Using Event Manager
This section describes how to create and manage an event, add attendees, confirm attendance, configure pricing and sponsorships, and manage sub-events using CRM Event Manager.
1 Initial Steps – Creating an Event
To begin, log in to Sage CRM using an account that has been enabled for Event Manager. By default, the Administrator account has full access. Other users must be enabled and granted the appropriate permissions under Administration → Users → Users.
To create an event:
Right-click New from the left-hand menu.
Select Event.
Enter the required event details.
Specify the Event Manager. The selected user must be enabled for Event Manager.
Enter the Attendance Fee, if applicable. This represents the cost per attendee.
Click Save.
The Income Amount is calculated automatically when attendees are marked as Confirmed. As Event Manager is fully integrated with Sage CRM, the available fields can be customized to suit your business requirements.
2 Adding Attendees to the Event
After saving the event, attendees can be added from the Attendance tab.
To add an attendee:
Open the Attendance tab.
Click Add Attendee.
Select a person using the Person Lookup.
Choose the required Attendance Status (for example, Pending).
Click Save.
Once attendance is confirmed, update the attendee's status to Confirmed. This automatically updates the No. of Attendees field displayed in the Event Summary. The attendee is also added to the Attendance list.
Membership Only Events
If the Membership Only option is enabled for an event, only people with an Active membership are available in the Person Lookup. All other person records are excluded from the attendee selection.
If Membership Only is not selected, all person records in Sage CRM can be added as attendees.
Import Attendees from a Group
CRM Event Manager allows attendees to be imported directly from an existing CRM Group.
To import attendees:
Click Import Attendees from Group.
Select the required group.
Click Import Group.
All persons in the selected group are added to the Attendance list. However, the No. of Attendees count is updated only when each attendee's status is changed to Confirmed.
If Membership Only is enabled, only members with an Active membership are imported.
Create Group from Attendees
A CRM Group can also be created from the current Attendance list.
To create a group:
Click Create Group from Attendees.
Select the required attendee status to filter the list.
Click Create Group.
The new group can then be used with standard Sage CRM Group functionality, including Group Email for sending event updates.
3 Confirming Attendance Numbers
To confirm an attendee:
Open the Attendance tab.
Select the attendee.
Change the Attendance Status to Confirmed.
Save the record.
When an attendee is confirmed:
The system checks that the Maximum Number of Attendees has not been exceeded.
The Income Amount is automatically updated based on the Attendance Fee.
If the maximum attendance limit has been reached, additional attendees cannot be confirmed.
Only attendees with a Confirmed status are counted towards the event attendance limit. Therefore, the total number of attendees may exceed the maximum value provided the number of Confirmed attendees does not exceed the specified limit.
4 Pricing and Sponsorships
CRM Event Manager supports Pricing, Sponsorships, and Attendance Profiles.
When Use Attendance Profiles is enabled for an event, the Profiles and Sponsors tab becomes available.
This functionality allows you to:
Define different attendance pricing for different attendee categories.
Record sponsorship amounts received from companies.
Control the maximum number of attendees for each pricing category.
Companies can be configured as sponsors by creating a Sponsorship profile. The total sponsorship amount is automatically displayed in the Sponsorship Fees field on the Event Summary.
Attendance Profiles can be created for different attendee categories, such as:
Standard
Young Members
Public Access
Corporate Tickets
Each profile includes its own Attendance Fee and Maximum Number of Attendees.
When Attendance Profiles are used, the Maximum Number of Attendees on the Event Summary is automatically calculated from the total maximum attendees defined across all Payment profiles.
5 Sub Events
CRM Event Manager allows a parent event to contain multiple sub-events.
For example, a multi-day conference may consist of several sessions or streams, each with different attendance limits and pricing.
To create a sub-event:
Open the Sub Event tab.
Click Link to associate an existing event as a sub-event, or click New to create a new sub-event.
Save the changes.
When sub-events are associated with a parent event, the Event Summary displays additional calculated fields, including:
Sub Events Income
Sub Events Sponsorship Fees
Sub Events Expenditure
Sub Events No. of Attendees
Sub Events Total Max Attendees
These values are automatically calculated from the associated sub-events.
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