A Quick Guide to Event Management in Dynamics 365 for Marketing

Portal 0lo

Microsoft Dynamics 365 Marketing includes a pre-packaged Event Management module that enables organisers to handle the administration and logistics of registrations, sessions, speakers and venues in one place.

In this post, we'll walk through a selection of the application's features to demonstrate Dynamics 365's capabilities to create events, manage registrations via a Dynamics portal and check-in attendees.

If your organisation is looking for a new event management solution, get in touch to learn more. We'll demonstrate how Dynamics 365 Marketing can be configured to fit your requirements and answer your questions.

Demonstrating Dynamics 365 Marketing - Event Management

Manage any Event

From a list view in Dynamics 365 for Marketing, event planners can view an existing on-site or online event or create a new event.

Mkt 84

Event Records

For each event record, settings include:

  • Event Type - can be set as a briefing, webinar, conference, training course or demonstration.
  • Format - defining if the event will be on-site, online or a hybrid. Depending on which option is selected, form fields will be contextual to the event type. For a webinar, configuration details for this online session would be entered.
  • Capacity - This will be the maximum capacity for a venue for on-site events.
  • Wait List - an option to activate a waitlist upon reaching capacity. This would enable a marketing journey to be defined with actions triggered in the event of subsequent cancellations.
  • Schedule - start/end date for the event and an option to define a recurring event.
  • Custom Event URL - option to define the format of the event portal URL.
  • Event Image - upload a primary image is displayed in the event portal.
  • Create Lead - new event registrations will be mapped to existing contacts, or a new contact will be automatically created. Event organisers can also set an automated process to generate a lead for each event registration.
  • Portal Payment Gateway - this will need to be set up if payment is made upon registration. This can be configured with Worldpay, Paypal and other suppliers to collect payments (subject to additional configuration).
  • Multi-Attendee Registration - post multiple registrations on behalf of colleagues.
  • Location - which building(s) and child room(s) will be associated with on-site events and any associated room layout configuration. Further detail will be shown on these related records. For example, a room capacity and available facilities can be tracked on these records.

Once an event is promoted, the record will report the total registrations submitted through the event portal. A check-in count provides a running total of individuals scanned in when the event is underway.

Mkt 83

Event Session Agenda

Depending on the type of event, this may involve a series of sessions that attendees can register to attend.

In these scenarios, organisers can set and check timings for each session in a calendar display in Dynamics. A supporting sub-grid lists each session type, times and associated building and room. This also provides an at-a-glance view detailing the total registrations for each session.

Mkt 82

Session Tracks

Multiple sessions can be categorised by 'tracks'. These reflect distinct themes to help registrants identify the most relevant presentations.

Speakers

Dynamics 365 Marketing includes a speaker entity to associate individual speakers with specific events and sessions. These can be a combination of internal/external speakers and have details of speaker costs and a supporting bio and profile photo.

Event Sponsors

If an event is to be sponsored, each sponsor can be tracked through the event record, enabling varying sponsor levels to be defined, e.g. platinum, gold, silver.

The type of sponsorship can also be expressed. This may be shown as a monetary value, equipment supply, or service delivery. Uploading a logo for each sponsor will display these on the event portal.

Mkt 80

Depending on the type of event, the marketing app has the inbuilt capability to handle different passes. This could include a day pass, a weekend event pass or an early bird offer pass.

A price can be set for each pass as required, and event organisers can limit how many passes will be issued. As a result, this would enable a cap to be applied on how many discounted or free entry passes will be issued.

Each pass can grant access to all sessions. Alternatively, organisers can define which sessions are available with each pass type. For example, delegates may only be eligible to attend individual sessions if a premium pass is purchased.

An early bird pass provides entitlement to attend three sessions in the example below.

Mkt 81

Usage of paid event passes requires a separate configuration with a payment gateway that will enable registrants to make payments through the event portal.

As an alternative to passes, organisers can also build events that allow individuals to choose one or more sessions with free registration via the web portal, as demonstrated below.

Event Portal

As well as handling registrations, the event portal provides details of each session. For events that have a duration of several days, portal users can adjust the filter to show sessions for each day.

Each session displays the properties entered in Dynamics 365. In the highlighted example below, a speaker, building and room are referenced with a session description from the corresponding session record.

Mkt 77

Where sessions are categorised, these are shown as session tracks in the portal.

Selecting an individual track lists the associated sessions, and each can be expanded to show the supporting detail.

Another default capability provides a list of each speaker scheduled to appear during the event.

Clicking the speaker's tab brings up each profile, and clicking one of these shows the sessions they will be presenting.

3kt 74

If passes are configured for the event, the passes tab enables users to check which sessions are included with each pass and their respective prices.

This example confirms which sessions are eligible for delegates who purchase a £50 day pass.

Mkt 71

Registrations

Within the primary event record in Dynamics, organisers can enable or disable anonymous registrations.

If anonymous registration is allowed, registrants will enter their core contact detail. If passes are available for the event, the registration form will include the appropriate field enabling users to choose an available pass.

The sign-up form can also be adapted with additional custom questions enabling organisers to collect more detail about registrants and understand their preferences.

Mkt 70

If an option has been set to enable multiple registrations, clicking the 'add another attendee' button allows the user to enter more contacts before submitting the form. For example, this would enable PAs, administrators, or HR staff to quickly post registrations for their colleagues.

If payment is required for an event and the portal payment gateway is configured, clicking the checkout button will redirect to the relevant gateway.

An automated event registration confirmation can be configured using inbuilt functionality upon completing a registration and confirming payment for any passes. This can form part of a customer journey within Dynamics 365 for Marketing to send a series of reminder emails counting down to the event.

Mkt 67

If anonymous registration is not enabled, individuals must be authenticated portal users. Before opening the registration form, users must sign in, register or redeem a portal invitation.

Each registration, and any cancellations, will be shown within an event record. A master list of all registrations is also available in the Event Registrations view below.

Event Registration records are automatically created in Dynamics when registration forms are posted, provided the event capacity hasn't been reached.

Mkt 66

This process automatically generates a Registration ID and creates a new contact record using the detail supplied or maps to an existing contact. This tracks the date and time of registration, and the record will be linked to the master Event Record.

An event registration QR code is also created automatically and saved to the record. This enables the QR code to be easily shared with the contact through pre-event emails, which they can print or save the image locally.

Mkt 65

Scanning Attendees

On the day, in-person event organisers can use a barcode scanner with these QR codes to confirm check-in for each registered attendee.

This can be done using a separately configured PowerApp for the event or using the Dynamics 365 mobile app.

In the examples that Preact has built, we add a custom script to the form to confirm the event check-in. Clicking the barcode scanner field will open the camera on a mobile device enabling the event QR code to be scanned. Once registration is matched, the process will automatically populate a check-in record in Dynamics 365 with the time and link this to the registration ID, event record and contact.

Mkt 63

Upon saving, the record will be added to the check-in records for the event, and the event check-in count will be updated.

With an ER prefix, the above ID is identified as event registration. Individual sessions also have IDs prefixed by SR, and these can also be tracked to enable a similar check-in process for each room.

The session registration shown below has automatically been created with the event registration ID to reference the associated session, contact and event records.

READ MORE:

Find Out More

Contact Preact today to discuss your requirements and find out more about Dynamics 365 Marketing event management.

By submitting this form, you agree to Preact's privacy policy and the processing of this data.

Dmkt20

Learn more about Dynamics 365 Marketing

Get advice from our consultants and arrange a demonstration to understand how Dynamics 365 Marketing can be configured to fit your requirements.

Request Callback