diff --git a/content/applications/marketing.rst b/content/applications/marketing.rst index 6d5203f2c..0a5ea8401 100644 --- a/content/applications/marketing.rst +++ b/content/applications/marketing.rst @@ -7,6 +7,7 @@ Marketing .. toctree:: - marketing/marketing_automation - marketing/sms_marketing - marketing/surveys + marketing/marketing_automation + marketing/sms_marketing + marketing/events + marketing/surveys diff --git a/content/applications/marketing/events.rst b/content/applications/marketing/events.rst new file mode 100644 index 000000000..7c35c93b4 --- /dev/null +++ b/content/applications/marketing/events.rst @@ -0,0 +1,14 @@ +:nosearch: + +====== +Events +====== + +.. seealso:: + - `Odoo Tutorials: Events `_ + +.. toctree:: + + events/event_essentials + events/sell_tickets + events/track_manage_talks diff --git a/content/applications/marketing/events/event_essentials.rst b/content/applications/marketing/events/event_essentials.rst new file mode 100644 index 000000000..31e091ca7 --- /dev/null +++ b/content/applications/marketing/events/event_essentials.rst @@ -0,0 +1,284 @@ +================ +Event essentials +================ + +Odoo Events provides event coordinators with an arsenal of planning, communications, and reporting +tools to create immersive and engaging experiences for customers. Namely, staff can create and +publish events on their website, sell tickets online, scan tickets with Odoo barcode, send out +automated emails, and generate rich reporting data once the event accepts registrations. + +Kanban concepts and organization +================================ + +To get started, click on the :guilabel:`Events` application on the home dashboard, which then leads +to the kanban view populated with a variety of pipeline stages. Key information is listed on each +event card, such as the date/time of the event, along with the number of expected (and confirmed) +attendees. + +To create a new stage, click :guilabel:`Add a Column` and provide a befitting title to reflect the +purpose of that stage. + +To reorganize the stages, just drag-and-drop them until they are in the correct order. Stages can +also be “folded” in the kanban for a cleaner presentation, via the :guilabel:`Settings` menu to the +right of each stage's title, which is represented by a gear icon. + +.. note:: + The gear icon, by default, is hidden and will appear next to the :guilabel:`+` icon when moused + over. + +When clicked, a drop-down menu of settings will appear. + +.. image:: event_essentials/events-dashboard.png + :align: center + :alt: Overview of events setting with the kanban view in Odoo Events. + +Create a new event +================== + +To create an event, click :guilabel:`Create` from the Events dashboard. Odoo will then direct the +page to a blank event template form. + +From the event form, fill out the necessary fields, either by choosing from existing data in the +Odoo database or by creating and editing new field data. Key information to enter for the event +includes: + +- :guilabel:`Event Name`: give the event a title. +- :guilabel:`Date`: includes the start and end dates/times for the event. +- :guilabel:`Timezone`: covers the timezone for when the event is taking place. +- :guilabel:`Template`: choose from a pre-built event template or build a custom one and connect it + here. +- :guilabel:`Tags`: add tags to indicate briefly what the event is for (e.g. `tradeshow`). Tags + help better organize event cards in the kanban and are useful when using search filters during + reporting periods. +- :guilabel:`Organizer`: detail the organizer(s) for the event. This field is usually the company + that owns the Odoo database, or a vendor. +- :guilabel:`Responsible`: name the point person who is responsible for organizing the event. +- :guilabel:`Website`: indicate which Odoo website(s) the event event should be published to. +- :guilabel:`Venue`: list the venue details here if it's a new record, or choose from an existing + location. +- :guilabel:`Limit Registrations`: when enabled, this setting caps the attendee registrations to a + specified amount +- :guilabel:`Autoconfirmation`: when enabled, this setting skips the confirmation request that gets + sent by email to event registrants, and automatically confirms their registration. + +Once the fields in the event form are set, move on to the :guilabel:`Tickets` and +:guilabel:`Communication` tabs, and optionally the :guilabel:`Questions` tab if registrations +should require additional information. + +Add and sell event tickets +-------------------------- + +Under the :guilabel:`Tickets` tab, add line items for each type of ticket the event plans to offer. +Here, determine the ticket price, start/end dates for registrations, as well as the maximum number +of tickets that can be sold. + +If selling tickets isn't necessary for the event, a simple :guilabel:`Registration` button will be +displayed on the event's page by default. + +.. image:: event_essentials/events-tickets-tab.png + :align: center + :alt: View of the ticket tab in Odoo Events. + +Send automated emails, text, and social posts to event attendees +---------------------------------------------------------------- + +Under the :guilabel:`Communication` tab, configure personalized email, SMS, or social post messages +to keep in touch with event attendees. For each communication, click :guilabel:`Add a line` in the +:guilabel:`Communication` tab form, and then choose (or create) a communications template using +the drop-down menu under the :guilabel:`Template` column. + +Next, define the :guilabel:`Interval` and :guilabel:`Unit` of time for how often the communication +should be sent; use these time fields to specify the frequency of :guilabel:`Hours`, +:guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months` communications should be sent. There is +also the option to send communications `Immediately` after a specified :guilabel:`Trigger` is +activated. + +In the last column, determine the :guilabel:`Trigger` which controls how and when the communication +is sent. For this action, choose between: :guilabel:`Before the event`, :guilabel:`After each +registration`, or :guilabel:`After the event`. + +.. image:: event_essentials/events-communication-tab.png + :align: center + :alt: View of the communication tab in Odoo Events. + +Attach a questionnaire to event registrations +--------------------------------------------- + +Implementing a questionnaire during event sign up is an effective way to gauge the wants, needs, +and interests of the event's attendees ahead of time. Questionnaires also act as informative +analytics tools for reporting periods before (or after) events take place. + +To create a questionnaire, from the :guilabel:`Events` application, navigate to +:menuselection:`Configuration --> Settings` and then enable the :guilabel:`Questions` setting. + +With the setting enabled, questions and answers can now be added (and recorded) under the the +:guilabel:`Questions` tab back on the event form. For each question, specify if it should only +be asked once with the :guilabel:`Ask once per order` checkbox, or if the question requires a +:guilabel:`Mandatory Answer`, which will make the question required for registration. + +.. example:: + If the :guilabel:`Once per order` checkbox is enabled, then a single registration for 3 event + attendees will show the questionnaire only once. + +There are two :guilabel:`Question Types` to choose from: :guilabel:`Selection` and :guilabel:`Text +Input`. The :guilabel:`Selection` type, allows attendees to select an answer from pre-configured +options, which are entered in the :guilabel:`Answers` tab below. The :guilabel:`Text Input` type +allows attendees to write in their own answer to the question in a text box. + +.. image:: event_essentials/events-questions-tab.png + :align: center + :alt: View of an event form, open the questions tab, and add a question. + +Log internal notes or add ticket instructions +--------------------------------------------- + +In the :guilabel:`Notes` tab, there is the option to add a :guilabel:`Note` and/or :guilabel:`Ticket +instructions`. + +Under :guilabel:`Note`, internal notes can be left (such as: to-do lists, contact information, +etc.) for event staff to reference. In the :guilabel:`Ticket instructions` field, helpful +information for staff and attendees can be shared (like, directions to the venue, opening/closing +times, etc.) + +.. tip:: + Type `/` in either text field (:guilabel:`Note` or :guilabel:`Ticket instructions`) to reveal a + sub-menu of :guilabel:`Structure` options. These options provide various formatting options to + ensure vital internal information is organzied for event staff to review. + +.. image:: event_essentials/events-notes-tab.png + :align: center + :alt: View of the Notes tab in Odoo Events. + +Invite attendees to the event +============================= + +To invite people to an event, click the :guilabel:`Invite` button located in the top left corner of +the event form. + +Inside the invite template form, are options to sent email or SMS invites. Each message can be fully +customized, and recipients can be added. + +Adding a :guilabel:`Subject` line for the invite message is required, but the :guilabel:`Preview +Text` field is optional. The :guilabel:`Preview Text` is a catchy preview sentence meant to +encourage recipients to open the email. + +.. note:: + In most cases, the :guilabel:`Preview Text` is displayed next to the subject. Keep this field + empty to ensure the first characters of the email content appear, instead. + +Select invitees and configure recipient filters +----------------------------------------------- + +In the middle of the invitation form, find and click the :guilabel:`Recipients` field, to reveal a +drop-down menu of recipient options. These choices represent where Odoo will find the desired +recipients' information. + +Once an option from this menu is selected (e.g. :guilabel:`Applicant`, :guilabel:`Contact`, +:guilabel:`Event Registration`, :guilabel:`Lead/Opportunity`, etc.), Odoo will send the invitation +to all recipients who match that initial rule. Additional rules can be added to narrow down the +target recipients, by clicking :guilabel:`Add Filter`. + +.. image:: event_essentials/add-filter-button.png + :align: center + :alt: View of the add filter button beneath the recipients field in Odoo Events. + +Clicking :guilabel:`Add Filter` reveals three fields, formatted like an equation. To reveal the +sub-menu options, click each field, and make the desired selections, until the preferred +configuration has been acheived. The number of :guilabel:`Records` that match the rule(s) are +indicated to the right of the :guilabel:`Recipients` field, in green. + +.. note:: + Some sub-menu options in the first rule field allow for a second choice to provide even more + specificity. + +To the right of each rule, are :guilabel:`x`, :guilabel:`+`, and :guilabel:`...` icons. The +:guilabel:`x` icon deletes a specific node (line) of the rule. The :guilabel:`+` icon adds a node +(line) to the rule. And, the :guilabel:`...` icon adds a branch to the node. A branch means two +additional, indented sub-nodes are added to the rule, providing even more specificity to the line +above it. + +Build a custom event invite +--------------------------- + +In the :guilabel:`Mail Body` tab, there are a number of pre-configured message templates to choose +from. Select the desired template, and modify every element of its design details with Odoo's +drag-and-drop web builder, located on the right sidebar. + +.. image:: event_essentials/event-email-builder-block.gif + :align: center + :alt: View of the drag and drop building blocks used to customize event invite emails. + +.. tip:: + To build an email event invite from scratch, select the :guilabel:`Plain Text` template, and + Odoo will provide a blank email canvas, which can be customized either by using the front-end + rich text editor that accepts slash (`/`) commands, or the XML code editor when :ref:`developer + mode ` is engaged and the :guilabel:`` icon is pressed. + +.. note:: + The :guilabel:`Mail Body` tab (and template options), are only available if the event invite + :guilabel:`Mailing Type` is designated as an :guilabel:`Email`. If :guilabel:`SMS` is the + :guilabel:`Mailing Type`, a :guilabel:`SMS Content` tab (consisting of a blank text space), is + available, instead. + +Modify event invite settings +---------------------------- + +The options under the :guilabel:`Settings` tab are different, depending on the specified +:guilabel:`Mailing Type`. + +If the :guilabel:`Email` option is selected as the :guilabel:`Mailing Type`, an employee can be +designated as the :guilabel:`Responsible`, meaning that person is the one responsible for this +particular invite message. :guilabel:`Send From` and :guilabel:`Reply To` email aliases can be +designated here, as well. + +Also, if any specific documents are required (or helpful) for this event invite, they can be sent +along with this email, by clicking :guilabel:`ATTACH A FILE`, and adding the appropriate +document(s). + +If the :guilabel:`SMS` option is selected as the :guilabel:`Mailing Type`, a :guilabel:`Responsible` +can be designated, and the option to :guilabel:`Include an opt-out link` is available. + +Send event invitations to recipients +------------------------------------ + +If the selected :guilabel:`Mailing Type` is :guilabel:`Email`, there are three options to send the +invite: :guilabel:`Send`, :guilabel:`Schedule`, and :guilabel:`Test`. + +The :guilabel:`Send` option sends the invite right away. The :guilabel:`Schedule` option reveals a +pop-up, in which a scheduled date/time can be selected for the email to be sent. The +:guilabel:`Test` option reveals a :guilabel:`Test Mailing` pop-up, where specific recipient email +addresses can be entered for Odoo to send them the current version of the mailing for review before +officially sending it out to prospective event attendees. + +If the selected :guilabel:`Mailing Type` is :guilabel:`SMS`, there are four options to send the +invite: :guilabel:`Put in Queue`, :guilabel:`Send Now`, :guilabel:`Schedule`, and :guilabel:`Test`. + +The :guilabel:`Put in Queue` option schedules an SMS message to all recipients (that match the +designated rules, if any) in the near future. Clicking :guilabel:`Put in Queue` reveals a pop-up, +requiring confirmation. When confirmed, a blue banner appears on the event invite template form, +indicating that the SMS will be sent later that day. + +.. note:: + The :guilabel:`Send Now`, :guilabel:`Schedule`, and :guilabel:`Test` options all function the + same way for both :guilabel:`Mailing Type` options. + +Publish events +============== + +Until an event is published, it will remain hidden from public view on the website and registering +for it will not be possible. To publish an event, navigate to it either from the back end of Odoo +through the :guilabel:`Events` application, or access the hidden event page through the front end +as either a priveliged user or administrator. + +If navigating from the back end, go to the event form, and click the :guilabel:`Go to Website` +smart button to reach the event page on the website (on the front end). If starting from the front +end, simply navigate to the event page that needs to be published. + +No matter the route, an event page can only be published from the front end. In the upper right +corner of the event page on the website, toggle the switch from the red :guilabel:`Unpublished` +status to the green :guilabel:`Published` status. 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Odoo simplifies the +ticket-purchasing process by providing plenty of payment method options. + +Configuration +============= + +First, in order to enable the creation (and selling of) event tickets, go to +:menuselection:`Configuration --> Settings`, then enable the :guilabel:`Tickets` and +:guilabel:`Online Ticketing` features. + +The :guilabel:`Tickets` feature allows tickets to be sold for an event. + +The :guilabel:`Online Tickets` feature allows for the sale of tickets to occur through the website. + +.. note:: + If these options are *not* enabled, a default :guilabel:`Register` button will be available for + free registrations. + +.. image:: sell_tickets/events-settings-tickets.png + :align: center + :alt: View of the settings page for Odoo Events. + +Sell tickets through sales orders +================================= + +In the :guilabel:`Sales` application, choose a previously-created Event Registration (as if it were +a product), and add it as a product line. Upon adding the registration, a pop-up appears, which +allows for the selection of a specific event (and ticket tier). That specific event ticket is then +attached to the sales order. + +.. image:: sell_tickets/events-through-sales-order.png + :align: center + :alt: View of a sales order and option to choose the specific event in Odoo Events. + +Events with tickets sold online or through sales orders have a :guilabel:`Sales Smart Button` +shortcut, located at the top of the event template form (in the :guilabel:`Events` application). + +Clicking the :guilabel:`Sales Smart Button` reveals a page with all the sales orders related to that +event. + +.. image:: sell_tickets/events-sales-smartbutton.png + :align: center + :alt: View of an event's form and the sales smart button in Odoo Events. + +.. image:: sell_tickets/events-tickets-registration-product.png + :align: center + :alt: View of an event form highlighting the column product under the tickets tab in Odoo + Events. + +Sell tickets through the website +================================ + +With tickets purchased through the website, the process is similar to creating a :guilabel:`Sales +Order` with a specific :guilabel:`Registration` product. Here, tickets are added to a virtual cart, +and the transaction can be completed as usual - utilizing any of the pre-configured payment methods +options that have been set up on the website. + +The completed purchase is automatically produced in a :guilabel:`Sales Order`, which can be easily +accessed in the back end of the database. + +.. image:: sell_tickets/events-online-ticket-purchase.png + :align: center + :alt: View of website transaction for Odoo Events. diff --git a/content/applications/marketing/events/sell_tickets/events-online-ticket-purchase.png b/content/applications/marketing/events/sell_tickets/events-online-ticket-purchase.png new file mode 100644 index 000000000..6cf499020 Binary files /dev/null and b/content/applications/marketing/events/sell_tickets/events-online-ticket-purchase.png differ diff --git a/content/applications/marketing/events/sell_tickets/events-sales-smartbutton.png b/content/applications/marketing/events/sell_tickets/events-sales-smartbutton.png new file mode 100644 index 000000000..241938e3a Binary files /dev/null and b/content/applications/marketing/events/sell_tickets/events-sales-smartbutton.png differ diff --git a/content/applications/marketing/events/sell_tickets/events-settings-tickets.png b/content/applications/marketing/events/sell_tickets/events-settings-tickets.png new file mode 100644 index 000000000..f8dbc7930 Binary files /dev/null and b/content/applications/marketing/events/sell_tickets/events-settings-tickets.png differ diff --git a/content/applications/marketing/events/sell_tickets/events-through-sales-order.png b/content/applications/marketing/events/sell_tickets/events-through-sales-order.png new file mode 100644 index 000000000..a25d8e720 Binary files /dev/null and b/content/applications/marketing/events/sell_tickets/events-through-sales-order.png differ diff --git a/content/applications/marketing/events/sell_tickets/events-tickets-registration-product.png b/content/applications/marketing/events/sell_tickets/events-tickets-registration-product.png new file mode 100644 index 000000000..262d3f540 Binary files /dev/null and b/content/applications/marketing/events/sell_tickets/events-tickets-registration-product.png differ diff --git a/content/applications/marketing/events/track_manage_talks.rst b/content/applications/marketing/events/track_manage_talks.rst new file mode 100644 index 000000000..9639ccdd1 --- /dev/null +++ b/content/applications/marketing/events/track_manage_talks.rst @@ -0,0 +1,161 @@ +====================== +Track and manage talks +====================== + +With Odoo Events, it's possible to provide attendees with the power to propose presenters to speak +at events. + +Configuration +============= + +First, go to :menuselection:`Events --> Configuration --> Settings` and enable :guilabel:`Schedule & +Tracks`. + +When that feature is enabled, two more options become available: *Live Broadcast* and *Event +Gamification*. + +:guilabel:`Live Broadcast` allows for the airing of tracks online through a YouTube integration. + +:guilabel:`Event Gamification` allows for the sharing of a quiz with your attendees, once a track +(talk) is over. + +.. tip:: + :guilabel:`Event Gamification` isn't necessary for tracks to appear on the event page on the + website, but it can enhance the engagement and overall enjoyablity of the event for attendees. + +Talks, talk proposals, and agenda +================================= + +Once those two features are enabled, the following links are automatically added to the sub-header +menu, located on the event page on the website: :guilabel:`Talks`, :guilabel:`Talk Proposals`, and +:guilabel:`Agenda`. Any attendee can freely access these menu items and their corresponding content. + +The :guilabel:`Talks` link takes the attendee to a page full of all the talks for that event. + +The :guilabel:`Talks Proposals` link takes the attendee to a form page, where they can propose +talks for the event. + +The :guilabel:`Agenda` link takes the attendee to a page with all the talks for the event, but in a +calendar/time-slot format. + +.. image:: track_manage_talks/events-talk-proposal-header.png + :align: center + :alt: View of the published website and the talks, talk proposals, and agenda in Odoo Events + +Manage talk proposals +===================== + +When attendees fill out and submit a talk proposal form on the website, a new :guilabel:`Proposal` +is instantly created in the back end for the event. + +.. note:: + All talks (Proposals, Confirmed, Announced, etc.) are accessible via the :guilabel:`Tracks` + smart button on the event form. + +.. image:: track_manage_talks/events-tracks-kanban.png + :align: center + :alt: View of the talks' proposals page emphasizing the column proposal in Odoo Events. + +If a proposal is accepted, move the :guilabel:`Event Track` to the appropriate stage in the Kanban +view (e.g. `Confirmed`, etc.). Then, go to that particular event's template form, and click the +:guilabel:`Go to Website` smart button to reach that specific talk's page on the website. + +In the upper right corner, toggle the switch from :guilabel:`Unpublished` to :guilabel:`Published`, +and the talk is instantly accessible on the website. + +.. note:: + Without publishing a talk, attendees will never be able to access it. + +.. image:: track_manage_talks/events-tracks-publish.png + :align: center + :alt: View of the website page to publish a proposed talk for Odoo Events. + +Attendees list and attendance +----------------------------- + +Once attendees have registered for a specific event, they are added to the :guilabel:`Attendee List` +for that event, which is accessible via the :guilabel:`Attendees` smart button on the event template +form, or :menuselection:`Reporting --> Attendees` and sorted by event. + +.. note:: + When an attendee arrives at the event, they will be marked as attending (:guilabel:`Confirmed + Attendance`), and the status of that attendee will change to :guilabel:`Attended.` + +.. image:: track_manage_talks/events-attendees-smartbutton.png + :align: center + :alt: Overview of events with the kanban view in Odoo Events. + +When analyzing an :guilabel:`Attendees list`, Odoo provides different ways to view the information. +Each view option presents the same information, but in a slightly different layout. To change the +view, click on the icons in the upper right hand of the screen. + +.. image:: track_manage_talks/events-attendees-view-options.png + :align: center + :alt: Various view options on the attendees list page. + +In the :guilabel:`Kanban` view, it can be confirmed whether the attendees have already paid or +remain unpaid. + +The :guilabel:`List` view provides information in a more traditional list formation. + +The :guilabel:`Calendar` view provides a clear schedule visualization of which attendees are +arriving on specific dates of the event. + +The :guilabel:`Graph` view provides graphical representations of that event's attendees, along with +numerous filters and customizable measures for deeper analysis. + +The :guilabel:`Cohort` view lays out attendee data to better analyze the number of registration +dates. + +.. note:: + Tickets sold through sales orders validate attendees as soon as the quotation is confirmed. + +Manage registrations +-------------------- + +Upon selecting an attendee, Odoo reveals that specific attendee's detail form. + +From here, event badges can be sent manually, by selecting :guilabel:`Send By Email`. The +:guilabel:`Attendee` can also be marked as :guilabel:`Attended`, or the registration can be +canceled altogether via the :guilabel:`Cancel Registration` button. + +.. image:: track_manage_talks/events-send-email-button.png + :align: center + :alt: View of an attendee form emphasizing the send by email and cancel registration in Odoo + Events. + +Lead Generation Rules +--------------------- + +With Odoo, leads can be generated from events. + +To create and configure a :guilabel:`Lead Generation Rule` related to events, navigate to +:menuselection:`Events app --> Configuration --> Lead Generation`. + +On the :guilabel:`Lead Generation Rule` page, every configured :guilabel:`Lead Generation Rule` +can be found, along with pertinent data related to those rules. + +.. image:: track_manage_talks/events-lead-generation-rule-page.png + :align: center + :alt: How the Lead Generation Rule page looks in Odoo Events. + +To create a new :guilabel:`Lead Generation Rule`, click :guilabel:`Create`, and fill out the +:guilabel:`Lead Generation Rule` form. + +.. image:: track_manage_talks/events-lead-generation-rule-template.png + :align: center + :alt: How the Lead Generation Rule template looks in Odoo Events. + +After naming the rule, configure *how* the lead should be created (either :guilabel:`Per Attendee` +or :guilabel:`Per Order`), and *when* they should be created, (when +:guilabel:`Attendees are created`, when :guilabel:`Attendees are confirmed`, or when +:guilabel:`Attendees attended` the event). + +In the :guilabel:`For any of these Events` section, there are fields to attach this rule to any +specific event categories, company, and/or event. 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