirmations.

 

 

 

6. Click the Close button to exit the Event Options dialog window.

 

 

 

 

 

 

 

 

 

 

 

 

7. Updating Attendee Information

The Attendee Summary form contains specific information for each of the Contact records associated with the Invitation List.  The Event Organizer has the ability to send communications directly to individual attendees by email or direct mail in the Attendee Summary form. The Event Organizer also has the ability to view the Contact records in Tour de Force, as well as update the registration Status associated with the Contact records.

 

 

The Attendee Sessions grid contains Session information for each of the invited Contact records.  The Event Organizer has the ability to select the Sessions that the invited Contact record has confirmed.  

 

 

 

Use the following procedures to update the attendance status information using the Attendee Summary form:

 

1. In the Status field, select the appropriate Status for the Contact record for the Event.    

 

For example, choose Attending.

 

 

2. In the Attending field, select the checkbox that corresponds with the Session the attendee is confirmed to be attending.

 

 

 

 

3. Click the Save button.    

 

 

Note:  Once an attendee has been added to the Invitation List, the Event Organizer can update information associated with the Contact record. However, adding an email address to the Contact record in Tour de Force does not update the Email field in the Attendee Summary form in the Events Manager module.

 

4. Click the Back button to return to the Invitation List.

 

 

 

 

 

8. Viewing an Event Calendar

The Event Calendar can be used to update or change information pertaining to Event Sessions.  The Event Calendar has a similar functionality as the Microsoft Outlook Calendar.  Organizers can view multiple Events from the Event Calendar.  Organizers also have the ability to open individual Sessions from the Event Calendar, as well as make changes to the time, day, and locations as well as add notes to the Session from the Event Calendar.  

 

 

Event Organizers can view the Event Calendar as a single day, work week, week view, month view or a timeline view.

 

 

 

In the Appointment dialog window, the Event Organizer has the ability to change the subject of the Session as well as add additional notes to the body of the Appointment dialog window.  The Event Organizer also has the ability to change the time of the Session as well as the day of the session.

 

 

 

 

 

 

 

Use the following procedures to view the Event Calendar, as well as update or change information related to the Session:

 

1. Access the Events Manager Module.

 

2. Choose the Event.

 

3. In the Event Details tab, click the Event Calendar tab.

 

4. Click the Available Events tab to select which Events appear on the calendar.

 

Note: Multiple Event calendars can be viewed by selecting more than one Event.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

5. To open the Session, right click on the Event Session then select Open.

 

 

 

6. In the Appointment dialog window, make any necessary changes and click the OK button.  

 

 

 

 

 

 

9. Viewing the ROI Information Related to an Event

The Summary tab is divided into three tabbed sections, the ROI Information, Charts and Reports tabs.

 

The first tab contains the ROI Information. The ROI Information tab contains two sections as well as a Session Summary grid.

 

The first section contains the Event Income Summary to associate the ROI information related to the Event such as Total Income, Total Expenses, Closed Opportunities, and the Net ROI.        

 

• Total Income - This field contains the potential income to the company as a result of the Event. This field is calculated by the sum of the enrollment fee, session fee, and any handout fees.

 

• Total Expenses - This field contains the total expenses paid by the company as a result of the Event.

 

Note: Expenses are created by accessing the Expense Wizard in Tour de Force and affiliating the expense with the appropriate Event.

 

• Closed Opportunities - This field shows the Opportunity when the Sales Stage has been set to closed or won.

 

• Net ROI - This field contains the Return on Investment information.

 

 

 

 

 

 

 

The second section of the ROI Information tab contains the Event Results to associate with the Event such as New Accounts, New Contact, New Opportunities and Open Opportunities.  

 

• New Accounts - This field shows the number of New Accounts created based on the Event.

 

• New Contact - This field shows the number of New Contact created based on the Event.

 

• New Opportunities - This field shows the number of New Opportunities created based on the Event.

 

• Open Opportunities - This field shows the Opportunity after it is initially entered in Tour de Force and a Sales Stage set.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Session Summary grid contains the Session information such as Session Name, Num Attending, Session Fees, Handout Cost, Handout Income, and Net Income.

 

• Session Name - This grid contains the names of the Sessions.

 

• Num Attending - This grid contains the number of invited Contact records that enrolled in the Session.

 

• Session Fees - This grid contains the cost to the invited Contact records for the Sessions.

 

• Handout Cost - This grid contains the total cost of the Handouts to the invited Contact records.

 

• Handout Income - This grid contains the total income received based on the price of the handouts for the Sessions.

 

• Net Income - This grid contains the total income to the company for the handouts used in the Sessions.

 

 

Note: The sections that are underlined in the Summary tab are hyperlinks to additional information related to each of the fields.  

 

 

 

 

 

 

 

 

 

For example, click the number 1 to the right of the New Opportunities field.

 

 

The Opportunities added as a result of this event dialog window opens.

 

Click on the Open Folder button to access the Opportunity record information in Tour de Force.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Use the following procedures to view the ROI information related to an Event:

 

1. Access the Events Manager Module.

 

2. Choose the Event.

 

3. Click the Summary tab.

 

 

4. Click the Refresh button to show the updated information in the Sessions tab.

 

 

 

 

10. Adding Expenses Associated with the Event

Use the following procedures to add expenses using the Expense Wizard of Tour de Force with the Event:

 

1. Access the Expense Wizard in Tour de Force.

 

 

 

2. Click the New (Linked) button to search for the Event.

 

 

 

 

 

 

 

3. In the Item Type field select Event.

 

 

 

4. Type the name or partial name of the Event, then click the Binocular button to search for the Event or press the Enter key on the keyboard.

 

For example, type mrh t and press Enter.

 

 

 

 

 

 

 

 

5. Click the Chain Link button.

 

 

6.  Enter the expense information, and then click the Save and Close button.

 

 

 

 

 

 

 

 

 

 

 

 

11. Linking an Account Record to an Event

Use the following procedures to link an Account record to an Event:

 

1. In the Event Source field, select the Event related to the Account record.  

 

 

2. Click the Save button.  

 

 

 

 

Summary

 

The purpose of the Events Manager module for Tour de Force is to give organizations the ability to create, manage and analyze the Return On Investment of any type of event that a company hosts or participates in such as trade shows, training events, open houses, golf outings, new product releases and advertising campaigns.  

 

The purpose of this technical bulletin to provide instructions for creating a new event, viewing the event, creating mailings for the event, linking the event to an Account record, and viewing the ROI information related to the event.