Cancelled & Postponed Event Statuses

Cancelled & Postponed Event Statuses

If an event is cancelled or postponed for any reason, such as weather, notify Registrants. You can use the email functionality available in Certain.

> Note: You must email your Registrants before updating the Event Status. Otherwise, you may accidentally email Registrants who have already cancelled their registration for their own reason.

Emailing Registrants to Notify of Cancellation/Postponement

1. Navigate to the Event Dashboard, and make sure you are in Tabular view. 2. Click the Total number of applicable Status. Best practice: You may want to include customers in Pending and Incomplete statuses, so that they will also be informed. 3. In the Report Results window, Select All by checking the box next to Row at the top of the list. Best practice alternative: Check the box next to the attendees you would like to email. 4. Select Compose Email from the Actions dropdown menu. 5. Compose an email from scratch, or select an appropriate Template in the Select Email Template section. Template creation path: Promote > Communications > Email Template. 6. After composing your email, click Send Email NOW. 7. Update the Event Status accordingly, using the instructions below.

Updating Event Statuses

1. Within the Event, navigate to Plan > Event Setup > Details. 2. Select Cancelled or Postponed from the Status drop down list. 3. Click Save.

Cancelled Event Status

The Cancelled Event Status can be used if the event is cancelled and will not be rescheduled. Setting the Event Status to Cancelled closes all Event Forms so that they no longer accept responses.

Certain provides the option to create a custom message to display to customers when entering the Forms for a Cancelled Event. The custom message can be configured in the Customize Entry Page Message (After Event End Date) section on the Primary Form.

1. Select the Primary Form from Plan > Forms. The Primary Form has the word Primary in parentheses next to the Form name. 2. The Settings section on the Form Setup page also confirms that the Form is marked as the Primary Form. Click the Advanced button located on the bottom left corner. 3. Scroll down to the Customize Entry Page Message ( After Event End Date... ) section, and create a custom message. 4. Click Save.

> Note: Cancelling an event results in a system check to ensure no outstanding balances are due. > The system requires these open items to be resolved before saving the Status change to Cancelled.

Postponed Event Status

The Postponed Event Status can be used if the event is to be rescheduled at a later date. Setting the Event Status to Postponed enables the Event Planner to determine which Forms should be closed or left open.

After clicking Save on the Event Details page with Postponed as the new Event Status, a window displays. The window allows selecting which Forms should be marked as Closed or remain Open. Open Forms remain available if you still want to collect additional data from Attendees.

This Tag enables tracking and reporting of the impacts of the situation.

Adding an Event Tag to a Cancelled/Postponed Event

1. Navigate to Account Settings > Management > Tags. 2. Enter a Name and Label for the Tag. Example: Cancelled due to Hurricane. 3. Click in the Object(s) field, and select Events from the dropdown. 4. Click Add. 5. Navigate to [Event Name] > Plan > Event Setup > Details. 6. Click in the Tags field, and select the Event Tag you created. 7. Click Save.