This chapter covers the following topics:
An event can be a seminar, a class, a product demonstration, or any other activity that is location specific. Events can be stand alone or part of a marketing campaign. See the Oracle Marketing User Guide for more information about events.
When you enroll an individual in an unpaid event that has space available, you receive a confirmation number for that enrollment. If the event is full and has wait list set up and you try to enroll more attendees than the number of available spots, any individuals not registered are automatically wait listed. The wait list is kept on a first come first served basis. An event that is set up with no specified number of maximum registrants accepts an unlimited number of registrations.
Use this procedure to display in the eBusiness Center Event tab an event that is not already in the order you are creating. If you want to display an event already in the order, then instead use the Added to Order arrow buttons at the top of the tab to navigate to it.
Steps
Navigate to the Event tab.
In the Name field, search for an event name using the LOV.
If you want to view enrollment, availability, and other information about the event, then click Details.
Use this procedure to create an order to enroll one or more individuals in one or more events. In one order, all enrollees must have a relationship set up in the database to the party displayed in the eBusiness Center header. For business contacts, this means all must belong to the same organization.
Steps
If you are enrolling consumers, then, In the View Details region, select the name of the consumer.
If you are enrolling contacts at an organization, then, In the View Details region, select the name of the person and the organization. If this option is unavailable, you can also enroll contacts with the organization name selected.
Select the Event tab.
The Event tab automatically displays the name of the person displayed in the eBusiness Center header as the first enrollee. If you do not want to enroll this person, then you can select a different individual, provided the organization is selected in View Details.
Making an entry in the Source Code field narrows down the list of events that appears in the Event Name LOV. By leaving this field blank you can access all events regardless of source code, but you must enter at least one source code before you can complete the order. You can order events associated with multiple source codes in the same order.
Select the event collateral you want to send to this enrollee. You can send enrollees event collateral that belongs to any of your accessible operating units. Depending on system settings, if you attempt to send collateral that does not belong to one of your accessible operating units, you will receive this message:
The collateral associated with the selected event does not belong to your accessible Operating Unit(s). Please select a different event.
Select the Select check box next to the item you want to send.
If you are sending physical collateral you might be able to select an alternate shipping method using the Shipping Method List of Values (LOV).
If you want to send the collateral item to a different destination than the one displayed in the Send to field, then select it using the LOV.
For each enrollee you want to add, perform the following steps:
Use the Enrollee Name List of Values (LOV) to enter the name.
Select the check boxes for the collateral you want this enrollee to receive.
If you are sending physical collateral, then you might be able to select alternate shipping methods.
Click Add to Order.
After you have completed adding events to your order, you must click Review Order to complete the enrollment and send out confirmation e-mails.
You can enroll multiple consumers and organizational contacts in multiple events in a single order, but all recipients must be entered in the database and have established relationships with the party displayed in the eBusiness Center header.
This means that in any single order you can only enroll contacts at the same organization or, if you are enrolling consumers, you can enroll only individuals who have established relationships with the consumer displayed in the eBusiness Center header.
For example, if John Smith calls in and wants five friends enrolled in an event, these five friends must be entered into the database first and have relationships to John Smith recorded using the Relationship tab.
If the enrollees are not in the database or you do not know who they are, then you can enroll one contact multiple times to hold spaces for the others.
Use this window to view details about an event. Help is available on:
Use this procedure to view detailed information about an event such as the agenda of the event, hotel and venue information, and directions. What information you can view depends on the information entered in Oracle Marketing.
Steps
With the event displayed in the Event tab, click Details.
The Event Details window appears.
From the View By drop-down list, select Information.
The Available Event Information window displays available types of information.
Select the type of information you want to view to display it in the Description text box.
Click OK or Cancel to exit.
Use this procedure to view who is enrolled for an event and the status of their enrollment.
Steps
With the event displayed in the Event tab, click Details.
The Event Details window appears.
From the View By drop-down list, select Roster.
The window displays the list of enrollees with enrollment status, confirmation code for each.
Click OK or Cancel to exit.
Use this procedure to add information about whether an enrollee attended the event.
Steps
With the event displayed in the Event tab, click Details.
The Event Details window appears.
Select Roster from the View By drop-down list.
For each event enrollee whose attendance you want to record:
Select the enrollees in the list. You can select multiple enrollees using the shift or CTRL keys on your keyboard.
In the Update Roster region at the bottom of the window, use the Attended List of Values (LOV) to select Y (Yes) or N (No).
Using Source LOV, select who enrolled the individual.
Click Update.
Use this procedure to confirm an order to enroll individuals in events.
Prerequisites
Steps
In the Event tab of the eBusiness Center, click Review Order.
Note: If the Review Order button is disabled, this means that you have not added any events to the order.
The Event Registration Review window lists the events and enrollees for your order and their status.
Click Enroll.
The application adds the confirmation number and enrollment status to the enrollee information in the list.
Use this window to view the status and history of enrollments for a customer or prospect and to adjust enrollment by cancelling, transferring the enrollment to another individual, or substituting a different enrollee.
Help is available on:
Use this procedure to view the enrollment history and status for a consumer, a contact at an organization, or for all the organization as a whole.
Note: You cannot view information relating to payments for events.
Steps
Select the appropriate View Details.
From the Navigate To menu, select Event Registration History.
The Registration History window appears showing the enrollment history for the individual or organization you selected in View Details.
If you are viewing enrollment for a consumer, then the Customer field displays the name of the consumer and the Enrollee List of Values (LOV) contains the names of all of the individuals in the database that have an established relation with that consumer, if any.
If you are viewing enrollment history for an organization or for contacts at an organization, then the Customer field displays the name of the organization and you can use the Enrollee LOV to select any of the contacts at that organization.
If you want to view all of the enrollments for an organization, then make sure the Enrollee field is blank. If it is not, then clear the field by clicking Clear Record on the toolbar.
If you want to view the enrollment history for a contact at an organization, then select the contact using the Enrollee LOV.
If you want to view enrollment history for a consumer, then select the name of the consumer using the Enrollee LOV.
Click Find..
The window displays the enrollee history for the party you selected. Each line represents one enrollment.
The Primary Contact field displays the party which was displayed in the eBusiness Center header at the time the order was made.
Select the historical period you want to view using the View List drop-down list.
Select an enrollment line to view its status and other details in the Enrollee Information region.
An Enrollee Status of Registered means the individual is registered for the event. If the event requires payment, then the payment has been confirmed.
The Primary Contact field displays the party who made the enrollment order. The Enrollee Name displays the actual person enrolled.
If you want to adjust any enrollment, then:
Select the enrollment line you want to adjust.
Click Adjust Enrollment and follow the procedure described in Adjusting Enrollment by Cancelling, Transferring, and Substituting.
Click Cancel when you are done reviewing event history.
Use this procedure to adjust enrollment by cancelling the enrollment, transferring the enrollment to a different individual, or by substituting a different enrollee.
Note: For paid events, adjusting an enrollment by canceling, transferring or substituting does not adjust the original payment for the enrollment.
Navigation
Navigator > eBusiness Center > Event > Navigate To > Event Registration History
Steps
View the enrollment history for the individual whose enrollment you want to adjust.
In the Event window, Select the enrollment line you want to adjust.
Click Adjust Enrollment.
The Adjust Enrollment window appears.
If you want to cancel the enrollment, then:
Select the Cancel radio button.
Select a reason from the Cancellation Reason drop-down list.
If you want to transfer the enrollment of this individual to another event, then
Select the Transfer radio button.
Use the Event Name List of Values (LOV) to select an alternate event.
If you want to substitute a different individual as the enrollee, then:
Select the Substitute radio button.
Select the name of the substitute using the Enrollee Name LOV.
Click OK.