Event Presentation Prep

Event Setup - Admin User level

In the Menu, click Event, click Admin Solutions.

1. Tick the Presentation stage in the Event Setup.
2. Select the appropriate label template. We recommend printing tests to ensure the layout is correct. Please contact YapCRM if you need support.
3. Click Save

Contingency Planning

To mitigate any internet issues, YapCRM recommends creating backups for the following day's event. We don't recommend doing this across multiple days as contacts may reschedule to another day.

• Create PDFs of:
  • the name badges for the attendees
  • export the sessions to Excel
  • Copies of the Session Planner
  • PDF of the Presentation Matrix Tool
• Send SMS if appropriate to the delegates for the following day.

 

Name badges

There are two methods: via the Search screen Fig.2 and via the Matrix - click here for the Matrix section.

1. Click Event
2. Select appropriate session
3. Click Search
4. Click the tick box to select all contacts
5. Click Label

• The template selected in the Admin Solutions will be preset. Click Generate Fig.3.
• Click Download - depending on file size this may take time Fig.4 (1).
• Save PDF file or print as required Fig.4 (2).
• Repeat for applicable sessions.

 

Export sessions to Excel

From the Search screen Fig.5:

1. Click Event
2. Apply filters as required and click Search
3. Select all records
4. Click Excel

• Choose which fields you want to include in your export to support the event if internet goes down during the event. Click Export Fig.6.
• Click Download and save the file as required.

 

Session Planner Report

Click Events. Click Reports. Click Session Planner Fig.7. Click PDF Fig.8. Save the file as required.

 

PDF of Matrix

Click Events. Click Presentation Tool. Select Standard View Fig.9 (1), appropriate session Fig.9 (2) and click Filter Fig.9 (3). Click PDF Fig.9 (4). Save file as required. Repeat for sessions as required.

 

Sending SMS

From the Search screen. Click Events Fig.11 (1). Select the appropriate session Fig.11 (2). Click Search Fig.11 (3). Tick to select all records Fig.11 (4). Click SMS.Fig.11 (5)

Select template and click Load if applicable Fig.12 (1). Otherwise type message into the Editor field Fig.12 (2). Click Preview Fig.12 (3).

The Preview will show which messages will be sent; those with no number are crossed through. Check that any merge codes show correctly. Click Schedule Fig 13.

Check telephone number is correct and set date and time as required. Click Send SMS Fig.14