Audience: Event Manager
Introduction
Once an event has taken place there may be actions needed to mark an event as Completed. Additionally, an event evaluation survey will be sent to all attendees. This article is focused on walking you through how to mark an event as ‘Completed’ and the post-event survey process.
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:
Post Event Processing
Policy change: 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.
Post Event Process for Zoom Webinars
Once the Zoom webinar has taken place, the Event Manager logs in to Engage to manage the attendance.
1) Select Events from the Engage homepage.
2) Select the event that Needs Action. You can also search the event by name from the list.
3) On the event record page, click the drop-down button and select Update Attendance. This will update the event registrations to statuses Attended/No Show/Canceled.
4) Then, the event status will also be automatically changed to Completed.
Note: If the Event Status is not changed to Completed, review the Event Registrations by clicking View All and check which record still shows Registered and manually Edit the Registrant Record in the System.
Post Event Process for Local Events
Once the Zoom webinar has taken place, the Event Manager logs in to Engage to manage the attendance.
1) Select Events from the Engage homepage.
2) Select the event that Needs Action. You can also search the event by name from the list.
3a) Update the Attendance individually following the steps here:
Manually Edit the Registrant Record in the System
3b) Update the Attendance in bulk following the steps here:
4) When all registrants statuses have been updated, the event status will automatically be updated to Completed.
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.
2) From the list of events, select your event. You can also search the event by name.
3) On the event record page, the related list on the right-hand side has a section for Event Evaluations. 
5) Click the evaluation record to view the content.
6) 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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