Interactive step-by-step demonstration, click this link to go to the Tourial instructions:
https://tour.welcomehomesoftware.com/pages/dd7c85ea-c5aa-4714-8956-37f7cb666c7f
The WelcomeHome Events feature is a full-featured section of the CRM to allow for you to plan, host, and track events within WelcomeHome!
You'll notice a new section on your left-hand navigation bar labeled "Events".
Using the Events Feature
Click on the Events tab to view All Events as well as Add a new Event.
*Note: The Events list can be exported into a file by clicking "Export" in the bottom right corner.
Adding a New Event
To add a new event, click the green “Add a New Event” button in the top right corner. Give your event a name, select the date and time, and make sure your time zone is correct. Click "Add".
After creating a new event, you'll be at the summary tab of the event. Click "Edit Event"
1. Upload your flyer.
*Note: PDFs are preferred! (Pro tip: canva.com has great free editable templates that download straight to PDF form!)
2. Change your location, if necessary.
*The default is the community address, but you can switch the location to virtual or change the address.
3. Change the Sales Counselor (if needed).
4. Add internal notes about the event strategy or context.
*These notes are not visible to attendees but can be included in the Event Export CSV along with other event details.
5. Click "Save."
Navigate back to the "Summary Tab"
Inviting Guests
After the event has been created, guests can be added.
Clicking “Add Guests” from the summary screen will prompt you to add either Prospects or Referrers. You can only select one at a time, but both can be added.
After choosing an option, you will be directed to a list of either open prospects or referrers, which can then be selected for invite individually by utilizing the “Add” button next to each Prospect/Referrer record, or in bulk by utilizing the green “Add # Prospects/Referrers as Guests” button at the bottom of the page.
You can also utilize the filters in the top right corner to target a specific group of people to invite and then use the bulk "Add" button to add them to the guest list.
There is also a bulk remove option if you need to clear out your selection.
After adding guests, you will be directed to the guest list, where each invitee and associated influencers will be listed. From here, you can add additional guests by clicking the green "Add Guests" button in the top right corner.
Once you have added your guests, you will want to send out your invitations via email. Click the blue "Send Invites" button in the top right corner.
By default, all influencers associated with the primary prospect will be included on the invitation. You can use the toggles at the top to toggle off groups based on the contact type and status type (this will come in handy when you want to send reminders to people who haven't responded!). You can also go through and individually toggle people off.
Once you have selected your recipients, click "Next" to review your message and add in a subject line.
Click "Next" to schedule the event invites to send now or to send at a specific date and time of your choosing.
Finally, click "Next" to review the final product. Then, click "Send!"
Your guests will receive an email like the one below and will be able to RSVP directly through the email for themselves and others on the record. RSVP responses will automatically update in WelcomeHome as they come in.
Attendance and Invite history will also be visible on each Prospect/Referrer profile.
If a Prospect/Referrer has not been invited to an upcoming event, they can be invited from their respective profile. Upcoming events will be pinned at the top of the Activities tab as well as the top of the summary page of the profile.
If they weren't initially invited, from their Prospect Summary/Activity page you'll be able to add them to the guest list using the "Add to the guest list" button.
For people on the guest list who still haven't received an invite, you can send them an invite or resend an invite directly from their Prospect Summary/Activity page as well! From there you can also see if they opened the invite and how many clicked any attached links.
Printing Address Labels
If you would like to mail your invitees directly via the post, you can do so under the bulk actions button. Click the bulk actions button on the right-hand side of the page. When the drop down menu appears, click "Print Address Labels."
From the "Refine Selection" window, you will be able to further choose who you would like to print address labels for. Note: You will only be able to download mailing labels to the invitee's, influencers, or primary contacts that have a listed address in WelcomeHome. Click "Next" when you filter your desired list.
From the "Download Labels" window, click the green "Download Address Labels" button after reading the Print Instructions. When you download your PDF, make sure to check that these metrics are correct before you print.
Print Instructions:
- Use Avery Address Labels 1" x 2-5/8"
- Check that Page Size is set to Letter (8.5" x 11")
- Page Scaling or Page Size might be in the print dialog box, or under Preferences or Properties button: be sure the setting is 100% or Actual Size
- For additional on printing, see Avery's help page
A convenient list of names and address is now at your fingertips!
Managing the Guest List
Invitees will be able to RSVP via their emailed flyer, but RSVP status can also be updated manually in the Guest List. By clicking the pencil icon next to the status. It can also be updated for the Prospect/Referrer group in bulk. Clicking a status from here will apply it to everyone on the prospect record.
If attendance is mixed (meaning some people on the record are attending while others are not), clicking “Mixed RSVP” will allow for the event manager to update the RSVP status individually for each recipient.
See below for visual of individual RSVP selection per recipient:
*Note: Standard bulk activities can be completed from the Guest List section, such as a bulk email or bulk schedule. This is helpful for reminder emails, post-event follow-ups, or follow-up emails for people who haven't RSVP'd.
Managing Attendance
On the day of the event a sign-in sheet will be available for printing from the Summary section of the event. This allows for easier tracking of attendance during the rush of the event. Attendance information can then be recorded later in the Guest List section.
Attendance status can be recorded individually for each invitee on a record, similar to how RSVP information is tracked. Alternatively, it can be updated for the entire Prospect/Referrer group, allowing you to apply a status to prospects and their influencers simultaneously. Selecting a status at the group level will automatically apply it to all contacts on the prospect record.
Closing a Past Event
All past events will appear on your event page for historical review. If you would like to close out the event, you can manually do so by clicking into the event and choosing 'Close Event'.
This will remove the event from the event page. However, you may view closed events or reopen closed events by choosing the 'More' drop down, and clicking 'Show Closed?'.
You may reopen a closed event via the same process as described above for closing.