Introduction
With the events module, you can easily create events, track participation and record all communication surrounding your event. You link related documents to your document so that they are available to all employees. You update your event on your PC, smartphone or laptop. So even when you are on the road. You invoice the participations directly and keep track of which participations are optional or confirmed. This article tells you more about how to work with the events module.
How can I create events?
The events screen.
How can I customise and create stages?
How can I add participations to an event?
How do I create a selection of participants for an email campaign?
How can I send an invoice from an event participation?
How can I complete an event?
1 How can I create events?
Create an event at your own organisation, in case it is an event of your own organisation, or at an external relation.
Create an event from the blue bar
Click the +Button in the blue bar and choose Event:
Create an event in Tribe CRM
Creating an event from a relation
Open the relationship and click on Event.
Open the relation
In the + bar, click More and then choose Event.
Creating an event from a relation in Tribe CRM
Enter the details and click Save or Save and Open if you want to continue working on the event.
2 The Events screen
The events screen gives a complete overview of your event, open tasks and appointments, emails, documents and participations.
Subject: Enter the subject of the event here. This subject is displayed at the top of the event and can also be searched for.
Start date: The start date and time can be entered here.
End date: Enter the end date and time. Once the start date and end date are entered, the phase of the work order changes from Draft to Scheduled.
Location: The location of the event can be selected or created here.
Phase: Concept, planned, completed and cancelled: The phase of the work order is displayed to the left of the Details screen, as well as at the top of the event.
Type: Select an event type or create a new one.
Owner: The employee who creates the event is automatically entered. This can be changed.
Number: Enter your own number here or let Tribe CRM create the number automatically.
Activities: All activities around this event, finished or open, can be created here so that there is a complete overview of open tasks, appointments and of activities that have already been completed.
Participations: Here you find an overview of the participations.
Complete: Complete the event here once it has been completed.
Cancel: If the event is no longer scheduled, the event can be cancelled here.
The event screen in Tribe CRM
3 How can I customise and create stages?
You keep a grip on your event by using phases. Customise the phases to suit your organisation. You can customise the phases in the activity configuration:
Click Configuration.
Go to Activities.
Click Event.
Customise event phases in Tribe CRM
Click on the Phases tab. Click +Add if you want to add a phase. Click on an existing phase to customise it. Slide Is default value to the right if you want every event to have this phase when created.
By clicking on the 6 dots, you can drag the phase to a different order.
Customising event phases in Tribe CRM
4 How can I add participations to an event?
Follow the steps below to add a participation to the event.
Open the event and click on the Participations tab.
Click +Event Participation or +Add.
To add a participation to an event in Tribe CRM
Enter the Status of the participation or create a New event participation.
Select the Relationship.
If the participation has already been invoiced, slide Invoiced to the right.
Click Save or Save and Open if you want to continue working on the participation.
Adding a participation to an event in Tribe CRM
5 How do I create a selection of participants for an email campaign?
By creating the event and registering participants, all the information of the event is available in one overview. It is therefore possible to reach event participants directly with an e-mail campaign in one go. For example, you can forward a programme for the event.
Click the + Button in the blue bar.
Click on Campaign.
Enter the Sender and any Opt-out of the campaign.
Click Selection and under type Persons, select Contacts.
Click the +Button at Filter and click Comparison. Click Choose a field.
Creating a selection of event participants in an email campaign in Tribe CRM
Click Contact links.
Choose Event participants.
Creating a selection of event participants in an email campaign in Tribe CRM
The next screen shows the event participation fields. Choose Event.
Click Select this field.
Creating a selection of event participants in an email campaign in Tribe CRM
Select the applicable event. The screen below it immediately displays the result of the selection so you can check if the selection is correct.
Making a selection of event participants in an email campaign in Tribe CRM
You have now made a selection of participants and you can proceed with the campaign. The article How do I send an email campaign in Tribe CRM explains more about creating and sending email campaigns.
6 How can I send an invoice from an event participation?
It is possible to send an invoice directly from a participation. The contact details are transferred directly into the invoice and the invoice is immediately linked to the event for easy retrieval.
Open the event tab Participations.
Select the participation you want to send an invoice to. The participation is opened.
Invoicing from an event participation in Tribe CRM
Click +Invoice.
Enter the details of the invoice.
Click Save and open.
Invoicing from an event participation in Tribe CRM
The invoice opens and product lines can be added to the invoice. Click +Product to add product lines.
Click Send to send the invoice to the attendee.
Invoicing from an event participation in Tribe CRM
Open the participation that has just been invoiced and slide Invoiced to the right.
Invoicing from an event participation in Tribe CRM
Did you know.
You can find more information about invoicing in the article How do I create and send an invoice?
6 How can I complete an event?
Once an event has been completed, it can be completed. This ensures that it is clear to everyone that the event is closed. Open the event and click Finish.