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Customer Forum

Event Portal - Setting up the Event Portal

Alix (Workbooks Online) Posted: 2017-11-22 16:51

We provide a basic 'Event Portal' in our Script Library. This forum post will cover how to set up the required processes and configuration. For more information on what the Event Portal does, see here.

 

Run the Plugin

We have built a plugin that will do a lot of the set up for you, including creating fields and setting up Web Processes.

To run the plugin, go to Start > Configuration > Automation > Plugins and click on Add Plugin. Pick 'Event Portal' from the dropdown, then click Install. You will get a form like below:

plugin.png

Fill in the form as follows:

  • Company Name - set this to be the name of your company as you would like it to appear on the Portal. This will appear in the header of the main page.

    company-name-header.png

  • Company Website URL - This should be set to the URL of the web page that you would like Portal visitors to be directed to when they click on your company logo from within the Portal. Ensure that the URL starts with http:// or https://
  • Company Logo URL - This should be set to the URL for the company logo that you want to be displayed in the top left of the Portal. It is best to store the image in the Workbooks Upload Library and to use the 'External URL' that it provides. Ensure that the URL starts with http:// or https://.

Once you have filled in the form, click on the 'Submit' button.

The plugin will now set up the following fields (for more information about how these fields are used, see Event Portal - Creating a new Event):

Marketing Campaigns

  • Public Sub Header (Text)
  • Location (Text)
  • Postcode (Text)
  • Background Image URL (URL)
  • Event Spaces Available (Integer)
  • Event Agenda (Rich Text)
  • Event About (Rich Text)
  • Start Time (Time)
  • End Time (Time)
  • Event Session Type (Picklist) - the plugin will also create the corresponding picklist, with the following options: Webinar, Seminar, Meet and Greet, Trade Show.
  • Event Portal Page (iFrame tab)
  • Event Check In Page (iFrame tab)

Campaign Memberships

  • Speaker Description (Rich Text)
  • Speaker Profile Image (URL)
  • LinkedIn URL (URL)

People

  • Claimed Employer (Text)

 

The plugin will also create 2 Web Processes:

Event Portal

This is the main Web Process used to control the Portal that people can use to sign up for upcoming Events, or download recordings, white papers etc from previous Events.

The plugin will fill in the Parameters on the process for you, using default values and the information you filled out in the plugin form. You can later edit these parameters to customise the portal.

Event Check In

This is the Portal that you can use on the day of an event to check people in as they turn up, or register new people that attend but had not signed up.

The plugin will fill in most of the parameters for you, but there is one that still needs to be filled in manually:

 

Create a report

Go to Start > New > Report >Create a report from a template report and choose the template called 'Template - Event Registration Portal'. Name the report 'API - Event Portal' and ensure you add a column called 'Claimed Employer' (Members > Person > Claimed Employer).

Save and run this report, then click on the 'i' button in the top right, and copy the Id.

Open the 'Event Check In' Web Process and navigate to the Parameters tab. Open the 'report_id' parameter and paste in the Id.

 

Amend your Form Layouts

You need to amend your Form Layouts to cater for the new fields. We would advise that you create a new Campaign Record Template and Form Layout specifically for Events (Campaign Type = Event).

Ensure that your Form Layout includes all of the new Marketing Campaign fields mentioned above, as well as:

  • Name
  • Public Name
  • Start date
  • End date
  • Status
  • Type

new_event.png

Don't forget to move the 'Event Portal Page' and 'Event Check In Page' tabs.

 

Set up the 'Create Membership Statuses' button process

On the Automation tab of your new Event Form Layout, click New Process Button

On the new Process Button, set the following fields:

  • Button Text - name the process appropriately, e.g. "Create Event membership Statuses"
  • Script Location - set this to "Script Library"
  • Script - set this to "Create Campaign Statuses"
  • Run As - we would advise setting this to the 'Automation' user
  • Position - leave this as 'Last'

Save, and then navigate to the Parameters tab.

You will see one Parameter called 'additional_statuses'. This can be left blank if you are happy with the default statuses that the process will create. These are:

  • Invited
  • Registered
  • Attended
  • Did Not Attend
  • Speaker

If there are any other statuses that you want to have for each Event you run, you can add them to this parameter. Add a new line between each status you add, e.g.

additional_statuses.png

You can then Save and Close the new Process and your Form Layout.

 

Customise the Portals

You can start to use the Event Portals as they are, or customise them more. For more information about how to edit the parameters of the Web Processes to customise the Portals, see Event Portal - Customising the Portal.