ActiveComply’s Event Management feature is designed to help financial institutions document and maintain compliance records for marketing, sponsorship, and individual licensee events. The Events feature makes it easy for compliance and marketing teams to respond to marketing support requests, collect required information for compliance review, and easily provide reporting to c-suite members on the return on investment (ROI) for various indviidual's events.
When this feature is enabled, users will see the addition of the Events page to their navigation bar. Similar to the Inspections Page, the Events page displays all surveys that include an a Template Type of Event. Users may issue an Event template from the Issue Surveys page like inspections, or copy the link from the Library.
Pre & Post Event Components
Unlike Inspections, Events generally have a Pre-Event and a Post-Event division where administrative approval can be given for the hosting of a future event and the approval of cost reimbursements after an event has occured. This division occurs within a singular Event with admin approvals available at the bottom of each complete event form.
Automated Emails
When a Pre-Event form is submitted, VirtualVerify will note the date of the Event and will automatically send an email to the submitter after the Event date has passed to request additional information after the event has concluded, such as copies of invoices, attendee lists, etc.
Additionally, completion of either of the Pre-Event or Post-Event Review Electronic Signature sections by a VirtualVerify admin or member user will result in an automated system email being generated to the event form submitter notifying them of the event's approval status and the approval of reimburable expenses related to the event:
Steps for Using the Event Management Feature
Step 1:
Visit the Library page in VirtualVerify. Users may visit the All Events view tab and use the Copy button to copy a one-to-many link. Users may elect to host this link on an internal resource page, such as a marketing intranet page, where individuals who host various events can select the link at their leisure and submit a new event form each time.
Step 2:
Once Pre-Event forms have been submitted, users can visit the Events page to see reporting on many Events in the grid view (available for excel exporting via the Download button at the top right) or to review Individual Events using the eyeball icon.
NOTE: to see additional reporting columns, users must first select the desired Event Template from the quick filter bar. Once selected, additional columns will become available for selection.
Step 3:
Users should review any submitted events, paying particular attention to items marked Needs Review (yellow) or Flagged (red). After reviewing items and determining if any additional steps need to be taken or information collected, users can update the status of the individual question to Resolved (green).
Step 4:
After reviewing a Pre-Event and finding it satisfactory, users should complete the Pre-Event Review Electronic Signature.
Step 5:
After the Event date has concluded, event form submitters will receive an automated email noting that they must now complete the Post-Event process.
Step 6:
After the Post-Event form has been submitted, VirtualVerify admin and member users should review the Post-Event form in the same fashion as the Pre-Event form and complete the Post-Event Review Electronic Signature.
Step 7:
After the full conclusion of an Event's review, users can easily Archive the event to remove it from Views that contain open Events. Future reports can be pulled from Archived Events.
Not seeing Events in your account? reach out to [email protected] to learn more.