Overview
Events can be used to manage your recruiting events. Create associated assets (pages, RSVP/check-in forms), manage guest lists, and see your event guest information as reflected within the CRM.
Eligibility
Any customer is eligible to purchase “Brand & Events Marketing”.
Events Functionality
List of events
A straightforward table of events where you can view & sort by Event name, count of invited/attendees.
Create an Event
The required fields are:
- Event name
- External ID (what gets appended in your event page URL)
You’ll be able to choose an ‘Event page’ template. We automatically associate an Event page to every Event for you and give you the option to start out with our template.
Individual Event > Overview
After you create the Event, we allow you to edit more information about the Event details in the “Overview” tab. Please note:
- Event display name → this is the name that’ll be included in the RSVP confirmation email
- Date and time → this is the date + time that’ll be associated with the calendar invite that’ll be included with the RSVP confirmation email
- Event type, Attendance type, Location…
Individual Event > Guest List
Guests’ any known latest ATS status (what job they applied for, when, and latest stage they got to) is immediately available here, as well as their past CRM activity (projects column + by opening the sidebar).
You’ll also be able to invite people directly from past projects, which will drop people into the guest list.
Guest statuses
Users (anyone with access to Event module, like event coordinators) can manually update guest status using the drop-down directly in the table.
Definitions:
- Not invited: Anyone that was previously in a ‘Not Invited’ status but receives an email associated to this Event, will be automatically changed to ‘Invited’ status
- Invited: Default status to anyone that you add to the guest list via ‘Invite People’ button
- Attending: Anyone that submits the automatically created RSVP form + marks ‘Attending’
- Declined: Anyone that submits the automatically created RSVP form + marks ‘Declined’
- Checked In: Anyone that submits the automatically created Check-In form
You can also download the guest list as a CSV file by selecting the people in the guest list you want to download and filtering by status to curate the list you want to download, then exporting only guest list details, or optionally include RSVP or Check-In form responses (if submitted).
Individual Event > Assets
When an Event is created, we automatically create these 3 associated assets for you:
- RSVP form
- Check In form
- Event page
RSVP form & Check In forms are particularly important, because only if guests use these specific forms will their guest statuses be reflected properly (i.e. they must use this automatically created RSVP form in order for guests to be able to be shown as ‘Attending’ v. creating another random form that’s not associated with the event).
Default projects associated with the Form are linked in the Assets tabs as well.
Individual Event > Emails
You can send branded emails to your guests, and target specific guest statuses. For example:
- Sending a ’1 week reminder!’ email only to guests who’ve marked themselves as ‘Attending.’
- Sending a ‘Great to meet you! Apply to these open jobs’ email to only the guests who marked themselves as ‘Checked In’.
Individual Event > Analytics
- Total attendance = Check Ins
- Walk-ins = Checked in, did not RSVP
- Dropoff rate = % checked in / RSVPd
Guest Experience
After guests submit the RSVP form, they’ll receive an automated email like below that includes a calendar invite as well as a link to manage your RSVP.
Waitlist
For a recruiting event you’re managing through Gem, you can now set a “RSVP cap” and turn on a waitlist based on the number of people attending. For example, this may apply to an event where you have a physical space accommodating 50 people, so any additional people RSVP’ing to the event will be placed on the Waitlist. Please see the video below to learn how to use this feature.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.