The SRCRM allows a booking page to be created to register for a Digital or In Person event and ensure those booked on are sent the appropriate information. This also ensures that registration data is kept on a University approved client and appropriate data security measures are in place. All student recruitment and conversion events must be run via the SRCRM. For internal or non-recruitment or conversion events, please see the Libcal Event Calendar page.
The SRCRM allows a booking page to be created for all prospective/offer holder UG and PG students to register for an in-person or digital recruitment or conversion event. Please read the guidance before you visit the form.
For information on how to market your events, including names and descriptions to maximise bookings, please reach out to your Faculty Marketing Manager or contact marketing-office@lancaster.ac.uk. You can also find more information on Lancaster University's marketing guidelines on the Marketing webpages.
For in-person events, you should have the required authorisation and followed the appropriate University risk assessment/compliance policies before requesting a booking page. By completing this form, you are confirming you have the go ahead to run your event with the suitable safety measures in place.
If you would like your event to be public and appear on the Lancaster University webpage for a wide audience to book on to, find out how to add your events to the Events Calendar. You can advertise your event booking page on the Lancaster University website and the Connect with Lancaster page by doing this.
If you require any Marketing communications surrounding your event, you will need to discuss this in the planning stage. Please visit our webpage for more information on SRCRM Email Communications.
If your event is part of a larger coordinated event, eg. a Taster Week, all information for the entire event series should be collated first before requesting any SRCRM booking links or SRCRM email communications. For more consultation on what we require for these types of events, please contact studentrecruitmentcrm-support@lancaster.ac.uk.
If you wish your event to be Invite Only to a specific set of contacts, please contact the SRCRM Team for more consultation on this process.
The following only applies to Digital Events.
All digital student recruitment and conversion events must be run via the SRCRM to ensure that registration data is held on a University approved client and appropriate data security measures are in place. For internal or non-recruitment or conversion events, please see the Libcal Event Calendar page.
Microsoft Teams is the University’s recommended and supported tool for online meetings and events. ISS offer comprehensive training for Microsoft Teams, including information on joining webinars for both internal and external users, setting up meetings, Calls, Webinars and creating accessible content. You find all the Microsoft Teams training resources here.
Microsoft Teams Live events are more complex and requires more sophistication than standard meetings, but depending on the nature of the event (particularly on capacity as Teams meetings are capped at 299 person limit), you may need to use Live Events. Find out the Pros and Cons: Teams Meeting vs a Teams Live Event.
Please note, that we cannot support you technically with your Webinar on Microsoft Teams. For help, please see guidance from ISS on using Teams and Accessibility guidance from Microsoft. You are responsible for monitoring the capacity of your meetings. As we are unable to change a webinar link once booking has gone live, please consider your target audience and expected number of attendees when choosing whether to use a Teams Meeting or a Teams Live Event.
Before you visit the request form below to request your event booking link, please read our guidance on requesting either an In-person Event Booking Link or Digital Event Booking Link.
If your event is part of a larger coordinated event, eg. a Taster Week, all information for the entire event series should be collated first before requesting any SRCRM booking links. For more consultation on what we require for these types of events, please contact studentrecruitmentcrm-support@lancaster.ac.uk.
Please make any request in good time before your plan registrations to open. We'll work as quickly as possible to get your booking page live: For digital events within 2 working days of submission. For in-person events this will be 3 working days, but may take longer for more complex formats. We will communicate with you about this if that is the case.
Submit information in time so your registrations open at least 7 days before your event is due to take place (the start date). This is to help you maximise registrations through marketing channels.
Once we’ve got all the information and checked it’s okay, we’ll create and send you the booking link to your event via email.
Once your events are open for booking and you have sent it out to people to register, they’ll receive Digital Event Confirmation Email once they have booked on. They will also receive a Digital Event Reminder Email 1 day before the event.
Unless otherwise directed, the CRM will send a post-event email to anyone who has booked on the event, pushing them to Unibuddy and the LU connect page for other events. If you wish for this email not be sent or have your own follow up email, you will need to contact us by emailing studentrecruitmentcrm-support@lancaster.ac.uk to discuss this. You must let us know well in advance of your event.
An example of all transactional emails sent through the CRM can be found in our the In-person Event Link and Digital Event Link guidance documents.
If your event is public, you will need to create an entry in the Online Events Calendar so tha it will show on the Lancaster University website and the Connect with Lancaster page. Please see the guidance on how to add your events to the Events Calendar.
You can check your event booking numbers using the Tableau SRCRM Events Dashboard. These dashboards update regularly and events will only show once they have at least one booking.
If your event needs to be rescheduled or cancelled, you must contact us immediately.
The SRCRM Team offer a check-in pack for in person events.
Using the check in app creates a quick and easy way to record attendance at the event. The app is easy to use and a QR code is sent in both the confirmation and reminder emails, which can be scanned by the app when people arrive.
We will grant access to a temporary account for you to use on your required number of devices. Following the event, these will be deactivated. We just need to know who is responsible so we can liaise with them directly on this. There is a section on the request form to provide us with this information and more details can be found on our Requesting an In person Event Booking Link guidance.
Your temporary account details will be given to you securely a few days before the event, along with written instructions on the check-in process, a how to video, and risk mitigation mesaures. If you are unable to use an online check in process for any reason, we have an offline alternative that can be used in rare circumstances for events with low booking numbers. More information on this will be provided in the email containing your in-person event booking link.
Unfortunately, we cannot provide devices for events.
Please contact studentrecruitmentcrm-support@lancaster.ac.uk if you have any issues.
If your event is a new format or complex, we will need to assess your requirements to see how we can deliver this via the SRCRM.
If your event is part of a larger event series eg. a Taster Week, all information for the entire series should be collated first before requesting any SRCRM booking links.
For more consultation on what we require for these types of events, please contact us via studentrecruitmentcrm-support@lancaster.ac.uk.
If you need further assistance, please contact us by emailing studentrecruitmentcrm-support@lancaster.ac.uk
We will respond as soon as possible.
