Event Types and Dismissal Forms

This article describes the management of event templates and the implementation of required completion forms within the Forth CRM. It is organized into the following sections:

• Overview
• How to Access
• How it Works
  • Creating and Customizing Event Types
  • Setting Up a Dismissal Form
  • Linking the Form to an Event
  • Completing (Dismissing) an Event
• Assistance
   

Overview

Event Types serve as standardized templates for scheduling recurring activities with a common purpose, such as compliance calls or consultations. This feature also allows you to automate workflow status changes and require specific Dismissal Forms to be completed when an event ends.

How to Access

To manage your event templates and forms, follow these steps:

1. Log in to the Forth CRM.
2. To manage event templates: Click the Calendar tab and select Event Types.
   
3. To create or edit the forms used during event completion: Click the Contacts tab, select Custom Fields, and then choose Form Builder.

IMPORTANT: There is no way to turn off notifications from system events!

How it Works

Creating and Customizing Event Types

Use these steps to build a new event type for your team: 

1. Navigate to the Event Types page via the Calendar tab.
   
2. Select a File Type from the dropdown menu to limit the ability to schedule an event of that type to contacts of a specific file type. This applies only if your account has opted in for and uses multiple file types.
3. Enter a name in the Event Type Title field.
4. Set the Length of the event in minutes.
5. In the Shared With section, select which users or Teams can use this template.
6. (Optional) Select a Status Change from the dropdown menu. This activates once a File Type is assigned, and automatically moves the contact to a new workflow stage (e.g., "Meeting Scheduled") once the event is saved.
7. Click Save.

NOTE
You can set a corresponding Workflow Status affiliated with the Event Type; you can then use this to keep track of contacts who currently have the event scheduled. For example, if building an Event Type for a "Compliance Call", you may create a Workflow Status titled "Compliance Call Scheduled" where that contact will be updated to upon the Event being scheduled. You can then have a list built to display all leads in the workflow status "Compliance Call Scheduled" and use this as a reporting tool or an E-Marketing Campaign. 

Setting Up a Dismissal Form

A Dismissal Form is a required set of questions a user must answer when closing out an event. A Dismissal Form allows you to assign a form. First, designate a form to be used as a dismissal form, then on event type, set it as the dismissal form.

1. Click on Form Builder as shown below (under Contacts > Custom Fields).
   
2. Enter a name for your form and click the Checkmark icon, or select an existing form to edit from the dropdown menu.
   
3. The Form Builder form will now open. In the Add Fields to Form section, click in the text box at the top of the section, and select the fields you wish to build as part of this form.
4. Just underneath the Fields section, is a dropdown menu titled, Field Group. Select Additional Information and then click Add Fields. 
5. In Form Options, check the box for Event Dismissal Form.
6. Uncheck Intake Form.
7. Click Save Form found in the Navigation Bar.

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Linking the Form to an Event

Once the form is created, you must attach it to your event template:

1. Return to the Event Types page under the Calendar tab.
   
2. Do one of the following:
   • For an existing event type, click the right-facing green arrow icon at the end of the row next to the event type you want to edit and then select an existing option from the Dismissal Form dropdown menu.
     
   • For a new event type, complete the fields on the page then select your new form from the Dismissal Form dropdown menu.
     
3. A new Results section will then appear under the Dismissal Form dropdown menu.

Be sure the middle dropdown menu option matches the name of the
"Dismissal Form" you wish to use.

4. Each row in the "Results" section acts as a possible result. In the first input box within the "Results" section on the left side of the page, you can identify a result. For each row, use the first dropdown menu to select the form(s) to be completed as part of selecting a result, In the second dropdown box in each row, select the stage and status the contact will be updated to, based on the result selected. 
   
    

NOTE: Be sure there is content in the "Results" section as shown above or the Dismissal Form will not be available.

5. Once you satisfied with the list, click Save to save your edited work. To delete this event type, click Delete.
6. At this stage, click the Calendar tab and then either select an existing event or select "Schedule Event" from the Navigation Bar to create a new event. 
7. Complete the form for the actual Event. Be sure to select the Event Type you previously worked on from the "Event Type" dropdown menu.
8. When finished, click Schedule at the top of the "Schedule Event" dialog box.

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Completing (Dismissing) an Event

When an appointment ends, follow these steps to log the outcome:

1. Return to the Client Dashboard of the Event Owner, and click on the Events Nested Tab. 
2. Select the upcoming event you wish to dismiss by clicking the small document icon located under the Dismiss column.
   
3. The Dismiss Appointment window opens. This is where you collect or confirm information discussed during the event with the contact. The image on the left of the image below will likely appear by default. The options available in the Result dropdown menu include: Completed, Not Completed, and Missed Appointment. The image on the right shows an example of what appears once a selection is made from the "Result" dropdown menu.
4. Click Update Event to finalize the dismissal and save the record.
   
5. For more information on Form Building, see our Help Center article titled, Form Builder.

Viewing Dismissal Results

Results can be set up regarding the dismissal of an event. You can set up different result options and connect Dismissal Forms or Workflow Status changes as part of selecting that Result.

Assistance

For further assistance, please reach out to support@setforth.com.

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