SugarCRM SupportProduct GuidesSugar MarketSugar Market User GuideEventsCreating Events

Creating Events

Overview

This page explains how to use the Sugar Market Events module to create both in-person and online events, and to integrate online events with the online event management tools GoToWebinar and Webex.

Before You Begin

Complete the following before you set up an event in Sugar Market: 

  • Determine the type of emails you want to send throughout your event, and create a template for each type of email communication if they do not already exist (e.g. invite, reminder, email confirmation, follow-up). 
  • For online events, set up the event source for GoToWebinar and Webex.

Creating Email Templates

Since the Sugar Market Events module utilizes our oldest legacy email builder (ODS), you should set up legacy email templates if you do not already have them. The recommended method for creating templates for ODS is to first copy the source from an email you built with the most recent Email Builder.

To copy an existing email's code:

  1. Navigate to Manage > Campaigns > Single Emails.
    SM UG Events managesingleemail
  2. With the desired email selected, expand the Context menu in the toolbar, and then select "Source Code".
    SM UG Events emailsource
  3. Click the Copy button in the Source Code window. This copies the email content to your system clipboard.
    SM UG Events sourcecode

To create the email template:

  1. Navigate to Manage > Campaigns > Email Templates.
    SM UG Events createtemplate
  2. Click the Old Template Archive button.
  3. Provide a name and description to identify the template.
  4. Select the template type and location where the template is to be stored and then click the Save button. The basic template is created.
    SM UG Events createtemp2
  5. On the HTML tab, click the HTML icon in the editor.
  6. Paste the email content you copied above, and then click the Paste button.
    SM UG Events htmltemplate
  7. Define the send basics on the Details tab and enable the Event Management option. The template will not be available for use in your event if this option is not enabled.
    SM UG Events templatedetails
  8. Optionally, send a test email from the Testing tab, and define merge fields on the Merge Fields tab. Using merge fields is recommended since they allow you to use one template for each email type, which you can reuse for all events.
  9. Click one of the Save buttons at the top of the page to save the template. Note the template's Tool in the template list is identified as "ODS", which indicates it can be used within the Events module.
    SM UG Events createtemp3

Integrating with Online Event Management Tools

The Sugar Market Events module connects to GoToWebinar and Webex to organize the communication and registration for your online events. If you are hosting an in-person event, then skip to the Creating an Event in Sugar Market section. Each tool has different requirements for the Sugar Market integration, as described below. 

Setting Up a GoToWebinar Event

  1. Set up your event source in Sugar Market to allow you to securely connect to your GoToWebinar event.
  2. In GoToWebinar, set up a single occurrence event. Disable all email notifications and alerts since you will manage notifications in Sugar Market.
  3. Create a new event in Sugar Market and associate it with the GoToWebinar event you just created.

Once set up, all new registrations will push registration information to GoToWebinar and pull down the unique registration URL. Following the event, you can manage all webinar details such as responses to questions/polls and view which registrants attended through the "Post Conference" tab in the event session.

Setting Up a Webex Event

To sync a Webex event with Sugar Market, you must have the Webex Events Center service. 

  1. Set up your event source in Sugar Market to allow you to securely connect to your Webex event.
  2. Create a new event in Sugar Market.
  3. In Webex, set up a single occurrence event.
  4. In Sugar Market, associate the event with the Webex event you just created.

Creating an Event in Sugar Market

Sugar Market events are constructed by defining the overall event setup, which is the basis of the Event Master, and individual sessions within the event. All events must have at least one session. 

There are five essential steps to creating an event in Sugar Market:

  1. Set up the event
  2. Review and edit event details
  3. Create the registration form and landing page
  4. Test emails and registration form

Setting Up the Event

  1. Navigate to Create > Event > New Event. While you can also choose the Advanced Event Builder option, the New Event option is recommended since it utilizes a wizard that guides you through the event setup process.
    SM UG Events new
  2. Complete the following steps in the Event wizard, clicking the Next button after each step: 
  3. Click the Finish button to save the event. The event details populate the Event Master where you can review and edit event details.
Defining Event Basics
  • Name: Internal name used to identify the event.
  • Select Folder: The folder where the event will be saved.
  • Number of Sessions: The number of sessions the event will comprise. Sugar Market events can have one or many sessions. Multiple sessions are useful for recurring training or an event you are running in several locations. Note that the number of steps in the wizard increases for every additional session (nine steps for a single-session event). You can change the number of sessions later if desired.
  • Event Description: Optional text that describes the event's purpose.
    SM UG Events eventbasics
Defining Sessions
  • Session Name: Name that identifies the session.
  • Use Webinar Platform: If you are connecting your event to an outside webinar platform, select this option. Refer to the Configuring Online Events section for more information.
  • Time Zone: Select the time zone where the event will take place, not your own time zone.
  • Limit Number of Seats for Session: To restrict the number of registrations, select this option, and then identify the number of registrations allowed. Keep in mind that the maximum number of seats includes all submissions, including test submissions. To also remove the event from your landing page after this threshold has been met, select the last checkbox in this section.
    SM UG Events step2
Setting Up Announcement Email
  • Create Initial Email: Select this option to set up a scheduled invite email. This email will drive recipients to your landing page to register for your event. You do not have to use this option for your invite email. You may instead choose to use the link to your event landing page in an email or nurture campaign, or distribute it on social media instead.
  • Campaign Name: Internal email campaign name that identifies the invite email.
  • Subject: The subject line that will display to your contacts in the invite email. If you choose a template in the next field, the subject defined in the template will override the subject you identify here.
  • Template: To use a previously created email template for the invite email, select a template name from the dropdown list. Only templates created in the oldest email builder are available for use in the Events module. If you do not have any templates, then cancel out of the event wizard and create a template before returning to your event setup.
  • Send Date: Set the date and time when the invite email should be sent. 
  • SM UG Events step3
Selecting Recipients
  • Available Recipients to Include: Select the type of list to include from the dropdown list, and then select the specific list from the dropdown below. Click the Add button to add to the Included Recipient Lists.
  • Included Recipients List: To remove a recipient list, highlight the list name and then click the X button to the right. To reorder lists, highlight a list name and then use the up and down arrows to move the list accordingly.
  • Individual Recipients to Include: To add individual recipients, type their email addresses in this field, separated by semi-colons, and then click the Add button.
  • Contacts Have Confirmed Consent: Select this checkbox to confirm that all selected recipients have opted-in to your emails to ensure GDPR compliance
    SM UG Events step4
Recipients Excluded

In Step 5 you can optionally identify specific lists or individuals to exclude from the invite email. Follow the same guidelines as outlined for included recipients above.
SM UG Events step5

Setting Up Confirmation Email
  • Send Confirmation Email: Select this option to set up an automatic confirmation email to be sent after a contact submits an event registration. 
  • Template: To use a previously created email template for the invite email, select a template name from the dropdown list. Only templates created in the oldest email builder are available for use in the Events module. 
    SM UG Events step6
Setting Up Reminder Emails

You can send up to three event reminder emails.

  • Time Increment: Select the number of days or weeks before the event when you want the email to be sent, or select the Same Day option from the dropdown list to send the email on the day of the event.
  • Template: Select an email template from the dropdown list. You must use a previously created email template for reminder emails.
  • Send Time: Type the time when the email is to be sent or click the clock icon to select a time.
    SM UG Events step7
Setting Up Follow-Up Emails

In this step, you set up a triggered email to be sent out to all event registrants with a status of "Attended" after the event occurs. 

  • Template: Select an email template from the dropdown list. You must use a previously created email template for follow-up emails. 
    SM UG Events step8
Follow-Up to Non-Attendees

In the final step, you can set up a timed action to send up to three emails to all event registrants who did not attend the event.

  • Time Increment: Select the number of days or weeks after the event when you want the email to be sent, or select the Same Day option from the dropdown list to send the email on the day of the event.
  • Template: Select an email template from the dropdown list. You must use a previously created email template for follow-up emails.
  • Send Time: Type the time when the email is to be sent or click the clock icon to select a time.
    SM UG Events step9

Configuring Online Events

When using the Events module for an online event, first ensure you have set up the event source. In Step 2 of the wizard, select the "Use Webinar Platform" checkbox, and then proceed to the appropriate section below for your platform type.

Configuring GoToWebinar Events
  1. With the Use Webinar Platform checkbox selected on Step 2 of the event wizard, from the Webinar Company list, select "GoToWebinar".
  2. From the Source dropdown, select the name of the event you created in GoToWebinar.
  3. Click the Associate to GoToWebinar link. Sugar Market locates your available GoToWebinar events. Click the desired event to link it to the event you are creating in the Events module.
  4. Continue with Step 3 of the event wizard.
Configuring WebEx Events
  1. With the Use Webinar Platform checkbox selected on Step 2 of the event wizard, from the Webinar Company list, select "WebEx".
  2. From the Source dropdown, select the name of the event you created in WebEx.
  3. Continue with Step 3 of the event wizard.

Reviewing and Editing Event Details

After completing your setup in the Event wizard, review the details in the Event Master and make any necessary changes.

Creating the Registration Form and Landing Page

After confirming your event details, create a registration form and landing page through which your contacts will register for your event.

To create a registration form for your event:

  1. On the Event Master Landing Page tab, click the Manage Forms button. The Forms list view displays a filtered list of forms that are associated to the event. Since this is a new event, you will create a new form.
    SM UG Events createform
  2. Click the Create button at the top right, and then select "Form" from the flyout menu.
  3. Create a form using the Event form type and the name of your event.
    SM UG Events formtype
  4. In the Build step of Form Builder, map the event session to a form field:
    • Single-Session Events: For a single-session event, you must add a hidden field to your form and enable the Map to Event Sessions option to associate the event session ID to the form. The event session ID automatically populates the field value.
    • Multi-Session Events: For a multi-session event, you must add either a dropdown or radio field to your form and enable the Map to Event Sessions option to associate the event session IDs to the form fields. The event session IDs automatically populate the field values.
      SM UG Events form hiddenfield
  5. Finish customizing and publish your form.
  6. On the confirmation dialog, click the Exit Builder button. The full Forms list view displays.

To create a landing page for your registration form:

  1. Navigate from the Forms list view to the Pages list view and create a page using the Event Registration page type.
  2. Design the page and embed the registration form you created for your event. Only published forms with the Event form type are available.
    SM UG Events createpage
  3. Finish customizing and publish the page.

Note: When you return to the Event Master Landing Page tab, the form and page you created are not displayed in the list since only legacy pages are displayed. To confirm your form is associated with the event, compare the event session ID with the ID mapped in your form field.

Testing Emails and Registration Form

The final step in creating your event is to test your emails and registration form. 

  1. Return to the Events module and locate your event.
  2. From the Actions menu, select "Edit".
  3. On the Sessions tab, select "Edit" from the Actions menu next to the first session name.
    SM UG Events editsession
  4. On the session's Details tab, set the Status field to "Active", and then click the Save and Return button at the top of the page. The session must be in the Active status for your emails to be sent, for your merge tags to work, and for your form submission to be enabled. If you have multiple sessions in your event, repeat this step for each session.
    SM UG Events active
  5. Navigate to the Event Master Email Campaigns tab.
  6. Edit each scheduled email in the event, and from the Testing tab send a test email to yourself to confirm how each will appear to your contacts. Ensure you follow the procedure defined in Scheduling the Email to Send for all scheduled emails in the event. For triggered emails, indicate the session to which it applies.
  7. On the Event Master Landing Page tab, click the Manage Forms button.
  8. Navigate to the Pages list view, and then select the page you associated with the event.
  9. Expand the overflow menu, select "View Published URL", and then click the View Page button. The page displays with your embedded registration form.
    SM UG Events viewpub
  10. Submit the form and confirm that the redirect works correctly.
  11. Navigate back to the event session in edit mode, and confirm that the number of attendees at the top right of the page is now one. If you are using an online event hosting platform, you should also confirm that the attendee number in the external platform has been incremented accordingly.
    SM UG Events numattend

Last modified: 2021-02-26 14:35:42