Engage Event Management Bugs Resolved

Engage Release Notes

October 20, 2022

Attn: Engage Event Managers and SCORE Volunteer Leaders

Event Status

After publishing and hosting Chapter Events in Engage, part of the post-event process is for Event Managers to update the registrant list for each person marking them 'Attended,' 'No Show,' or 'Canceled.' In August it was brought to our attention that chapters could move an event to complete even if the registration list was not updated, which caused inaccurate reporting in our system. The second issue that was brought to our attention was that if users accidentally mark a future paid event manually as completed, this automatically locks the event but allows registration. This resulted in us charging our clients multiple time since an error is displayed when the try to register to a locked event.

We have now resolved these issues by fixing the automation for Engage Events. What this means is that an event cannot be moved to Complete status until the attendee list is fully updated. When an event ends, the Event Manager will need to update the list to clarify each person as an 'Attendee,' No-Show,' or 'Cancel'. If anyone on the list remains in the 'Registered' status after the event date has passed, the event will move to the status 'Needs Action' and the Event Manager will receive a notification reminder to update the attendee list.

Once the entire attendee list has been updated and no clients remain in the 'Registered' status, the event will automatically move to Complete.

Event Surveys

Over the past 2 months we have also seen event surveys being sent sporadically to attendees. This issue was due to the number of emails that were being sent in a short amount of time (ie. 1 minute) causing us to hit system limitations. Since SCORE chapter events are incredibly well attended and can sometimes have more than 200 clients who need to receive a survey, we've been able to update our system to stagger the emails in case of large sends. (The system will now send no more than 100 emails every 30 seconds until the send is complete.) For more details click here.

Outstanding Bugs In Progress

Workshop Presenter notifications are still going out intermittently. This is actively being worked on and we hope to have a resolution soon. Click here for more information .
If an Event is stuck in the 'Needs Action' status please let [email protected] know. With the automation improvements, we are keeping an eye on the event automation overall to make sure there are no further issues.

Engage Post-Event Process

Once an event has taken place there may be actions needed to mark an event as Completed. Additionally, an event evaluation survey will be sent to all attendees. This article is focused on walking you through how to mark an event as ‘Completed’ and the post-event survey process. As a reminder, a full walk-through of the Post-Event Process can be found here.

Event Imports

In some cases a chapter may be running a local event that they cannot use the Engage Event process for. If your chapter is not the primary host of the event, or if your online setup did not connect to Engage (ie. Zoom Meeting instead of Zoom Webinar), but you have the complete attendee list with the required SBA information, you may reach out to the Support Team at [email protected] to import the event attendees.

The Support Team has a dedicated group of individuals handling the data entry for importing the attendance to Engage. When the Support Team receives your email to request for the attendance to be imported to Engage, you should receive a receipt email. The team then checks for formatting errors and validates the attendance report submitted by the chapter. If they need additional information from your chapter, they will immediately contact the person who sent the attendance report.

New Information: Make sure to leave your event in Published status and uncheck the Show Event on SCORE Website (scroll down to the Registration Details section to find this field).

After validating the information sent, it will be uploaded. Data uploads take place every Thursday. Any attendee lists received by the Support Team Monday through Wednesday by 2PM ET will be included in that week’s upload. Any attendee lists received after 2PM ET Wednesdays will be a part of the next week’s upload.

The Support Team will review the data to ensure all the information that was sent was successfully uploaded and they will communicate back to the sender that the registrations have been imported to their event record.

Once the import is done, the Support Team will send an email alerting you to review the uploaded information and if all the information is correct, please set the status to Completed.

Information needed for import:

Template

When your event has occurred, please make sure to send the ATTENDANCE report to our Support Team at [email protected] with the Subject: Attendance for <Webinar Name and Date>.

The attendance report should contain the following fields:

Workshop ID (a.k.a. SF External ID; this information is found on the Event record page, scroll down to the System Information section at the bottom of the page)
First Name
Last Name
Email Address
Phone Number (numbers only, no special characters or spaces)
Zip Code (5 digits)

You can use the template provided below or you can submit your own. For convenience, please avoid submitting a PDF copy of the attendance.

Creating Event for Engage:

Create the event in Engage
Set the event status to Published
Uncheck the Show Event on SCORE Website

Event that does not meet import requirements

If your attendee list is missing any of the SBA required fields (Client First Name, Last Name, Email Address, Zip Code, Phone Number) we will be unable to import it. In that case please report the attendance on the Support Center 'Partner Workshops without Attendee Lists' report.

This custom report will be used for recognition and reporting to other SCORE partners. This year (FY23) we will be working on integrating this into our standard dashboard reports.

Resources

For a quick view of bug fixes and enhancements included in the most recent and current sprint, click here. If you have recommendations for Engagement Enhancements or Reports Updates, please submit a request using the Enhancement Submission Form.

Thank you for all that you do for SCORE!

Funded in part through a Cooperative Agreement with the U.S. Small Business Administration. All opinions, conclusions, and/or recommendations expressed herein are those of the author(s) and do not necessarily reflect the views of the SBA.