Essentials of an Event Management System
August 20, 2018 / Nirav Shah
Events are an important part of everyone’s life. Whether it be a person or an organization, events have a special value. This value is especially very important if you make a living by organizing events, public and private fares, flea events and exhibitions for companies and as well as individuals.
If you aim to offer a unique platform for upcoming brands and artist through an emerging consumer market to create a “BUZZ” around a vendor and help bring them into the spotlight specially handicraft products prepared by women’s or company this list will help you to evaluate existing systems and decide if you should go for custom software development of an event management system.
In short, if you are the owner (or an aspiring owner) of an event management company, we at Eternal have already sorted out most of your doubts of about an event management system. After an extensive research we have have put up a list that would suffice requirement of an event management company.
We have divided the whole event management system in two parts, viz admin side and executive side.
Expected features in Admin dashboard:
- Daily/ Monthly/ Yearly analytics chart
- Of work done by all the executives
- Of client retention
- For client feedback
- Payment details (paid/ unpaid/ partial paid) vs stalls per event
- Parameters for making custom analytic reports and generate graphs
- Ability to add other user as admin
- Management of executives (Add/ Import/ Edit/ Delete)
- Management of client (Add/ Import/ Edit/ Delete)
- Executive group management (Add/ Edit/ Delete)
- Client’s category and sub-category management (Add/ Edit/ Delete)
- Import functionality to import existing data (as per specified format)
- Work Assignment –
- Random
- Category & subcategory wise Executive Group assignment
- Notification if no more data is available to work
- Integrate Gmail access in dashboard –read/ write/ send/ receive email
- Integrate client call recording and play
- Provide list of all calls made and received by executives
- Provide list of all calls received by and made to particular client
- Search and list all the data related to a particular client by his name or mobile number
- Maintain unique profile for each client (fields may be added to this list)
- Name
- Mobile number
- Company name
- Company number
- Business type
- Category & Sub-category
- Type of client: Blacklisted/ Whitelisted/ New/ DND
- Past and current payment status
- List of invoices raised to this client PDF or image
- List of all comments by each executive along with executive name
- All call recordings to and from client
- Maintain unique executive profile
- Integration with new communication channels
- Option to view uploaded payment receipts
- Option to create new events/fairs
- Option to select a client’s category/ sub-category for new events and send an invitation email with custom template by single click
- Option to maintain a list of blacklisted clients (list of those clients whose communication need not be entertained) and ability to add/update/remove clients from and to this list
- Option to maintain a list of DND clients (list of clients who do not want to be contacted) and ability to add/update/remove clients from and to this list
- Option to download all/selected the client’s data as a excel/CSV file and attached audio files
- Option to download all/selected executive’s data
- Option to generate excel of required items (chair/tables/light etc) and email it to sellers
- Notifications
Expected features in Executive dashboard:
- Daily/ Monthly/ Yearly analytics chart
- of work done
- of client retention
- for client feedback
- parameters for making custom analytic reports and generate graphs
- Notifications for:
- New calling list received
- Old pending work
- List of clients to be called on priority basis
- Other important notifications
- Integrate Gmail in dashboard for each executive
- Single screen to interact with client and capture all interaction
- Interested clients should be shown on the top as priority clients
- Following options on selecting a client from list:
- Call
- Send SMS
- Email ( group of customized email templates will be shared) executive will choose the template and an email in selected template will be sent to user with his name and other custom details
- On entering contact number of a client in system, it should show profile of that client with a popup showing the name of executive who has interacted with him last time
- Executives should be easily able to capture the information while on call and mark the client as Interested/ Not Interested/ Positive
- Executive should be able to enter following details and create a new client:
- Name
- Mobile number
- Company name
- Company number
- Business type
- Category & Sub-category
- Type of client: Blacklisted/ Whitelisted/ New/ DND
- Past and current payment status
- payment details with stall number
- upload payment receipt or add challan/cheque details
- Show and Edit details of client received from various modes of inquiry:
- Bulk emails
- Whatsapp
- Google forms
- SMS
- Call
- FB & Insta page comments
- FB & Insta inbox messages
- Executives should be able to provide discount and check how much discount has been provided to each client
- Pop-up of payment reminder for clients whose payment is pending
- Executive should be able to Block a stall for 24 hours for a client and book it on receiving payment
- Executives should be able to send SMS via predefined templates
- Only one stall should be blocked at a time for one client
- Booking status should be shown as:
- Yellow – Basic
- Green – All paid
- Red – No Payment
We hope that this is all you will need in your very own custom developed event management system. If you have something else in mind to add on then contact us right away and we will bring your thoughts to your desktop within no time.
