(Internal) Events module

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Internal

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Article

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 - “Brands & Events Marketing” SKU includes this Events module.

Eligibility

Any customer is eligible to purchase the “Brand & Events Marketing” SKU.

Why did we build it?

There’s helpful content in the Highspot page, but a few more notes:

Gem customers have been using our platform to “manage events” (forms, pages, campaigns - using them all separately) already for ~2 years. This product introduction ties these components nicely together to “properly manage events”.

Personas+Competition

See Highspot page

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 ‘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 (just a few steps), we allow you to edit more information about the event details in the “Overview” tab. Few things to 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…

These are initial fields we’ve 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

* Guests’ 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 guest’s 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, let’s 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 ‘Invite People’ button
Anyone that was previously in a ‘Not Invited’ status but receives an email associated to this Event, will be automatically changed to ‘Invited’ status
Anyone that submits the automatically created RSVP form + marks ‘Attending’
Anyone that submits the automatically created RSVP form + marks ‘Declined’
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 ‘event collaborators’ 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 → 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)

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

Stripe’s ‘RSVP form’

Stripe’s sample Event page

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
Drop off 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 (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 by‘Events’

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. “Prospect Scorecard” feature can be used here! (recently shipped ~Aug/Sept ’23)

+Sourcing: Basic Scorecard linked to a candidate (aka “Structured Note”)

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 ‘one-off’ emails work - these won’t be true “set it and forget it” emails. For ex. if you want to send the reminder email to those ‘Attending’ 1 week before the event, you’ll have to come set that audience rule to make sure the latest count of guests are included for the email
this is an item we’ll opportunistically look to improve soon.

RSVP’s 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 ‘Events’ 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 (“how many applications/hires did this event contribute to?”)

TBD on timing but on our radar

Enable ‘Events’ 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 person’s activity feed