diff --git a/content/applications/marketing/events.rst b/content/applications/marketing/events.rst index 7c35c93b4..8dc9ef07a 100644 --- a/content/applications/marketing/events.rst +++ b/content/applications/marketing/events.rst @@ -10,5 +10,6 @@ Events .. toctree:: events/event_essentials + events/create_events events/sell_tickets events/track_manage_talks diff --git a/content/applications/marketing/events/create_events.rst b/content/applications/marketing/events/create_events.rst new file mode 100644 index 000000000..4e2d9deed --- /dev/null +++ b/content/applications/marketing/events/create_events.rst @@ -0,0 +1,416 @@ +============= +Create events +============= + +With the *Events* application, event organizers can create and configure in-person or online-only +events in Odoo. Each new event contains a number of customizable options that are geared around +specific event logistics, as needed per event, such as ticket sales and registration desk, booths, +tracks, sponsors, rooms, and more. + +Events can be manually created from scratch or built off of pre-made templates. Once launched, the +*Events* application then integrates with the *Website* app for the front-end promotion and +registration of the event for attendees, the *Sales* app for the purchasing ability of paid tickets, +as well the *CRM* application through customizable lead generation rules. + +New event +========= + +To create a new event, begin by navigating to the :menuselection:`Events app` to land on the default +:guilabel:`Events` dashboard, in the :icon:`oi-view-kanban` :guilabel:`Kanban` view. From there, or +alternatively from the :icon:`oi-view-list` :guilabel:`List` or :icon:`fa-tasks` :guilabel:`Gantt` +views, click the :guilabel:`New` button in the upper-left corner of the dashboard to open up a new +event form. + +.. image:: create_events/blank-event-template.png + :align: center + :alt: Typical event template in the Odoo Events application. + +.. note:: + If certain fields do not readily appear on the event form, that means an additional application + needs to be installed, or the database is not operating in a multi-company environment. + + For example, the :guilabel:`Twitter Wall` field **only** appears if the *Social Marketing* app is + installed, and the :guilabel:`Company` field **only** appears if the database is working in a + multi-company environment. + + These are just *additional* elements that can be used for an event. They are **not** required to + create, host, and manage an event with Odoo *Events*. + +Event form +========== + +At the top of the event form are a series of smart buttons related to various event metrics, which +will autopopulate with pertinent data once attendees begin to register, booths and sponsors sign on +for the event, the event takes place, and so on. + +Beneath the smart buttons is the event form, which contains various fields and clickable tabs that +serve to configure the initial, necessary details of the event. + +The following are fields found on an event form: + +- :guilabel:`Event Name`: the title of the event. This field is **required**. +- :guilabel:`Date`: when the event is scheduled to take place. This field is auto-populated, but + modifiable, and is **required**. +- :guilabel:`Timezone`: the corresponding timezone related to the event. This field is + auto-populated, but modifiable, and is **required**. +- :guilabel:`Language`: designate a specific language for all event communications to be translated + into, if necessary. This field is blank, by default, so if event-related communications are being + sent to recipients who speak a different language, be sure to configure this field properly. +- :guilabel:`Twitter Wall`: creates a separate page on the event website to feature specific social + posts on X (formerly Twitter) that contain pre-determined desired elements. + + .. tip:: + To create and customize a :guilabel:`Twitter Wall`, type the name of the desired wall into the + field, and select :guilabel:`Create and edit...` from the resulting drop-down menu. + + Doing so reveals :guilabel:`Create Twitter Wall` pop-up window. + + .. image:: create_events/twitter-wall-popup.png + :align: center + :alt: The Twitter Wall pop-up window in the Odoo Events application. + + From this window, enter a :guilabel:`Wall Name`. Then, select a certain word or hashtag for + Odoo to search for on X, like `#WoodWorkingExpo24`, for example. + + Next, determine the :guilabel:`Type of tweets` Odoo should showcase with that predetermined + criteria. The choices in this field are: :guilabel:`Recent`, :guilabel:`Popular`, or + :guilabel:`Mixed`. + + Users also have the option to add a brief :guilabel:`Description` to the wall, as well. + + Lastly, the greyed-out, non-modifiable :guilabel:`Website URL` field will autopopulate with the + full URL needed to access the document through the event website. + + An image can also be added to the wall by clicking the :icon:`fa-pencil` :guilabel:`(pencil)` + icon that appears when the cursor hovers over the :guilabel:`(camera)` placeholder image in the + upper-right corner of the pop-up window. + + Then, from the resulting file explorer window, select the desired image to be added to the + wall. + + This :guilabel:`Twitter Wall` field **only** appears on the event form if the *Social + Marketing* app is installed, and an X account has been added as a stream on the application. To + learn more, check out the :doc:`Social marketing essentials + <../social_marketing/essentials/social_essentials>` documentation. + +- :guilabel:`Template`: choose a pre-configured event template from the resulting drop-down menu. + + Or, create a new one directly from this field, by typing in the name of the new template, and + selecting either: + + - :guilabel:`Create` (which creates the template, and can be edited later) or + - :guilabel:`Create and edit...` (which creates the template, and reveals a separate template page + to configure the template in greater detail). + +- :guilabel:`Tags`: add any corresponding tags to briefly describe the event (e.g. `Online`, + `Conference`, etc.). Multiple tags can be added per event. + + .. tip:: + Tags can be displayed on events that are listed on the website by enabling the *Show on + Website* checkbox from :menuselection:`Events app --> Configuration --> Event Tag Categories`. + +- :guilabel:`Organizer`: designate the organizer of the event (a company, contact, or employee). +- :guilabel:`Responsible`: designate a user in the database to be responsible for this event. +- :guilabel:`Company`: designate which company in the database to which this event is related. This + field **only** appears if working in a multi-company environment. This field is auto-populated, + but modifiable, and is **required**. +- :guilabel:`Website`: choose to restrict the publishing of this event to a specific website created + in Odoo. If this field is left blank, the event can be published on *all* websites in the + database. To learn more, refer to the :doc:`Multiple websites + <../../websites/website/configuration/multi_website>` documentation. +- :guilabel:`Venue`: enter the pertinent event venue details in this field. +- :guilabel:`Exhibition Map`: if desired, click the :guilabel:`Upload your file` button to upload an + image of the event venue map. +- :guilabel:`Limit Registrations`: if this checkbox is ticked, a limit to the amount of + registrations is added to the event, and that desired limit amount **must** be entered in the + blank field before :guilabel:`Attendees`. +- :guilabel:`Badge Dimension`: select a desired paper format dimension for event badges. The options + are: :guilabel:`A4 foldable`, :guilabel:`A6`, or :guilabel:`4 per sheet`. +- :guilabel:`Badge Background`: if desired, click the :guilabel:`Upload your file` button to upload + a custom background image for event badges. + +When the above fields in the event form have been adequately filled in, move on to the four tabs at +the bottom of the event form for further customization. + +Those tabs are: :ref:`Tickets `, :ref:`Communication +`, :ref:`Questions `, and :ref:`Notes +`. + +.. _events/event-tickets: + +Tickets tab +----------- + +Create custom tickets (and ticket tiers) for events in the :guilabel:`Tickets` tab of an event form. + +.. image:: create_events/tickets-tab.png + :align: center + :alt: A typical tickets tab on an event form in the Odoo Events application. + +To create a ticket, click :guilabel:`Add a line` in the :guilabel:`Tickets` tab. Then, enter a name +for the ticket (e.g. `Basic Ticket` or `VIP`) in the :guilabel:`Name` field. + +In the :guilabel:`Product` field, either select the pre-configured :guilabel:`Event Registration` +product, or create a new one by typing in the name of the new event registration product, and then +select either :guilabel:`Create` or :guilabel:`Create and edit...` from the resulting drop-down +menu. + +.. important:: + Upon installing Odoo *Events*, a new product type, *Event Ticket*, becomes available on product + forms (:menuselection:`Sales --> Products --> Products`). In order for an event registration + product to be selectable in the *Tickets* tab, the event registration :guilabel:`Product Type` + **must** be set to :guilabel:`Event Ticket`. + +.. tip:: + Existing event registration products can be modified directly from this field, as well, by + clicking the :icon:`oi-arrow-right` :guilabel:`(right arrow)` icon, located beside the event + registration product. Doing so reveals that product's form. If the *Inventory* application is + installed, additional choices are available to customize for the product. + +Next, set the registration cost of the ticket in the :guilabel:`Price` field. + +.. note:: + The *Sales Price* defined on the event registration product's product form sets the default cost + of a ticket. Modifying the :guilabel:`Price` of a ticket in the :guilabel:`Tickets` tab, sets a + new registration cost of the ticket for that event. + +Next, determine a :guilabel:`Sales Start` and :guilabel:`Sales End` date in their respective fields. +To do that, click into the blank field to reveal a calendar popover. From there, select the desired +date and time, then click :icon:`fa-check` :guilabel:`Apply`. + +Then, if desired, designate a :guilabel:`Maximum` amount of that specific ticket that can be sold. + +The :guilabel:`Taken` column populates with the number of tickets that are sold. + +Optionally, in the :guilabel:`Color` column, add a custom color to differentiate ticket badges. The +selected color displays on ticket badges when printed. + +To delete any tickets from the :guilabel:`Tickets` tab, click the :icon:`fa-trash-o` +:guilabel:`(trash can)` icon on the corresponding line for the ticket that should be deleted. + +.. tip:: + To add an optional :guilabel:`Description` column to the :guilabel:`Tickets` tab, click the + :icon:`oi-settings-adjust` :guilabel:`(additional options)` drop-down menu, located to the + far-right of the column titles. + + Then, tick the checkbox beside :guilabel:`Description` from the resulting drop-down menu. + + When added, the option to add brief descriptions for each event ticket appears, which can be used + to inform attendees of any perks or amenities that may coincide with specific ticket purchases. + +.. _events/event-communication: + +Communication tab +----------------- + +In the :guilabel:`Communication` tab of an event form, create various marketing communications that +can be scheduled to be sent at specific intervals leading up to, and following, the event. + +.. image:: create_events/communication-tab.png + :align: center + :alt: Typical communication tab on an event form in the Odoo Events application. + +.. note:: + By default, Odoo provides three separate pre-configured communications on every new event form. + One is an email sent after each registration to confirm the purchase with the attendee. The other + two are email event reminders that are scheduled to be sent at different time intervals leading + up to the event to remind the recipient of the upcoming event. + +To add a communication in the :guilabel:`Communication` tab, click :guilabel:`Add a line`. Then, +select the desired type of communication in the :guilabel:`Send` field. The options are: +:guilabel:`Mail`, :guilabel:`SMS`, :guilabel:`Social Post`, or :guilabel:`WhatsApp`. + +There is no limit to the number of communications that can be added in the :guilabel:`Communication` +tab of an event form. + +To delete a communication from the :guilabel:`Communication` tab, click the :icon:`fa-trash-o` +:guilabel:`(trash can)` icon on the corresponding communication line. Doing so removes the +communication from the event entirely. + +.. important:: + The :guilabel:`Social Post` option **only** appears if the *Social Marketing* application is + installed. The :guilabel:`WhatsApp` option **only** appears if the *WhatsApp Integration* module + is installed. + + :doc:`WhatsApp <../../productivity/whatsapp>` templates **cannot** be edited during active + configuration. A separate approval from *Meta* is required. + +Mail +~~~~ + +Select an existing email template from the :guilabel:`Template` drop-down menu. + +Next, define the :guilabel:`Interval`, :guilabel:`Unit`, and :guilabel:`Trigger` from their +respective drop-down fields, letting Odoo know when the communication should be sent. + +The :guilabel:`Unit` options are: :guilabel:`Immediately`, :guilabel:`Hours`, :guilabel:`Days`, +:guilabel:`Weeks`, and :guilabel:`Months`. + +Then, select an option from the :guilabel:`Trigger` drop-down menu. The options are: +:guilabel:`After each registration`, :guilabel:`Before the event`, and :guilabel:`After the event`. + +The :guilabel:`Sent` column populates with the number of sent communications. And, beside the +number are different icons that appear, depending on the status of that particular communication. + +The status of *Running* is represented by a :icon:`fa-cogs` :guilabel:`(three gears)` icon. The +status of *Sent* is represented by a :icon:`fa-check` :guilabel:`(checkmark)` icon. And, the status +of *Scheduled* is represented by an :icon:`fa-hourglass-half` :guilabel:`(hourglass)` icon. + +.. example:: + To send a confirmation email an hour after an attendee registers for an event, configure the + following communication: + + - :guilabel:`Interval`: `1` + - :guilabel:`Unit`: :guilabel:`Hours` + - :guilabel:`Trigger`: :guilabel:`After each registration` + +.. note:: + Existing email templates can be modified directly from the :guilabel:`Template` drop-down menu, + if necessary, by clicking the :icon:`oi-arrow-right` :guilabel:`(right arrow)` icon next to the + template name. Doing so reveals a separate page where users can edit the :guilabel:`Content`, + :guilabel:`Email Configuration`, and :guilabel:`Settings` of that particular email template. + + To view and manage all email templates, activate :ref:`developer-mode` and navigate to + :menuselection:`Settings --> Technical --> Email: Email Templates`. Modify with caution as email + templates effect all communications where the template is used. + +.. _events/event-questions: + +Questions tab +------------- + +In the :guilabel:`Questions` tab of an event form, users can create brief questionnaires for +registrants to interact with, and respond to, after they register for the event. + +These questions can be focused on gathering basic information about the attendee, learning about +their preferences, expectations, and other things of that nature. This information can also be used +to create more detailed reporting metrics, in addition to being utilized to create specific lead +generation rules. + +.. image:: create_events/questions-tab.png + :align: center + :alt: Typical questions tab on an event form in the Odoo Events application. + +.. note:: + By default, Odoo provides three questions in the :guilabel:`Questions` tab for every event form. + The default questions require the registrant(s) to provide their :guilabel:`Name` and + :guilabel:`Email`, and make it optional to include their :guilabel:`Phone` number, as well. + + The information gathered from the :guilabel:`Questions` tab can be found on the + :guilabel:`Attendees` dashboard, accessible via the :icon:`fa-users` :guilabel:`Attendees` smart + button. Odoo populates individual records that contain basic information about the registrant(s), + as well as their preferences. + +To add a question in the :guilabel:`Questions` tab, click :guilabel:`Add a line`. Doing so reveals a +:guilabel:`Create Question` pop-up window. From here, users can create and configure their question. + +.. image:: create_events/create-question-popup.png + :align: center + :alt: The Create Question pop-up window that appears in the Odoo Events application. + +First, enter the question in the field at the top of the form. Then, decide if the question should +require a :guilabel:`Mandatory Answer` and/or if Odoo should :guilabel:`Ask once per order`, by +ticking their respective boxes, if desired. + +If the :guilabel:`Ask once per order` checkbox is ticked, the question will only be asked once, and +its value is propogated to every attendee in the order (if multiple tickets are purchased at once). +If the checkbox is *not* ticked for this setting, Odoo will present the question for every attendee +that is connected to that registration. + +Next, select a :guilabel:`Question Type` option: + +- :guilabel:`Selection`: provide answer options to the question for registrants to choose from. + Selectable answer options can be managed in the :guilabel:`Answers` column at the bottom of the + pop-up window. +- :guilabel:`Text Input`: lets the users enter a custom response to the question in a text field. +- :guilabel:`Name`: provides registrants with a field for them to enter their name. +- :guilabel:`Email`: provides registrants with a field for them to enter their email address. +- :guilabel:`Phone`: provides registrants with a field for them to enter their phone number. +- :guilabel:`Company`: provides registrants with a field for them to enter a company they are + associated with. + +Once all the desired configurations have been entered, either click :guilabel:`Save & Close` to save +the question, and return to the :guilabel:`Questions` tab on the event form, or click +:guilabel:`Save & New` to save the question and immediately create a new question on a new +:guilabel:`Create Question` pop-up window. + +As questions are added to the :guilabel:`Questions` tab, the informative columns showcase the +configurations of each question. + +The informative columns are the following: + +- :guilabel:`Title` +- :guilabel:`Mandatory` +- :guilabel:`Once per Order` +- :guilabel:`Type` +- :guilabel:`Answers` (if applicable) + +For :guilabel:`Selection` and :guilabel:`Text Input` types, a :icon:`fa-bar-chart` :guilabel:`Stats` +button appears on the right side of the question line. When clicked, Odoo reveals a separate page, +showcasing the response metrics to that specific question. + +To delete any question from the :guilabel:`Questions` tab, click the :icon:`fa-trash-o` +:guilabel:`(trash can)` icon on the corresponding question line. + +There is no limit to the number of questions that can be added in the :guilabel:`Questions` tab of +an event form. + +.. _events/event-notes: + +Notes tab +--------- + +In the :guilabel:`Notes` tab of an event form, users can leave detailed internal notes and/or +event-related instructions/information for attendees. + +.. image:: create_events/notes-tab.png + :align: center + :alt: Typical notes tab on an event form in the Odoo Events application. + +In the :guilabel:`Note` field of the :guilabel:`Notes` tab, users can leave internal notes for other +event employees, like "to-do" lists, contact information, instructions, and so on. + +In the :guilabel:`Ticket Instructions` field of the :guilabel:`Notes` tab, users can leave specific +instructions for people attending the event that appear on the attendees ticket. + +Publish events +============== + +Once all configurations and modifications are complete on the event form, it is time to publish the +event on the website. Doing so makes the event visible to website visitors, and makes it possible +for people to register for the event. + +To publish an event after all the customizations are complete, click the :icon:`fa-globe` +:guilabel:`Go to Website` smart button at the top of the event form. Doing so reveals the event's +web page, which can be customized like any other web page on the site, via the :guilabel:`Edit` +button. + +To learn more about website design functionality and options, consult the :doc:`Building block +<../../websites/website/web_design/building_blocks>` documentation. + +Once the event website is ready to be shared, click the red :guilabel:`Unpublished` toggle switch +in the header menu, changing it to a green :guilabel:`Published` switch. At this point, the event +web page is published, and viewable/accessible by all website visitors. + +Send event invites +================== + +To send event invites to potential attendees, navigate to the desired event form, via +:menuselection:`Events app --> Events`, and click into the desired event. Following this, click the +:guilabel:`Invite` button in the upper-left corner of the event form. + +Doing so reveals a blank email form to fill out, as desired. To learn more about how to create and +customize emails like this, refer to the :ref:`Create an email ` +documentation. + +Proceed to create and customize an email message to send as an invite to potential attendees. +Remember to include a link to the registration page on the event website, allowing interested +recipients to quickly register. + +.. tip:: + Sending emails from Odoo is subject to a daily limit, which, by default, is 200. To learn more + about daily limits, visit the :ref:`email_communication/daily_limit_mail` documentation. + +.. seealso:: + - :doc:`event_essentials` + - :doc:`track_manage_talks` diff --git a/content/applications/marketing/events/create_events/blank-event-template.png b/content/applications/marketing/events/create_events/blank-event-template.png new file mode 100644 index 000000000..679550b79 Binary files /dev/null and b/content/applications/marketing/events/create_events/blank-event-template.png differ diff --git a/content/applications/marketing/events/create_events/communication-tab.png b/content/applications/marketing/events/create_events/communication-tab.png new file mode 100644 index 000000000..392ce11fc Binary files /dev/null and b/content/applications/marketing/events/create_events/communication-tab.png differ diff --git a/content/applications/marketing/events/create_events/create-question-popup.png b/content/applications/marketing/events/create_events/create-question-popup.png new file mode 100644 index 000000000..eafff931b Binary files /dev/null and b/content/applications/marketing/events/create_events/create-question-popup.png differ diff --git a/content/applications/marketing/events/create_events/notes-tab.png b/content/applications/marketing/events/create_events/notes-tab.png new file mode 100644 index 000000000..2d2ffc185 Binary files /dev/null and b/content/applications/marketing/events/create_events/notes-tab.png differ diff --git a/content/applications/marketing/events/create_events/questions-tab.png b/content/applications/marketing/events/create_events/questions-tab.png new file mode 100644 index 000000000..010b4c66f Binary files /dev/null and b/content/applications/marketing/events/create_events/questions-tab.png differ diff --git a/content/applications/marketing/events/create_events/tickets-tab.png b/content/applications/marketing/events/create_events/tickets-tab.png new file mode 100644 index 000000000..7581b5b9a Binary files /dev/null and b/content/applications/marketing/events/create_events/tickets-tab.png differ diff --git a/content/applications/marketing/events/create_events/twitter-wall-popup.png b/content/applications/marketing/events/create_events/twitter-wall-popup.png new file mode 100644 index 000000000..cd0f00329 Binary files /dev/null and b/content/applications/marketing/events/create_events/twitter-wall-popup.png differ