Events

The “Event Type” feature in the Event Management module of Retention CRM allows membership organizations such as Nonprofits, Associations and Chambers of Commerce to categorize their events and easier filtering of event feeds. Imagine a nursing association with dozens of events throughout the year. Filtering events by type (e.g., conference, workshop) helps staff and members quickly find relevant events. Secondly, “Event Type” can be a search criteria for participants. A nurse specifically looking for continuing education (CE) opportunities can filter searches to only show CE events. This targeted approach saves time and effort for both organizers and attendees.

How to Use “Event Type” Feature in Association Management

Here’s a breakdown of the provided “Event Type” fields and options in Retention CRM.

• Conference: Large-scale events with presentations, speakers, and networking opportunities. (e.g., National Nurses Conference)
• Workshop: Smaller, focused events providing in-depth training on a specific nursing skill or topic.
• CPD Training: Events designed to fulfill Continuing Professional Development requirements for nurses. (e.g., CPR/AED Certification Course)
• Continuing Education (CE) Events: Similar to CPD training, but may encompass a broader range of educational activities.
• Networking Events: Events that provide opportunities for nurses to connect with colleagues, share experiences, and build relationships.

These are just a few examples, and a nursing association can create additional custom event types as needed (e.g., Mentorship Program Meetings, Career Development Webinars). By effectively using “Event Type,” your organization can better promote events to the right audience and ensure a smooth experience for both organizers and participants.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Promote pet adoption events and volunteer opportunities (Nonprofit Organization)

• Event Type: “Cat Adoption Event” – This would allow the shelter to target potential adopters interested in cats specifically. They can tailor event descriptions and social media promotions to highlight adoptable cats and their stories.
• Event Type: “Dog Training Workshop” – This would attract dog owners seeking training resources. The shelter can partner with dog trainers to offer these workshops as fundraisers or community outreach events.
• Event Type: “Volunteer Orientation” – This streamlines volunteer recruitment by attracting individuals interested in volunteering at the shelter. The shelter can provide specific details about volunteer opportunities and expectations during these orientations.

Organize events based on historical periods or themes (Association)

• Event Type: “Victorian Era Living History Tour” – This would target people interested in Victorian history. The Society can invite guests dressed in period clothing, showcase historical artifacts, and offer guided tours highlighting Victorian life.
• Event Type: “Ancient Egypt Lecture Series” – This would attract individuals fascinated by Ancient Egypt. The Society can partner with Egyptologists or museum curators to host lectures on various aspects of this civilization.
• Event Type: “Children’s Archaeology Workshop” – This would engage children and spark their interest in history. The Society can design interactive workshops where children can learn about excavation techniques, analyze artifacts, and participate in mock digs.

Cater to different business sectors through industry-specific events (Chamber of Commerce)

• Event Type: “Tech Startup Summit” – This would gather entrepreneurs and investors in the technology sector. The Chamber can invite keynote speakers, organize panel discussions, and facilitate networking opportunities for tech startups.
• Event Type: “Restaurant Industry Mixer” – This would connect restaurant owners, chefs, and suppliers. The Chamber can create a platform for these businesses to exchange ideas, explore new partnerships, and stay updated on industry trends.
• Event Type: “Retail Marketing Workshop” – This would target retailers seeking to improve their marketing strategies. The Chamber can invite marketing experts to conduct workshops on topics like social media marketing, customer engagement, and e-commerce strategies.

The “Import Participants” feature in the Event Management module of Retention CRM allows Associations, Chambers of Commerce and Not-for-profit organizations to efficiently add registrations from external sources to their event (s). This saves time compared to manually entering each participant.

General Functionality of the “Import Participants” Feature

1. Upload Data

• Choose Data Source: This is currently set to uploading a CSV file, the most common format for data exchange.
• Upload Data File: Browse and select your CSV file containing participant information.
• Import Field Separator: Specify the delimiter separating data points in your CSV (e.g., comma, semicolon).
• First row contains column headers: Indicate if the first row of your CSV contains field names for each column.
• Contact Type: Choose “Individual” as you’re importing registrations by individual nurses.
• On Duplicate Entries:
  • Skip: Ignores entries with matching data (e.g., email) in Retention CRM.
  • Update: Updates existing participant information if there’s a match.
  • No Duplicate Checking: Allows duplicate entries to be imported (not recommended).
• Date Format: Select the format your dates are stored in (e.g., yyyy-mm-dd).
• Saved Field Mapping: If you’ve previously imported similar data, you can load a saved mapping configuration to avoid remapping fields.

2. Match Fields (not shown here but follows Upload Data)

In this step, you match the column headers in your CSV file to the corresponding Retention CRM participant fields (e.g., email address, registration fee paid, etc.).

3. Preview (not shown here but follows Match Fields)

Here, you can see a sample of how your data will be imported into Retention CRM to ensure everything looks accurate.

Using the “Import Participants” Feature in Association Management

A nursing association is hosting a conference for its members. They have a list of registrations collected through an external registration system. Here’s how they can utilize “Import Participants”.

Upload Data:

• Data Source: Upload CSV File
• Import Data File: Select the CSV file containing registration details (e.g., name, email, membership ID, any dietary restrictions).
• Import Field Separator: Choose the separator used in your CSV (e.g., comma).
• First row contains column headers: If the first row has field names, check this box.
• Contact Type: Select “Individual”.
• On Duplicate Entries: Choose “Update” to ensure existing member information is updated if there’s a match (e.g., email address).
• Date Format: Select the date format used in your CSV for any relevant fields (e.g., registration date).

Match Fields:

Match the CSV column headers to the corresponding Retention CRM participant fields:

• CSV: Email Address –> Retention CRM: Contact Email
• CSV: Member ID –> Retention CRM: Custom Field (assuming member ID is stored in a custom field)
• CSV: Name –> Retention CRM: Contact Name
• CSV: Dietary Restrictions –> Retention CRM: Custom Field (assuming dietary restrictions are stored in a custom field)

Preview:

Review the preview to confirm the data is mapped correctly.

More Use Cases for Associations

Membership Renewal

Associations can use “Import Participants” to efficiently process membership renewals. By uploading a CSV file containing member information (e.g., name, email address, membership expiration date), associations can easily update Retention CRM records and send renewal reminders.

Event Registration

Similar to the scenario mentioned in the passage, associations can leverage “Import Participants” to register attendees for events. By uploading a CSV file from an external registration system, associations can save time and effort compared to manual data entry.

Volunteer Recruitment

Associations can utilize “Import Participants” to streamline volunteer recruitment. Uploading a CSV containing volunteer information (e.g., name, contact details, skills) allows associations to quickly populate their Retention CRM database with potential volunteers.

By using “Import Participants,” Associations, Chambers and Not-for-profits can efficiently register a large number of members for their online or offline events such as workshop or conference, saving them significant time and effort.

The “Find Participants” feature in the Event Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofit organizations to search and filter registrations for any event they’ve created. This helps them target specific attendees for various purposes, such as sending follow-up emails, tracking attendance status, or analyzing registration trends.

General Functionality of the “Find Participants” Feature

• Edit Search Criteria: This section allows you to refine your search using various filters.
• Participant Name or Email: Enter a participant’s name or email address to find their specific registration.
• Participant Tag(s): Search for participants based on tags assigned to them. (e.g., “Early Bird Registration”)
• Participant Group(s): Filter by pre-defined participant groups. (e.g., “Student Nurses”)
• Contact Type: Specify the type of contact (Individual, Organization)
• Search in Trash: Include deleted participant registrations in your search. (Use with caution!)
• Event Name: Select a specific event to view its registered participants.
• Event Type: Filter by event type (e.g., Conference, Workshop)
• Event Active On: Search for registrations within a specific date range for when the event was active.
• Register Date: Filter by the date participants registered for the event.
• Status: Find participants by their registration status (Registered, Attended, Cancelled, etc.)
• Participant Role: Search for registrants with a specific role within the event (e.g., Speaker, Volunteer)
• Participant is a Test?: Choose “Yes” to find test registrations used for setting up the event.
• Participant is Pay Later?: Filter by whether participants have chosen a “pay later” option.
• Fee Level: Search by the fee level participants registered for (if applicable).
• Fee Amount: Specify a range (From – To) to find registrations within a specific fee amount.
• Participant ID: Enter a participant’s unique ID number (if known).
• Campaigns: Filter participants based on any associated marketing campaigns.

Using the “Find Participants” Feature in Association Management

Let’s use a hypothetical scenario to illustrate how a nursing association can leverage “Find Participants”:

Scenario: The association is hosting a conference on “Advanced Practices in Wound Care.” They want to:

1. Contact Early Bird Registrants: Use the “Participant Name or Email” or “Event Name” along with the “Participant Tag” filter (e.g., “Early Bird Registration”) to find all early bird registrants. This allows them to send a pre-conference email with important information or reminders.
2. Track Student Nurse Attendance: Utilize the “Participant Group” filter (e.g., “Student Nurses”) and the “Status” filter (“Attended”) to identify student nurses who attended the conference. This helps fulfill continuing education requirements or distribute certificates.
3. Analyze Unpaid Registrations: Use the “Participant is Pay Later?” filter (“Yes”) to find participants who haven’t settled their registration fees. This allows for sending payment reminders or following up with them.
4. Identify Participants for a Specific Workshop: Filter by “Event Name” (workshop title) and “Participant Role” (“Attendee”) to find participants registered for a specific wound care workshop within the conference. This helps with room arrangements or distributing workshop materials.

More Use Cases for Associations

Membership Renewal Campaign Targeting

An association can use “Find Participants” to target specific member groups for renewal campaigns. For example, they can filter by “Participant Group” (e.g., ” expiring membership”) and “Contact Type” (“Individual”) to identify members whose memberships are expiring soon. This allows for sending personalized renewal emails with relevant incentives.

Volunteer Recruitment for Events

Associations can leverage “Find Participants” to identify potential volunteers for upcoming events. They can filter by “Participant Role” (“Volunteer”) for past events related to the upcoming one. Additionally, filtering by “Skills” (if such a field is set up) can help find volunteers with relevant expertise.

Event Feedback Analysis

Following an event, associations can use “Find Participants” to gather feedback from specific attendee groups. They can filter by “Event Name” and “Participant Group” (e.g., “Workshop Attendees”) to target attendees of a particular session. Sending surveys through Retention CRM to this filtered group allows for focused feedback analysis.

By using these filters in various combinations, Associations, Chambers and Nonprofits can gain valuable insights into their event registrations and effectively manage their event attendees.

The “New Event Participant Registration” feature in the Event Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofit organizations to manually register participant (s) for an event. This is useful for scenarios where attendees register by phone, mail, or you’re registering them on their behalf.

General Functionality of the “New Event Participant Registration” Feature

• Participant (Required): This is the person attending the event. You can search for existing contacts or create a new one here.
• Event (Required): Select the specific event the participant is registering for.
• Campaign (Optional): This allows you to associate the registration with a specific marketing campaign for tracking purposes.
• Participant Role (Required): Assign a role to the participant (e.g., Speaker, Attendee, Volunteer). You can edit these roles in “Edit Participant Role Options.”
• Registration Date (Required): This is automatically populated with the current date but can be changed if needed.
• Status (Required): Select the participant’s registration status (e.g., Registered, Pending Payment, Waiting List). You can edit these statuses in “Edit Status Options.”
• Participant Source (Optional): Specify how you learned about the participant’s registration (e.g., Phone Inquiry, Website Referral).
• Notes (Optional): Add any additional information about the registration.
• Submit Credit Card Event Registration (Optional): If enabled for the event, this allows you to process the participant’s credit card payment directly through Retention CRM.

Using the “New Event Participant Registration” Feature in Association Management

A nursing association is hosting a professional development conference for its members. Let’s see how they can utilize “New Event Registration”:

• Participant: Search for existing member profiles or create new ones for non-members registering for the conference.
• Event: Select the “Nursing Professional Development Conference” event.
• Campaign: (Optional) They can create a campaign called “Fall Conference Promotion” to track registrations from a specific marketing effort.
• Participant Role: Assign “Attendee” to most registrants, “Speaker” to those presenting, and “Volunteer” to those helping with the event.
• Registration Date: Leave the current date for most registrations.
• Status: Set “Registered” for confirmed attendees, “Pending Payment” for those needing to pay, and “Waiting List” if capacity is reached.
• Participant Source: Use this to track how attendees heard about the conference (e.g., “Member Newsletter,” “Website”).
• Notes: Add any specific details related to the registration, such as dietary restrictions or accessibility needs.
• Submit Credit Card Event Registration: If enabled for the event, attendees can pay their registration fees online during the process.

More Use Cases for Associations

Membership Renewal with Event Registration

An association can combine membership renewal with event registration. Here’s how:

• Participant: Search for existing members due for renewal.
• Event: Create an event for “Membership Renewal + [Event Name]”.
• Status: Set “Pending Payment” for both renewal and event fees.
• Notes: Mention the specific membership level being renewed.
• This allows members to renew and register for the event in one go, streamlining the process and boosting event participation.

Volunteer Recruitment for Events

Associations can leverage this feature for volunteer recruitment during event registration:

• Participant Role: Offer “Volunteer” as a role alongside “Attendee.”
• Participant Source: Track how volunteers heard about the opportunity (e.g., “Event Website,” “Member Referral”).
• Notes: Capture specific volunteer interests or skills during registration.
• This helps identify potential volunteers and gather their preferences, making volunteer coordination more efficient.

Tiered Event Registration with Discounts

Associations can offer tiered registration with discounts for different member levels:

• Participant Role: Assign “Member” role and allow selection of membership level.
• Campaign: Create separate campaigns for different membership tiers to track registrations.
• Status: Set “Registered” upon successful registration and payment.
• During registration, the system automatically applies discounts based on the selected membership level. This incentivizes membership and rewards higher tiers with better deals.

By using “New Event Registration,” Associations, Chambers and Nonprofits can efficiently perform and manage event registrations, track marketing effectiveness, and ensure a smooth event experience for participants.

The “Add New Event Template” feature in the Event Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofits to create reusable blueprints for events. This saves time and ensures consistency when setting up similar events.

General Functionality of the “Add New Event Template” feature

• From Template: Leave this blank when creating a new template.
• Template Title: (Required)* Give your template a clear and descriptive name (e.g., “Monthly Nursing Chapter Meeting”).
• Type (Required):* Select the event category (e.g., Conference, Workshop).
• Edit Type Options: Use this (if available) to further customize the event type.
• Campaign: Connect the template to a specific marketing campaign for tracking purposes.
• Default Role (Required):* Define the primary participant role (e.g., Attendee, Speaker).
• Edit Default Role Options: (if available) allows further customization of participant roles.
• Participant Listing: Control how participant names are displayed on the event page.

Event Details:

• Event Title: Enter the base title for events created from this template (e.g., “[Chapter Location] Nursing Chapter Meeting”).
• Event Summary: Provide a brief overview of the event type.
• Complete Description: Fill in detailed information about the event content.
• Start & End: These fields are left blank in the template but will be filled later when creating specific events.
• Max Number of Participants: Set a limit on attendees (optional).
• Include Map to Event Location: Display a map for the event venue.
• Public Event: Mark the event as public or private.
• Add Social Share Buttons: Include buttons for easy event sharing on social media.
• Is this Event Active?: Deactivate the template if not currently in use.

Advanced Event Settings:

• Hide “Skip Participant” Button (Required):* Control the visibility of the “Skip Participant” option during registration.

Using the “Add New Event Template” feature in Association Management

A nursing association can leverage event templates to streamline setting up recurring events. Here’s an example filled with relevant options:

• Template Title: Monthly Nursing Chapter Meeting
• Type: Workshop
• Default Role: Attendee
• Event Title: [Chapter Location] Nursing Chapter Meeting (e.g., “New York City Nursing Chapter Meeting”)
• Event Summary: Discuss current nursing topics, share best practices, and network with colleagues.
• Complete Description: Include details about the specific meeting theme, speaker bios (if applicable), and Continuing Education (CE) credits offered.
• Include Map to Event Location: Yes (assuming meetings have a physical location).
• Public Event: (Depends) Choose public if open to all nurses or private if for members only.
• Add Social Share Buttons: Yes, to encourage participation.
• Is this Event Active?: Yes (assuming the chapter is active).

More Use Cases for Associations

Chapter Meetings

As described in the example, associations with geographically dispersed chapters can create a “Chapter Meeting” template. This template would define the event type (Workshop), default role (Attendee), summary, and basic description outlining the purpose of these meetings. Chapter leaders can then quickly create new meetings for their specific location by just adding the location details in the title (e.g., “Chicago Chapter Meeting”) and filling in any speaker or theme specifics in the description.

Webinar Series

Associations hosting educational webinars can create a “Webinar Series” template. This template could include “Webinar” as the type, “Attendee” as the default role, and a description outlining the overall series topic. Individual webinars within the series can then be created using the template, specifying the presenter, date, time, and specific webinar topic within the series description.

Member Events

Associations can design a “Member Event” template to streamline member-exclusive events. The template might include “Member Event” as the type, “Member” as the default role (with options for guest registrations), and a description highlighting member benefits of attending. Specific events like social gatherings or volunteer opportunities can be created from this template, requiring member login for registration.

By creating this template, Associations, Chambers and Nonprofit organizations can quickly create new event templates with consistent information while only needing to modify the title, date, and specific details for each event. This saves time and ensures a professional presentation for their events.

The “Manage Event Templates” feature in the Event Management module of Retention CRM allows Associations, Chambers of Commerce and Not-for-profit organizations to create reusable blueprints for events. This saves time and ensures consistency when setting up similar events. You can also use templates to manage recurring events.

General Functionality of the “Manage Event Templates” feature

• Filters:
  • Title: Refine the list of templates by keyword in the title.
  • Type: Narrow down the list by event type (e.g., Workshop, Conference).
• Table Columns:
  • Title: Name of the event template.
  • Type: Category of the event (e.g., Educational Session, Networking Event).
  • Created By: Username of the person who created the template.
  • Financial Type: How donations or fees associated with the event will be categorized.
  • Summary: Brief description of the event.
  • Start Date / End Date: These fields are not displayed in templates themselves, as they will be specific for each event created from the template.
  • Public: Indicates if the event (created from the template) will be visible to the public.
  • Paid Event: Whether there is a fee associated with the event.
  • Online Registration: Specifies if online registration is enabled for events created from this template.
  • Events: This column shows how many individual events have been created using this particular template.

Using the “Manage Event Templates” feature in Association Management

Let’s see how a nursing association can utilize “Manage Event Templates”.

• Scenario: The association holds monthly educational workshops for nurses on various topics.

Event Template Creation:

1. Title: Monthly Educational Workshop
2. Type: Educational Session
3. Public: Yes (assuming these workshops are open to all nurses)
4. Financial Type: Contribution – Educational Program (assuming there’s a fee)
5. Summary: This workshop series provides ongoing education for nurses on relevant healthcare topics.
6. Online Registration: Yes (to allow nurses to register online)
7. Start Date / End Date: These are left blank as they will be specific for each workshop instance.
8. Paid Event: Yes

Benefits:

• Save Time: By creating a template, the association only needs to enter common details once. They can then quickly create individual workshops with specific dates and topics.
• Consistency: All workshops will have the same registration process, fee structure, and basic information, ensuring a smooth experience for participants.
• Manage Recurring Events: If the workshops happen every month, the association can use the “repeat” functionality within Retention CRM’s Advanced Events extension (optional) to easily generate a series of events based on the template.

Additional Notes:

• The association can create multiple templates for different types of events they organize (e.g., conferences, networking events).
• They can use filters to quickly find specific templates based on title or type.
• The “Events” column helps track how many workshops have been created using each template.

More Use Cases for Associations

Streamlined Event Planning for Membership Events

Imagine the association offers exclusive workshops or conferences for members. They can create a template with “Public: No” and “Financial Type: Membership Benefit” (assuming it’s free for members). This template would be used for member-only events, saving time setting up each event and ensuring consistency for members.

Tiered Membership with Event Access

The association could create tiered memberships with varying event access levels. A gold-tier template might have “Public: No” and “Financial Type: Included in Membership,” while a silver tier might have “Public: Yes” and “Financial Type: Contribution.” This allows for offering exclusive events to higher tiers while managing event visibility and fees based on membership level.

Targeted Communication for Events based on Membership

Retention CRM allows segmenting contacts based on various criteria, including membership type. With templates, the association can create targeted email campaigns to promote events. They could use a template for member-only workshops and send it only to members, while another template for public events could go to a wider audience.

By effectively using “Manage Event Templates,” Associations, Chambers of Commerce and NGOs can streamline their event planning process, improve consistency, and make it easier for their donors, members and other stakeholders to register and participate in their online and offline events.

The “Add Event” feature in the Event Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofits to designing and setting up new events, and provides their event attendees a seamless experience in registering and engaging with those events.

General Functionality of the “Add Event” Feature

• From Template: Lets you create an event based on a pre-defined template containing details from previous events. This saves time for recurring events.
• Type: Select the event type (e.g., Conference, Workshop, Webinar).
• Campaign: Connect the event to a specific fundraising or awareness campaign for tracking purposes.
• Default Role: Assign a default role to participants (e.g., Member, Guest) used for permission control and reporting.

Event Details:

• Participant Listing: Choose whether to display a list of registered participants on the event page.
• Event Title: Enter a clear and descriptive title (e.g., “Annual Nursing Conference on Telehealth”).
• Event Summary: Provide a brief overview of the event.
• Complete Description: Include a detailed description with topics, speakers, agenda, and other relevant information.
• Start: Set the event start date and time.
• End: (Optional) Set the event end date and time if applicable.
• Max Number of Participants: Limit the number of attendees if necessary.
• Include Map to Event Location: Embed a map to the event venue for easy navigation.
• Public Event: Mark the event as public or private. Public events are visible to everyone, while private events require registration.

Additional Options:

• Add footer region with Twitter, Facebook and LinkedIn share buttons and scripts: Enable social media sharing buttons for wider promotion.
• Is this Event Active?: Deactivate the event if registration is closed or the event has passed.
• Hide “Skip Participant” button: This button allows skipping participant information during registration. Hiding it enforces full registration details.

Using the “Add Event” Feature in Association Management

The nursing association is hosting its annual conference on “The Future of Telehealth in Nursing Practice.” Here’s how they can utilize the “Add Event” feature:

• From Template: If they have a template from a previous conference, they can use it as a base to save time.
• Type: Select “Conference” as the event type.
• Campaign: Link it to a campaign promoting the adoption of telehealth technologies.
• Default Role: Choose “Member” as the default role, with an option for guests to register at a higher fee.
• Participant Listing: Decide whether to display a list of registered attendees.
• Event Title: “Annual Nursing Conference on The Future of Telehealth in Nursing Practice”
• Event Summary: Briefly describe the conference’s focus on telehealth advancements.
• Complete Description: Provide details about keynote speakers, workshops, agenda, registration fees, and Continuing Education (CE) credits offered.
• Start & End: Set the conference dates and times.
• Max Number of Participants: Limit attendance if necessary due to venue capacity.
• Include Map to Event Location: Embed a map to the conference venue.
• Public Event: Make the event public for wider registration.
• Social Media Sharing: Enable social media buttons for promotion by attendees and members.
• Active Event: Keep it active until registration closes.
• Hide “Skip Participant” Button: Enforce complete registration details for attendee tracking and CE credit allocation.

More Use Cases for Associations

Discounted Event Registration for Members

• Scenario: A photography club offers exclusive discounts on workshops and seminars to its members.
• Process:
  • Create an event using “Add Event” and set the “Default Role” to “Member.”
  • Within membership levels, define a membership type that grants access to a discount code.
  • During registration, members can enter the code for a reduced fee.
• Benefit: Encourages membership by offering special benefits and strengthens member engagement.

Tiered Access Based on Membership Level:

• Scenario: A fitness association organizes exclusive events like boot camps or guest trainer sessions.
• Process:
  • Use “Add Event” to create the event and set different registration options based on membership level.
  • For example, a “Premium Member” tier might have free access, while others require payment.
• Benefit: Provides additional value to higher membership tiers, promoting membership upgrades.

Automatic CE Credit Tracking for Members:

• Scenario: A medical association hosts conferences offering Continuing Education (CE) credits for attending physicians.
• Process:
  • Create the event with “Add Event” and link it to a specific CE credit program.
  • During registration, capture member information (license number etc.) for tracking.
  • Upon completion, Retention CRM can automatically track and record earned CE credits for members.
• Benefit: Streamlines CE credit management for members and demonstrates the association’s value to its members.

By utilizing the “Add Event” feature effectively, Associations, Chambers and Nonprofit organizations can create a well-organized and informative event page, facilitating registration and promoting their conference successfully.

The “Manage Events” feature in the Event Management module of Retention CRM provides Associations, Chambers of Commerce and Nonprofit organizations with a central hub for creating, finding, and managing all of their events. Let’s break down the functionalities of this feature in a general way.

General Functionality of the “Manage Events” Feature

• Add Event: This button allows you to create a new event for your organization.
• Find Events: Use this option to search for existing events based on various criteria.
• Event Name: This field is where you enter the name of your event (e.g., “Annual Nursing Conference”).
• Event Type: Categorize your event (e.g., “Conference”, “Workshop”, “Webinar”).
• Show Current and Upcoming Events: This filter displays only events happening now or scheduled for the future.
• Search All or by Date Range: Choose to search for events across all dates or specify a date range.
• Campaigns: Link your event to a specific marketing campaign for the nursing association (e.g., “Membership Drive”).

Event List View:

• Event: This column lists the titles of all your created events.
• Template: Here, you can assign a pre-designed template for the event registration page (if available).
• City & State/Province: Specify the location details of your event.
• Type: This displays the chosen event category (e.g., “Conference”).
• Public?: Indicate if the event is open to everyone or restricted to members of the nursing association.
• Starts & Ends: Shows the date and time frame of the event.
• Campaign: Displays the linked marketing campaign for the event (if applicable).
• Active?: This indicates if the event is currently open for registration.
• Configure: This section provides settings for managing registrations, fees, and other event details.
• Participants: Here, you can view and manage registered attendees for your events.
• Event Links: Use this option to add relevant links (e.g., to speaker bios or travel information) to your event page.

Using the “Manage Events” Feature in Association Management

Let’s see how a nursing association can utilize “Manage Events” to organize an event:

1. Add Event: Click this button to create a new event, for example, “Annual Nursing Conference 2024.”
2. Event Name: Enter the event name in the designated field.
3. Event Type: Choose “Conference” from the event type options.
4. City & State/Province: Specify the location details of the conference.
5. Public?: If the conference is open to all nurses, choose “Yes.” Otherwise, choose “No” for members-only.
6. Starts & Ends: Set the date and time frame for the conference.
7. Campaigns: Link the event to a “Membership Drive” campaign to encourage attendees to join the association.
8. Configure: Access this section to set registration fees, deadlines, and other details.
9. Participants: Track registered nurses interested in attending the conference.
10. Event Links: Add links to speaker presentations, venue information, and accommodation options.

More Use Cases for Associations

Tiered Member Events

Imagine the association offers exclusive events for different membership tiers (Basic, Premium, Gold). “Manage Events” allows creating the event once, then setting the “Public?” field to “No” and assigning a specific membership level in the registration configuration. This lets you create separate registration pages for each tier, ensuring only eligible members can see and register for their exclusive events.

Membership Renewal Drive with Event Discount

The association wants to incentivize membership renewal during their annual conference. By linking the conference event to a “Membership Renewal” campaign in “Manage Events,” they can offer a discount on registration fees for members who renew their membership during the event registration process. This functionality streamlines the renewal process and encourages member retention.

Tracking Member Engagement through Events

The association wants to understand which members are actively participating in events. “Manage Events” allows viewing registered attendees (“Participants”) for each event. By analyzing this data alongside member information in Retention CRM, the association can identify members who consistently attend events and tailor future events or communication strategies to their interests. This fosters stronger member engagement and helps the association cater to member needs.

With “Manage Events” feature, Associations, Chambers and Nonprofits can effectively manage their events, promote them to the target audience, and track attendee information.

The ‘Events’ module in Retention CRM allows Associations, Chambers of Commerce and Nonprofit organizations in managing all aspects of their events, from creation and registration to reporting and follow-up.

The ‘Dashboard’ Feature in the Event Management module provides a centralized location to manage and monitor your events. Here’s a breakdown of its key features:

General Functionality of The ‘Dashboard’ Feature

• Manage Events: This section provides options for creating new events, editing existing ones, and accessing all events in the system.
• New Event: This button allows you to create a new event within Retention CRM.
• Event Summary: This table offers a quick overview of your events:
  • Event: Displays the name of the event.
  • ID: A unique identifier assigned to each event.
  • Type: Indicates the event type (e.g., conference, workshop, webinar).
  • Public: Shows whether the event is public (visible to everyone) or private.
  • Date(s): Displays the event dates and times.
  • Participants: Shows the number of registered participants for each event.
• Recent Registrations: This table lists the most recent event registrations:
  • Participant: Name of the person who registered.
  • Event: The event the person registered for.
  • Fee Level: The chosen registration fee option (if applicable).
  • Amount: The registration fee paid by the participant.
  • Registered: Date and time of registration.
  • Event Date(s): Dates and times of the event the participant registered for.
  • Status: Registration status (e.g., pending payment, completed).
  • Role: The participant’s role in the event (e.g., attendee, speaker).
• Find more event participants…: This link allows you to access a more comprehensive list of all event participants.

Using The ‘Dashboard’ Feature in Association Management

A nursing association can leverage the Dashboard in Events module to manage various events throughout the year:

• Educational Conferences: Organize annual conferences or workshops on relevant healthcare topics, allowing nurses to register online, pay fees, and access event details.
• Networking Events: Host social gatherings or networking events to connect nurses and promote professional development.
• Certification Courses: Manage registrations and track participation for continuing education courses required for nurses to maintain their licenses.

Example Scenario:

The National Association of Registered Nurses (NARN) is planning their annual conference: “Advancing Nursing Practices in 2024.” Let’s see how they can utilize Events module features:

• Manage Events: Use the dashboard to create the conference event, including details like dates, location, and agenda.
• New Event: Click this button to create the “Advancing Nursing Practices in 2024” conference entry.
• Event Summary: The conference will be listed with its ID, type (“Conference”), set as public, and display the dates. The participant count will update as nurses register.
• Recent Registrations: This table will show nurses who have registered, the chosen fee level (e.g., member, non-member), registration date, and their status (completed payment, pending approval for scholarships etc.).
• Find more event participants…: This link allows access to a full list of registered nurses attending the conference.

More Use Cases for Associations

Tiered Member Events

Associations can create exclusive events for different membership tiers. Imagine a historical society offering basic tours to all members, but hosting special behind-the-scenes events limited to premium members only. Events module allows you to set up registration and easily restrict access based on membership level. This incentivizes members to upgrade for exclusive benefits.

Automated Follow-Ups and Promotion

After a member attends an event, Events module can trigger automated email sequences. These emails could thank them for attending, share event materials, or promote upcoming events relevant to their interests ( gleaned from the event registration ). This fosters stronger relationships and member engagement.

Membership Renewal Integration

Retention CRM can connect event registrations to membership statuses. When a member registers for an event far in advance, Events module can check their membership expiration. If it’s nearing its end, the system can automatically send a renewal reminder email along with the event registration confirmation. This improves membership retention rates.

By utilizing the ‘Dashboard’ feature effectively, Associations, Chambers and Nonprofits can streamline event management, improve communication with members, and gain valuable insights into participant demographics and interests.