Event Function and Event Status

Event Function and Event Status allow you to manage key selection lists for working with events. These values are primarily used to categorize event participants more precisely and to track the current status of their response or participation.

You manage these values in the master data section. To do this, open the user menu in the top right corner and select "Master Data." In the master data window, you can select the "Events" area from the drop-down menu. Depending on your permissions, the options "Function" and "Status" will be available there.

Whether these areas are visible depends on whether the Events module is available for your account and whether you have the necessary rights to edit master data.

Event Function

The Event Function describes the role in which a person participates in an event or their connection to the event. This allows for better structuring of participants and enables more targeted analysis later on.

Typical examples of event functions include:

• Participant
• Speaker
• Moderator
• Press
• Accompanying person
• Contact person
• Organizer
• VIP
• Guest
  

Which functions make sense depends heavily on how you use events in your account. Different functions may be relevant for press events compared to webinars, surveys, or internal events.

Event functions help you better understand participant lists. For example, you can distinguish whether a person is attending as a regular participant, appearing as a speaker, or involved in the organization.

Event Status

The Event Status describes the current state of a response or participation. This makes it possible to track whether a person has accepted, declined, not yet responded, or is at another stage of processing.

Typical examples of event statuses include:

• Accepted
• Declined
• Waitlist
• Open
• Invited
• Attended
• No-show
• Follow-up required
  

The status is particularly important when working with responses, participant lists, or non-responders. It helps you keep track of all feedback and take targeted next steps.

Editing and Adding Values

When you select the "Function" or "Status" area under "Events" in the master data menu, the corresponding list loads. Existing entries can be edited directly in the table. You can add new entries using the input row at the bottom of the list.

After editing, save your changes using the "Save" function. New or modified values are only applied once you have done so.

Ensure that the terms you choose are as unambiguous as possible. A status like "Confirmed" is clearly understood. Conversely, multiple similar status values - such as "Confirmation," "Confirmed," and "Participating" - can lead to confusion later on.

Impact on Existing Events

Changes to event functions or event statuses can affect existing events if those values have already been used. Therefore, check whether an entry is already in use before renaming or deleting it.

The list displays how frequently a value is used. This information helps you assess whether a change is inconsequential or if it might impact existing event data.

Entries that are system-protected or already in use in a specific way may not be deletable.

Maintenance Recommendations

Keep the lists as concise and unambiguous as possible. Too many status values or functions make subsequent analysis difficult. Therefore, consider whether an existing term suffices before creating new values.

For event statuses, a clear logic based on the actual process is recommended: e.g., "Invited", "Confirmed", "Declined", "Attended" or "No-show". For event functions, use roles that genuinely assist with organization or analysis.

If multiple people create or edit events in the system, coordinate your choice of terms within the team. This helps avoid duplicate or contradictory values.