How do I request a new occurrence?
Just start a new Conversation below.
We’ll then let you know if there’s a cost and get all the information from you to start the setup. The setup time depends on the app and your requirements for new forms etc, but will take from 2 - 4 weeks approximately.
What is an app occurrence?
Each App can have one or more ‘occurrences’. This allows you to have a different web form, branding, workflows etc for a slightly different audience. For example, you may want different branding and workflow rules on your Postgraduate Applicant Open Days setup and therefore have a separate occurrence from Undergraduate Applicant Open Days.
Another example might be Enquiries. If you have a particular team dealing with your International student enquiries, you may wish those to be kept separately from your Domestic student enquiries. This allows you to have a different form, separate processing rules (assigned categories and notifications) and also allows you to grant access permissions exclusively to one occurrence.
Why have a new occurrence?
Improve the student journey and experience of interacting with a data capture form on your website. A single ‘multi-purpose’ form can compromise the interaction your student has with the form. For instance, they may need to choose a Level of Study when it’s clear from their journey through your site what they are interested in.
Manage Risk
Reduce the risk of mistakenly Grabbing the wrong data. You don’t need to always filter for your dataset first - any searches you create will just include your data. You can concentrate on segmenting on other fields, like Subjects or years of entry.Compliance and Best Practice
Only allow access to the data collected on the form to the teams that need it.Reporting
All in-app Reports are limited to your data set only, so you can see how your particular form is performing in isolation. All of the built in reports will be specific to your dataset only. No need to extrapolate results down from a larger set.Retain full control over who accesses your data
Occurrences allow User Administrators to control who has permission to access, modify and change the settings for this occurrence. You can decide if individual users are Read, Read/Write or Super User. It’s best practice to only grant users permission to see data they need access to and to restrict the type of access granted accordingly.Control Over Your Comms Plan: Workflows and Touchpoints.
A new occurrence allows full control of all of your workflows. There’s no need for complex workarounds using multiple conditions on multiple workflows, as you know all of the data within that occurrence has the same communication requirements.Control over branding on the form and touchpoints
Branding within your workflows is easier to manage. Workflows within the new occurrence can all have the same branding, making it simpler to keep track and make changes when branding needs to be updated.Ownership and separation of data. What happens if the other team want to change things?
There will be less need for you to negotiate and compromise when changes are required to forms or App settings.New occurrences are clearly labelled. Easy for existing and new users to understand.
Less training required for new users. You won’t need to explain a complex set of segmentation and workflow conditions. They will only see the occurrences they have permissions to use.Control over changes to content in Touchpoints and conditional text.
A new occurrence means you can restrict who is editing your Touchpoint content and conditional texts. Only Super Users for this team have access and can edit. Less possibility of editing the wrong touchpoint accidentally.
Renaming or adding a description to an occurrence
Alternatively, unused or older occurrences can be repurposed, or your naming conventions may have changed. In this case it's possible to rename and update the description of your occurrence.
Super Users can click the edit pencil next to the name of the occurrence. This will bring up a pop up box where you can amend the name and add a new description. The description is then visible to all users, so everyone knows the purpose of that occurrence.
❗ Please Note:
A name change has no effect on any APIs or BI data, as these are controlled by the ID of the occurrence.
URLs for Events in Event Manager will not change. We are unable to change these in case it causes a live event to have a broken URL.