Introduction
The event status must be changed to Completed once it has concluded. If the field is not updated, the system will send reminder notifications to the Event Manager 48 hours after the event has taken place. A notification will be sent to the Chapter Manager if not completed within 7 days of the event. After 14 days, a notification will be sent to SCORE Headquarters. If there are any registrants with the status of 'Registered' after the event is completed, the Event Status will automatically be changed to Needs Action. Once the Event Manager updates all the registrants’ statuses, the event status will automatically be updated to Completed.
This guide is designed to walk you through the steps in completing your event, whether it's in-person or through Zoom meetings or webinars.
Note: To view the full list of notifications for the Event Journey, click here. (You must be signed in to your @scorevolunteer.org account.)
Table of Contents
- In-Person Post Processing
- Update Attendance for Zoom Meeting
- Update Attendance for Zoom Webinar
- Registrant Information
- Post Event Survey
- Viewing Event Surveys
- Event Journey Notifications
In-Person Post Processing
1) From the Home Page, select Update - Event Registrations list.
2) Check the box next to the registrant's name. You can sort the list by event by clicking the Event column header. Alternatively, you can also create a customized list view; see example 3 in this guide: Examples of Customised List Views and Settings
3) Click the pencil icon to edit. Then, select the new status and check the box to update all selected records and click Apply. Lastly, click Save at the bottom of the page. Update registrants to "Attended" and repeat the process to update the other registrants to "No Show".
4) Click the event name to open the event record. When all registrations are updated, the event should automatically be updated to Completed.
Update Attendance for Zoom Meeting
1) From the Home Page, select Events—Need Action. Note that other list views can also be used here: Last 90 Days, Upcoming, Need Action, and Completed.
2) Select the event from the list view page.
3) On the event record page, click the drop-down button and select Update Attendance. Engage will promptly send a request to Zoom to retrieve the list of participants in the meeting. Once Engage receives the necessary information, it will update the registration statuses to either "Attended", "No Show," or" Canceled". This process typically takes only a few minutes and will update the event status to Completed.
4) Check the event status to confirm that the action above has set it to Completed.
Note: If the Event Status is not changed to Completed, review the Event Registrations by clicking View All and checking which record still shows Registered and manually Edit the Registrant Record in the System.
Update Attendance for Zoom Webinar
1) From the Home Page, select Events—Need Action. Note that other list views can also be used here: Last 90 Days, Upcoming, Need Action, and Completed.
2) Select the event from the list view page.
3) On the event record page, click the drop-down button select Update Attendance to request Zoom to send the data to Engage.
4) A request will be sent to Zoom. Click Finish on this next window.
5) Then, the Event Registrations will be updated automatically.
Subsequently, the Event Status will also be automatically marked to Completed.
Registrant Information
Attendee Information has been upgraded to Registrant Information. This section includes a field titled "Total of Registrants" that shows the total number of registrants for the event. After an event has been processed, the fields for total registered, total attendees, full fee, total attendee hours, and total no-show registrants will automatically update to reflect the final counts.
Post Event Survey
Based on the survey timing selected when the event was created, a survey will be sent to all registrants marked as attended 15 minutes, 1 hour, 24 hours, or 48 hours after the event date and time has passed and the registrant status has been updated to Attended.
The survey is sent via email to the event attendees. The email contains the link to access the survey page. Below is a sample of the SCORE Event Survey sent to an attendee.
Viewing Event Surveys
Business rule: Workshop Presenters (except for non-SCORE workshop presenters) now have access to event feedback regarding the content and the Workshop Presenter(s) in the evaluations section on the event record or on the attendee's contact record. Event Managers can now view all feedback data, both detail, and summary, on the event record or on the attendee's contact record.
1) From the Home Page, select Events - Last 90 Days. Note: Other list views can also be used here: Upcoming, Need Action, Completed.
2) Select your event from the list of events. You can also search for an event by name.
3) On the event record page, the related list on the right-hand side has a section for Event Evaluations.
4) Click the evaluation record to view the content.
5) Event Managers and SCORE Workshop Presenters are able to view the evaluation record. They can also add an internal note in an evaluation record. A printable view is also available if you want to download and print the evaluation.
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