Event Matrix Tool

N.B. Left click any image to expand:

The Presentation Matrix tool allows monitoring and updating the status of each contact at each event; their confirmation of attending, attendance status and outcomes.

Click Events. Click Presentation Tool.

The list will display all contacts that have an appointment. The filters at the top of the page change the views and the data shown Fig.1.

1. The Views - these display different columns:
   • Standard - the overview of the confirmation, attendance and outcomes on one screen. Used for adding sales/results
   • Front Desk - used by individuals greeting attendee arrivals
   • Telemarketer - used by the individual calling the attendees to confirm attendance
   • Assigned - used by the event manager to assign members of the team to be responsible for specific attendees.
2. The Event - select the specific event required
3. The Session - select the specific venue/date/time
4. Type - filters for (please note the greyed out words displayed are the titles of which the options can be selected below):
   • Confirmed
   • Status
   • Attended
   • Outcome
   • Gift
5. Select specific user's data 
6. Click Filter to apply
7. Quick Search box to search business and contact names.
8. Totals applicable to each view

Fig.1

Telemarketer View

Telemarketers or users may call to confirm attendance. 

The view displays:

• Phone number Fig.2 (1) - mobile phone number will be displayed if present, otherwise the main telephone number. To see additional phone numbers click the client card to open a pop-up with all the contact details Fig.2 (2).
• The Session appointed - can be changed as required - autosaves changes Fig.2 (3)
• Confirmation tick box - tick if contact confirms they will be attending Fig.2 (4)
• Status Fig.2 (5) - when the contact does not confirm, the outcomes can be recorded as:
  • Cancelled - contact made and contact cancels attendance
  • 1on1 - contact made, contact no longer wants to attend but requires a one to one meeting. All contacts for the company should be updated to this if applicable.
  • Callback - used where contact made but need to call back
  • LeftMessage - used where no response, so a message has been left.
• Notes Fig.2 (6) - click + to add comments. Most recent comments displayed. 

Fig.2

Assignment View

Before the event, specific users can be assigned to be responsible for contacts and business.

Conf & Status columns display information from telemarketer view Fig.3 (1). Assigned column can be amended to any user. The user name will briefly highlight green to show that it has been set Fig.3 (2). There is no save button on the Matrix tool, it auto-saves and this can be seen in the top left. Fig.3 (3)

Fig.3

Front Desk View

Front Desk should be refreshed once Assignment has occured. Greeters have the necessary information to greet attendees and mark their attendance as Fig.4 (1):

• Attended
• No Show
• N/A

If a gift/prize is given, it can be written in the gift column Fig.4 (2).

Fig.4

Standard View

Displays all the data of the event attendees.

Sales Fig.5 (1) - click + to add sales based on the Offers and Options created in the Event Setup.

In the pop-up, select the appropriate Offer from the drop-down Fig.6 (1). If the sale is confirmed, click Add Sale fig.6 (2). If the sale is signed but needs confirmation, click Add Sub-To fig.6 (3). Click New Package or New Package Sub-To fig.6 (4) to create a new Offer or Option for the Event as per the event setup.
Complete the Sale pop-up. Click Save.

To add a task to follow up an attendee Fig.5 (2)

• Click +
• Click Add Task.
• The task created is a BeBack, so title, date, time, who to follow up with and who will follow up need to be added.
• Click Save

To add a comment Fig.5 (2)

• Click +
• Click Comment
• Insert comment
• Click Save

To add a No sale, tick No Sale Fig.5 (3). Only one outcome required per business.

Fig.5

Fig.6