Product | Events Module (Talent Marketing) |
Expert(s) | David Zhou (CRM team) |
Slack channel | #gem-events-product |
This article was last verified on | 04/23/2024 |
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- Talent Marketing: Events Module
Summary
Users can now use Gem to manage their recruiting events! They can create associated assets (pages, RSVP/check-in forms), manage guest lists, and see their event guest information as reflected within the CRM.
Talent Marketing - âBrands & Events Marketingâ SKU includes this Events module.
Eligibility
Any customer is eligible to purchase the âBrand & Events Marketingâ SKU.
Why did we build it?
Thereâs helpful content in the Highspot page, but a few more notes:
Gem customers have been using our platform to âmanage eventsâ (forms, pages, campaigns - using them all separately) already for ~2 years. This product introduction ties these components nicely together to âproperly manage eventsâ.
Personas+Competition
Functional Details
How does the product work?
List of events
Straightforward table of events where you can view & sort by Event name, count of invited/attendees.
Create an Event
We wanted to make this really simple + easy to start. The only required fields are
- Event name
- External ID (what gets appended in your event page URL)
- choose an âEvent pageâ 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 (just a few steps), we allow you to edit more information about the event details in the âOverviewâ tab. Few things to note:
- Event display name â this is the name thatâll be included in the RSVP confirmation email
- Date and time â this is the date + time thatâll be associated with the calendar invite thatâll be included with the RSVP confirmation email
- Event type, Attendance type, LocationâŚ
- These are initial fields weâve added for MVP and may leverage for reporting in the future. We anticipate customers requesting to add more such metadata to their events in the future.

Individual Event > Guest List

Gem differentiators
* Guestsâ any known latest ATS status (what job they applied for, when, and latest stage they got to) is immediately available
* Also easy to see this guestâs past CRM activity (projects column + by opening the sidebar)
Invite people
- You can invite people directly from past projects, which will drop people into the guest list.
Guest statuses
- Users (anyone with access to Event module, letâs say event coordinators) - can manually update guest status using the drop-down direcrly in the table
- Definitions
- Default status to anyone that you add to the guest list via âInvite Peopleâ button
- Anyone that was previously in a âNot Invitedâ status but receives an email associated to this Event, will be automatically changed to âInvitedâ status
- Anyone that submits the automatically created RSVP form + marks âAttendingâ
- Anyone that submits the automatically created RSVP form + marks âDeclinedâ
- Anyone that submits the automatically created Check-In form
- Not Invited
- Invited
- Attending
- Declined
- Checked In
- As of Nov 2023, you can now download the guest list as CSV.
- You must select the people in the guest list you want to download.
- Filter by status to curate the list you want to download.
- Export only guest list details, or optionally include RSVP or Check-In form responses (if submitted).


Who can edit guest status
- Event owners have to add âevent collaboratorsâ to allow others to update guest status of those coming to the event.
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 â 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 âAttendingâ v. creating another random form thatâs not associated with the event)
- As of Nov 2023, default projects associated with the Form is now linked in the Assets tabs as well.

All 3 assets auto-created for every event

Stripeâs âRSVP formâ

Stripeâs sample Event page
Individual Event > Emails
You can send branded emails to your guests, and target specific guest statuses.
For example:
- sending a â1 week reminder!â email only to guests whoâve marked themselves as âAttending.â
- sending a âGreat to meet you! apply to these open jobsâ email to only the guests who marked themselves as âChecked Inâ


Individual Event > Analytics
- Total attendance = Check Ins
- Walk-ins = Checked in, did not RSVP
- Drop off rate = % checked in / RSVPd

Guest experience
After guests submit the RSVP form, theyâll receive an automated email like below that includes a calendar invite as well as a link to manage your RSVP (i.e. change their mind about attending)

RSVP confirmation email

Guests edit their RSVP (included link in the RSVP confirmation email)
Waitlist feature
You can put a # waitlist cap on the event attendees.
Add people to an Event from Project
Pipeline Analytics > Group byâEventsâ
Example from Roblox instance, do not share with customers or put on public HC articles.

Related feature for informal Scorecards
Often at events, recruiters may be doing light scoring of those they interact with regardless of a specific job/application attached. âProspect Scorecardâ feature can be used here! (recently shipped ~Aug/Sept â23)
+Sourcing: Basic Scorecard linked to a candidate (aka âStructured Noteâ)
Oct 2023: Event collaborators
What is it?
- Event owners can now add collaborators to their events so non-owners can edit the event.
What value does this bring?
- Multiple people can collaborate to manage candidate status (e.g. check-in guests), edit the event details, or remove guests (feature coming soon). Relying on a single event owner is a bottleneck for customers like Stripe that have multiple people staffing a booth.
Gotchas
- Collaborator permissions for individual event assets (i.e. forms, page) are still managed at the asset-level


March 2024: Duplicate events
Customers can now duplicate events, which bring over assets like forms/pages/emails.

Limitations/Gotchas
- Individual event > emails
- Currently, given the limitation of how our âone-offâ emails work - these wonât be true âset it and forget itâ emails. For ex. if you want to send the reminder email to those âAttendingâ 1 week before the event, youâll have to come set that audience rule to make sure the latest count of guests are included for the email
- this is an item weâll opportunistically look to improve soon.
- RSVPâs and Check Ins only work with auto-created forms
- As called out in +Talent Marketing: Events Module: Individual-Event->-Assets section, if customers want RSVP / Check-In functionality to work properly, they have to use the auto-generated RSVP and Check In forms that are associated with the Event. This is the only way that the guest status will be changed dynamically.
- Turning on the Events module
- This is not available in the Support Dash yet so please ping #gem-crm-team for now cc @Lacey K / @David Z and we will help triage for the next few weeks. Thank you!

Future State
- Event reporting is coming by end of Q3/early Q4!
- i.e. being able to go to Pipeline Analytics, and see a filter like âEventsâ and pull up all persons related to an Event
- Important because this is the KEY Gem differentiator to dynamically tie events data to ATS outcomes (âhow many applications/hires did this event contribute to?â)
- TBD on timing but on our radar
- Enable âEventsâ module in Support Dash
- Private v. public events (for ex. password protected)
- Guest tags (i.e. tagging someone as a journalist, or press, etc - Stripe blocker)
- Easy way to add people to an event from Projects (just pick a few people v. add entire project which is the MVP flow)
- Show event engagement in Gem personâs activity feed
- Summary
- Eligibility
- Why did we build it?
- Personas+Competition
- Functional Details
- How does the product work?
- List of events
- Create an Event
- Individual Event > Overview
- Individual Event > Guest List
- Individual Event > Assets
- Individual Event > Emails
- Individual Event > Analytics
- Guest experience
- Waitlist feature
- Add people to an Event from Project
- Pipeline Analytics > Group byâEventsâ
- Related feature for informal Scorecards
- Oct 2023: Event collaborators
- March 2024: Duplicate events
- Limitations/Gotchas
- Future State