SOP | Member Events, Event Registration, Workflows and Reports

Purpose & Overview

This SOP explains the high-level process for maintaining and updating the event registration setup, including forms, workflows, views, and reports for a new event year or event type.

Step-by-Step Instructions

1. Go to the event registration forms.

2. Review the three forms used for event registration.

3. Start with the complimentary member form.

4. When there is a new year, add the new year to the form.

5. Update the event year value for the next event.

6. Update the event type values as needed.

7. Confirm that the complimentary member form includes the hidden property that identifies the submission as complimentary.

8. Confirm that the hidden complimentary property indicates a zero-dollar registration.

9. Review the non-complimentary form.

10. Update the event year in the non-complimentary form.

11. Update the event type in the non-complimentary form.

12. Go to the workflow that creates the event registration.

13. Confirm that the workflow is triggered by event year and event type.

14. Confirm that when someone submits the form, the event year and event type values trigger the workflow for that person.

15. Remove the existing labels in the workflow.

16. Update the email in the workflow for the next event.

17. Use the correct file or create the email for the new event year.

18. Check the pay status branch in the workflow.

19. If the pay status is complimentary, confirm that the registration fee is zero.

20. Do not track payment for complimentary registrations.

21. Clear the pay status.

22. Clear the registration information and the other related fields.

23. If the pay status is not complimentary, follow the non-complimentary branch.

24. Set the registration fee to zero in that branch.

25. Update the registration fee when the pay status is updated.

26. Go to the workflow that updates the company status.

27. Update the workflow for the next event so the company status is set to Revenue Intensive.

28. Use the company property that is used in reports and dashboards.

29. Create another workflow similar to the existing one for Revenue Intensive status.

30. Do not turn off the current workflow if it is still needed.

31. Go to the pay status workflow.

32. Confirm that this workflow is triggered when someone pays through the payment link from the form.

33. Confirm that after form submission, the user sees the payment link.

34. Confirm that when the user pays through the payment link, they enter this workflow.

35. Add a one-hour delay in the workflow.

36. Use the delay to account for possible HubSpot delays, payment cancellations, failures, or other payment outcomes.

37. Confirm that the payment is successful before continuing.

38. Set the pay status to paid.

39. Set the registration fee to the amount paid.

40. Remove the existing labels in this workflow.

41. Review the workflow that sends the payment confirmation email for Operations Intensive.

42. Confirm that this workflow sends an email confirming that the payment was received.

43. Create another workflow like this one for Revenue Intensive.

44. Use the event registration creation trigger for that workflow.

45. Use the condition that the payment search name contains the applicable event name.

46. Go to the event views.

47. Associate the event registration with the correct event.

48. Create a new event whenever there is a new event.

49. Review the event registration views.

50. Review the view for Operations Intensive and paid registrations.

51. Confirm that this view includes everyone who needs to pay for the event.

52. Confirm that this view includes everyone who already paid for the event.

53. Confirm that this view also includes complimentary registrations.

54. Go to the reports in the member events dashboard.

55. Update the dashboard when there is a Revenue Intensive event.

56. Review the report that shows how many companies are registered.

57. Review the report that shows how many companies are registered but are not members or are inactive members.

58. Use those results to identify records that may need to be fixed manually.

59. Review the report that shows how many companies are not registered and the related percentage.

60. Review the registrations by coach report.

61. Review the number of event registrations by company.

62. Review the status for each company.

63. Review the amount collected for the event.

Video Walkthrough:

https://www.loom.com/share/81fa7dceb7d44701b116c3966243ea78

Troubleshooting & FAQs

● Q: What must be updated when a new event year is added?
○ A: Update the new year in the forms, update the event type as needed, update the workflow email for the next event, create a new event in views, and update the member events dashboard for the new event.

● Q: How are complimentary registrations handled?
○ A: The complimentary member form includes a hidden property that marks the submission as complimentary, which means the registration fee is zero and payment does not need to be tracked.

● Q: Why is there a one-hour delay in the payment workflow?
○ A: The delay is used because HubSpot can delay updates, and it also helps account for cancellations, failures, and other payment outcomes before confirming a successful payment.

● Q: What should be done for Revenue Intensive?
○ A: Create similar workflows for company status updates and payment confirmation, and update the reports and dashboard for Revenue Intensive.

Ownership

Technology Manager