Module 5: Manage events

Practice Lab 5.2: Create an event and an event journey

Lab Overview

Scenario

Contoso Insurance wants to host a Business Appreciation Event as a thank you to their business customers. They plan to use Dynamics to manage the entire event process including planning, registration, and post-event follow up.

The event will take place next month at the Coho Winery in Seattle.

They plan to send an invitation email, a confirmation email for those that register, and a follow up email thanking those that attended the event.

For this event, the Marketing Coordinator will need to:

Create two segments – one for the invitees and one for the event attendees.
Create three emails – an invitation, a confirmation, and a post-event follow up email.
Create a journey that will automate the delivery of the event content.

Lab Overview

This lab comprises of seven exercises:

In the first exercise, you will create the event record.
In the second exercise, you will create the segments needed to invite contacts to the event and follow up with attendees after the event.
In the third exercise, you will create the emails needed for the event.
In the fourth exercise, you will create the journey to send the event communications.
In the fifth exercise, you will register for the event.
In the sixth exercise, you will check-in event attendees.

What You’ll Need

A computer with a Dynamics 365 Customer Insights - Journeys environment

Exercise 1: Create an in-person event

Log into Dynamics 365 Customer Insights - Journeys.
Navigate to the Event planning work area.
Navigate to Events under the Event group.
Click +New event to create a new event.
- Event name: Contoso Insurance Business Appreciation Event.
- Event type: Demonstration.
- Event time zone: Pacific.
- Event start date/time: One month from today 6:00 PM.
- Event end date/time: One month from today 8:00 PM.
- In the Location section, in the Building field, select Coho Winery.
- In the Room field, select St. Croix Room.
- In the Venue constraints section, verify the capacity is set to 50.
- Click Save.
Add a speaker to the event.
- Navigate to the Agenda tab.
- Scroll down the page to the Speaker engagement area.
- Click + New Speaker Engagement.
- On the flyout, in the Name field, enter Dean Halstead.
- In the Speaker field, search for and select Dean Halstead.
- Click Save and Close.
Add a description to the event.
- Navigate to the Additional information tab.
- In the Description text box, enter the following: We look forward to welcoming you to the beautiful Coho Winery to show our appreciation for your business.
Save the event record.
Click Go Live in the command bar.
After the event finishes going live, open the Event URL in a new tab.
Review the website.

Exercise 2: Create the segments

Log into Dynamics 365 Customer Insights - Journeys.
Navigate to the Real-time marketing area.
Navigate to Segments under the Audience section.
Create a segment for the event invitees.
- Select +New segment.
- When prompted to select a template, click Skip.
- Name the segment Business Appreciation Event Invitees. Keep target audience as Contact. Select Create.
- Let’s create a segment with the following specifications:
  - The contact’s City is Bellevue, Redmond, or Seattle, and
    - The contact does not work for Humongous Insurance.

- Let’s start with Group 1. Your first group should look like Address 1: City is in Seattle, Redmond, Bellevue. - For the second group, let’s use the segment we created in a previous lab, which will capture contacts who not only have our competitor listed as their Account, but also those who have a competitor’s email address.

- Select **+ Add new** to add a new group and select **Existing segment**.

- Change the operator to **but not.**

- Select the **Humongous Insurance (Contact)** segment from the Segment pane.

- At the bottom of the screen, click **Estimate** to calculate the segment's estimated size. Review the results. Reminder: The capacity for the venue is 50.

- Click **Save**.
      
- On the toolbar, click **Ready to use**.

- Give the system time and refresh if needed. After a few minutes, reopen the segment and navigate to the **Members and Insights** tab.

- Verify you see your contact record in the list.

- Click the drop down next to **Save** then click **Save &amp; Close** to return to the Segment list.

Create a segment for the event attendees.
- Select +New Segment.
- Name the segment Business Appreciation Event Attendees. Keep Contact as the target audience. Click Create.
- In the segment designer, add an Attribute Group.
- Let’s use the search box to find the right attribute. Type “event” into the search box. Expand Event Registration. From the expanded options, select the Event attribute.
- Since we will be using an attribute that is not on the Contact table, we need to dictate the correct path. Select Event Registration > Contact and select Next.
- Select Contact from the dropdown menu. The Summary below the dropdown should read Event Registration > Contact via Contact.
- Select Select path.
- Leave the modifier as Is.
- In the Event lookup, select the Contoso Business Appreciation Event.
- Select Save. Then select Ready to use.

Exercise 3: Create the emails

Log into Dynamics 365 Customer Insights - Journeys.
Create event email #1.
- Navigate to Emails under the Channels group.
- Open Cross Sell Campaign Email 3.
- Click the drop down next to Save then choose Save as.
- Name: Business Appreciation Event Invite.
- Subject: You’re invited!
- Click Save and Close. A pop up will appear that says Your changes were saved. Click View record to open the new email. Otherwise navigate to the emails list and open Business Appreciation Event Invite.
- Change the image to: coho-vineyard
- Update the alt text for the image to: Coho Vineyard
- Change the header to: Hi ,
- Change the body to:
```
  We appreciate your business and, as a thank you, want to invite you to a special Business Appreciation Event.
        
  Join us at the beautiful Coho Winery for cocktails and dinner.
        
  December 1, 2023 6:00 PM - 8:00 PM
```
- Add a button below the text.
- Link to: Event - Event: Click the magnifying glass. Select Contoso Insurance Business Appreciation Event. - Button text: REGISTER NOW - Font: Segoe UI - Font size: 18 px - Button color: #1a658c
- Make any other changes as desired.
- Save.
- Preview the email.
- Select Ready to send.
Create event email #2.
- While Business Appreciation Event Invite email is still open, click the drop down next to Save then choose Save as.
- Name: Business Appreciation Event Confirmation.
- Subject: Thanks for registering!
- Click Save and Close.
- Open the email by clicking View record in the pop-up.
- Change the header to: Thanks for registering!
- Change the body to:
```
  We look forward to seeing you at our upcoming Business Appreciation Event.                     
        
  **Coho Winery**
        
  **December 1, 2023 6:00 PM - 8:00 PM**
```
- Update the button.
- Link to: Add to calendar - What should be added to calendar: Only the event - Event: Contoso Insurance Business Appreciation Event - Button text: ADD TO CALENDAR
- Make any other changes as desired.
- Save.
- Preview and test the email.
- Select Ready to send. Correct any errors if needed.
Create event email #3.
- While Business Appreciation Event Confirmation email is still open, click the drop down next to Save then choose Save as.
- Name: Business Appreciation Event Thank You
- Subject: Thanks for attending our Business Appreciation Event!
- Click Save and Close.
- Open the email by clicking View Record in the pop-up.
- Change the image to: thank-you
- Update the alt text for the image to: Thank you image
- Remove the header text
- Change the body to:
```
  Hi ,            
        
  Thanks for attending our Business Appreciation Event. We value your business and hope this event was a great way of showing our appreciation. We look forward to continuing helping you with all your insurance needs!
```
- Make any other changes as desired.
- On the toolbar, click Save.
- Preview and test the email.
- On the toolbar, click Ready to send. Correct any errors as needed.

Exercise 5: Create the journey

We will create two journeys - the first will include the invitation and confirmation emails. The second will include the post-event email.

Log into Dynamics 365 Customer Insights - Journeys.
Navigate to Journeys under the Engagement group.
Click +New journey. Name the journey “Business Appreciation Event Invites.” Select a segment-based journey. Select Business Appreciation Event Invitees as the segment.
Select A one-time journey with a static audience.
- Set the Start date and time to today’s date a half hour in the future.
- Set the Time zone to your time zone.
- Select Create.
- Click on the plus sign between Start and Exit arrows. Select Send an email from the menu.
- Click the Email tile. On the properties pane on the right, in the email field, click on the magnifying glass. Select the Business Appreciation Event Invite.
- Click on the plus sign under to Send an email. Select Wait for trigger.
- Click the If/then branch tile.
- In the Choose a branch condition type, select A trigger is activated. - In the Choose a trigger field, select Marketing Event Registration Created.
```
	- Select **+Add condition.** Expand **Marketing event registration created** and select **Marketing Event Reference.** From the dropdown list, select the first option, **Condition on Marketing Event Reference.**
```
- Change the modifier to Equals and select Contoso Insurance Business Appreciation Event from the lookup.
```
- Set the time limit as **7 days.**
```
- In the Yes branch, click the plus sign. Select Email.
- In the Email field on the right, select Business Appreciation Event Confirmation.
- In the No branch, click the plus sign. Select Send an email.
- In the Email field on the right, select Business Appreciation Event Invite. - Click on the plus sign below Send an email. Select Respond to an action from the menu. - Click the If/then tile. - In the Choose a branch condition type, select A trigger is activated. - In the Choose a trigger field, select Marketing Event Registration Created.
```
			- Select **+Add condition.** Expand **Marketing event registration created** and select **Marketing Event Reference.** From the dropdown list, select the first option, **Condition on Marketing Event Reference.**

     - Change the modifier to **Equals** and select **Contoso Insurance Business Appreciation Event** from the lookup.
```
- Set the time limit as 7 days.
- In the Yes branch, click the plus sign. Select Send an email.
1. In the Email field on the right, select Business Appreciation Event Confirmation.
- Select Save. Then select Publish.
Define the second journey for event attendees.
- Return to the journeys view and select + New journey. Name the journey Business Appreciation Event Follow-up. Select a segment-based journey and select Business Appreciation Event Attendees as the segment. Set the time zone to your time zone and select the start date in half an hour. (Note: In an actual event campaign, you would set this to the day after the event. You are setting it to today so that you will receive the email during this lab.)
- Select Create.
- Click the plus sign beneath the segment tile. Select Send an email from the menu.
- I email field, click on the magnifying glass. Select the Business Appreciation Event Thank You.
Click Save in the command bar.
Click Publish.

Exercise 6: Register for the event

Navigate to your email account.
Locate the email from Contoso Insurance with a subject line of You’re invited!
- Open the email. Click the button.
- This will open the event website page.
- Review the details of the event.
- Click on Dean Halstead’s profile picture to display his bio.
- Click Register now.
- First name: enter the same name as the contact record you created.
- Last name: enter the same name as the contact record you created.
- Email address: enter the same email as the contact record you created.
- Click Check out.
Navigate to your email account.
Verify you receive a new email from Contoso Insurance with a subject line of Thanks for registering!
- Open the email.
- Click the Add to calendar button.
- Verify a browser opens with an ics file for download. Open the ics file and review the invitation details.

Exercise 7: Check in event attendees

The day of the event, a representative from Contoso Insurance would check in attendees as they arrive to the event. There are two ways to check-in attendees – manually or by scanning a QR code. For this exercise, you will be checking the attendees in manually.

Log into Dynamics 365 Customer Insights - Journeys.
Navigate to the Event Planning work area.
Navigate to Events under the Event group.
Open Contoso Insurance Business Appreciation Event.
Navigate to the Registration and attendance tab. Scroll down to the Event registrations area to see who has registered.
On the left, under the checkmark icon, click next to the attendee you want to check in. A checkmark will appear, and the record will be highlighted blue.
Click Check in registrations. A box will appear and ask if you want to check in the selected registrations. Select OK.
Scroll down the page to the Event Check-ins section and verify you see the check-in record.

Exercise 8: Open the final email

Navigate to your email account.
Locate the email from Contoso Insurance with a subject line of Thanks for attending our Business Appreciation Event!
Open the email.