Internal‎ > ‎Event Management‎ > ‎

Hosts

Hosts are Person records within Enrollment Manager that have a Person Role = Host. When a Registrant Request is fulfilled by a staff member, the Host can be connected to the specific Request that the Registrant has made. Once that connection has been made and the Request status has changed to Confirmed, the system will send the Registrant the Confirmation Email and will send the Host the Host Confirmation email that have been associated with the Event. 

Setting up Hosts:

Just like with any other Person record, Hosts can either be manually created or imported into the system.

To manually create a Host:

  1. Go to the Persons area and click new in the top left corner.
  2. Fill in the information for the Person, including the Person Role = Host. Note: If you do not see a value for “Host” as one of the options for Person Role, please contact emsupport@ruffalocody.com.
  3. Save the Person record.

To import Hosts:

  • Users can load Host information directly into Enrollment Manager or have RuffaloCODY do so for you.
  • In order to add Hosts to the system, you will need to create a file of data and import it in to Enrollment Manager using the general CRM Bulk Imports area. This will import the data directly into the Person area -- as Hosts are Persons in Enrollment Manager with a Person Role = Host.
  • This CRM Bulk Imports area is a completely different area that is used for importing a file using the standard import process.

The steps are as follows:

1. Create and format your file.

  • The file should be .csv file and contain your Host Information.
  • You'll likely want to include columns for First Name (required), Last Name (required), Email Address and perhaps Job Title, Department, etc.
  • You should also include a column for Person Role with values for each record of "Host" so that you are able to identify these records later as such.
  • You don't have to worry about specific naming conventions for the column headers as you'll be able to do some mapping in later steps.
  • You may wish to create a small "test" file of names so that you can run through the process on small set of records.

           2. Next, you'll be ready to import the file.

  • Go to Imports. You can find it under Workplace, My Work. On the top menu click the icon for Import Data. You can also find this icon in the Person area on the top menu.
  • You will be prompted to browse to find a file. Browse and select the .csv file that you created.
  • Once selected, click Next.
  • You will be prompted to select a Data Map. Keep the top one for "Default (Automatic Mapping)". Click Next.
  • You'll be taken to the Map Record Types area. On the left side will be the name of your file. On the right drop down, under Microsoft CRM Record Types, select Person. Click Next
  • You'll be taken to the Map Fields screen. This is where you will tell the system which fields the data from your source file should be mapped to within Enrollment Manager. Make the appropriate mappings and click Next.
  • You'll be taken to the Mapping Summary Screen. Review and Click Next.
  • The last step is the Review Settings and Import Data screen. You can keep the default Owner of the records. You can also save the Data Mapping that you just did, if desired.
  • Click Submit.

3.     Viewing the results of your import

  • To view the results of your bulk import, go to Imports under Workplace
  • You 'll see the file that you have imported along with any successes or  failures
  • You can open the line item to see specific details on records that were created or failed.

4.     Understanding System Handling of data through the Bulk Import.

  • The system will ADD new Person Records based upon the data that was in your file.
  • The system will NOT update existing records.
  • The system will NOT do any duplicate checking during the import process. So, if you already have a Person in your database with any or all of the data, the system WILL add a second record.
  • The system does NOT recognize the parameters that are used in RuffaloCODY standard import process for record matching.
  • The system will NOT create any records that are related records, including Activities, so you cannot post an Activity to the records you are importing. You can only add Person records and you can only add data in fields that are directly on the Person record. You can NOT add Scores, Races, Person Org information as these are related records.

Attaching Hosts to Requests:

To attach a Host to Registrant Request, open the Registrant Request.

In the Host field, click to Search for a Host. 

Find and select the Host.

The following fields will populate:

  • Host: The record for the Host that has been selected
  • Host Email: The email address on the Host's Person Record
  • Room Name: The value in the Address 1: Street 1 field on the  Host's Person Record
  • Host Phone: The value in the Home Phone field on the Host's Person Record

Communicating with Hosts: 

Once the Request status has changed to Confirmed, the system will send the Host the Host Confirmation email that has been associated with the Event. 

You can also communicate with Hosts by using Advanced Find to add the records to an Outreach List and executing a Mail Merge output file or by sending email through the Bulk Email area. Note: Hosts records do not have associated Opportunities so the system will NOT post an Activity from the Outreach List. 

Comments