Events and public registrations

The CRM organises the events of your clubs and programmes: breakfasts, conferences, site visits. You create the event and invite contacts; participants register on a public page, without an account; you then follow the waiting list, the matching with your contacts and attendance. This article is intended for event organisers and CRM administrators.

Before you start #

• The CRM module must be enabled for your workspace and open to you (see Enabling and administering the CRM module).
• Permissions in the role matrix, CRM menu: “Events — View” for the list, the record and the Events tab of accounts and contacts; “Events — Create” for New event; “Events — Edit” for everything else (publish, close, cancel, invite, match, record attendance, issue an attendance link, send payment calls, export); “Events — Delete”. The Access level is enough. By default, only the Administrator role has them.
• The scope follows the event’s Manager: with Mine, you see the events you manage. It is set in a role’s CRM scopes card, Events domain (see CRM settings).
• Matching a registration also requires “CRM contacts — View”, and “CRM contacts — Create” to create the contact. Choosing a club or inviting its members requires “Memberships and dues — View” (see Memberships and dues).

The event list #

Open CRM › Events. For each event within your scope, the table gives the Event, its Start, its Club, its Status, the number Registered out of the capacity (the waiting list follows, preceded by “+”) and the Attendance rate. Filter by Status or Club, or tick Upcoming only. A chosen club also shows its attendance rate over its past events.

Creating an event #

1. Click New event.
2. Enter the Title in at least one language and, if needed, the Description, in French, English, German or Italian. The public page shows the visitor’s language, otherwise French.
3. Enter the Start and the End, both required, then the Venue or the Video link.
4. Set the Capacity (empty: no limit) and, if needed, the Registrations until date. Without a deadline, registrations close when the event starts.
5. Choose the Audience: Open to all or Club members, which requires an Organising club.
6. For a paid event, enter the Member price (empty: free) and the Non-member price (empty: free), then the Currency.
7. The Manager stays yourself if you leave You. They receive the event’s notices.
8. If needed, tick Send a thank-you email to attendees after the event (unticked by default).
9. Under Form questions, click Add a question: label, type Free text or Choice from a list (one choice per line), Required box. Twenty questions at most.
10. Click Create the event. It starts as a Draft.

Edit, on the record, reopens the same window. A changed price applies to the amounts due not yet called.

An event’s statuses #

Status	The public page	Buttons on the record
Draft	“Invalid link”.	Publish, Cancel the event
Published	Open until the deadline, otherwise until the start.	Close registrations, Cancel the event
Closed	“Registrations closed”.	Publish (reopens), Cancel the event
Cancelled	“Event cancelled”.	None: it is final.

Each change asks for confirmation. Every morning, a published event whose deadline has passed becomes Closed on its own. Cancel the event sends a cancellation email, with the calendar file that removes the event, to registrants and the waiting list; amounts due with no payment are cancelled. Delete is only allowed for a draft or an event without registrations.

An event’s record #

The record shows the details entered, then five counters: Registered, Waiting, To match, Present and Attendance rate (present out of registered). The Public registration form block gives the address of the public page, to copy; only people who can edit the event see it.

The Registrations section lists registrants, then the waiting list, then cancellations, with their Status, Contact, Attendance and Amount due. Under each name come the email, organisation, position and answers to the questions. Two lists filter by status and by matching.

Inviting contacts #

The Invite button appears on a draft or published event. Publish the event first: a draft’s link answers “Invalid link”.

1. Click Invite.
2. Under Chosen contacts, add contacts one by one.
3. If needed, add the Members of a club (and a Category), the Accounts with a tag or the Contacts of an account. These criteria add up: a contact must meet all of them.
4. Click Send the invitations.

Each guest receives an email in their language, with the registration link. The summary counts, without naming them, the contacts left out: outside your scope, objecting, not to be emailed, without an email address, already invited. A contact who objects is never invited, even when chosen individually.

A club’s members are the member, the contact person and the contacts attached to the member account, for active memberships. The Accounts with a tag list actually picks the contacts that carry the tag. If your workspace submits invitations to approval (Settings › CRM › Validations), they are sent once approved.

The public registration page #

The page shows the title, the organising club, the date, the venue, the prices and the description. The form asks for the First name, Last name and Email, all required, then the Organisation, the Position and your questions. An information notice, the Privacy policy link and a required consent box come before the Register button.

The answer is Registration received, You are on the waiting list or Registrations closed. A full event says so in a banner before submission.

• The page never shows other registrants and never says whether the email is known. A second registration with the same email creates nothing and gets the same answer.
• An invisible field traps bots, and the number of submissions per minute from the same connection is limited.
• The following emails are sent in the language of the form filled in.

Confirmation, waiting list and cancellation #

• Registered: the “Registration confirmed” email is sent straight away, with the calendar file (.ics) and the Cancel my registration button.
• Waiting list: beyond the capacity, the person receives a waiting-list email, with the same button.
• Cancellation: with that button, or from the record with the row’s cross. The place goes to the first person on the waiting list, in order of registration: they become Registered and receive the “A place is available” email, with the calendar file.

A registration on the waiting list owes nothing. A cancelled registration loses its amount due if no payment was received; an amount paid, even in part, stays, and any refund is handled outside Illizeo.

Matching a registration #

For each registration, the CRM looks for the contacts with that email. If it finds exactly one, the registration is attached to it. Otherwise, none or several, it stays To match and the manager is told. The form never creates a record.

1. On the registration’s row, click Match.
2. Choose Match to an existing contact, or Create the contact from what the registrant entered, with an Account (optional) if needed.
3. Click Match or Create and match.

The Contact column then shows View the contact, or “Record not visible” outside your scope.

Reminder the day before and thank-you #

Every morning at 9 am, Swiss time, the CRM closes events past their deadline, then:

• sends the reminder to the registrants of events starting the next day, once, with the calendar file; the waiting list does not receive it;
• if the box is ticked, sends the thank-you email to registrants marked Present, once, at the first run after the end and no later than seven days after.

So record attendance before the morning after the event: the thank-you email is sent only once, to those already marked present.

Recording attendance #

On the record, the Attendance column of registrants offers Present, Absent or Excused; Not recorded clears the choice. To take attendance on site, without an account, use the Attendance link for the host:

1. Click Issue a link. The link and a six-digit code are shown only once: note them and pass them to the host.
2. The host opens the link, enters the code, then clicks Open the sheet.
3. For each registrant, shown by name and organisation, the host taps Present, Absent or Excused, then Save the sheet.

The link is valid until 24 hours after the end. Five wrong codes lock it. A new link revokes the previous one; Revoke the links closes them all.

A paid event #

The member price applies when the matched contact has an active membership of the organising club, in person or through an account they are attached to. Otherwise, the non-member price applies, including for a registration not yet matched.

The amount due is created when the registrant has a place, and it is tracked like membership dues: the Amount due column gives its amount, number and status, and the Due button opens its card (discount, call, PDF, payments). Send the calls emails each amount still to be called, with its number and PDF. Reminders follow the club’s settings; without a club, payment is due within 30 days and two reminders at most are sent, 15 days after the due date and then 15 days later. See Memberships and dues. There is no online payment.

The Events tab and the export #

• A contact’s Events tab lists the events they were Invited to or registered for, with their attendance. An account’s tab does the same for its attached contacts that you can read. Only events within your scope appear.
• Export participants downloads a CSV of all registrations (status, details entered, date, attendance, amount due, payment), without the answers to the questions.

Notices, emails and workflows #

• The manager receives in their notifications “CRM: new registrations” (at most once an hour), “CRM: event full” and “CRM: registration to match”, without any registrant’s name. Everyone can turn them off in Personal Settings › Notifications, row “CRM — events: new registrations, event full, registrations to match”.
• Each email (invitation, confirmation, waiting list, place available, reminder, cancellation, thank-you, payment) has its template, editable in four languages in Settings › Manage Illizeo › Email.
• The “Event registration received” trigger starts your workflows (Settings › Manage Employees › Workflows).
• Custom reports have three sources: “CRM — events”, “CRM — event registrations” and “CRM — event attendance”. The CRM log keeps every action, never the answers to the form.

Good to know #

• A Club members event turns nobody away on the public page: a person who is not recognised stays to match. Check these registrations.
• To reopen a closed event, first move the Registrations until date later, then click Publish. Otherwise, the page stays closed and the event goes back to Closed the next morning.
• Registrations never matched follow the “Event registrant, never matched” period in Settings › CRM › Data protection; with no period, they are kept. An erased contact leaves anonymous registrations (“Contact erased”) (see Protecting contact data (GDPR)).

FAQ #

Why is a registration “To match” when the person is in the CRM? #

No contact has the email entered, or several do. Use Match.

The reminder the day before was not sent. #

It is sent the day before at 9 am. An event published after that run for the next day gets none, and the waiting list never does.