Creating an event in Dialog Insight lets you link an event to contacts in a project, configure all the steps involved in the registration process and produce related reports. The creation of an event lets you perform all the following actions :
- input basic event information (date, time, language, capacity, registration period)
- create registration form
- create registration information pages
- create confirmation message to be sent to contact and/or administrator
- display registration reports and participants/attendees lists
- display in the contact profile the attended events
- create groups of contacts from event information
|Prerequisite||The Events module must be enabled for your company and for each project you want to create events for. This module is optional and can only be enabled on demand by Dialog Insight.|
|Access Path|| > Workflows > Events|
- In the page listing all events, click on Create an event.
- In the New event window, give a name to your event.
- Then specify its start date and time.
- The language selection here is for the registration language, and not the event language. The language selected by default corresponds to the project's default language.
**If you want to offer the event registration form in multiple languages, it is important to specify it here, at this initial step, as once the event is created, you can no longer change the languages.
- Once all information is provided, click on Create.
The edit page opens to let you further define the event.
Once the event is created, all changes are done on the edit page.
- In the top section of the edit page, click on the edit icon next to the event's name.
- In the Event properties window, change the name if needed.
- Edit the start date and time of the event if needed, and add the end date and time if you wish. Then, if you want to fix a maximum number of participants, specify the number. When a maximum capacity is defined, the registration period will end when either the end date or the maximum number of participants is reached.
- To limit the registration period, check the related option - Limit registration period and specify the start and end dates and times. By default, registration starts as the event is published and ends when the event starts.
- Note that languages can not be changed once the event has been created.
- Click Save.
Once saved, you will see that the event time line will be colored based on the specified dates - registration period in blue and event in green.
The registration workflow defines the sequence of possible actions.
The workflow starts with the registration link, which is inserted in the message or Web page where you are announcing the event. Clicking on this link opens the form.
You must therefore configure the form, as well as the various information pages that might display during the workflow. And depending on the selected options, other documents might need personalization.
**It is only once all these documents are configured that the event can be published.
Whatever the document, they all include three different sections, and each section can hold content elements.
In addition, each section can receive various elements, which can be dragged and dropped from the list of available elements to the registration form, pages or messages.
|Icon||Name||Description and How to|
|Form options||**This element is part of the default form template and CANNOT BE DELETED.|
This element displays input fields which will serve to gather information about people who register to an event. Some fields are already included in the form template, in particular those that make up the primary key as these fields are used to identify the person as a contact in the Dialog Insight application.
|Banner||Element that lets you add an image in the registration form, in general, to insert a banner with the logo of your company or an image related to the event.|
|HTML Block||Element that lets you add text in the form. This zone is most commonly used to enter the description of the event, the date and time, the registration period, the cost if applicable and any other event related information.|
Input is done in a text editor that offers all the standard edit functions. You can even insert images, links, tables, etc.
|Title||Element used to enter a unique line of text, which is usually inserted in the header so that is duplicated on all pages and form(s). Although it is most commonly inserted in the header so it is duplicated for all pages and forms, you can insert it in a HTML block or footer or page-specific section.|
|Subtitle||Element used to insert most commonly a subtitle in the header so it is duplicated on all pages and form(s). You can also insert it in a HTML block or footer or page-specific section.|
All pages and messages of the registration workflow can be opened from the workflow graphic, by clicking on the related icon.
It is also possible to configure all documents one after the other, once the editor is opened, by accessing the various pages shown under the Properties tab of the editor. This method is much quicker as it prevents your from going back to the workflow for each document to configure.
A form template is offered to allow you to create this form quicker. The form comes with already defined fields and texts. You must however personalize the form to your needs, by adding, in particular, your company logo or brand, the name and description of the event, as well as any other necessary information. If you want to collect more information, you will need to add new input fields using the Form configuration page.
- Click on the image of the registration form .
The registration form template will open in the Drag & Drop message editor.
- Once opened, you need to adapt and personalize the form according to your specific needs, by adding, editing or deleting content.
- To add a new element, select it from the available elements and drag and drop it in the desired location in the form.
- To delete an element from the form, simply click on the related delete icon .
Once the design of the form has been defined, you need to decide what information you want to collect from the people who will register to the event.
This definition is done on the Form configuration page, which lists all the project fields used in the registration form. You can add, edit and even delete fields, as well as add, edit or delete sections to hold these fields.
As the information provided when registration is done can be different from the information already contained in Dialog Insight when the contact exist in the application, it is important to specify how you want the registration information to be processed WHEN THE CONTACT IS ALREADY PRESENT IN THE APPLICATION. If the person registering is not a contact in Dialog Insight, a profile will be created and all registration information will be registered in the profile.
To indicate whether the existing contact's profile should be updated with the registration information, three options are offered:
|Complete the profile||Only the new information provided during registration will be added to the contact's profile. Therefore, if a phone number already exists in the profile and one is provided during registration, it will not be saved and overwrite the phone number already in the profile.|
|Update profile||All the information provided during registration will be registered in the profile. So if a phone number is provided during registration, it will overwrite the one in the profile, if one exists, or be added to the profile if there was none.|
|Ignore changes||The information provided during registration will not be saved in the existing contact's profile, but new contacts will be created thus.|
If you want to be certain that the person that registers to an event is a real person, it is recommended that you enable the reCAPTCHA option so that a validation question is added to the form.
If the registration form is displayed under a domain name other than ofsys.com, you will first need to register the domain used on reCAPTCHA to get you private and public keys.
To register your site or domain with reCAPTCHA, go to https://www.google.com/recaptcha/admin#list and follow the instructions provided on screen. Once saved, reCAPTCHA will give you private and public keys that you'll need to enter in Dialog Insight.
To enable the authentication option
- Check the Use Google Recaptcha option.
- Click on Manage keys.
- Choose your domain, if already configured. If not, click on Add a key to register your domain name or the page to display the registration form, and specify the public and private keys that were assigned by reCAPTCHA when opening an account.
Before putting your event and registration form online, you want to make sure the registration form displays properly.
- Go back to the edit page showing the registration workflow.
- In the graphic, click on the registration link icon .
IMPORTANT - DO NOT USE the address shown in the address bar of the preview page; this address is NOT THE LINK to insert in your message or page to open the registration form. THIS IS ONLY A TEST PAGE. The real link of the registration form is shown once the event is published and displays below the Unpublish button.
The registration process includes some information pages already defined with default texts, which you can personalized to meet your specific needs.
**It is important to know that even if you delete all content from these pages, they will still display if there are required by the workflow. For this reason, it is strongly recommended to verify that each page displays a message informing properly the visitor of the registration status.
The registration status information pages are the followings:
|Information Page||Description||Do not forget|
|Invalid access||Page that displays when access to the form is not possible, for any of the following reasons:|
|Registration not started||Page that displays when the registration period is not yet started but the link to the registration form is already online, thus accessible.|
Here, your message should invite the visitor to come back later to register, and maybe indicate when registration starts, or to unpublish the event.
|End of registration||Page that displays when the registration period is over and registrations no longer possible.|
|Closed registration||Page that displays when registrations are no longer possible due to the fact that the maximum number of participants has been reached.|
|Successful registration||Page informing the visitor that the registration was done successfully and was registered.|
|Cancellation received||Page that displays when a registration confirmation message is sent to a person to confirm registration but the person decides to cancel the registration after all. This page confirms that the cancellation request was received and processed.|
|Successful confirmation||Page that displays when a registration confirmation message is sent to a person to confirm registration and that the person does confirm. This page confirms that the confirmation was received and processed.|
|Declined confirmation||Page that displays when a registration confirmation message is sent to a person to confirm registration and that person confirm but registration is no longer possible because of maximum of participants is reached.|
The registration workflow offers two confirmation options, one to the person who has registered to the event and the other for the person responsible for managing the event. Note that only the text of the confirmation message sent to the participant can be edited; the message for the administrator is predefined and cannot be changed.
|Message||Description||Do not forget|
|Registration message||Message sent to the person who registered to confirm registration. A cancellation link is offered in case the person decides not to attend or cannot attend anymore. By cancelling the registration, the place will be freed for someone else.|
In addition, if the option
Ask for confirmation was enabled, the message will also include a link for the person to officially confirm registration.
|To do for each registration language:|
|Registration notification||Message sent to the event administrator to let him/her know that a new person has registered.|
You must specify all administrators to whom you want to send registration notifications by clicking on the icon next to the page icon. You can have only one recipient, or more.
To add a new administrator, click Add a user and choose one in the list of users.
Creating messages related to an event is done the same way as any other messages in the Dialog Insight application. To see detailed instructions, refer to the topic Creating a Message Using Drag-and-Drop. In addition, some options are specific to events:
- The Event section that lists all document used in the registration workflow, that is the registration form, all information pages and confirmation messages.
- The Message section that lists the various versions of a message.
- The Colors section that lets you define default colors for texts, titles, and backgrounds in information pages.
- In the editor, a new type of link can be added in a message - Event workflow linkContest workflow link. With this link, you can insert in a message a link to any document of the registration workflow.
The registration workflow also includes a calendar file (in .ics format), that lets you add the event in the default calendar of the registered person once registration is successful and confirmed, if this option was enabled.
To see an example of how the event would be displayed in a calendar, click on the icon next to the file icon.
|File||Description||Do not forget|
|Fichier iCalendar||File that lets you create a calendar event with the name and location of the event, the start/end dates and time, as well as a description of the event.|
By default, the information provided when creating the event will be displayed, but you can change it as needed by clicking on the edit icon of the zone.
Once the event is online and registration is successful and/or confirmed, the event will be added to the calender of participants.
To be able to publish an event, the registration workflow must be complete and without errors. To help you in this validation, indicators are displayed in the registration graphic to show you where the error is. Furthermore, the Publish will be disabled if there are any errors or incomplete elements, so you won't be able to publish the event.
To check if elements are incomplete or in error, check the Incomplete elements and Errors options to see the related identified errors or warnings.
To see which part of the element is missing or in error, click on the element itself to open it in the editor and go to the Review page to see all the error and warning messages.
- Once all elements are complete and with no errors, click on Publish .
Once published, the event will display in the list of online events, where you'll be able to select it to view it and see the number of registrations and other information.
Once all the registration process is configured as you need and want it, all that is left to do is to insert the link to open the registration form in the message announcing the event or on the site page where visitors can register.
There is a link for each form; so if you have a registration form in English and another one in French, you will have two different links. These links only display when the event is published and show just below the Unpublish button.