To configure this feature:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Creating Event Speaker Rules
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.

5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_business_rule__v	CRED	expense_estimate_speaker_rate_rule__v	n/a	n/a
   em_rate_assignment__v	CRED	event_speaker_rates__v	All fields	Edit
   em_expense_estimate__v	CRED	All applicable object types	event_speaker__v	Edit
   em_speaker__v	CRED	All applicable object types	upcoming_estimated_costs__v	Read
   em_event_speaker__v	CRED	All applicable object types	total_estimates__v country__v	Read

To configure this feature:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Creating Event Speaker Rules
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.

5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_business_rule__v	R	expense_estimate_speaker_rate_rule__v	n/a	n/a
   em_rate_assignment__v	R	event_speaker_rates__v	All fields	Read
   em_expense_estimate__v	RE	All applicable object types	event_speaker__v	Edit
   em_speaker__v	R	All applicable object types	upcoming_estimated_costs__v	Read
   em_event_speaker__v	CRED	All applicable object types	total_estimates__v country__v	Read

To define speaker estimates for future events, business admins can create Rate Assignments, which define the rate of a specific expense or service based on customizable factors about the event or event speaker.

To create and define rate assignments:

1. Navigate to Business Admin > Objects > em_rate_assignment__v.
2. Select Create.

3. Populate the following fields:

   • start_date__v – The start date of the rate assignment
   • end_date__v – The end date of the rate assignment
   • rate__v – The rate

4. Populate the following additional fields as appropriate. Values entered in these fields determine what combination of speaker and event properties to which the assignment rate applies:

   • event_content_length__v – Select the appropriate content length
   • event_event_format__v – Select the appropriate event format
   • event_object_type__v –Enter the API name of the corresponding em_event__v object type
   • event_location_type__v – Select the location type
   • event_product__v – Select the appropriate product
   • event_program_type__v – Select the appropriate program type
   • event_speaker_role__v  – Select the appropriate speaker role
   • event_speaker_country__v – Select the appropriate speaker country
   • speaker_tier__v – Enter the appropriate speaker tier
   • speaker_reach__v – Enter the appropriate speaker reach
   • speaker_specialty_1__v – Select the appropriate speaker specialty
   • speaker_credentials__v – Select the appropriate speaker credentials

   If a field is left blank, the rate evaluates against all speakers and events.

5. Select Save.

Business Admin Users can define business rules to automatically calculate speaker rates based on event parameters.

To define a Speaker Rate Estimate Rule:

1. Navigate to Business Admin > Objects > em_business_rules__v.
2. Select Create.
3. Select Expense Estimate Speaker Rate Rule as the object type.
4. Select Continue.

5. Populate the following fields:

   • name__v

   • expense_type__v – Select the appropriate em_expense_type__v record

     Expense Estimates are not created if the selected Expense Type is not active or is a child of another em_expense_type__v record.

   • run_rule_event_action__v – Enter the appropriate em_event__v button name to run the rule whenever the event organizer selects the button. Enter only one button name and do not use any of the following buttons:
   • cancel_event__v
   • reschedule__v

   • speaker_status__v – Restricts rule to em_event_speaker__v records with matching status__v fields. Uses the following syntax:

     Event Status 1:Speaker Status 1,Speaker Status 2;;Event Status 2:Speaker Status 1

   • rate_type__v – Determines how the estimated cost is calculated. Select one of the following values:
   • Day
   • Event
   • Hour
6. Select Save.
7. Navigate to the Business Rule Configurations section of the new record.
8. Select Create.

9. Populate the following fields:

   • event_type__v – Enter the em_event__v object type for which the event rule applies
   • country__v – Use the lookup to select the appropriate country__v record
   • rule_start_date__v – The start date of the rule
   • rule_end_date__v – The end date of the rule
10. Select Save.

End users can generate expense estimates when scheduling an event to ensure speaker caps are respected.

To generate and review estimates:

1. Navigate to the appropriate Event.
2. Add the appropriate event speaker.
3. Initiate the Event Business Rule via the rule’s configured Run Rule Event Action.

The resulting expense estimate is calculated using a matching em_rate_assignment__v record, which is determined based on the properties of the em_speaker__v, em_event_speaker__v and em_event__v records. The em_rate_assignment__v record with the greatest number of matching fields is used to calculate the estimate.

For example, if the following em_rate_assignment__v records exist:

When an end user initiates an Expense Estimate Speaker Rate Rule on a Speaker Program about Cholecap for a Tier 2 speaker in the United States, the rate associated with Rate Assignment 2 is used to calculate the estimate, as that record matches the most fields from the em_event__v and em_event_speaker__v records.

The estimate is calculated based on the corresponding event rule’s rate_type__v field, as well as the duration of the event.

End users can automatically associate individual expenses with their corresponding budget estimates during the expense entry process.

To link an expense line to an estimate:

1. Create or update the appropriate Expense Line.

2. Select an Expense Type. Matches are automatically made via the following criteria:

   • Matches where the Expense Type, Event Speaker, and Event Budget all match are prioritized first
   • Matches where the Expense Type and Event Speaker match are prioritized next
   • Matches where the Expense Type and Event Budget match are prioritized next
   • Matches where only the Expense Type matches are prioritized last

If an Expense Estimate has a NULL value for Event Speaker or Event Budget, it acts as a wildcard and will match any value entered on the Expense Line for those specific fields. Matching for Event Speakers only occurs when the expense is not marked as a split line on the Expense Header.

The same Expense Type can be used multiple times in the budget as long as the Event Speaker for each expense line is different.

End users can also review a speaker’s upcoming estimated costs, which track across events via the upcoming_estimated_costs__v field on em_speaker__v records.

When end users execute the following types of Speaker Rules, they are warned if the speaker’s committed and estimated expenses exceed their yearly cap:

• Speaker Attendance By Expense Cap
• Speaker Attendance Product Cap Rule