(NOTE: To use this feature please contact support or your Account Manager)
Why Would I create a Private Event from an Opportunity?
Put simply, it will save you a lot of time.
By definition, a Private Event is a bespoke training event which is not available to the public. A typical workflow for selling private events is the following:
- Sales team reaches out to Account or Account reaches out to sales team
- Sales team take requirements and nurture the lead through the various sales stages of your organization
- After negotiation and confirming things like time, location, quantity of seats, the sales team need to create the event and register the students onto it.
Rather than closing the sale and then passing it off to an Events team to manage the event creation, you can create the Private Event directly from the Opportunity saving time.
How Do I Create a Private Event From an Opportunity?
In your Opportunity Transitions, you must have a transition to create the Private Event In the example below, we have a transition for a Training Request moving to a Won Opportunity. Under the triggers section, we've checked the Create Private Event trigger. This means that if an Opportunity moves from the Proposed Step to the Won step and we have created a Private Event as an interest, it will actually create the event for us .
Creating the Event
- Go to your opportunity
- Scroll to the Interests section
- Click + Interest
- Click Private event
You'll now see the Private Event modal. At the top of this you can select to create a New Event or select from a pre-existing one. If you're private event already exists then you can simply select it form the list. (Remember the modal will only show you Private Events under the Account you have selected on the Opportunity).
If you are creating a new one:
Click the toggle to New Event = Yes
You can now fill out the mandatory information which will help create the event. Once you've filled it out, click Add.
Now you can see the private event added as an interest.
Now save your Opportunity.
We now want to transition the Opportunity so it creates the Event for us. In the example below, we are going to transition the opportunity from the current step (Proposal) to Won. As noted in the Prerequisites section, because we have a trigger set up, it will then create the event for us.
On transitioning to Won, we will get a final warning asking us to check we have added all the relevant events etc as we are moving to a Won state. In our workflow, moving to this state will also create an invoice for us.
By clicking OK it has created the Private Event. Further to this, it has given me a link to the newly created Event under the Details section.
You can click on the hyperlink and your newly created Event will open in a new window.
Keeping Your Private Event and Opportunity in Sync
It is important for reporting purposes to keep your event and opportunity in sync. For example, if you later change the price of the event, you'll want to keep the Opportunity updated. Let's take a look at how that looks when you update it from both the event and the opportunity:
Updating the Event Price from the Event Screen
You will get a warning when you change the price that there is an associated Opportunity.
Further to this, if you go ahead and update the Event, on clicking Save it will prompt you to update the Opportunity and give you a hyperlink to the linked opportunities section of the event so you can choose the correct opportunity to update.
Updating the Event Price from the Opportunity
If you update the price on your Private Event interest then try to save the Opportunity, you will be presented a warning with a link to the event so you can easily update the price there too.