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Life Sciences > Events > Managing Events > Tracking Invitees to Events

Tracking Invitees to Events

You can take the following actions with invitees:

• Track the invitees to an event by their signatures, for example, to confirm the invitee’s attendance at a trade show event and store feedback about the event invitation. You can also optionally view lead, opportunity, or account records as related information items for the event.
• Add an unlimited number of invitees to an event. However, the maximum number of invitees that you can add at one time is 145. That is, you can add an unlimited number of invitees, but in groups of up to 145 individuals.
• Add a single invitee or multiple invitees to an event from an Event Detail page. You can also add a single contact as an invitee for an event from a Contact Detail page.

To track invitees to an event (from an Event record)

1. Select the Event record.

   For instructions on selecting events, see Finding Records.

2. On the Event Details page, scroll to the Invitees section.

   NOTE: To add the Invitees section to the Detail page layout, see Changing Your Detail Page Layout.

3. On the Invitees title bar, add invitees by doing one of the following:
   • Click New to add a single invitee to the event at one time.
   • Click Add to add up to five invitees to the event at one time.
   • Click Add List to add more than five invitees to the event at one time.

     NOTE: If you plan to use the Event record in the Oracle CRM On Demand Disconnected Mobile Sales application, then do not click Add List to add invitees because the modification tracking required for synchronization is not supported for this record type. Click Add or New instead. Clicking Add or New opens different Invitees Detail pages that enable you to update either single Invitee records or up to five Invitee records at one time. Clicking Add List opens a Contact Search window that enables you to select more than five contacts as invitees at one time.

4. If you clicked New or Add, complete or update the following information on the Invitees Detail page:
   1. In the Contact Name field, click the Lookup icon to select an existing contact to add as an invitee. (This is a required field.)

      The event name defaults to the event name from the Event Detail page.

   2. In the Invitee Status field, select the invitee’s status from the drop-down list. The default status is set to Pending. (This is a required field.)
   3. Add the information for the Session Details and Comments fields, as required.
   4. Save the Invitees record.

      NOTE: Depending on whether you click New or Add on the Invitees title bar, you open different Invitees Detail pages that allow you to update either single Invitee records or multiple Invitee records at one time.

5. If you clicked Add List, then select all the contacts that you want to add as invitees in the Contact Search window, and after you have finished your selections, click OK.

   NOTE: You can filter your search by using Books, and you can search by account name, contact type, last name, and first name. You can also add new contacts from the Search window by clicking New. If you must update any of the default values for the Invitee fields of the Invitee records that are created, then edit them by using inline editing on the Event Detail page, or use the Invitee Detail page.

6. On the Event Detail page, update the fields as required.

   For information on the Event fields, see Event Fields.

7. If invitees to the event are required to provide their signatures, for example, to confirm their attendance to the event, and if your administrator has set up the Signed Status field on the Invitee page layout, then you can check the status of this field in each of the Invitee records.

   After a signature is obtained, an external application such as Oracle CRM On Demand Disconnected Mobile Sales validates and sets the Signed Status field through Web services. After this field has been set, you cannot clear it using the Oracle CRM On Demand UI. To view additional details for the signature such as the contact name, or the date and time of the signature capture, you must view the signature related item record for the contact record corresponding to the invitee.

8. If your administrator has set up the lead, opportunity, or account records as related information items, then you can click Add to add accounts, or leads, or opportunities that are targeted for the event.

   You can remove any of the accounts, leads, or opportunities that are in place in the related information item sections, as required, by clicking the Delete link in the Edit drop-down menu.

   NOTE: You cannot create new accounts, leads, or opportunities in the related information item sections. Your administrator can also set up event records as related information items for account, lead, or opportunity records so that you can view all the events in which an account, lead, or opportunity participates.

9. Save the Event record.
10. (Optional) For any Event record, you can create a new Invitee record from an Invitee Detail page as follows:
    1. In the Event record, go to the Invitees section and select View from the drop-down list for an Invitee record.
    2. On the Invitee Detail page, click New and complete the fields for the new Invitee record.
    3. Click Save to save the new Invitee record.

       Oracle CRM On Demand returns you to the Detail page for the first Invitee listed in the Invitees section. To view the new Invitee record that you created, go back to the Event Detail page. The newly created Invitee record is listed in the Invitees section.

To track invitees to an event (from a Contact record)

1. Select the Contact record.

   For instructions on selecting contacts, see Finding Records.

2. On the Contact Detail page, scroll to the Event section.

   NOTE: To add the Event section to the Detail page layout, see Changing Your Detail Page Layout.

3. On the Event title bar, click New to add a single invitee to the event.

   On the Invitees edit page, the contact name defaults to the contact from the Contact Detail page.

4. In the Invitee Status field, select the invitee’s status from the drop-down list. (This is a required field.)

   The default status is set to Pending.

5. Use the Events lookup selector to choose an event for the invitee. (This is a required field.)
6. Add the information for the Session Details and Comments fields, as required.
7. Save the Invitees record.

   Oracle CRM On Demand lists the contact as an invitee under the Invitees section on the Event Detail page, and lists the event under the Event section on the Contact Detail page.