Navigating Events for Your Outcomes-Based Portals
The Events feature in Outcomes allows you to create, review, and manage events related to your recruitment, admissions, enrollment, or other processes. You can access the Events view by clicking Calendar from the Navigation Menu.
Working with the Events Page
Review the legend below to learn to navigate the Events Page.
- Use the filters at the top of the page to isolate events from the current month, day, the next seven days, or next 30 days.
- Use the search button to search for events by their name.
- Use the plus sign to create a new event.
- Use the list button to view your events in list view, as seen in the screenshot.
- Use the icons button to view your events as icons. This view displays an icon for each event, rather than a detailed list.
- In the Events Grid, the column headings help to identify details of each event. Click an event to access its details. Use the checkboxes to perform batch actions (i.e., to Copy or Delete events).
- Use the navigation options to view other events in your list.
- The calendar defaults to the current month, and can be used to isolate specific dates. Click on the opening date of your date range, then click on the closing date. The grid reloads, presenting you with the events within your specified timeframe. The calendar also uses a dot to indicate the dates that have existing events.
- Use the filters to isolate events by Event Type, Event Status, or Tags that you have added to them.
- Click the add tag button to include a Tag in your filters.
- Click Clear to remove the filters you've added.
Working with the Event Details Page
Review the legend below to learn how to navigate the Event Details page. Review Managing Events for more information.
- Click the Add Registrant icon to manually add registrants.
- Click the Email icon to send communications related to this event, including invitations, reminders, and follow-ups.
- Click the Share icon to get an event link and QR code that you can use in your event promotion.
- Click the Edit pencil to change any of the event's settings.
- Review the registration information for an overview of the event's registrants.
- Use this slider to switch from the registrants view to the communications view, which shows all communications related to this event.
- Review more details related to the selected occurrence of this event.
- Review the registrant grid to see who has registered for the event. Use the checkboxes to complete an action on several registrants at once (e.g., add or remove a check-in or registration).
- Click the arrow to review a registration, check a registrant in, or unregister them.
Sending Event Communications
When viewing an event, you can click the Email icon to send event-related communications using the Outcomes marketing tools. These communications use the same framework as Quick Messages but are tailored to event audiences and registration status, as described below. The email templates available to send as event communications are those created in the Marketing section with the Event audience type.
Event Communication Types
When you click the Email icon from the Event Details page, you can choose from four communication types.
Each communication type applies a default audience based on the recipient’s relationship to the event. Read below for more details.
- Invitation
- Sends to all contacts in the event’s audience segment.
- Commonly used for private events where you want to invite a specific group.
- Does not require contacts to be registered; it targets the invite list as defined in your event audience segment.
- Reminder
- Automatically narrows the audience to contacts who have registered for the event.
- Use this when you want to send registered attendees details such as logistics, updated instructions, or a registration/check-in link.
- Follow Up
- Automatically narrows the audience to contacts who checked in to the event.
- Intended for post-event messages such as thank-you notes, surveys, or next steps for attendees.
- We Missed You
- Automatically narrows the audience to contacts who did not check in to the event.
- Intended for post-event “sorry we missed you” messages, alternate dates, or recording links for no-shows.
After selecting your communication type, you can refine the details of your message from the Add New Message page. This includes:
- Naming the message
- Adding more segment conditions to further refine who receives the message
- Selecting an email template
- Scheduling how the message will be sent
Event Email Templates
Each email template you create in the Marketing section of Outcomes is associated with an audience type. Templates created using the Event audience type are available to send as event communications.
Using Event-Specific Links and Merge Fields
When you select an event audience type while building an email template for events, event-specific merge fields become available to you, including these customized links:
- Event link: points to the general event page (for inviting contacts who have not yet registered).
- Registration link with token: includes registration context for each contact (for reminders and post-registration communications, such as check-in or follow-up instructions).
Your template’s merge fields should be paired with the correct communication type and audience. For example:
- You'll use general event links and non-registration merge fields for Invitation messages.
- You'll use registration-aware links and registration-related merge fields for Reminder, Follow Up, and We Missed You messages, which are automatically scoped to registrants and their check-in status.
You can reuse event email templates across multiple events by selecting the appropriate communication type and audience when you send, ensuring that the built-in filters and merge fields align with your registration context.