Episode 592: Event Participation Acceptance with Workflow

Sunday, June 17, 2018

How do you handle acceptance of participation for events and seminars?

When you assume 100, 500, 1000 applicants, you will try very hard to build an 'Automatic Processing System'.
On the other hand, however, suppose if it is the scale of 10, 20, 50 people?

An event acceptance for a "small seminar", for example...

The quickest way is to set an Email address for accepting, and let the accepting work to be "correspondence in emails by the person in charge". That has a good aspect as well. Whatever it is for, it is very important to take action quickly.

However, if it is supposed to become "an event that will be repeatedly held", you may better get out from the manner of "correspondence in emails by the person in charge" at some occasion. That is, eliminate the situation that "only the person in charge knows" about the operations, and make it (semi-automatically as much as possible) exactly to be [recorded].

  • A. Data management
  • B. Flow improvement

Once you have made it into Workflow on the basis of the two perspectives, [taking over on replacement] of the person in charge of the acceptance becomes easier. A collaborative response will be able to be realized quickly even when [reinforcement of receptionist personnel]. And even though if it is an event of "once a year", you will not fall into the situation that 'Do you remember how we did it last year?'.

[Event Acceptance flow]

In this workflow definition, it is assumed to embed the "entry form" to the website.

Workflow is started by the applicant's applying from the website. Inevitably, it is 'recorded automatically', and can be browsed by workers who have Data Viewing authorization at any time.

The subsequent correspondence is in a general-purpose mechanism that receptionist to manually record the history of exchange circumstance, besides the transmission of "acceptance completion email" has been automated. In addition, if there is an "operation to be carried out always", it might be better to be added as a Step.

[Event Acceptance flow;'1. Confirmation/Acceptance Completion Email' screen]

[Data Item List]

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