Event management settings

The Event management settings let you set up the connections to your webinar provider accounts and set up a few defaults for event administration.

To find these settings, open Settings > Advanced settings and then choose one of the pages under the Event management heading in the leftmost column. You can also access these same settings by finding the Event management section in the rightmost column and choosing from the icons there.

See the remaining sections of this topic for information about how to work with each page in the Event management section.

Webinar providers

A webinar provider is a third-party company that hosts webinars. The provider accepts registrations, provides URLs where the presenter and participants can join each webinar, and also provides a server to run the webinar itself. Providers typically also deliver attendance statistics and other webinar features. Microsoft does not provide this service, so to run a webinar, you must sign up with a third-party provider and then configure Dynamics 365 for Marketing with the details needed to connect to that provider.

Each webinar provider that you use must have a record listed on the Webinar providers page. For each account that you have with your webinar provider, you must also set up a Webinar configuration record as described in the next section.

Note

Microsoft has partnered with a webinar provider called On24, so Dynamics 365 is prepared to work with On24 right out of the box, though you'll still need to set up an account with them before you can run a webinar. This is the only provider currently supported for use with Dynamics 365 for Marketing.

To set up a webinar provider:

  1. Go to Settings > Advanced settings > Event management > Webinar providers. Here you'll see a list of existing providers (if any), and tools for adding new ones.
  2. To edit an existing provider, select it from the list; to create a new one, select New. (You can also delete or deactivate a listed provider by selecting it in the list and then selecting the appropriate button on the command bar.)
  3. Make the following settings:
    • Name: Enter the name of the provider.
    • Base service URL: Enter your webinar provider's base service URL. Dynamics 365 for Marketing uses this URL to communicate with your webinar provider's system. Please contact your webinar provider if you don't know what it is.
    • Max duration in minutes: Shows the maximum number of minutes that your provider allows for a single session. Any webinars that are longer than this must be broken down into multiple sessions.
    • Terms of service: Enter the URL for a web page that lists your webinar provider's terms of service. Select the globe button to open this URL in a new browser tab. Please contact your webinar provider if you don't know the URL. This link is provided to Dynamics 365 for Marketing users when they are in the process of enabling webinar functionality, which requires them to agree to these terms.
    • Privacy policy: Enter the URL for a web page that shows your webinar provider's privacy policy. Select the globe button to open this URL in a new browser tab. Please contact your webinar provider if you don't know the URL. This link is provided to Dynamics 365 for Marketing users when they are in the process of enabling webinar functionality, which requires them to agree to this policy.
  4. Save your work.

Webinar configurations

After you have set up an account with your webinar provider, and set up the provider itself as described in the previous section, you must enter your account details to enable Dynamics 365 for Marketing to authenticate and interact with it. Even if you use just one webinar provider, you might have several accounts with that provider, and can configure each of them as needed.

Note

Each time you set up an event or session as a webinar (or hybrid), you must choose a webinar configuration. This is how you can control which account you'll be using for that event or session.

To configure a webinar account:

  1. Go to Settings > Advanced settings > Event management > Webinar configurations. Here you'll see a list of existing configurations (if any), and tools for adding new ones.
  2. To edit an existing configuration, select it from the list; to create a new configuration, select New. (You can also delete or deactivate a record by selecting it in the list and then selecting the appropriate button on the command bar.)
  3. Make the following settings:
    • Name: Enter a name for the account.
    • Webinar provider: Select the name of the webinar provider record (set up as described in the previous section).
  4. The following read-only information is also provided here, some of which may be useful for troubleshooting:
    • Terms of service: Displays the URL where your provider lists their terms of service. This value comes from the selected Webinar provider record. Select the globe button to open this URL in a new browser tab.
    • Privacy policy: Displays the URL where your provider details their privacy policy. This value comes from the selected Webinar provider record. Select the globe button to open this URL in a new browser tab.
    • Last metrics update: Shows the last date and time that your provider returned usage statistics (such as attendance records) to Dynamics 365.
    • Provider service status: Shows the current status of the provider service and your connection to it.
    • Message: Displays a custom message sent by the provider (typically related to the displayed status).
  5. Open the Credentials tab.
    • If you are editing an existing configuration and need to change your credentials, then set Update credentials? to Yes to expose the credentials settings.
    • If you are creating a new configuration, then the credentials settings are already shown here.
  6. Make the following settings:
    • Client ID, Access token key, and Access token secret: These values identify your account and provide authentication (sign-in) credentials for accessing it and communicating with your webinar provider. You should have received these values when you signed up for the account. Please contact your webinar provider if you need help finding these values.
  7. Save your work.

Event administration

Use the Event administration settings to set up a few standard options for your events, including email options, email templates, and default payment gateway. These settings are optional.

To set your event-administration options:

  1. Go to Settings > Advanced settings > Event management > Event administration. Here you'll see a list of existing event-administration records (if any), and tools for adding new ones. Note the following:

    • You can only have one active event-administration record at a time.
    • If no event-administration records are shown, then select New on the command bar to create one.
    • If an event-administration record already exists, then select it to open it.
    • To delete an existing event-administration record, select it and choose Delete on the command bar.
    • If you'd like to temporarily disable an existing event-administration record, possibly so you can create a new one to use in the meantime, then select the existing record and choose Deactivate from the command bar. To view, edit, and/or reactivate a deactivated record, switch to the Inactive event administration view using system view menu (above the list).
  2. Make the following settings:

    • Name: Enter a name for the current event-administration record.
    • Send mail to purchaser: Set to Yes if you'd like the system to send an automatic email to the purchaser each time she or he registers an attendee for an event.
    • Email template for purchaser: Choose the (hard-coded) email template to send to the purchaser when Send mail to purchaser is enabled.
    • Send mail to event attendee: Set to Yes if you'd like the system to send an automatic email to each new contact that is registered for an event. This includes both self-registering contacts (if allowed) and contacts registered by another purchaser.
    • Event template for event attendee: Choose the (hard-coded) email template to send to each registrant when Send mail to event attendee is enabled.
    • Match contact based on: Choose the strategy to use when matching a new event registration to an existing contact record. If a contact record is found that has matching values for all of the fields you choose here, then the registration will be linked to that contact record. If no match is found, then a new contact will be created and linked to the new registration record. You can choose to match by email alone; first name and last name; or email, first name, and last name.
    • Enable demo payment confirmation: This feature lets you simulate payment on the event website for demo purposes. Set this to Yes to enable demo payment. Set it to No to disable demo payment. To enable online payment on a production site, you must partner with a third-party payment provider and customize your event site to work with their system. Never enable demo payment on a production system because it can introduce a security vulnerability.

    Warning

    You must only set Enable demo payment confirmation to Yes when presenting a demo of the event website. You must always set this to No before going to production because the simulated-payment feature can introduce a security vulnerability if enabled in a production environment.

    Note

    To make the name-based contact matching strategy work with AAD, you must provide first name and last name on sign-up. More information Configuration for Azure Active Directory.

    To make the name-based contact matching strategy work with Portal Authentication it is mandatory to provide first and last name after registering.

    Note

    The email templates provided for sending confirmations to the event purchaser and/or attendee are hard coded, so you can't customize or translate their content. If you require custom messaging, then set up a customer journey with event, trigger, and email tiles.

Privacy notice

When you accept the terms and conditions for event management, the webinar-integration feature is activated. The webinar integration feature leverages a partner webinar provider to conduct an event or a session as a webinar. To use any webinar provider’s service, you must have an account with them. The only partner webinar provider service provided out of the box at this time is ON24. When using the webinar-integration feature, data essential to providing and running the webinar would be processed and stored on Azure Service Fabric, and then sent to ON24. Such data would include the webinar participants’ registration data such as their names, emails, and company names. In addition, ON24 would send webinar metrics such as webinar viewing duration to Dynamics 365 for Customer Engagement via Azure Service Fabric.

You don't need to activate the webinar feature to use the rest of the event-management solution. An administrator can turn off the webinar integration feature by removing the credentials in the webinar configuration.

Azure components and services used by the webinar-integration feature are:

  • Azure Key Vault (More information: What is Azure Key Vault?)
    • Provides encryption key for encrypting/decrypting customer’s ON24 account credentials
  • Azure Service Fabric (More information: Overview of Azure Service Fabric)
    • Processes and sends registration data and webinar account credentials to ON24
    • Retrieves webinar metrics from On24 to Dynamics 365 for Customer Engagement -Stores customer’s ON24 account credentials (custom encrypted)

See also

Event planning and management
Set up a webinar
Set up and manage an event waitlist
Create and manage recurring events
Create and use event templates