ACTIVATE — Field events & congresses
BTL events and medical congresses, from invitation to check-in and follow-up.
ACTIVATE runs your field events: BTL activations (tastings, forums, product demos, workshops) and medical events (congresses, symposiums, training seminars, webinars). It handles registrations, invitations, on-site check-in, feedback and follow-ups.
Who does what
Every user of the module sees the organisation's events and can create one. Only an event's author (and, for a medical event, its organiser), the MaDa and the Admin can edit it, change its status, invite, check guests in or delete it. Compliance review and launch incentives are reserved for the MaDa and the Admin.
An event's life
- BTL event — planning, then scheduled in the form; after that, the buttons on the event page: Start (ongoing), Complete, Cancel.
- Medical event — draft, submitted for compliance review, compliance approved, published, then the same Start, Complete and Cancel buttons.
Filling the room
- Register or invite — from the event page, register a contact for a BTL activation, or invite a contact to a medical event. The list tells your portfolio contacts apart from leads.
- Share the public link — each event has a registration link to copy, share on WhatsApp or print as a QR poster for the venue. The person gives their name, mobile and, if they wish, their email; they join your contacts as a lead, with the event as their origin.
- Mind the capacity — once capacity is reached, no more registrations or invitations. A cancelled registration or a declined invitation frees its seat.
The public link only takes registrations for an event that is scheduled or ongoing (BTL), published or ongoing (medical), and until its end date. The box to receive offers is never pre-ticked; when ticked, it records WhatsApp consent, and email consent if an address is given.
For an invitation sent by WhatsApp, the message goes to the contact's mobile if the organisation's WhatsApp connector is set up.
QR check-in
From the event page, Generate QR campaign creates an access campaign, already active, whose quota is the event's capacity. On a medical event, each invitation created afterwards gets its own QR ticket. On the day, scan or type the guest's code in the "QR Check-In" box: a valid code records the arrival and marks the guest as "Attended". A code from another event is refused.
During and after
- Programme and content (medical) — sessions (speaker, room, times) and content for before, during and after the event, each with its compliance status.
- Feedback — for a BTL participant: satisfaction, likelihood to recommend, comment and next action. For a medical event: satisfaction, content and organisation quality, likelihood to recommend, key takeaways. Feedback can be read back on the event page.
- Follow-ups — a call, email, visit, sample or content send, dated and, for a medical event, assigned to a colleague. The Follow-ups page lists them all.
- Medical event dashboard — invited, confirmed, attended and QR validated.
Compliance
The MaDa or the Admin reviews a medical event, its sessions and its content, and decides: approved, rejected or revision requested, with a note. The decision is recorded with its author and date.
Launch incentives
A member submits proof of a product's first placement at a retailer, for an incentive programme: verification method, photo link, coordinates. One validation per programme and retailer. The MaDa or the Admin approves or rejects it; only an approval carries the approver's name. They then record the reward due (discount, free units or points) and its fulfilment.