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In a previous blog we looked at
Dynamics CRM for Membership Management, which included Events. In this blog we are going to look at how a web portal can be integrated with Dynamics CRM to provide a full web event booking engine. This blog will show the booking process from the perspective of a customer booking an event. We will also look at the process from the CRM user’s point of view which will provide information on events, booking history, payments and invoicing.
Event Listings & Detail
Example Event listing
Organisations running events can have an event listing driven from the event definitions in Dynamics CRM. Providing small teasers of the event, viewers can read more details of what the event entails by clicking the title of the event.
Example Full Event Description
To book a place, there is a “Login link” that directs to the event booking process.
Login
Example Registration
The solution provides support for both Member and Non-Member registration. Once registered the user can login to book the selected event.
Non-Member Registration Example
Example Registration Form
Example above shows a typical non-member registration form. This will create a Contact record in CRM.
Member/Non-Member Pricing
Example Booking Event Page
The user login is linked to the Contact record in Dynamics CRM, ensuring that the pricing presented to the user will reflect their membership status.
In this case, Dynamics CRM has identified that it is a member who would like to attend the event. As such the event will be free of charge.
Example Requested Booking Confirmation
Booking the event will create a Booking and Event Attendee record in Dynamic CRM.
Example Successful Booking Confirmation
Paying for Event Bookings
If the event has a charge, then the user will be taken through the payment process.
Example Booking Confirmation
Making a payment online to book for an event couldn’t be easier, this is done through a payment gateway which directs the delegates to a third party payment system.
Example PayPoint terminal
In this PayPoint example they have the option to pay with either:
- PayPal
- Visa
- Debit
- Master Card
Example Event Booking
Members who don’t wish to pay online can still book and request an invoice. The booking will be displayed in their account as ‘pending’ until payment is received online or is manually updated.
Example Event Pending
The delegate can click on ‘Pay Now’ for any pending bookings, which will direct them to the payment gateway.
Booking History
Users can login to their account to view their booking history. Cancelling upcoming events is also supported.
Example Booking History
Dynamics CRM – CRM User’s Perspective
Example New Event Page
CRM users can create new events using Dynamics CRM by clicking ‘Create Event’ within the marketing section. A new window will appear for the user to input the event information. Mandatory fields will show a red asterisk next to each field that needs to be completed. In this case they are:
- Name
- Member Price
- Non-member price
Event Delegate records can also be added manually to book a Contact on an Event. This is useful for telephone and off-line bookings.
Example Contact Record
Each Event in CRM will have an associated Event Delegate list that shows all of the Contacts that are booked to attend the Event.
Example Event Delegate List
Workflows for Event Joining Confirmation
Example Workflow Step
The solution includes a range of workflows to automate event invoicing and receipts. Workflows consist of a series of steps and rules that will run automatically or on-demand to help automate business processes. To find out more on workflows, take a look at our blog Workflows in Dynamics CRM. Scheduled emails can be created within Dynamics CRM to send out emails confirming event bookings, invoices, invoice reminders, receipts and event reminders.
Example Invoice Email
Example Invoice PDF Attachment
Example Remittance Email in Dynamics CRM
Once payment has been made, Dynamics CRM will update the Event Delegate to confirm the booking. The workflow will also send an email with the payment remittance.
Example Remittance PDF attachment
Please Contact Us for more information on Event Management with Dynamics CRM or for further information visit the Video Tutorial page. If you would like to try out Dynamics CRM, we offer a 30 day free trial.