Tracking and Managing Events

In this article:

Viewing an Event

Viewing registrations

Attendee / registrant statuses

Updating registrations

Adding attendees

Viewing suggested contacts

Changing the settings of an Event

Exporting a list of registered attendees

Viewing recent updates for an Event

Deleting an Event

Cancelling an Event

Frequently Asked Questions (FAQs)

Viewing an Event

1. To see existing Events, you will need to enter the Events Administration area by first clicking your name up the top right-hand corner of the system, and then selecting Events (Beta).
   
   
   
   Note: This will be made available from the main menu once it becomes it is made available for general release.

2. Click the name of the Event you would like to view
   
   
   
   

Viewing registrations

Once you have clicked into the Event, you will see each of the contacts that are associated with this Event. 

There are two main views,

• List View (the default view)

  

• Status View
  
  

Attendee / registrant statuses

There are 5 different statuses used in the lead up to an event, while the last 2 (Attended or No showed) are only available after the event:

• Suggested

• To Be Invited

• Invited

• Registered

• Cancelled

Post event

• Attended

• No showed

Statuses Explained

Suggested

This is completely optional. It can be used when a partner, lawyer or accountant has suggested (put forward, recommended or sponsored) a contact to be invited for a particular event. A contact can be suggested by one or more partners, lawyers or accountants. This does not mean a person will be invited, but does help in prioritizing and assigning invitations, particularly for paid and space limited events such as a lunch or dinner. 

To Be Invited

Typically used to denote that a contact has been identified as someone that will be invited, though they have not yet been invited. This can be useful when working through a list of potential invitees, while the process of sending out the invites will happen later or is scheduled for a set time. 

Invited

Used to mark a contact that has been invited, though the contact is yet to accept or decline. This can be useful for a paid or limited space event, allowing you to track how many people have been invited and which contacts have yet to respond.

You can use this list to help nudge those that have not responded, to either help increase numbers or to lessen the likelihood of people just turning up on the day and throwing your well-crafted seating plan out the window! 😅

Registered

Used to mean the same as "Accepted" or an RSVP of "Yes". This is your list of those that have specifically stated they will be attending.   

Cancelled

Used for those contacts that had either Registered and then later Cancelled, or those that initially declined your invitation.  

Attended

This status in only available after an event has taken place to represent that a person did in fact attended, rather than simply register and then 'no show'

No Show

This status in only available after an event has taken place to represent that a person was registered, but did not attend.

Updating Registrations

Changing / updating the registration status for one or more contacts can be done in the following ways:

• One-by one through the Event Administration interface
• Multiple at once (in bulk) through the Event Administration interface
• Multiple at once (in bulk) through an external list or spreadsheet
• Via a connected system (reflecting automatically in Client Sense)

One-by-One

When in List View, you can click the Pencil Icon for any of the contacts to change their status:

Here you can change the Status for a contact.

When in Status View, you can drag and drop a contact from one Status column to another. 

Multiple at once (in bulk) through the Event Administration interface

Bulk changes through the interface need to be made from List View.  To change the status for multiple contacts at once, start by selecting all those you want to change:

Select Actions and Update Statuses

Multiple at once (in bulk) through an external list or spreadsheet

In either List or Status view, you can click + Add Contact 

Choose @ Bulk List, paste the email addresses of the contacts you want to update into the Bulk List text box, change the Status to the new status these contacts should be, check the box for Update Statuses and click Save. 

Via a connected system (reflecting automatically in Client Sense)

Creating a new Event that syncs with HubSpot

You can sync a new or existing Client Sense event with a HubSpot Marketing Event. 

Once the Allow Event Connect is enabled, you will now see an additional option when creating a new Event. This screen will provide you with the following choices:

No Sync: This will have no change and will not connect with a HubSpot Event.

Sync: This will display a list of your HubSpot Marketing Events to choose from.

💡If your HubSpot Marketing Event does not appear or you have yet to create it, you can click Create Event in HubSpot to be taken to the Marketing Events area in HubSpot.

Syncing an existing event with HubSpot

To sync an existing Client Sense event, open the Event Administration area of Client Sense. Click the Settings Cog Icon for the Event you would like to sync.

Scroll down in the Event settings until you see the Integration option at the bottom. Choose Sync, choose the HubSpot Marketing Event you want to sync with and click Save. 

Adding a new Attendee

You can manually add Attendees through Client Sense, although know that if you have connected an Event with an external system such as HubSpot, any new Attendees will be automatically added. 

Open the Event from the Event Management administration area and click + Add Contacts

You can search for a contact using the Lookup by entering their name or email. Under Status, choose the registration status they will start with.

Note: this approach will allow you to find contacts that already exist in Client Sense (ie people your firm has already had contact with). 

Viewing suggested contacts

You can see which contacts have been suggested, how many have suggested that contact and which partners, lawyers, accountants have suggested them. 

Within the Event Administration area, you can see the number of suggestions for each Event.