1.1. Sections

To add new sections to your view, select the "View Section" menu as shown below and then choose the section that you would like to add.

Once selected, RubiCRM will open the chosen section and remember this setting for future records that you open.

1.2. View events/training

To view all Events and Training Courses logged in your RubiCRM select the "View Events/Training" option from the Main Menu.

 

A new tab will open with a grid displaying all upcoming events and training courses with a date in the future for the current year.

Additional information is accessible via the "Columns" button within the grid. Items are colour-coded depending on the "Event Status".

The grid can be configured to group, filter and display information as required.

To access more info about an item either click the "Name" or use the menu.

1.3. View schedule

The schedule view will present your upcoming events and training courses in a calendar view.

Details include date/time and location/venue information.

1.4. Add an event/training course

New event/training course records can be created by selecting the ‘Add Event/Training’ option under the "Events/Training" header.

 

Once selected, a pop-out window will open to enable the user to log the details for the new event/training course record.

 

Add the details within the "Add New Event" window and then click "Submit".

When adding the record name, RubiCRM will perform a search to locate any event/training records with a similar name.

After the submit button is selected, a popup window will appear with three options; Open Event, Add Another Event and Finish.

1.5. Cloning events/training

From the "View events/training" grid hovering over the pencil icon provides a "Clone Event" option.

 

After the "Clone Event" button is selected, a popup window will appear with an option to select the "Start Date", this date will determine the start date of the cloned event.

Once done, click "Submit".

 

After the submit button is selected, a popup window will appear with three options; Open Event, Clone Again and Finish, with a note from us regarding clone customisation.

 

Open Event
The "Open Event" option will open the new event record where further amendments can be made.

Add Another Event
The "Add Another Event" option will open the "Add Event" window to enable users to add another event record.

Finish
The "Finish" option will close the window and direct the user to the home page.

1.6. Expense tracker

The "Expense Tracker" is accessible from the Main Menu. By default when you open the expense tracker it will show any future events for the current year.

You can search for events/training courses based on a specific date range using the date picker or by using the search box to filter based on different criteria.

 

You can choose which columns of information you would like to see appear on the grid or change the position they appear in.

 

The expense tracker has some important columns of information to help you track your event/training course expenses.

• Member Income - Any income received for price types you deem as being for members. Check below how to determine which price types are deemed as "Member Income".
• Non Member Income - Any income received for price types you deem as being for non members. Check below how to determine which price types are deemed as "Non Member Income".
• Total Bookings - The total number of bookings for the event/training course with a booking status of "Active" or "Attended".
• Sponsor Income - The total income from sponsorships.
• Total Income - The total income from bookings and sponsorships.
• Presenter Costs - The total costs for presenters.
• Catering Costs - The total costs for catering.
• Resource Costs - The total costs for resources.
• Total Expenditure - The total cost for the presenter, catering and resources.
• Surplus - The total income minus the total expenditure.

 

Determining Member Income

The Expense Tracker shows two booking income streams. One of the streams is Member Income.

You can determine which price types you deem as being Member Income by navigating to Main Menu > System > Settings. In the Settings section search for the system property "Member Price Type".

You can then populate the price types you deem as Member Income using a semi-colon as the separator character ";" between the different price types.

For example, if you deem "Member Rate" and "Patron Rate" as Member Income you would enter into the system property "Member Rate;Patron Rate".

 

Determining Non Member Income

The Expense Tracker shows two booking income streams. One of the streams is Non Member Income.

You can determine which price types you deem as being Non Member Income by navigating to Main Menu > System > Settings. In the Settings section search for the system property "Non Member Price Type".

You can then populate the price types you deem as Non Member Income using a semi-colon as the separator character ";" between the different price types.

For example, if you deem "Non Member Rate" and "Guest Rate" as Non Member Income you would enter into the system property "Non Member Rate;Guest Rate".

1.7. Basket reminders

Event booking reminder can be sent if a booking is unpaid/unconfirmed in a client's web integration basket.

If a booking is in the user's basket for a set period of time such as over 3 hours or 1 day then an email booking reminder can be sent asking the user if they wish to confirm the booking.

This time delay is a system property which can be set by the RubiCRM user.

Another system property is available, which will allow the RubiCRM user to set the number of hours before the booking is removed from the client's web integration basket.

You can set the following System Properties from the Main Menu > System > Settings > Settings section.

The new System Properties are:

• Basket Reminder Email - True/False : Whether you wish for this functionality to be active.
• Email Subject For Basket Reminder - The email subject of the booking reminder to be sent.
• Basket Reminder Template - The name, as it appears, of the template you wish to use as the base to send the booking reminder emails.
• Basket Reminder Hours to Send - The number of hours a booking must be waiting in a client's basket before a reminder email is to be sent.
• StaffEmailID to Send Basket Reminder - The StaffEmailID, as it appears, for an SMTP account set up against a Rubi User. This can be viewed in the Main Menu > System > Users > SMTP section.
• Hours Until Bookings Are Removed From Basket - The number of hours a booking must be waiting in a client's basket before it should be automatically removed from their basket.

2.1. Accounts section

The "Accounts" section contains accounting information about the open event record such as Nominal Code, Department Code, Product Code, Currency, Tax Rate and Tax Code.

Values set in this area form part of accounting integration.

Any bookings added to RubiCRM will be assigned the corresponding accounting codes. If you require specific default options to be selected please contact support.

 

2.2. Bookings overview section

The "Bookings Overview" section contains a graph that will display the current count of bookings for the open event/training course.

2.3. Catering section

The "Catering" section allows you to add catering for your events and training courses by selecting the organisation the catering is from.

Catering will be automatically added to the "Expense Tracker" as an expenditure using the value entered in "Price".

2.4. Discount codes section

The "Discount Codes" section allows you to add discount codes to your events and training courses.

Discount codes are not universal and are only valid if the discount code has been added to the specific event/training course in RubiCRM.

Discount codes operate on a percentage discount.

You can set whether a discount code should only be used once per contact, once per company or if it has unlimited uses.

The "Add New" (+) Discount Code popup has the following fields:

• Discount Code - The discount code itself which you can create using a variety of letters, numbers or characters.
• Percentage - The percentage discount to be received by the user. If the price type is set to £100 and a discount code of 25% has been created applying said discount code will remove £25.00 off of the price.
• Expiry Date - How long the discount code is valid for.
• Use On Web - If you have a web integration and your web integration is set to accept discount codes you can tick the box to make the discount code valid for use on the web integration.
• Usage - You can set whether a discount code should only be used once per contact, once per company or if it has unlimited uses.
• Internal Notes - Notes for internal staff use.
• Membership Status - If you wish to limit the discount code to specific membership status' you can do so by selecting multiple statuses. Leave blank if the discount code should be open to all membership statuses.
• Membership Type - If you wish to limit the discount code to specific membership types you can do so by selecting multiple types. Leave blank if the discount code should be open to all membership types.

 

Please note if you wish to use discount codes on your web integration please contact support@rubicrm.com. There may be a development charge to add the discount code functionality to your web integration. Enquire to find out!

You can see whether a user has used a discount code by viewing the event booking grid and checking two columns. The two columns are "Discount Applied" which will be True or False and "Discount Code Used".

2.5. Equipment section

The "Equipment" section allows you to add equipment to your events and training courses for internal use.

You can update the equipment list by clicking the cog icon or by going to Main menu > System > Lists and searching for "Event Equipment".

Within the event/training course, you can tick which equipment is required for the event/training course.

2.6. Event interests section

The "Event Interests" section allows you to assign specific interests for an event/training course to match the event/training course with potential attendees.

For example, if your organisation is tracking "Networking" as an interest for individual contacts, you can add "Networking" as an active "Interest" for the open event/training course.

 

Once the interests have been assigned, users can quickly generate a report by selecting the Excel icon. The report will include contacts that have the specified contact interest(s) which can then be used as part of Bulk Contact.

To view a video "Interests on an Event" click here.

2.7. Uploads section

The "Uploads" section allows you to store copies of files, images and documents to acquire a URL or to store documents related to an event/training course in one centralised place.

 

To view a video on "Uploads in Events" click here.

2.8. General section

The "General" section contains basic information about the event record that you are viewing such as

• Event Name
• Start Date & Start Time
• End Date & End Time
• Event Type, Event Theme & Event Presence
• Max/Company, Max Attendees & Min Attendees

Please note the following fields are important for default web integrations:

• Max/Company - The maximum number of bookings you would like 1 primary record (company) to book. This is good for networking events where you wish to limit the number of bookings for a single company. This value cannot be 0.
• Max Attendees - The maximum number of bookings you can take for the event/training course.
• Event Type - This determines which page the event/training course will appear on your web integration. Typically records marked as "Training" will appear on your training page whereas all other event types will appear on your events page.

This is the default web integration functionality. It is your organisation's responsibility to note any customisation you request that is actioned for internal staff knowledge distribution.

2.9. Interactions section

The "Interactions" section allows you to see any interactions that have been logged for the specific event/training course.

This will show interactions from all primary records and contacts.

2.10. Links section

The "Links" section allows users to create additional dates for the open record adding extra dates for the event/training course.

For example, if you have a training course that runs once a month but takes 3 months to complete, you can use the link function to create new dates for the course.

 

To view a video on "Links for an Event" click here.

2.11. Location section

The "Location" section contains the address information for the open event/training record.

If the event/training course is going to be hosted at a primary record (company) you have contained within the CRM you can search for that company in the "Company" field. It will prepopulate the address using the "Main Address" of the record.

You can also enter the address manually in "Address 1", "Address 2", "Address 3", "Address 4" (Town/City), County, Postcode and Country.

Alternatively, if you enter the "Postcode" and click the map pin icon we will attempt to locate possible address options based on the postcode.

 

Any web integration will use these values for map generation. Please note map generation uses Google Maps whereby it will try to find the location based on Google Map data.

To view a video on "Location" click here.

2.12. Marketing section

The "Marketing" section can be added to your events and training courses for internal use.

You can update the marketing list by clicking the cog icon or by going to Main Menu > System > Lists and searching for "Email Marketing".

Within the event/training course, you can tick which marketing has been carried out for the event/training course.

2.13. Marketing notes section

The "Marketing Notes" section allows you to add notes specifically about the marketing conducted for the event/training course.

2.14. Notes section

The "Notes" section is a free text area for users to keep general notes about the open event/training course.

 

To view a video on "Notes in Events" click here.

2.15. Presenter(s) section

The "Presenter(s)" section allows you to add presenters to your events and training courses by selecting the organisation (primary record) from which the presenter is from and the presenter themselves (contact).

These details will then be passed through to your web integration as needed. Make sure that the contact has a "Photo" uploaded in their contact record located under the "Settings" section secondary record (contact).

This image is used on your web integration.

Presenters will be added to the "Expense Tracker" as an expenditure using the value entered in "Price".

 

To view a video on "Presenters" click here.

2.16. Pricing section

RubiCRM offers two pricing structures. Pricing Structure 1 allows you to set just a "Member Rate" and a "Non Member Rate". Price Structure 2 allows you to set multi-pricing and determine who should receive said pricing based on "Membership Status" and "Membership Type".

 

---

Price Structure 1

Assign different price types for your attendees depending on their member/customer status. All active options will be available for bookings created manually in RubiCRM by your users.

To edit/deactivate an existing price type use the pencil icon and amend as needed. To add a new "Price Type" please click the cog icon or visit Main Menu > System > Lists and search for "Booking Price Type".

 

For web integration purposes specific price types are used when creating a booking e.g. Full Members will receive the "Member Rate" and any other booking will receive the "Non Member Rate".

To view a video on "Adding a Price to an Event" click here.

 

---

Price Structure 2

Assign multiple different price types for your attendees depending on their member/customer status and member/customer type. All options that have "Use On Web" ticked will be available bookable on your web integration. Any price types which do not have "Use On Web" ticked will only be useable internally when creating manual bookings in RubiCRM.

To edit/deactivate an existing price type use the pencil icon and amend as needed. To add a new "Price Type" please click the cog icon or visit Main Menu > System > Lists and search for "Booking Price Type".

If you are creating an event that both members and non members can book we advise you always have one price type whereby you have not set a membership status or membership type with values. This price essentially will be your "open to all" price.

Guidance

If you had three membership types of "Bronze", "Silver" and "Gold" and you wished to price an event differently for each type of member you could create three price types and assign the relevant membership type the price type should be bookable for.

For example:

• Non Member Rate : Membership Status blank | Membership Type blank | Price £50.00 | Saving £0.00
• Bronze Rate : Membership Status set as "Full Member" | Membership Type set as "Bronze" | Price £40.00 | Saving £10.00
• Silver Rate : Membership Status set as "Full Member" | Membership Type set as "Silver" | Price £30.00 | Saving £20.00
• Gold Rate : Membership Status set as "Full Member" | Membership Type set as "Gold" | Price £20.00 | Saving £30.00

 

---

Web Integration Special Rates

When you add a price rate (Member Rate / Non Member Rate) you can add a “Special Rate Date” and “Special Rate”.

The “Special Rate” is the rate the user should receive up until the “Special Rate Date”.

On the “Special Rate Date” set users will then begin to receive the normal “Price” associated with the “Price Type”.

 

On the Portal, this would display to the user as the below.

 

---

Web Integration Group Pricing

RubiCRM web integrations allow for group bookings. For group bookings, there should be an accompanying single booking price type.

For example, let us say you have a single price type of "Member Rate" priced at £20.00 per booking.

You want to offer a discount of £20.00 if a user books 10 places in a single transaction. You can create a group booking price type to branch off your single booking price type. To do this you must follow the naming convention "<price type> Group <number>".

Taking the single booking price type of "Member Rate" to create a group booking price type would be "Member Rate Group 10".

Use case

If you wish to provide a discount of £20.00 if 10 places were booked you would enter the singular price for the group price type "Member Rate Group 10" of £18.00.

 

If no group price type existed and the user booked 10 places at the single price type (Member Rate) this would calculate as:

10 x £20.00 = £200.00

 

Including a group price type (Member Rate Group 10) and the user booked 10 places this would calculate as:

10 x £18.00 = £180.00

 

Your web integration will automatically review the user's basket and determine if they qualify for a group pricing rate and will apply it.

For more information or to visually see how to create group price types please watch our video.

 

2.17. Resource(s) section

The "Resource(s)" section allows you to add resources for your events and training courses by selecting a resource type from the dropdown list. You can update the resource list by clicking the cog icon or by going to Main Menu > System > Lists and searching for "Event Resource".

 

Resources will be automatically added to the "Expense Tracker" as an expenditure using the value entered in "Price".

2.18. Scheduled emails section

The "Scheduled Emails" section enables users to pre-schedule automated emails that can be sent to attendees with specific booking statuses, on a specified date and time.



 

---

Creating Scheduled Emails

To create a scheduled email for an event, select the "Create Scheduled Email" button as shown below.

Once selected, enter the details for the new scheduled email and then select "SUBMIT".

 

It is recommended that users use a generic email account for scheduled emails such as "bookings@" or "events@".

Users must have the generic email account listed within their SMTP settings for the generic email to appear.

For more information about SMTP settings please visit the related page.

After selecting the submit button, a pop-out window will appear with two options; "Add New" and "Finish".

 

Add New

The "Add New" option will open a new window so users can log a new scheduled email.

Finish

The "Finish" option will close the window and direct the user to the event/training course record.

 

---

Editing Scheduled Emails

To edit an existing scheduled email, select the pencil icon as shown below.

 

Once selected, make the required changes and then close the pop-out window. 



 

---

Cloning Scheduled Emails

To clone a scheduled email, select the clone option as shown below.



 

---

Removing Scheduled Emails

To remove a scheduled email, select the trash icon as shown below.



 

---

More Information

RubiCRM provides default scheduled email templates. Newly onboarded clients will find these templates within the Template folder named "Rubi Default - Scheduled Emails". We provide the following templates with our guidance on how to use them best:

• In-Person Pre-Event Email : Send a day before the event date to users with an "Active" booking status.
• In-Person Post-Event Email : Send a day after the event date to users with an "Attended" booking status.
• Online Pre-Event Email : Send a day before the event date to users with an "Active" booking status.
• Online Post-Event Email : Send a day after the event date to users with an "Attended" booking status.
• Cancelled Email : Send a day after the event date to users with a "Cancelled" booking status.
• No Show Email : Send a day after the event date to users with a "No Show" booking status.
• Postponed Email : Send as soon as event has been cancelled or postponed to users with an "Active" booking status.

 

To best use the scheduled email functionality we advise clients to update booking statuses accurately following a register taken at the event to ensure the correct emails are sent to your clients.

 

2.19. Social media section

The "Social Media" section has the "Event Hashtag" field which you can merge into scheduled emails.

This is designed to encourage your attendees to post images of your event/training course on their social media using your hashtag.

2.20. Sponsor(s) section

Sponsors can be added to your events and training courses by selecting the organisation that is sponsoring the event/training.

These details will then be passed through to your web integration as needed.

Make sure that the organisation has a "Logo" image uploaded in their primary record located under the "Membership" section or "Customer" section in the primary record (company).

This image is used on your web integration.

 

Sponsorship will be added to the "Expense Tracker" as an income using the value entered in "Price".

 

To view a video on "Adding Sponsors" click here.

2.21. Web section

The "Web" section enables users to control the website settings for the open event record. 

This service is only available to customers that have website integration services in place.

 

Display on Web

When the "Display on Web" option is ticked, the event/training course will be immediately displayed on your company website. If this option is un-ticked, the event/training course will not display on your company website.

Book Online

When the "Book Online" option is ticked, the website will open the bookings function to accept bookings via your company website. If this option is un-ticked, the bookings function will not be active on your company website.

Web Image

Users can provide a link to an online thumbnail image for the event/training course which will be displayed on your company website but only if the "Display on Web" option is ticked.

You can upload an image to RubiCRM to acquire a URL for the "Web Image" field. Please refer to the related page on the "Uploads section".

Allow Waitlist

When the "Allow Waitlist" option is ticked, your website will accept waitlisted bookings. If this option is un-ticked, your website will not accept waitlisted bookings.

 

To view a video on "Web in Events" click here.

2.22. Web activity section

The "Web Activity" section shows the total view count of your event/training course on your web integration.

This may differ depending on how your web integration is integrated.

2.23. Zoom section

Your RubiCRM can be linked to multiple Zoom accounts allowing you to create Meetings and Webinars using the details of your event/training course.

Please follow the screen clips below to setup your Zoom integration:

1: Create Zoom App
2: Add Zoom Credentials
3: Create Zoom Meeting

2.24. Delegates list

Delegate lists can now be added to your events/training scheduled emails within the RubiCRM event module. When setting up a scheduled email you are now given the option to tick whether you would like RubiCRM to attach your delegate list as a PDF to the email.

Before scheduled emails are due to be sent RubiCRM will generate an up-to-date delegate list to ensure the list sent has the most up-to-date attendees. You can also generate a delegate list from within the event's module in the "General" section to then send to individuals on their request.

RubiCRM provides a default delegate list template which can be found in the Main Menu > Marketing > Templates area of the CRM. The template is named "Rubi Default - Delegate List" located in the "Rubi Default - Delegate List" folder. To use this template please open the template and click "Clone". You can name the template anything you would like and add it to a folder of your choosing.

Please ensure you do not name the template or add the template into a folder with the prefix "Rubi Default - ...". If so you will not be able to update the template.

Once you have created your template you must set the template as the template to be used for when delegate lists are generated. Please navigate to Main Menu > System > Settings. From this page in the "Settings" section please search for "Delegate" which will return the property "Delegate List Template". You must add the name of your delegate list template to this field.

 

3.1. Add a booking

To add a new booking hover over the "Add New" menu (+) located in the top right-hand corner of the bookings page and select the "Booking" option.

 

Once selected, enter the details for the booking(s) that you wish to add and then click "SUBMIT".




To view a video on "Adding a Booking" click here.

3.2. Edit a booking

To edit existing bookings, select the pencil icon as shown below.

 

Once selected, make the required changes to the booking and then close the window.

 

Bookings can also be edited in bulk by selecting the tick box next to the bookings you wish to bulk edit and then selecting the edit option.

 

To view a video on "Editing a Booking" click here.

3.3. Move a booking

To move existing bookings, open the booking you would like to move using the pencil icon and then click on the "Event" field.

Search for your event/training course by name and click the checkbox to confirm the event/training course.

Please check with your Rubi System Admin users for your own organisation's policy in regards to moving bookings.

 

To view a video on "Moving Bookings" click here.

3.4. Clone a booking

To clone existing bookings, select the pencil icon next to the booking you would like to clone.

 

Once selected, choose the "Clone" option as shown below.

 

To view a video on "Cloning a Booking" click here.

3.5. Delete a booking

To delete bookings, select the pencil icon next to the booking(s) that you would like to delete.

Please note that we suggest changing the booking status to "Cancelled" where a booking has been cancelled. This will allow for the reactivation of the booking if required.

 

Once selected, choose the trash button as shown below.

 

To view a video on "Deleting a Booking" click here.

3.6. Send a booking confirmation

To create an email interaction for bookings, select the pencil icon next to the booking(s) you would like to create an email interaction for.

 

Once selected, hover over the speech icon and select the "New Email Interaction" option from the menu as shown below.

 

In your new email interaction window, your attendee and/or booked by email information will be pre-loaded. Remove as required.

To generate a booking confirmation choose the appropriate option in the "Use Template" dropdown.

Please note the "Use Template" option is only visible when a single "To" contact is selected.

When your template has been selected, RubiCRM will generate a personalised email to your contact.

 

3.7. Send a bulk contact for your bookings

To send bulk emails for bookings, select the tick box next to the booking(s) you would like to send the bulk email to.

 

Once ticked, select the "Bulk Contact" option in the top right-hand corner of the bookings page as shown below.

 

To view a video on "Creating a Bulk Contact for Bookings" click here.

For more information, please refer to the related page.

3.8. Create a task against a booking

To create a task for a booking, select the pencil icon next to the booking(s) you would like to create a task for.

 

Once selected, hover over the bell icon and select the "New Task" option from the menu as shown below.

 

To view a video on "Creating a Task on a Booking" click here.

For more information, please refer to the related page.

3.9. Create an alert against a booking

To create an alert for a booking, select the pencil icon next to the booking(s) you would like to create an alert for.

 

Once selected, hover over the bell icon and select the "New Task" option from the menu as shown below.

 

To view a video on "Creating an Alert on a Booking" click here.

For more information, please refer to the related page.

3.10. Exporting the bookings

To export bookings, select the Excel icon in the top right-hand corner of the bookings page, as shown below.

 

You will be presented with three options.

 

• "This Grid" will export current data available within your bookings grid.
• "Custom Export" is a customisable export of bookings. Please contact support if you would like amendments to the "Custom Export" whereby set columns can be exported.
• "Zoom CSV" is a pre-configured export of bookings in CSV format as required by Zoom. This allows you to import the list of attendees to a Zoom meeting.
  
  To view a video on "Exporting Bookings" click here.

4.1. Overview

The "Details" page can be found in the "Go To Page" menu within the top left-hand corner of an open event record.

Here users can view and amend details for the event such as:

• Short Description
• Long Description
• Agenda
• Cancellation Policy

 

Once selected, users can enter the event details in the relevant fields.

 

To view a video on "Details in an Event" click here.

4.2. Agenda section

The "Agenda" section contains one text editor field.

This field will pull through to client web integrations.

4.3. Cancellation policy section

The "Cancellation Policy" section contains one text editor field.

This field will pull through to client web integrations. Your default cancellation policy will be set however this field can be used if the event/training course is different from your default.

4.4. Long desc section

The "Long Desc" section contains one text editor field.

This field will pull through to client web integrations.

The field is used as the main body of text for the event/training course.

4.5. Short desc section

The "Short Desc" section contains two text fields.

The "Short Desc" field will pull through to client web integrations as the title of the event/training course.

The "Calendar Desc" field will be added as the description for booking confirmation ical files. These files can be added to user's email calendars as reminders for events/training courses they have booked.

5.1. Overview

The "Audit Log" page can be found in the "Go To Page" / burger menu within the top left-hand corner of an open event record.

Here users can view historical changes to the event/training course.

Data within the audit log grid can be sorted, grouped, filtered, categorised and exported.

A date search function is also available in the top left-hand corner of the page which will return results for a specific period.

To view a video on "Audit Log" click here.