WO2019209176A1

WO2019209176A1 - Method and system for managing events

Info

Publication number: WO2019209176A1
Application number: PCT/SG2019/050211
Authority: WO
Inventors: Timothy Julien SMITH
Original assignee: Trident Corporate Services (Singapore) Pte Limited As Trustee For The Oneplace Unit Trust
Priority date: 2018-04-23
Filing date: 2019-04-15
Publication date: 2019-10-31
Also published as: SG10201803399RA

Abstract

A method and system of managing an event record for a record management system, the method and system including creating an event recording a database, generating a task associated with the event record, presenting a list of contacts for selection, sending an invitation to a contact from the list of contacts, reviewing a reply from the contact, generating a label for the contact;and sending a notification when the contact is present at the event, where the list of contacts is generated based on a client record database.

Description

METHOD AND SYSTEM FOR MANAGING EVENTS

TECHNICAL FIELD

[001] The present invention relates to a method and system for the managing of event records. More specifically, the present invention relates to managing the stages, people, and records of an event and connecting these accordingly.

BACKGROUND

[002] Within a record management system for understanding and communicating with clients, both prospective and past, contacts and the like, client records are populated with information that can be used by the users for various purposes. The system allows users to understand their clients, prospects, and contacts that work at those companies, as well as track potential work called pipeline opportunities, matters, referrals, experience, proposals, etc. There are various types of records with various fields and information that may be relevant to the users, and these records that are created in a client management database.

[003] Records for events or functions can also be created where details of such events or functions can be recorded in the system, these details include a profile of the event or function, the location, time, capacity of venue, speakers, panels, number of accepted invitations, logistics supplier details, etc. These events or functions can be broken up into stages with fields that resemble a questionnaire for each stage. [004] Given the sheer volume of information that can be collected, connecting the relevant parties and ensuring that the correct parties (users, vendors, clients, and contacts) are informed accordingly is difficult.

[005] Hence, there is a need for an event management system and method that is able to manage, process and link up relevant records and people quickly, accurately, and efficiently.

SUMMARY

[006] The above and other problems are solved and an improvement in the art is made by a method and system in accordance with this invention. A first advantage of the method and system in accordance with this invention is that it allows a user to review the relevant people to be invited to the event. This ensures that the right people attend the event. A second advantage of the method and system in accordance with this invention is that the user would know when to attend the event. This can increase efficiency and enable better utilization of resources, especially for large scale events with multiple tracks or venues. A third advantage of the method and system in accordance with this invention is that the set of tasks and things to do are generated automatically. This ensures standardization in the quality of events being hosted, and also ensures that crucial steps are not missed out.

[007] The present invention provides a system and method for managing an event record for a record management system. In one embodiment in accordance with the invention, there is a method for managing an event record for a record management system, the method comprising creating an event record in a database, generating a task associated with the event record, presenting a list of contacts for selection, sending an invitation to a contact from the list of contacts, reviewing a reply from the contact, generating a label for the contact, and sending a notification when the contact is present at the event, where the list of contacts is generated based on a client record database. In some embodiments, the list of contacts is filtered by the system based on a field in the client record database. In alternative embodiments the field indicates one of: the area of interest, the location, importance to the firm, relationship strength, area of interest, service line, or technical area. In accordance with further embodiments of the invention, the label for the contact includes at least one of: a tent card, a name tag, a sticker. In yet further embodiments, the label for the contact includes a machine readable code. In accordance with further alternative embodiments of the invention, the machine readable code is a QR code. In accordance with an alternative embodiment of the invention, the notification includes information on the contact. In yet another alternative embodiment of the invention, the notification includes a link to information on the contact.

[008] In accordance with an embodiment of the invention, there is a system for managing an event record for a record management system, the system comprising a record management system including a processor and memory, a database module including a processor and memory configured to process and store a plurality of records, a data processing system including a processor and memory, the data processing system configured to create an event record in a database, generate a task associated with the event record, present a list of contacts for selection, send an invitation to a contact from the list of contacts, review a reply from the contact, generate a label for the contact, and send a notification when the contact is present at the event, where the list of contacts is generated based on a client record database. In accordance with further embodiments, the list of contacts is filtered by the system based on a field in the client record database. In an alternative embodiment, the field indicates one of: the area of interest, the location, importance to the firm, relationship strength, area of interest, service line, or technical area. In yet another embodiment of the invention, the label for the contact includes at least one of: a tent card, a name tag, a sticker. In further embodiments, the label for the contact includes a machine readable code. In an alternative further embodiment, the machine readable code is a QR code. In further embodiments of the invention, the notification includes information on the contact. In yet further embodiments, the notification includes a link to information on the contact.

BRIEF DESCRIPTION OF THE DRAWINGS

[009] The accompanying drawings, which are incorporated herein and form part of the specification, illustrate various embodiments of the present disclosure and, together with the description, further serve to explain the principles of the disclosure and to enable a person skilled in the pertinent art to make and use the embodiments disclosed herein. In the drawings, like reference numbers indicate identical or functionally similar elements. [0010] Figure 1 illustrates a representation of a network of data processing systems in which aspects of the disclosed embodiments may be implemented;

[0011] Figure 2 illustrates a schematic view of a software system for carrying out an embodiment;

[0012] Figure 3 illustrates a method of managing a record in accordance with an embodiment of the invention.

DETAILED DESCRIPTION

[0013] The various configurations discussed in these non-limiting examples can be varied and are used to illustrate at least one embodiment and are not intended to limit the scope thereof.

[0014] Figure 1 shows a record system in accordance with an embodiment of the invention is illustrated. The system 1 10 includes a server 1 12. In other embodiments, the server 1 12 can be any processing device including a processor and sufficient resources to perform the process of providing a rebate to a customer. The server 1 12 can be any processing device including a processor and sufficient resources to perform the process of providing a rebate to a customer. The server 1 12 is connected to an HTTP server 1 14. HTTP server 1 14 uses HTTP or any other appropriate stateless protocols to communicate via a network 1 16 such as the Internet, with any other device connected to the network 1 16.

[0015] In the illustrated embodiment, user devices include personal computers 1 18, CE players, and mobile phones 120. In other embodiments, user devices can include consumer electronic devices such as televisions, set top boxes, video game consoles, tablets, and other devices that are capable of connecting to a server via HTTP and playing back encoded media. A storage unit 130, which can be in the form of memory, databases etc, is in communication with the network 1 16. Although a specific architecture is shown in Figure 1 , any of a variety of architectures including system that perform conventional processes can be utilized that enable playback devices to request portions of the top level index file and the container files in accordance with embodiments of the invention.

[0016] Some process for providing methods and systems in accordance with embodiments of this invention are executed by a user device or user mobile device. The relevant components in a playback device that can perform processes including adaptive streaming processes in accordance with embodiments of the invention are shown in Figure 2. One skilled in the art will recognize that user device 200 may include other components that are omitted for brevity without departing from the embodiments of the invention as described. The user device 200 includes a processor 205, a non-volatile memory 210, and a volatile memory 215. The processor 205 is a processor, microprocessor, controller, or a combination of processors, microprocessor, and/or controllers that performs instructions stored in the volatile 215 or non-volatile memory 210 to manipulate data stored in the memory. The non-volatile memory 210 can store processor instructions utilized to configure the user device 200 to perform processes including processes in accordance with embodiments of the invention and/or data for the processes being utilized. In other embodiments, the user device software and/or firmware can be stored in any of a variety of non- transitory computer readable media appropriate to a specific application.

[0017] The communications network refers to any contact between the parties described and is accomplished through any suitable communication means, including, but not limited to, a telephone network, public switch telephone network, intranet, Internet, extranet, WAN, LAN, point of interaction device, point of sale device, personal digital assistant, cellular phone, kiosk terminal, automated teller machine (ATM), etc.), online communications, off-line communications, wireless communications, satellite communications, and/or the like. One skilled in the art will also appreciate that, for security reasons, any databases, systems, or components of the present invention may consist of any combination of databases or components at a single location or at multiple locations, wherein each database or system includes any of various suitable security features, such as firewalls, access codes, encryption, de-encryption, compression, decompression, and/or the like.

[0018] Figure 3 illustrates a high-level flow chart of operations illustrating logical operational steps of a method for managing a record for a record management system, in accordance with the disclosed embodiments. It can be appreciated that each of the steps or logical operations of the method depicted can be implemented by executing a program instruction or a group of instructions in the record management system. [0019] A function record can be defined and linked to the system clock, such that time or date of stages can be managed along with the associated tasks, including triggering alerts to the relevant users or contacts. For example, two months before the date of the function an invite is triggered to be sent to the contact, and if no reply is received, a reminder is sent a month before the date of the function. On the day of the event itself, a checklist can be generated for tasks to be carried out near or on the actual day, for example print out attendee list, print out tent cards or labels of attendees or panelists or speakers, confirm vendor, etc.

[0020] In terms of managing the attendees, when the function or event record is created, the user can contribute a list of people to invite or invitees. This list can be selected from a contact list linked to the user belonging to the user, and the user can select from this list accordingly. The user can also see the contacts of the matters they previously handled or are currently working on, and select to add these to the list of invitees. These selections can be filtered by a field, e.g. location, area of interest, service line interest, etc, in order to present a desired pool of invitees for the user to select. An option can be presented to the user to "notify everyone invited someone" which can trigger a notification or an email to be sent to everyone with a link to the list of contacts that they added to the function record, and/or with a link to all contacts attending the event.

[0021]After the event has occurred, a feedback module can be used to populate and compile any feedback obtained. This feedback can be captured through online forms, face-to-face interviews or meetings, hardcopy forms (that are machine readable), mobile application, etc, and can range from general feedback to regarding specific questions or stages like pre-event preparation, event organization, or post-event follow up. For example the Feedback capture point on the mobile app can be conducted in a few clicks to capture a base level feedback. A workflow can be generated to capture more information at a later date via follow up email or meeting. The workflow can have a host of follow-up tasks or list of steps to be taken next.

[0022] In addition to face-to-face feedback, the follow up emails can be sent with a feedback form with 4-5 questions. The feedback form typically contains questions relating to reliability, value for money, perceived value for money, level of service rendered, etc can be sent post matter when the job or work is completed, or even mid-matter to capture sentiment that would allow the user to resurrect a deal or take remedial action if there is bad feedback.

[0023] The method 300 starts with the creation of an event or function includes a profile of the event or function, the location, time, capacity of venue, speakers, panels, number of accepted invitations, logistics supplier details, etc 310. The various stages for the function is defined along with the creation of tasks, this can depend on the type of function, the scale of the event, location, seasonal periods, etc 320. The list of people to be invited or invitees can then be generated 330, this can be either via the contact list of the user or via a list of contacts linked to matters the user has worked on or is currently working on or are following up on and the user selects accordingly; or via a search function where a list of contacts or clients or pipeline opportunities are shown for the user to search in, with filters such as location, importance to the firm, relationship strength, area of interest, service line, technical area, etc. The method continues on where the invitations are sent to the invitees 340 which can be via email or even conventional letters, which would include the printing of cards and address labels for envelopes. At a pre-defined period of time before the event or if requested by the user, the replies from the invitees can be reviewed by the system and a list of attendees can be generated 350. Based on the replies received, the user can add further invitees, and the system sends these further invitees invitations as well, if more attendees are required. Before the event itself, various collaterals can be prepared, for example the attendee list, printing of tent cards or labels or name tags for attendees, panelists, or speakers, etc 360. The tent cards or name tags can be printed with a machine readable code, such as QR code, that would allow the attendee to be recognized by the system. The arrival of the attendee would also signal to the system that the status of the attendee should be updated to "present" or "attended". A live notification or message can be sent to the relevant user of the attendee, which can include the list of attendees present, with links to details of the attendees from the system records, and/or a link that would refresh the list of current attendees, thereby providing a live update if required 370. Follow-up workflow can also be triggered 380 if required, this can involve the collection of feedback about the event for those who attended, or the refinement of search fields for an invitee who did not attend.

[0024] As understood by one of ordinary skill in the art, the present invention can be implemented with special purpose computers, devices, and servers that are programmed to implement the embodiments described herein. Further, the system according to the embodiments disclosed herein is able accommodate many more combinations and permutations, or any other future electronic payment methods. For example, the system according to the embodiments disclosed herein can accommodate cloud based or app based record management system as well.

[0025] Thus, the present invention has been fully described with reference to the drawing and figures. Although the invention has been described based upon these preferred embodiments, to those of skill in the art, certain modifications, variations, and alternative constructions would be apparent, while remaining within the spirit and scope of the invention. In order to determine the metes and bounds of the invention, therefore, reference should be made to the appended claims.

Claims

1 . A method for managing an event record for a record management system, the method comprising: creating an event record in a database; generating a task associated with the event record; presenting a list of contacts for selection; sending an invitation to a contact from the list of contacts; reviewing a reply from the contact; generating a label for the contact; and sending a notification when the contact is present at the event wherein the list of contacts is generated based on a client record database.

2. The method of claim 1 , wherein the list of contacts is filtered by the system based on a field in the client record database.

3. The method of claim 2, wherein the field indicates one of: the area of interest, the location, importance to the firm, relationship strength, area of interest, service line, or technical area.

4. The method of claim 1 , wherein the label for the contact includes at least one of: a tent card, a name tag, a sticker.

5. The method of claim 1 or claim 4, wherein the label for the contact includes a machine readable code.

6. The method of claim 5, wherein the machine readable code is a QR code.

7. The method of claim 1 , wherein the notification includes information on the contact.

8. The method of claim 1 , wherein the notification includes a link to information on the contact.

9 A system for managing an event record for a record management system, the system comprising: a record management system including a processor and memory; a database module including a processor and memory configured to process and store a plurality of records; a data processing system including a processor and memory, the data processing system configured to: create an event record in a database; generate a task associated with the event record; present a list of contacts for selection; send an invitation to a contact from the list of contacts; review a reply from the contact; generate a label for the contact; and send a notification when the contact is present at the event wherein the list of contacts is generated based on a client record database.

10. The system of claim 9, wherein the list of contacts is filtered by the system based on a field in the client record database.

1 1 . The system of claim 10, wherein the field indicates one of: the area of interest, the location, importance to the firm, relationship strength, area of interest, service line, or technical area.

12. The system of claim 1 1 , wherein the label for the contact includes at least one of: a tent card, a name tag, a sticker.

13. The system of claim 9 or 12, wherein the label for the contact includes a machine readable code.

14. The system of claim 13, wherein the machine readable code is a QR code.

15. The system of claim 9, wherein the notification includes information on the contact.

16. The system of claim 9, wherein the notification includes a link to information on the contact.