Blackbaud CRM Events Guide

Transcript

1 Events Guide

2 03/21/2013 Blackbaud 3.0 Events US CRM reproduced Blackbaud, publication, or any part thereof, may not be This or transmitted in any form or by any ©2013 Inc. electronic, or mechanical, including photocopying, recording, storage in an information means, system, or retrieval otherwise, the prior written permission of Blackbaud, Inc. without is information this manual The been carefully checked and in believed to be accurate. Blackbaud, Inc., assumes no has responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, or consequential damages resulting from any defect or omission in this manual, even if advised incidental, the of of damages. possibility the the of continuing product development, In Inc., reserves interest right to make improvements in this manual Blackbaud, and the products it describes at any time, without notice or obligation. or All names appearing herein are trademarks product registered trademarks of Blackbaud, Inc. Blackbaud All other products and company names mentioned herein are trademarks of their respective holder. Events- 2013

3 Contents E C ONFIGURATION 1 VENTS and Lodging 1 Event Locations 1 Event Locations 2 Event Add Locations 3 Event Edit Locations 4 Locations Delete Event Rooms Locations 4 for Event Locations Lodging 4 Locations 5 Lodging Add Lodging Locations 6 Edit Lodging Locations 7 Delete Item Auction 7 Categories Auction Item 7 Add Categories Item Categories Auction Edit 8 Delete Auction Item Categories 8 Types 8 Registration Registration Add 9 Types Registration 10 Edit Types Registration Types Delete 10 Event Restriction Types 11 Manage Event Restriction Types 11 Manage Event Type Options 11 Restriction Management Templates Event 12 Management 12 Event Templates Add Add Event Levels 13 or Edit Event Management Templates Edit 14 E S ETUP 15 VENT Setup 16 Event Checklist Page Events 16 Add New Events 18 Find an Event 18 Add Events 19 an Screen 21 Add Event Not Show Event Show/Do Calendar 22 on Add Multi- level Events 22 Add a Multi- level Event Screen 23 Events Add Events to Multi- level Existing 24 Multi- level Event Hierarchy 24

4 Event Record 24 Expenses Thermometer Event 25 Thermometer Event 25 Capacity Event 26 KPIs Edit 32 Events ID 32 Event Edit Lookup Edit Options 33 Event Management and 33 Tasks Coordinators 34 Coordinators Manage Event Coordinators 34 Add an Event Coordinator Edit 35 Delete Event Coordinator 35 an Tasks 35 Manage Tasks 36 Add Event Add Task Screen 37 a Event Tasks 37 Edit Event Copy 37 Tasks Event 38 Delete Tasks 38 Registrants Fundraising:Team Setup Tab 38 Team Fundraising Teams 39 Add Teams 39 Teams 39 Edit 39 Delete Teams Teams 39 Copy Team Fundraisers 39 Team Fundraisers 40 Add Team Edit 40 Fundraisers Delete Fundraisers 40 Team Captains Team 40 Team Captains Add 40 Promote Team Captains 40 Demote Team Captains 40 Event Speakers 40 Event 41 Add Speakers Event Speakers 42 Edit Event Speakers 43 Delete Expenses 43 Add Expenses 44 Add Expense Screen 44 an Edit Expenses 45 Copy Expenses 45 Delete Expenses 45

5 Go To 46 Vendor View 46 Vendor Registration and Options Event 46 47 Options Registration Add Add Registration Option Screen 48 a Options 49 Edit Registration Options Copy an Event 49 Registration from Registration a 50 Delete Option Add Registration Packages 50 a Registration Add Screen 51 Package Edit Packages 51 Registration Registration Packages Delete 52 Preferences 52 Registration Add Registration Preferences 53 Edit Registration Preferences 53 Delete Copy Event 53 Preferences 54 Invitations Designations 54 Event Appeals Event 55 Documentation 56 Notes 57 Add Notes 57 Add a Screen 57 Note Notes 57 Edit 57 Delete Notes 58 Notifications Add Specific Records 59 Notifications to Notifications for Edit Records 59 Specific Delete from Specific Records 59 Notifications Media 60 Links Add Media Links 60 Add a Media Link Screen 60 Edit Media 60 Links Media 60 Delete Links Attachments 61 Attachments Add 61 Add an Attachment Screen 61 Edit Attachments 61 Delete 61 Attachments Open Attachment Files 62 Job Occurrences 62 GL Mapping Tab 63 Lodging Options 64

6 Add Lodging for an Event 64 Options Lodging Options an Event 65 Edit for Options an Event 66 Lodging Delete from Campaigns 66 Campaign 66 View a Campaigns 67 Edit Attributes 67 Add Attributes 67 Event Attribute Screen 68 Add Event Event Attributes 68 Edit Event 69 Copy Attributes Event Attributes Delete 69 70 Forms Web Summary Page 70 Event Events Summary 71 Supporting Events 71 Add Summary Tasks 72 Registrants 73 Summary Summary Expenses 73 Overview Page 74 Events Tasks 74 Events 75 Event Calendar 75 View Event Calendar by Day 76 View Event by Week 77 Calendar Event Calendar Month 77 View by Calendar and Tasks 77 Filter Events VENT R EGISTRATION 79 E and Registrants 79 Guests Status 80 Registrant Options All Update of an Event 80 Registrants Add Registrants and Guests 81 Add Registrant 82 Screen Registrants Guests 82 Edit and Guest Add 83 Registrants Edit Registrants 83 Edit Registrant or Guest Screen 83 Edit ID 84 Registrant Delete Registrants or Guests 84 Add Registrants and Guests for Multiple Events 85 Registrant Page 87

7 Registrations Tab 89 Benefits 89 Registrant for Benefits Registrant 90 an Edit Event 91 Screen Benefits Edit Lodging and Travel 91 Registrant Information for a Registrant 92 Add Lodging Information Edit a Registrant 93 Lodging for Lodging 94 Registrant Delete Information Information Travel a Registrant 94 Edit for All Registrant Clear Information 94 Travel Registrant 95 Restrictions Registrant Restrictions Edit 95 Default Restrictions Constituent Edit 96 Registrant Participation 96 a Registrant as an Event Speaker 97 Add Edit Registrant Information 97 Speaker Attributes Registrant 98 Registrant Attributes 98 Add Registrant Add Screen 99 Attribute Edit Registrant Attributes 99 Delete Registrant Attributes 100 Registrant Designations 100 View 101 Registrant S 103 E EATING VENT Layouts 103 Configure Seating Seating Layout Screen 106 Event Configure Layout Tab Seating 106 Sections 106 Tab or Tab 107 Tables Rows Tab 107 Seats Seating Layouts 108 Copy Assign Seats 108 Assign Individual Registrants to Seats 109 Assign Multiple to Seats 110 Registrants Registrants 111 Different Seats Reassign to Seat Clear 112 Assignments Assign Registrants to Groups 113 Assign Groups to Seats 115 Add Rows, Tables, or Seats 116 Sections, Rename Sections, Rows, Tables, or Seats 116 Delete Sections, Rows, Tables, or Seats 117

8 Seating Screen 118 Frame 118 Registrants 119 Frame Groups Frame Seats 119 Event Groups 120 Seating Groups Add Event Seating 120 Seating Groups 121 Event Edit Seating Groups 121 Delete Event VENT NVITATIONS 123 E I 123 Workflow Invitations 124 Invitations Add Event Invitations 125 Invitation Screen 127 Add Invitations Edit 128 Invitations 128 Delete 128 Send Invitations List 129 Invitee 129 Manage Invitees Invitee to an Invitation 130 Add an Multiple Invitees Add the Invitation 130 to Delete Invitee from an Invitation 132 an Copy 132 Invitees Include Invitees in Next Send 132 Exclude Invitees in Next Send 133 Manage Invitation 133 History the Output into a Single File 134 Download Invitation the Invitation Output into Multiple Files 134 Download the Download Output into Grouped Files 135 Invitation Generate Word Documents for an Invitation 137 Microsoft Start an Email Job for an Invitation 137 Invitation Processes 138 Status Recent 138 History 138 Invitation Process History 139 Delete Schedules Tab 139 Job Create Job Schedules 139 Create Job Screen 140 Edit Schedules 141 Job Delete Job Schedules 141 Generate Windows Scripting File 141 A UCTION E VENTS 143

9 Auction Event 143 Workflow Auction Items Packages 144 Manage and Items Add 146 Auction Item 147 Add an Screen Auction 148 Add Auction Packages Package Screen 148 Auction Add an Auction Edit or Auction Package 149 an Item an Item or Auction Package 149 Auction Delete or Package Search 149 Item Auction Item or Package Record Auction 150 Copy Auction Item 153 an Copies of Auction Item 153 View an Record Donation 154 Auction Inventory View Item 154 Search 154 Auction Items for an Auction Manage 155 Event Add to an Auction 156 Items Multiple an to Add Auction 156 Items Remove Item from an Auction 158 an Reserve an Auction Item for Purchase 158 Edit a Purchase 159 Reserved a Reserved 159 Cancel Purchase Adjustments 159 Donation Auction Donation Write- offs 160 Auction With AuctionMaestro Pro 161 Sync Configure AuctionMaestro Integration 161 Pro Auction Pro to AuctionMaestro Export 162 Information Import Results From AuctionMaestro Pro 163 Auction Field Mapping Between Your Blackbaud Program and AuctionMaestro Pro 165 Auction/Event Management 165 Records Records People/Constituent 166 Transaction/Donation Records 168 VENT R EPORTS E 171 Event Profile Report 171 Event Summary Report 172 Event Comparison Report 172 Event Report 173 Revenue Team Fundraising Event Performance Report 174 Team Fundraising Team Performance Report 174 Seating Summary Report 175 Auction Summary Report 175

10 Auction Report 176 Detail Auction Comparison Report 177 I NDEX 179

11 1 chapter Events Configuration Lodging Event Locations and 1 7 Item Auction Categories Registration 8 Types Restriction Types 11 Event Templates Management Event 12 event information, we recommend you Before up configuration options. From Events , you you can manage set options. these access can options to set up Events You your users. These options can affect multiple areas in the use configuration for example, must create event locations to allow users to properly add events and you the program. For select the event occurs. where location Event and Lodging Locations add an event, you must select the location where the event When such as a banquet hall or sports you occurs, You also have registrants who travel to your event and require lodging facilities such as hotels. From facility. may the you the venues where you hold events and manage lodging facilities where registrants stay. , Events can , click Locations . The Locations page appears. It includes multiple tabs to manage your Under Configuration and locations event lodging. Locations Event For Locations tab, you can view the venues where your organization On events. the each location, Event holds can the name, phone view capacity, and address. you number,

12 1 HAPTER C 2 can add and manage event locations as necessary. From grid, you the Locations Event Add you must select a venue where the event occurs, such as a banquet hall or sports you an event, host When address, event you can enter information about its location, contact, and capacity. an add you facility. When location, it appears in After results when users select locations for events. you add a search event } Add an location page click Configuration . The Locations under appears. , Locations Events From 1. Locations 2. click Add . The Add a location screen appears. On the Event tab,

13 3 ONFIGURATION C VENTS E the name and phone number of the location. If the location is in a larger facility 3. General , enter Under exact specify areas, multiple with location. the the enter people the location accommodates. The capacity for the field, Capacity the In number 4. of for at event recorded the location. location does not affect the capacity an , address the location. enter for information Address Under 5. the enter or edit room names and capacities for the location. For example, a Under Room/Unit , you 6. can meeting convention center may have 20 rooms. to Locations return page. 7. Click the You . Save Event Edit Locations location, you can edit it as necessary. For After you can update a phone number or you add an event example, change the location name. } an event location Edit Locations , . The Locations page appears. Events From 1. under click Configuration location select tab, and click Edit . The Edit a screen appears. Locations Event the On 2. location The items on this screen are 3. same as on the Add a location screen. For Make changes as necessary. the see Event Locations on page 2 . information about the Add options, return to the Locations page. You Save Click 4. .

14 1 HAPTER C 4 Locations Delete Event event add can delete it as necessary. For example, you can delete a location that your you After location, an you uses. longer no organization location Delete an } event Locations under The Locations page appears. . Configuration 1. From Events , click select a location and click Delete . A confirmation 2. appears. On the Event Locations tab, message return the Locations page. 3. Click to Yes You . Locations for Rooms Event rooms or other distinct units within them. For example, a convention center Larger event venues may have may and hotel may have a restaurant, atrium, and rooftop lounge. You can add rooms have 20 meeting rooms, a locations. create can also add rooms to locations when you edit an event. when you create or You room an a event location } Add or edit from page Locations Configuration . The Locations click appears. , Events From 1. under Locations tab, select the location and 2. Edit . The Edit location screen appears. On the Event click , can enter or edit room names and room capacity information. 3. Under Room/Unit you You Save the Locations page. Click return 4. . to an to event } Add a room Add an event . The Add an event screen appears. 1. From Events , click the you select the location of can event. , information Location Under 2. field, you can select the room at the location specified. You can also click Add to add a new 3. In the Room to room the location. information for the event, click Save and access the event page. 4. you enter After Lodging Locations Lodging you can view the facilities where your registrants stay the they travel to events. when tab, On Locations also can the name, phone number, address, and contact. You can you view any For each location, view lodging location. the about comments

15 5 ONFIGURATION C VENTS E in the grid, click Filter , enter the name or city, and click Apply . To remove the filter To the lodging locations filter Reset locations, all display and . click . lodging it in the grid and click Show Details select The Details To location, view detailed information about a types, and comments window the location. displays the discount code, room about add manage lodging locations as necessary. From and the can you grid, Locations Add Lodging travel to your event and require lodging facilities such as hotels or You Your may have registrants who motels. on- lodging accommodations for registrants and guests. When you add a organization may also provide site its can contact information. you location, lodging and address enter location a Add } lodging Locations under Configuration . The Locations page 1. From Events , click appears. Locations click Add . The Add a tab, location screen appears. Lodging the On 2. lodging

16 1 HAPTER C 6 and phone number for the lodging location. If it is part of a franchise with other locations 3. the name Enter the exact area, your in specify location. search Contact select the constituent who acts as a contact at the location. the for In 4. field, and Discount discounted for your event attendees, in the rate code field, negotiates organization your If 5. a phrase registrants must mention to receive the discount. enter the corporate code or enter the information about the location such as whether it allows pets. 6. In Comment field, additional enter address. , the information Address Under 7. select the types of available 8. such as smoking, nonsmoking, and bed size. Under Room types , rooms, the available room type options. Your system administrator configures You the to . Locations page. 9. Click Save return Locations Lodging Edit location, you can edit it as necessary. For example, you can update the contact you lodging add a After information. location a } Edit lodging page Locations Configuration 1. The Locations under appears. click , Events From . Locations tab, select a location and click Edit . The Edit 2. lodging location screen appears. On the Lodging a as The items on this screen are the same as on the Add a lodging location 3. Make changes necessary. the options, see Add Lodging Locations on page 5 . screen. For about information You return to the Locations page. . Click 4. Save

17 7 ONFIGURATION C VENTS E Delete Locations Lodging location, a delete it as necessary. For example, you can delete a location that goes add you After you lodging can business. of out lodging } Delete location a . Configuration Locations page appears. 1. The From Events , click Locations under a location and click Delete . A confirmation 2. appears. On the Lodging Locations tab, select message to Locations page. 3. Click Yes the You . return Categories Item Auction have many items available for bid or purchase. For help manage your auction events, your organization may To like together in categories such as Services, Travel, and Memorabilia. To auction items, you can group items assign specific to categories. To meet the can needs of your further define auction items, you subcategories , and available for auction items. From Events subcategories click the configure can you organization, categories . The Auction Item Categories page appears. item categories under Auction Configuration , can view the categories available for auction items at your organization. For Under Auction item categories you view can subcategories. From the grid, you can add and manage you category, each the also applicable necessary. as categories Categories Item Auction Add for auction events, you can group To items together in categories. To further help manage the items available like add a category, you can assign its subcategories. For example, a define of auction items, when you category of and Film. Memorabilia could have subcategories Sports category Add an auction } item appears. item The Auction From Categories page categories. Auction 1. click , Events Item , click Add on the action bar. The Add auction item category screen Under Auction item 2. categories appears.

18 1 HAPTER C 8 name and description to help identify the category and its applicable items. 3. a unique Enter the further the category, in the Subcategories grid, enter a unique name and To 4. items define in subcategory identify applicable items. For example, for a category of help to and description each their and Sports Film. Memorabilia, enter subcategories such as to the Auction Item 5. page. Click Save . You return Categories Categories Item Auction Edit item category, you can edit it as necessary, such as to add additional subcategories. After you add an auction category Edit } an auction item Auction From The Auction Item Categories page appears. Events , click item categories. 1. , select category to edit. the item Auction Under 2. categories click Edit . The Edit auction item category screen appears. The items on this screen are On the 3. bar, action Add auction item category screen. For information about the items on this the see same as the screen, Categories page 7 . Add Auction Item on as the Edit 4. necessary. information return You Auction Item Categories page. . Save the Click 5. to Categories Auction Delete Item item category, you can delete it from the Auction Item Categories After such as when you add an auction page, uses Under Auction item categories , select the category it. edit and click Delete longer no organization your to When a message on to ask whether to delete the category, click Yes . the action bar. appears delete category currently assigned to an auction item. Warning: You cannot a Registration Types registration a category of registration options. When you define registration event for an options is An type number registration for each option to indicate the total type of associated registrations and select you event, a

19 9 ONFIGURATION C VENTS E in the event. For example, you may create a registration type of the level of participation registrants’ of one. might have another registration type of registration a with “Member/Single” count You four. count the available registration types from Events , click registration a with “Member/Family” To of manage The Registration appears. Event Types page . Configuration under types Registration registration types appear. Under each registration type, you can view Event registration types , the available For To view inactive registration its in the grid, select Include description, status, and registration count. types inactive and click Apply . and manage registration types as necessary. From grid, you can add the Types Registration Add types for events, you must define registration different and enter a create To categories registration options of type. Registration types are ways to group registration options. On the registration count for each registration can add a registration type, create a unique name for that registration type, Event registration types page, you make count, type active. When you add a registration option for a registration a define the and registration registration type to associate the option. which specific event, you select a with Add a registration type } page types Configuration . The Event Registration Types under appears. click , Events From 1. Registration , click Add . 2. Add a registration type screen appears. Under Event registration types The description help identify the registration type. 3. Enter a unique to field, the the total number of registrations to associate with count registration 4. In the Registration enter registrations, registration of Golf Foursome should include four type enter 4. if example, For type. a

20 1 HAPTER C 10 up registration options for an event, the registration count appears as the default. Note: you set When the count necessary. For example, registration counts may vary, depending can you However, edit as event. of size the on the to return Registration Types page. 5. You . Event Save Click the types event Add } restriction types. The Event 1. Types page appears. From Events , click Restriction Restriction Add type screen appears. restriction . Add Click 2. The and description to help identify the 3. restriction. Enter a unique name event You to the Event Restriction Types page. 4. Click Save . return Edit Registration Types can you can edit it as necessary. you the Event Registration Types page, you a add registration type, After On to select a registration type edit. registration a Edit } type click Registration types under Configuration . The Event Registration Types page appears. 1. From Events , types registration select the registration type and click Edit . The Edit registration type 2. Under Event , appears. screen the count as necessary. 3. registration description Edit or return 4. Event Registration Types page. Click the Save You to . Types Delete Registration type, you After delete it as necessary. On the Event Registration Types page, select the you add a registration can and click Delete . When the confirmation message appears, click Yes . registration type to delete a Tip: type, you can mark it as inactive. For example, you cannot delete a Rather than delete registration used it an event but you can mark is as inactive to restrict future use. For information registration on type that Types registration as inactive, see Mark Registration types As Inactive . mark to about how

21 11 ONFIGURATION C VENTS E Event Types Restriction events, constituents add restriction types to track personal restrictions or register you When you for can needs. or dietary as such preferences physical Dietary must options to them. For example, for a restriction you add create event restriction types, After you such as Allergic to event Vegetarian, or Kosher only so registrants restriction type, you can add options nuts, food. proper the receive Restriction Types Event Manage restriction types to track important registrant information such as You or can add and manage event dietary physical restrictions. restriction } Edit event types type page, restriction and click Edit . The Edit restriction a screen Event Types select 1. On the Restriction appears. as necessary. 2. Edit the name and description to 3. Event Restriction Types page. Click Save the . You return types restriction Delete } event an If restriction type.On the Event Restriction Types page, select the restoration necessary, you can delete event click on the action bar. A confirmation message appears. Click Yes . type to delete and Delete event delete currently used on a registrant or constituent record. cannot You restriction Warning: an type you remove first type, it from the registrant or constituent record. must Before you delete the restriction Options Type Restriction Event Manage types, you can add and manage restriction options to each type, such as After you create event restriction needs. food specific allergies or physical options } Add event restriction type Types page, select an event restriction type and click Go to type on the action 1. On the Event Restriction record bar. The event restriction type appears. Add The option screen appears. . Add Click 2. restriction

22 1 HAPTER C 12 name and description to help identify the event restriction option. 3. a unique Enter You Save the event restriction type record. Click 4. return . to restriction event Edit } options record, select a restriction option and click Edit . The Edit restriction option 1. event restriction From type an appears. screen and the Edit 2. description necessary. name as You the restriction types record. return to . Save Click 3. event Delete event restriction options } event an option.On an event restriction type record, select the If necessary, you can delete restriction Click Delete the action bar. A confirmation message appears. click Yes . and delete to option restoration on event restriction option Warning: used on a registrant or constituent record. You cannot delete an currently restriction you must first remove it from the registrant or constituent record. Before you delete the option, Event Management Templates the levels. You can set up templates for and multi- level events. The events tiered are have multiple Some the different levels or tiers can have templates such as registrants, speakers, determine whether events at things For you may have local events that “roll up” example, a larger, national event. The more. and options, lodging to not take registrations directly. So attendees would need to national at the local event, however, may register override event property settings from the individual event if necessary. level. You can the appears event top of the record and is followed by the name of the level from the The Note: at name the Sessions” Conference the name of the event and “Conference is is the “2011 Keynote” template. For example, if the multi- level event template, the record will display “2011 Conference Keynote name of the level from - Conference Sessions.” Management Add Event Templates determine use you create multi- to events. The templates when whether events at templates add can You level tiers can have things such as the speakers, lodging options, and more. For different levels or registrants, have events that “roll up” to a larger, national event. The national event, however, may example, you may local You So need to register at the local level. would can override the event directly. not take registrations attendees individual event if necessary. property settings from the template management } Add event click Event management templates. The Event Management Template page appears. 1. From Events , screen The a event management template Add appears. . Add Click 2.

23 13 ONFIGURATION C VENTS E the template. 3. a name for Enter template with sites to restrict the use of the template. associate can You 4. the specific see for or tier of events. To add or edit levels, level Add or Edit Event template each 5. Add levels to the re- order the event levels, Levels the arrow buttons. on page 13 . To use return the Multi- level Event Templates page. 6. to Click Save . You Levels Event Edit Add or templates, you can specify the different levels or tiers of events. For each tier, When you add event management events at different levels or tiers can have things such as registrants, speakers, you can specify whether the can override event option settings from the individual event if necessary. the more. and options, lodging You levels event edit or Add } Event management templates. The Event Management Template page appears. 1. From Events , click a select and click Edit . The event management template screen appears. 2. Click Add or template The Add select a level and click Edit . click event level screen appears. , Levels Under 3. or

24 1 HAPTER C 14 for the level or tier of events. You can select the options for events at this level, such as 4. a name Enter registrants, speakers, options, and more. These are the default options events the whether have lodging However, you override these options for a single event. For more this at can events for level. on page 33 . Options Management Event see information, Edit return to the event template. To re- order the event levels, use the arrow buttons. 5. Click Save . You Edit Event Management Templates management at the different levels or tiers can have things such as templates determine whether events Event more. and registrants, speakers, lodging options, template Edit an event management } Management Event click under Configuration . The Event management 1. From Events , templates appears. page Template and click Edit . The Edit event management template screen appears. 2. Select a template the of edit the template. 3. You can name the can specific sites to restrict the use of the template. You 4. template associate with can edit the levels for the template. To add or you levels, see Add or Edit Event Levels edit 5. Under Levels , arrow re- the event levels, use the order buttons. To . 13 page on You return to the Event Management Templates page. 6. Click Save . management } Delete an event template click Events templates. The Event Management Template page appears. From 1. Event , management appears. click . A confirmation message Delete template a Select 2. and 3. return to the Event Management Templates page. The template is no longer available to Click Yes . You add multi- level events. you when use

25 2 chapter Event Setup Checklist Event 16 Setup 16 Page Events Events Add 19 22 Events level Multi- Add Multi- Event Hierarchy 24 level Record Event 24 Coordinators Tasks and 33 38 Registrants Fundraising:Team Team Tab 38 Setup Event Speakers 40 43 Expenses Registration and Options Event 46 54 Invitations Designations 54 Event Appeals 55 Event Documentation 56 62 Job Occurrences Mapping 63 GL Tab 64 Options Lodging 66 Campaigns Attributes 67

26 2 HAPTER C 16 70 Web Forms Page Summary Event 70 74 Overview Events Page 75 Calendar Event , aspects of your organization’s events. Whether you are arranging a tennis With manage all you Events can luncheon, a party, or homecoming activities, you can record a banquet, holiday awards an tournament, trustee . Events in information track and the Event Setup Checklist tasks when must complete the you add new events to your database. This checklist helps you organize you 2 information, Add an event location on page see . For locations. event Add q more more q see Add Lodging Locations on page 5 . Add lodging locations. For information, For information, see Add Registration Types on page 9 . q Add registration types. more . more Add Events on page 19 see For q information, Add an event. the event is comprised of multiple events grouped together. For more information, q Add supporting events if page Add . see Supporting Events on 71 page more see For Event Coordinators on information, 34 . coordinators. event Add q Add q more information, see Add Event Tasks on page 36 . Add event tasks. For expenses. more information, see Add Expenses on page 44 . q Add event For For registration see Add Registration Options on page 47 . Add q more options. information, For the comprised of multiple events grouped together. is more if q Add event registration packages on page 50 . information, see Add Registration Packages Invitations and invitation processes. For more information, see Event add on page 123 . list invitee Add q an preference information. For more information, see Registrants and Guests on page 79 . q Add registrants and For q information, see Configure Seating Layouts on page 103 . Add event seating. more Events Page calendar search field for all event types, along with provides and list views of your centralized page events a This to add events, search events. events, and report on them. You can also edit and delete event It enables you for page. Events to access Click page. this from information this

27 17 ETUP S VENT E the Group by box when looking at event times and dates to filter events. Choose or Location in Category to view the event category and location attributes that interest your enables filters with Working you only what to on the list. Event categories and locations are checkboxes the Use displayed organization. is determine expand the calendar. and collapse can color. by identified You to quickly view event time and You information. To access the calendar view, click can use the calendar view date calendar day, week, month or year.To edit or delete by for an event, right- events the View . Calendar information select Edit , the Edit event screen appears, and you can edit details such as schedule click the event. When you to to Go access the event record. and location information. Click event view the event time and date information, if you prefer to view event information in a list use can You to list view shown calendar. of event is associated with a color that is category at the left of the a on than rather format Each list view, click event . To edit or delete information for an event, right- click the event. name. To access the List , Edit event screen appears, enabling you to edit details such as schedule and the When you click Edit location event access the event to to Go Click information. record.

28 2 HAPTER C 18 a maximum of 50 items per date. If there are more items, additional pages will open. Note: list displays The Events New Add can use the Add New feature to create different types of events. Add New enables the you Events From page, open cater organization's needs. Click the name of any event to your a screen to add that you to create events to type of event. that Select an event type: l create cater to your organization's needs. For instance, you can You special Event: up events that set events, such as galas. time one- for events l set up multi- level event templates to streamline Multi- entry when creating multi- level event: You data events. level or tiered l up add descriptions and dates to your auction on the Add an auction You Auction: auctions set and the auction available for bid or purchase using items tasks under Auction manage can You screen. the screen. events on the Events Find an Event you can search for events. Enter the name of the event in the search Events and then click the page, From field The Find an event screen appears. button. search the

29 19 ETUP S VENT E criteria including the event's location, category, sites and dates. You enter additional search can that find criteria. Those events appear in the search grid. When you select an to Search Click meet events your opens record event from the automatically. results, its Add Events to your database, you can enter a description of the event, start and end times and When you add a new event and information. location capacity, total dates, an event to apply to a designation. can amount that applies to a designation is You allow registration fees for The which does not include the cost or any equal from an event. Also, if you allow to the receipt amount, benefits registrants pay for the event in full. designations on fees, then must to as event for a larger event, you can specify the main event supporting which it an add you When event a two. the associate and belongs Add an event } click Add and select the event type you want to add. For information about the items new 1. From Events , 21 an Screen on page Event Add see screen, this on

30 2 HAPTER C 20 enter a unique name and description to help identify the event. 2. General , Under the event, the Category field, select the type of event, such as Banquet or Sporting further To 3. define in categories configures organization Your event. available. the Sites event only specific sites at your organization, under to , select 4. information To restrict access to the the sites to use the event. event. select the event is an auction whether can you , Auctions With 5. not show event on calendar , the event will not be displayed on the 6. calendar When you select Do event view. allows designations on fees , you can apply fees to designations. You can select select 7. When you Event tab the event record. Designations of the designations on the to the designation. This does not include Only cost of the registration or the receipt amount applies the the event. with associated benefits any Event allows designations on fees , registrants must pay for event registrations in full. Note: If you select enter and start , end date and times of the event. 8. Under Details the the you can associate additional appeals with the event such as mailings and ticket After Note: event, add you For can revenue received in response to the event. the information about you track raffles. With these appeals, for an event, see Event Appeals on how 55 . to manage revenue appeals page , for and select the location where your search hosts the event. information Location Under 9. organization field, select the room or unit 10. the selected location used for the event. To add a new In the Room/Unit at location, Add . room to the click event field, total number of attendees the the can accommodate. Capacity enter 11. In the tracks the event capacity with the number of registrations received for Tip: The program automatically the event does not have to match the location capacity, we capacity you not exceed event. While the recommend capacity. location the

31 21 ETUP S VENT E search for and select the individual constituent who serves as a contact for the event 12. the Contact field, In location. is another event, such as to add an instance of an event you hold each year, copy the If 13. similar event to other the from settings the event. level event, the event options are determined by the event management Note: are adding If a multi- you appear. not template; the Copy options button will from event screen appears. Click Copy options . The Copy a. copy for select the event from which to and settings. field, from Copy the In b. search from the original event such as tasks, expenses, and invitations. c. Select the settings to copy to Click Add an event screen. d. OK . You return the of The event appears. . Save Click new record the 14. Event an Add Screen on the Add an event screen. For information about how to access The screen, table below explains the items this 19 see Add Events on page . Description Item Screen Enter the event. to Name name a identify help the event, enter a detailed description of the event. Description To help further identify event, category the the for the event such as Reception or Sporting To help define select Category event. event specific site or multiple sites within your organization, select the If a belongs this to configure access information based on site. If event can applicable sites. Administrators to Sites if multiple sites are used for this event, you can your organization uses multiple sites, or search for a specific event. filter events by site when you If , the event is Auctions auction event, select this checkbox. if you click Add an With an auction an is Event your auction event, this auction is automatically selected. from Events to create checkbox event show not Do on checkbox, event will not When displayed the the event calendar. this select you be on calendar registration When this checkbox, you can apply event select fees to designations. You you Event allows the designations on the Designations tab of the event record. The registration can select designations on the is equal to the receipt amount. This does not include the applied to designation fee fees event or any benefits. the of cost

32 2 HAPTER C 22 Description Screen Item option after register for the event. edit this cannot You users End and date Start begins and ends. The start and end dates can be the same date. Enter the the event dates date End Start time and and ends. Event times time not required. Enter the the event begins are time the event to track revenue performance. For information You can associate appeals with Appeal appeals an event, see Event Appeals on page 55 . manage about how for to revenue the location the event takes place. where select for Search Location and the selected location used for the event. To Select a new room to the the room at add Room/Unit . location, click Add of number event can accommodate. This number does not total the Enter attendees the location as location capacity, but should not exceed same capacity. Capacity the be to have the with the number of registrations for the event. The program tracks this capacity for the who serves as a contact constituent the event Search select and for individual Contact location. click from a similar event in the database, copy this button. On the Copy To the settings screen, search for and select the event from which to copy settings and select from event options, such tasks and registration options, to copy from the event. which as options Copy you multi- level event, the event options are determined by the Note: a are If adding options button not appear. the template; management event will Copy Calendar Event Show Not Show/Do on all events for your organization. You can decide if certain events should not be The event calendar view displays default, are events By displayed on the calendar. From an event, you can click Do included on the calendar. all not calendar Tasks . If an event has been marked to event show up on the event on event show not under Show event on calendar, calendar . you can click event Events Add Multi- level many hosts or tiered events, you can set up multi- level event templates to help organization your multi- If level use add multi- level event, you can select the template to you and can then add streamline data When entry. a events. the level } Add a multi- event , Add new and select Multi- level event. The Add a multi- level event screen appears. For 1. From click Events Screen on screen, see Add a Multi- level Event this on page 23 . items about information the

33 23 ETUP S VENT E event template to use. 2. the multi- level Select event, click . The Add an event screen appears. For more information about a add To 3. supporting Add an Event on page 21 . You can also edit or delete supporting events. see screen, the on items Add Screen events can arrows to show the hierarchical levels or tiers of the and how the you events, add you As 4. use are related. supporting events of new record event appears. 5. Click Save . The the the from of the record and is followed by the name of the level at the Note: The event name top appears Sessions” Keynote” the name of the event and “Conference is is the Conference if example, For template. “2011 the multi- level event template, the record will display “2011 Conference Keynote - name of the level from Conference Sessions.” level Multi- Screen Add a Event Screen Description Item hosts many multi- level or tiered events, you your set up multi- level event If Multi- organization level can data entry. When event add a multi- level event, you can select the templates to help streamline you can add the events. then use template to template and show the hierarchical levels or tiers of events and how the supporting events Use the arrows to Arrows are related. After you select the multi- level templates template, you can add supporting events. The event have determine whether events at the different levels or tiers can registrants, things such as , Edit Add , and speakers, more. options, lodging Delete and individual event to a Note: level event, the individual event When you convert an multi-

34 2 HAPTER C 24 Description Screen Item event. top the becomes tier add to individual events, see Add an Event Screen on page For how about or information edit 21 . Multi- Events to level Add Existing Events you might want to include a single event you already created. From the Add When you create multi- level events, Select from event hierarchy, click Add , Existing event . the the existing event and or screen event multi- a level is now part of the multi- level event and is displayed in the hierarchy. Save . click event The Multi- level Event Hierarchy of a multi- level hierarchy, you can view the event hierarchy from the events in the When an event is part The Event on the right edge of the page. hierarchy Event hierarchy view appears. click event, an hierarchy. From aspects of the multi- level event in the You You can add, edit, and delete events in can manage many hierarchy. can select an event and click Go to event to move quickly between events in the the hierarchy. You also hierarchy. supporting be deleted. Note: Events events with cannot Event Record prices, information about tasks, registrants, expenses, tabs location record several displays containing event The the information, event. You can add, edit, and delete information from coordinators, and notes for selected tabs. these a multi- level event, the event name appears at the top of Note: record and is followed by the name If this is the from template. For example, if “2011 Conference Keynote” is the name of the event and of the level the will name the level from the multi- level event template, the record of display “2011 “Conference Sessions” is the Conference Sessions.” - Keynote Conference

35 25 ETUP S VENT E or inactive under Tasks on the explorer bar. You can refresh the screen to make sure You mark events active can latest the have you information. Expenses Event Thermometer view event can use the event expenses thermometer to you expense the page, In the summary area of the expense thermometer compares the total amount budgeted for information quickly. For the selected event, visual so The result appears as a percentage and as a far. representation on and the spent amount total expenses thermometer. the multi- level event, you can click Include sub- Note: to view event expenses and capacity If this is a events event the sub- events. Click Only this event to switch the summary view back to information for both the and the event only. Thermometer Capacity Event the event page, you can use the event capacity thermometer to view capacity In the summary area of total event, event capacity thermometer compares the the event capacity selected the For quickly. information

36 2 HAPTER C 26 of registrants so far. The result appears as a percentage and as a visual representation on and total number the thermometer. the this level event, you can click Include sub- events to view event expenses and capacity Note: is multi- If a and switch sub- events. Click Only this event to event the summary view back to information for both the the only. event the KPIs Event you to quickly check how Performance aspects of your events are Key Indicators (KPIs) enable certain a KPI with a defined goal on an event, the KPI is displayed automatically in the performing. When you associate KPI the for the selected event. For example, you can create a KPI instance that displays the detail view on page can the when a particular event is selected. You page also create an “Event on “Event Registrant Capacity” KPI registration and donation revenue for the event. Revenue” KPI to monitor to is level event, you can click Include sub- events on the KPI Parameters tab multi- view Note: If this a the event and the sub- events. both for information

37 27 ETUP S VENT E instance } an event KPI Add for which a KPI instance. add to 1. Access the event under Tasks on the explorer bar. The KPI instances page for the 2. event Click Manage KPIs , selected appears. page, click Add . The Select instances KPI screen appears. the On 3. KPI a

38 2 HAPTER C 28 the KPI type. This KPI will appear on the KPI instances page for the selected event. 4. Events, select Under tab The Instance screen appears with the Parameters KPI selected. The parameters . 5. Click OK New type of KPI you select. available depend on the search which from creating the KPI is the default. You can click the binoculars to you for 6. The Event are different and select a event. tab. the Select 7. Preview

39 29 ETUP S VENT E status of the registrant capacity for the specific event, select today’s date and click Go . 8. see the current To tab. 9. Select the Goal you selected event for which Goal are creating the KPI. 10. value defaults from the The field, select “High values are good”. 11. In the Goal aim and until until fields, you can enter an amount you want represented in red and an 12. In Yellow the Red when yellow indicate warnings for under performance to the KPI in represented you amount want

40 2 HAPTER C 30 select a percentage on the color bar by using your cursor to drag the red and yellow displays. you can Or settings to for this KPI instance. lines to indicator the use such milestone dates and values, for this event capacity KPI. any Enter 13. as details, milestone tab. history Trend the Select 14. records how to handle the history On generated with each instance update. the Trend 15. tab, select history to keep all instance values You Archive only the last “X” values and save only a can Archive all values or values. selection here determines how many values for the KPI instance select number of Your instance instance create trend graph when the KPI a displays. to and saved are used the instance, you return to the event. However, before you can view the KPI on the 16. When you Save values you it. event, must generate for an values instance Generate } Event for KPI instance. which values for a KPI generate for to 1. event the Access under Tasks on 2. explorer bar. The KPI instances page for the selected event Click Manage KPIs , the appears. select the KPI instance for which to generate values and click Go to 3. instance . The KPI In the grid, KPI the instance appears. instance page for selected KPI far does not appear on the action bar, click the down arrow on the to right of the instance Note: If Go it. action bar to select screen value The 4. KPI . appears. KPI Update Click Update

41 31 ETUP S VENT E on the current date, select Process once using current date . This creates one history 5. view data based To date. the to relative record current the following steps: To specific date information, complete enter creates . records relative to the date determined by the interval date Back- Select a. several This history KPI “every days”. For example, back dating a 7 between months” 3 “every as such provided, or of every 3 months creates four history records, one 4/1/2007 each and 4/1/2008 with an interval for quarter. for new KPI instances, when trend information does not exist. After you typically Note: Back dating is used scheduling an will probably want to update it by administrator) a business you instance, KPI a create (or runs, the values are updated to reflect the most recent data. process. Each time the process enter start field, date from which to view data. b. In the From the enter the date to which to view data. To the In c. field, end if field, how every break down the data. For example, select in the From value Calculate the In d. to to view data for a year, in the Calculate value every field, you can opt to and To fields, you select every “3” view value information for “Months”. for erases falling within the specified date range previously stored values the dating Back Warning: KPI any a instance. KPI selected KPI values are 6. and the selected KPI instance record appears. Click Start . The updated status Information for the KPI tab. appears. Goal the Select 7. instance

42 2 HAPTER C 32 Edit Events event, add edit details for the event as necessary. From the Event Search screen, you can you After you an can to event an select edit. } Edit event an page to the screen to edit. The event select appears. Search Event the Use 1. event under Tasks on the explorer 2. The Edit event screen appears. Click Edit event , bar. the information. The items on this screen are identical event those on the Add event to changes Make 3. to about the items screen. this screen, see Add an Event Screen on page 21 . For more information on register the event, you cannot edit the Event allows designation on fees checkbox. Note: After users for changes, save . To 4. click Save your Lookup Event Edit ID event, a lookup ID is automatically assigned. Lookup IDs are unique, but can be When From you add an edited. Edit ID under Tasks . You can use the lookup ID when you search for events. click event, an lookup

43 33 ETUP S VENT E Management Options Edit Event multi- determine can have things such as registrants, speakers, options management Event level whether events can set for multi- level events. However, you options override templates lodging options, and more. Event the options for specific events. the the such whether the event can have registrants, go to as event and click event level multi- override To options, Tasks . Select the event options Edit the event, such as registrants, event management options under for you options for the event, the corresponding tabs appear for the event. For speakers, and expenses. When set can have Speakers tab appears. the example, if an event speakers, Coordinators Tasks and and an record, of can view and manage the coordinators event tasks On the Tasks/Coordinators tab you event. the with associated

44 2 HAPTER C 34 determine whether multi- level events can have things such as registrants, Note: management options Event as lodging the corresponding tabs. Event templates set the options for multi- and speakers, well options, as options override events, click Edit event management options under Tasks . To events. level for the specific necessary. all to the event and manage them as assigned For view Under Coordinators coordinators , you can coordinators, see Manage Coordinators on page 34 . information about how to manage the can information the tasks required for the event. For each task, you about view its Under Tasks you can view , owner. and date due multi- level event, you Note: manage coordinators and tasks for the event and any sub- events. If this is a can about task, select it in the grid and click Show Details . The Details window To view additional information a and view additional notes. For a completed task, you can status its completion displays information such as any date. To time, list may be difficult to find a particular task. over reduce the number of tasks that tasks the As grows it the grid as necessary. To filter the appear, select whether to view all tasks or only those due by you can filter grid, this and click Apply . You can also select whether to view completed tasks. To view all tasks, this week or month . Reset click the and manage the event tasks as necessary. For information about how to manage the grid, can add From you page . on tasks, see Manage Tasks 35 Coordinators Manage and or constituent groups are oversee an event staff make sure it runs coordinators Event the members that stages to the event itself. From the Tasks/Coordinators tab, you can add and smoothly, from the planning with event. associated manage the coordinators the a primary coordinator for the event. The primary coordinator is displayed in the event You can also designate summary view. Coordinators Event Add of an event page, you can assign coordinators to the event. Events do not require the Coordinators tab On coordinators. coordinator a } Add record, select the Tasks/Coordinators tab and click Add 1. Coordinators . The Add a On the event under appears. screen coordinator

45 35 ETUP S VENT E multi- level event, you can add coordinators to the event and any sub- events. In the Event field, 2. this is a If coordinator. for event the select the the select assign as the coordinator. field, Coordinator the 3. constituent In to planning as involved with the event, you can add the group or is such group constituent a a committee If coordinators. event as members its the primary coordinator for the event. 4. primary coordinator is You can mark one coordinator as The displayed in the view. summary event the Tasks/Coordinators tab. Click 5. Save . You return to Coordinator Event an Edit an After you can replace the assignment with a different coordinator as you assign a coordinator to event, necessary. } Edit a coordinator an event record, select a coordinator under Coordinators and click Edi 1. the Tasks/Coordinators tab of On appears. . The Edit coordinator screen Note: event, you can edit coordinators from the event and any sub- events. If this is a multi- level coordinator. the to assign as the constituent select field, Coordinator the In 2. as a planning committee is involved with the event, you can add the group or If a constituent group such event its members as coordinators. coordinator as the primary coordinator for the event. The primary coordinator is 3. can mark one You view. event the in displayed summary to return tab. 4. You . Save the Click Tasks/Coordinators Coordinator Event an Delete event add the coordinator from the event as necessary. you After an coordinator, you can delete a coordinator } Delete a 1. record, select a coordinator under Coordinators and click On event the Tasks/Coordinators tab of appears. message confirmation A Delete . multi- level event, you can delete coordinators from this event and any sub- events. Note: If this is a return 2. the Tasks/Coordinators tab. Click Yes . You to Manage Tasks to in preparation for an event. You can assign tasks job staff members or to groups or task a is required An event event. From the Tasks/Coordinators tab, you group manage the tasks required members involved with the can example, task owners complete their tasks, you can mark the as as complete from this for For event. the tasks tab.

46 2 HAPTER C 36 Tasks Add Event a task in preparation for an event. You can assign tasks to staff members or to groups or event An job is required event. the group members involved with same tasks as another event, you can If the tasks from one event to another. Tip: an event requires the copy copy tasks, see Copy Event Tasks on page 37 . For information about how to task } Add an event 1. an event record, click Add under Tasks . The Add a task screen appears. the Tasks/Coordinators tab of On task which add the task. For example, for a multi- level event, add the to to the 2. Select the event to sub- event. a or event selected field, enter a unique name 3. description to help identify the task. In the Name or Comment enter any instruction or explanation for the task. 4. In the field, field, select event coordinator to assign the task, or search for and select the staff the In 5. Owner the a assign task. For information about how to add the coordinator to the group constituent or member to Coordinators on page 34 . event, see Add Event due select Date the date by which the owner must complete the task. 6. In the field, email task, to remind the owner to complete the up under Reminders , enter the name and alerts 7. To set date alert. each for You return to Click Tasks/Coordinators tab. 8. Save . the

47 37 ETUP S VENT E Task Screen Add a Description Item Screen or add tasks for the selected event event, a sub- event. Select a you can multi- For level Event the to which for event the task. add to description task. or name unique a Enter identify the Name email appears as the subject line of the this If task, for reminder a configure you the alert. for the task. Comment Enter any instruction, comments, or explanation staff assign or search for and select the task, Select the the coordinator to which to Owner task. the perform to group or member constituent select the date by which the Date must complete the task. due For an active task, owner task, field appears. Select whether the task is active or When you edit the this Status completed. task. date the owner completes the select completed a task, the Date completed For to remind the owner to complete the task, enter the To and set up email alerts name When edit the task, the grid displays whether a you has date for alert. each reminder sent. been Reminders To a reminder, your organization must first configure a task send an email alert as Administration reminder email alert from . Tasks Event Edit add can edit its details as necessary, such as to update its status. After task, an you you event } Edit a task the event record, select a task under Tasks and On Edit . The Edit task click tab of an 1. Tasks/Coordinators appears. screen the on this screen are the same as on The Add a task screen. For changes Make 2. necessary. items as Add Event Tasks on page 36 . information about the options, see status If "Completed," select the date when the owner completed it. Tip: you change the to return . Tasks/Coordinators tab. Save Click the You 3. to Event Copy Tasks same tasks as another event, you can copy the tasks from one event to another. If an event requires the event Copy } tasks from another The of event record, click Copy from 1. Tasks . an Copy tasks screen On tab Tasks/Coordinators the under appears.

48 2 HAPTER C 38 field displays the current event. 2. Copy to The from field, the name of the event to copy tasks form. To search for an event, click the the In 3. Copy enter screen search A binoculars. appears. 4. the Tasks/Coordinators tab. Under Tasks , the copied tasks appear. Click . You return to Save as Edit For information, see tasks Event Tasks on page 37 . 5. You can edit necessary. the Tasks Event Delete as can delete it event necessary. add After an task, you you Delete a task } of a event record, select tab task under Tasks and click Delete . A 1. On the Tasks/Coordinators an confirmation message appears. this level event, you can delete tasks from the event and any If events. sub- a multi- Note: is return Tasks/Coordinators the You tab. 2. Click Yes . to Registrants for tab contains page, about the constituents registered Registrants the event. On event an On the information can manage information for registrants and registrant guests. You can add, edit, or the Registrants tab, you You can view registrant information and update registrant status. For more delete registrants and guests. Registrants registrants, on page 79 . about information and see Guests as whether events can have things such level registrants, determine Note: multi- Event management options well as the corresponding tabs. Event templates set the options for multi- speakers, and lodging options, as override events. options for specific events when you click Edit event management the level However, you can . Tasks under options Fundraising:Team Setup Tab Team to help raise awareness and funds for a particular Team With the Team Setup tab on fundraising is used cause. you manage teams, team captains, and team fundraisers. An event must first be marked appeals and events, can event. as a team The information about the teams for a team fundraising appeal or event. On this tab, Setup tab contains Team captains, and teams from the hierarchy. You can add team fundraisers, select team edit, and you can add, delete teams and team fundraisers. for goals assign

49 39 ETUP S VENT E Fundraising Teams who of to meet a specific monetary goal. You can use the Team groups are Teams work fundraisers together event to teams, team fundraisers, and captains, copy teams and fundraisers, and appeal add an of tab Setup or fundraisers. the for goals fundraising to set an appeal or event, you can copy the team instead of re- creating it in the appeal or To add an existing team to event. Add Teams view Setup tab, you can add a team. You can also add a sub- team to an existing team. the tree Team In the on Teams Edit the event or appeal, you can edit it as necessary from to Team Setup tab. For example, if add you After team an a goal, you a edit the goal amount. team designates a new can Delete Teams to an event or appeal, you can delete it as necessary from the Team Setup tab. add team After you a Teams Copy creating appeal or event, you can copy the team instead of re- to it in the appeal or add To existing an an team event. Fundraisers Team work to meet a specific monetary goal for a team fundraising appeal or Team fundraisers are individuals who team a directly to an appeal or event. A team fundraiser is not required to be part event. You can add fundraiser team add fundraisers to an event, you are prompted to register the you fundraiser if they of a team. When team registered. already aren’t

50 2 HAPTER C 40 Fundraisers Add Team team add to an appeal or event. A team fundraiser is not required to be part of a can fundraiser You a directly fundraisers add event, you are prompted to register the team fundraiser if they you When team. to team an registered. already aren’t Fundraisers Team Edit edit an event or appeal, you can you the team fundraiser as necessary from the add a After fundraiser to team if the team fundraiser designates a new goal, Team can edit the goal amount. On the Setup tab. For example, you an or appeal, you can select a team fundraiser to edit. Team Setup tab of event Delete Team Fundraisers necessary you event or appeal, you can delete fundraisers as team from the Team add fundraisers to After an tab. Setup Captains Team leaders of your fundraising teams. You can add team captains when you create teams, or Team captains are the To add team captains, you edit the team and add or remove captains as necessary. you them later. edit Captains Team Add you an event, you are prompted to register them for that event if they aren’t already add captains to When team registered. Promote Team Captains can a team fundraiser for a team in the tree view, you team designate the team fundraiser a captain is If already the team. of captain the as Team Captains Demote cannot of the responsibilities captain team captain but still wants to participate in the fundraising If a team fulfill the can a fundraiser on the team. to you demote captain event, Speakers Event a speech such as a welcome address or seminar session. Your view and manage the event may feature To presentations an event, select the Speakers tab at the event record. give who participants on

51 41 ETUP S VENT E whether multi- level events can have things such as registrants, Note: management options determine Event well as corresponding tabs. Event templates set the options for multi- options, lodging and speakers, as the the options specific events when you click Edit event management can you However, events. level override for . Tasks under options information associated with the event and can about their presentations Speakers Under you , the speakers view and time. You can also view whether a speaker is also a registrant for the event. such as topic and scheduled date a such for as preferences or presentation description, select the speaker To view any comments entered speaker, displays Details action bar. The Details window appears and the the speaker, Show in on the grid and click for the speaker. presentation information, and any comments entered and level you can manage speakers for this event event, any sub- events. multi- a is this Note: If a speaker who is a registrant, click Go to registrant on the action bar. The To view registration information about speaker appears. information about the registration record, see Registrant Page registration record for the For . 87 page on and manage the event’s speakers as necessary. the can add grid, From you Add Event Speakers event. about the speakers scheduled for an can Speakers must Speakers you tab, add information From the your database. When you add have speaker to an event, you enter an individual constituent record in a speaker such as topic and scheduled gives, the presentation the about information time. both a speaker and a Note: at an event, the Participation tab on the registrant When an individual is registrant the speech. For information about the Participation tab, see record displays information about scheduled . 96 Registrant Participation on page Add a speaker } the event for which to add a speaker. 1. Open the record of tab. Speakers the Select 2. Add on the action bar. Under Add a speaker screen appears. 3. Speakers , click The

52 2 HAPTER C 42 a multi- level event, you can add speakers for this event and any sub- events. In the Event field, 4. this is If the speaker. event the select for search field, select the individual constituent scheduled to speak at the event. Speaker the In for 5. and gives. the title of the presentation the speaker or enter subject 6. In the Topic field, fields, enter when the speaker is 7. to speak. You must schedule the In the Date and Time scheduled times of the event. and dates the within presentation enter any 8. information about the speaker, such as a request to have ice In the Comments field, additional or presentation, such as a detailed explanation of the topic. water near the podium, the return 9. Speakers tab. Click Save the You to . Event Edit Speakers to an event, After can edit the speaker information as necessary, such as to reschedule you add a speaker you edit an event speaker from the event record. the presentation. You can speaker event also a registrant for the event, you can edit the speaker from the Participation Note: When the is record. the about how to edit the speaker from the registrant record, see Edit For of tab registrant information 97 page Registrant Speaker Information on . } Edit an event speaker a of for which to edit event speaker. record the Open 1. the tab, select the speaker and click Edit . The Edit speaker screen appears. The items on this 2. On the Speakers as the Add a speaker screen. For information about the items on this screen, see screen are same the page . on 41 Add Event Speakers a multi- level event, you can edit speakers for this event and any sub- Note: If this is events. information necessary. 3. Edit the as You . to the Speakers tab. Save Click 4. return

53 43 ETUP S VENT E Delete Speakers Event to a you can delete the speaker information as necessary, such as due to a add you After an speaker event, cancellation. event an Delete } speaker for which to delete a speaker. Open 1. record of the event the to speaker click Delete . A message appears to ask whether the delete the 2. select tab, Speakers the On and speaker. level event, you can delete speakers from this event and any sub- events. Note: If this is a multi- to You Speakers tab. 3. Click Yes . return the Expenses event. budgeted and accrued when hosting the expenses On information the about The Expenses tab contains and delete expenses for the event. this can track the total amount budgeted for each tab, you can add, edit, You actual amount paid. the as well as expense, whether multi- level events can have things such as Note: Event management options determine registrants, as as the corresponding tabs. Event templates set the options for multi- speakers, and lodging options, well override you for specific events when you click Edit event management However, events. level the can options options under Tasks. area page, you can use the summary expenses thermometer to view expense event the of event In the total total budgeted for expenses and the amount the compares thermometer The information. expense result appears as a percentage and as a visual representation amount the thermometer. spent so far. The on events, can manage expenses for the event and any sub- events. Note: For multi- level you vendor, to an expense in the grid and click Go a vendor . The vendor view for To view select information about page about vendor view, see Vendor View on the 46 . information For constituent the appears.

54 2 HAPTER C 44 Add Expenses a expense organization incurs or plans to incur when you host an event. For example, you event debt An is your catering costs, fees, mailing costs, and printing fees. You can use the Expenses such expenses incur may as rental accurate event. on the success of your ensure tab to record information and reporting in . defined Your system administrator configures the event Administration Note: Event expense are types available. selections type expense Add an expense } select and Expenses tab record, click Add . The Add an expense screen appears. 1. On the event the multi- events. event, you can add expenses for this event and any sub- a In the Event field, 2. If this is level the expense. select the event for screen, expense. information about the 3. on this For see Add an the about information Enter items 44 . Expense Screen on page You Click to the Expenses tab. 4. Save . return Expense an Screen Add Screen Item Description for the this is a multi- level event, you can add expenses If the Select expense. for event Event sub- events. any and event the expense. Select system administration configures the available the type of Your have necessary security rights, you can click Type the add new Type you If selections. to options. to search for a vendor. Vendors Click be constituents in your the binoculars must Vendor database. total amount your organization budgeted for this expense. amount the Budgeted Enter for total organization and the vendor agreed upon your the service. the amount Agreed amount Enter payment due date for the expense. Date due Select the to make payment for the expense, use this field a record the total amount you After paid Amount

55 45 ETUP S VENT E Screen Description Item paid. make for the expense, use this field to record the date. paid Date After a you payment the information expense. additional any Enter Comment about Expenses Edit it as necessary on the Expenses tab of the event edit After you add event you can expenses, record. expense an Edit } Expenses tab and click Edit . The Edit an expense screen appears. On the event 1. select the record, level event, you can edit expenses from the event and any sub- events. Note: If this is a multi- items necessary. this screen are the same as on the Add an expense screen. For 2. Make changes as The on Add an on page 44 . Screen information about the options, see Expense to the Expenses tab. 3. Click Save . You return Expenses Copy the as a previous event, you can easily copy same expenses from one event to event an If requires expenses the the Agreed amount from the original event another. copied to the new event as the When you copy expenses, is Budgeted amount . event Copy from another } expenses select the tab and click Copy from . The Copy expenses screen appears. event the On 1. record, Expenses name the the current event. displays of 2. The Copy to field enter the name of the event to copy expenses from. To search for 3. event, click In the Copy from field, an appears. the binoculars. A search screen to 4. Expenses tab. return You . Save Click the Expenses Delete expense, event can delete it as necessary on the Expenses tab of the event record. After you add an you } Delete an expense On the Expenses tab and click Delete . A confirmation message 1. appears. event record, select the multi- can event, you a delete expenses from the event and any sub- events. level Note: If this is return to the Expenses tab. You . Yes Click 2.

56 2 HAPTER C 46 Vendor Go To about detailed select an expense and click Go to vendor . The vendor’s constituent a view To information vendor, appears. page View Vendor can is a vendor for your events, you constituent view a vendor page that displays a If your database in for which the constituent is assigned as a vendor. To view the constituent as a information about the events tab the an event, in the grid, select the vendor and click Go to vendor . The vendor’s vendor, from Expenses of you as click Vendor on the View where menu to access the vendor page. constituent page appears, can Options Registration and Event information about the registration and Options options for the event. The tab contains preference

57 47 ETUP S VENT E can view the different types of registrations available for the event. For Under options , you Registration you might a registration option with a registration type of Individual and a class a for example, reunion, create type a with a cost of $20. From this grid, you can add and manage and $15, of cost of registration Couple necessary. registration options for the event as Note: events can have things such as registrants, management options determine whether Event multi- level for the tabs. Event templates set the options corresponding multi- as well options, lodging and speakers, as the options for specific events when you level Edit event management events. However, you can override click options under Tasks . the record of any event that has sub- events. In this grid, you can view Registration grid appears on The packages available For the event. packages example, for a weekend- long information about the different registration for might as golf tournament, luncheon, and dinner dance, you such create a events supporting several with event a that includes all three supporting events. From the grid, you can add and registration package of “Full Weekend” the event necessary. manage registration packages for as view you event preferences. For example, for an event that includes , Preferences Under information can about the to registrants prefer a vegetarian food option. From which grid, preferences food, you might track use meal for the event as necessary. you can add and manage preferences Options Registration Add example, page, you can set up registration options. For of you might set up a Options the tab an event On type of General and a cost of $20 and a registration type of registration with a option with a registration Child can up as many registration options as necessary for the event. cost of $10. You set registration a Add } option event for which to add a registration the 1. record of Open the option. tab. Options the Select 2. click Add on the action bar. 3. Add a registration option screen appears. Under Registration options , The items this screen, see Add a Registration Option on on page 48 . the about information For Screen

58 2 HAPTER C 48 select the type of registration for which to add the option. 4. General , Under name a identify the registration option. Enter 5. to unique help field, Registration total number of registrations to associate with the registration the enter In 6. count the Golf of enter 4. option Foursome, registration for example, For option. enter the 7. of the registration option for the registrant. In the Registration fee field, cost enter the total cost of the registration option, per registrant, for your organization. 8. In the Cost field, for Benefits select the benefits a registrant receives as a thank- you gift for the 9. Under , search and enter the quantity the registrant receives and edit benefit, unit value or registration option. For each the detail information as necessary. Click to the Options tab. 10. Save . You return Screen Option Registration a Add the items on the Add a registration option screen. For The about how to access table below explains information Add Options on page 47 . this screen, see Registration Description Item Screen associated with registration option. Select the type the Registration type the available For information about types. Your system administrator registration configures Types on page 11 . registration types, see Event Restriction selected to identify the registration option. By default, the help Enter a name unique Name appears. type registration total number of registrations to associate with the Enter For example, for a Golf the option. Registration By default, the registration count associated with the selected enter Foursome, 4. count type appears. registration a registrant must pay to use Enter registration option to attend the event. the amount the Registration fee the be the cost of the event, or only cost plus a donation. may fee The registration

59 49 ETUP S VENT E Screen Description Item of total for your organization. The cost can include any the Enter registration cost option the incurs as catering, facility rental fees, or organization Cost event your expenses for such registrants number the registration option. total the that by divided of flowers, use benefits registrant uses the registration option receives. a the select and for Search Benefit that to include in the registration option. For example, a Enter the quantity of each benefit include for of each benefit, one for each Quantity registration option golf foursome might four member of foursome. the option. benefit included in the registration individual By default, the the value Enter each of Unit value appears. unit values from the benefit catalog total This of each benefit, based on the unit value and quantity. Total value column displays the value each benefit. example, for a t- shirt, enter its size For information additional any Enter about Details color. or total Benefits value of the benefits associated with the registration option. This field displays the total value is tax amount portion of the registrant’s payment. The receipt deductible The receipt the value of registration fee, less cost cost of the option and the total the of its amount Receipt amount is the the benefits. Options Registration Edit Once you can edit details for that option as needed. On the Options tab of an you add a registration option, select registration option to edit. event page, you can a registration a Edit } option event for which to edit a registration option. 1. record Open of the the tab. 2. Select the Options registration option to edit and click Options . The Edit registration 3. Registration Under , select a Edit this screen are the same as the Add registration option screen. For screen appears. The items on option this see Add a Registration Option Screen on page 48 . screen, information about the items on necessary. as information the Edit 4. return to the Options tab. 5. Click Save . You Event Registration Copy Options from an registration same a variety of events, you can copy this information from one event to the use options for you If other to single event from one or multiple a events. options registration can You another. copy another event } Copy registration options from the Open for which to add registration options. 1. the record of event tab. 2. Select Options the bar. Copy from on the action Under The Copy registration options Registration options frame, 3. click appears. screen

60 2 HAPTER C 50 from field, search for and select the event from which to copy registration options. 4. the Copy In You return the Options tab. Save Click 5. . to Option Registration a Delete can delete registration options as needed. On the Registration Options you options, you add Once registration option the Options grid, you can select a registration Registration to delete. page, event an of tab in registration option once you select it Warning: a registrant. To delete a registration You cannot delete a for delete associated registrations. option, you must first any option } Delete a registration registration event 1. which to delete a Open option. the record of the from tab. Options the Select 2. , select the option to delete. 3. Under Registration Options bar, . Delete action A message appears to ask whether to delete the option. 4. On the click You return the Options tab. Yes Click 5. . to Packages Registration Add registration can large, registration packages to combine level options from each of the For multi- events, you use packages, constituents can register for multiple events in one action. supporting events. With registration package registration } Add a for which to add a package. Access the event 1. have registration events with registration options defined in order to create must Note: The event supporting packages. Options the tab. Select 2. , click Add . 3. Add a registration package screen appears. Under Registration packages The

61 51 ETUP S VENT E the package and mark the checkboxes for the registration options to include. For more 4. a name for Enter this screen, Add a Registration Package Screen on page 51 . items the about information on see you must more than one registration option. However, you can registration a create To Note: package, select each event. select only one registration option from 5. . click package, registration the save To Save a Registration Package Screen Add on items screen. The table below explains the this Screen Item Description the registration package. accurately a that Enter Name describes name checkbox Each the Included registration options frame, the Total field time you mark a in Total total value of all registration options marked. updates to display the current option column the registration options available for each The Registration displays as event, “Nonmember.” To add a registration option to the supporting Registration “Member” such or registration checkbox. a registration option, corresponding remove option package, mark its To unmark its checkbox. option. displays total cost of each registration the fee Registration The fee Registration column the number of registrations Registration for each registration option. count This column displays included Edit Registration Packages you can edit details for a package as needed. On the Options tab of an add you registration packages, Once package packages you can select a registration frame, to edit. Registration the in page, event

62 2 HAPTER C 52 package } a registration Edit for the edit a package. Access which 1. event to supporting events registration options defined in order to have registration must event The Note: have with packages. tab. 2. Select the Options the 3. package to edit and click Edit on In action bar. The Edit the Registration packages frame, select the appears. screen package registration The items on this screen are identical to those on the Add a registration 4. Make the necessary changes. about information items on this screen, see Add a Registration Package package screen. For more the 51 page on . Screen Save . 5. save your changes, To click Packages Delete Registration you can delete registration packages as needed. On Once Options tab of an you add registration packages, the packages you can select a registration frame, to delete. Registration the in event, package package } Delete a registration for Access to delete a registration package. 1. the event which have event with registration options defined in order to have registration The Note: supporting must events packages. tab. Options 2. Select the frame, select the package to delete and click Delete on the action bar. A In the Registration 3. packages to you the package. message appears confirming want delete package, click Yes . 4. To registration the delete Registration Add Preferences may For to capture preference information such as T- shirt size or meal preferences. many events, you want for event, you can then include these preferences for the registrant. When someone registers the preference registration } Add a for which to add a preference. Access the event 1. a tab, Add under Preferences . The Add Options registration preference screen appears. the On 2. click

63 53 ETUP S VENT E the preference, such as “Shirt size”, and enter the options available for the preference. 3. a name for Enter . Save Click 4. Registration Preferences Edit an for can edit the name or options as needed. On the Options preferences registration add you event, Once you Preferences frame, you can select a registration preference to edit. tab the of an event in page, preference registration a } Edit to edit a 1. Access the event for which preference. select preference under Preferences and click Edit . The Edit registration 2. On the Options tab, the preference screen appears. necessary preference name or options. changes to the the 3. Make . Click 4. Save Preferences Registration Delete to an event, you can delete them as needed. On Once Options tab of an you add registration preferences the frame, can select a registration preference to delete. event, in the Preferences you registration a Delete } preference to delete a registration preference. Access 1. event for which the the and under Preferences select click Delete . A message appears 2. preference On the Options tab, preference. the delete to want confirming you Click Yes . 3. Copy Event Preferences use preferences for a variety of events, you can copy this information from one event to If the same event you multiple preferences a single event from one or to other events. event copy can another. You

64 2 HAPTER C 54 from another event } event preferences Copy for the copy event preferences. Access 1. which event to click Options under Preferences . The Copy event preferences screen appears. the On 2. Copy tab, from the click to open the Event Search screen and select binoculars event from field, 3. In the Copy the from to copy event preferences. which . Save Click 4. Invitations the constituents to invite to the tab The Event Invitees grid The Invitations contains information about event. for displays event. In this grid, you select to view a list of all invitees for the event and a summary of invitees the invitees copy invitees from a different event. For more information about invitations and the you can add new or page 124 . Invitations tab, see Invitations on such whether level determine can have things multi- as registrants, options management Event Note: events as well as the corresponding speakers, Event templates set the options for multi- and lodging options, tabs. you override the options for specific events when you click Edit event management level events. However, can Tasks under options . Event Designations When can to associate with an event’s fees. designations you select On select you tab, Designations the default designation. Fees are automatically applied to the default designation. You you also select designations, a and amount, on the Designation tab of the registrant record. For information about can change the designation Designation of the the registrant record, see Registrant Page on page 87 . how to access tab only an if you selected Event allows designations on fees on the Add tab event Note: The Designation appears 19 how the about an event screen, see Add Events on page access . screen. For information Add for an event fee designations Edit }

65 55 ETUP S VENT E the event for which to edit designations. 1. the record of Open Designations the Select 2. tab. 3. screen appears. Click . The Edit designations Edit with to designations a Select 4. the associate event. 5. Select designation. default a Designations tab. Save You Click . 6. return to the Event Appeals To than event registrations, you can associate an event with an track revenue applied toward an event other with an event, revenue is appeal. toward the appeal in revenue amounts After you associate an appeal applied as reports or key performance indicators (KPIs). You can associate multiple associated with the event, such in Appeals and the appeals associated with an event, select the view tab on the To event. an with appeals manage record. event whether level determine events can have things such as registrants, Note: Event management options multi- well options, corresponding tabs. Event templates set the options for multi- lodging and speakers, as as the management the override specific events when you click Edit event options level events. However, you can for . Tasks under options with an event. For each appeal, you can view its start and end dates You its goal. can view appeals associated and about appeal, select it in the grid and click Go to appeal on the action bar. The To view additional information an appears. record of the appeal event } appeals for an Edit appeals. of for which to edit event record the Open 1. the

66 2 HAPTER C 56 tab. 2. the Appeals Select click Edit on the action bar. The Edit event appeals screen appears. Appeals Under appeals 3. , event. the to associate with the appeals select and Search 4. for You return to the Appeals tab. 5. Click Save . Documentation this multi- level event, you can manage documentation for this event and any sub- events. is Note: If a see to on an event record. For more information, notes Notifications on page 58 . add can You notifications

67 57 ETUP S VENT E whether multi- level events can have things such as registrants, Note: management options determine Event well as corresponding tabs. Event templates set the options for multi- options, lodging and speakers, as the the can specific events when you click Edit event management you However, events. level options override for options under Tasks . Notes Documentation to track helpful or interesting the about your records. information you can add tab, notes On Add Notes can about your records. Documentation notes track On you tab, the note Add } a a record, click Add , 1. . The Add a note screen appears. On the Documentation tab of Note Enter date, title, author, and the content of the note. 2. Select a note type. the to Documentation tab. return 3. Click Save . You the Note Screen Add a Screen Description Item If system administrator configures note types. of you have Select type the The note. Type add a note type. security rights, click Type to the of Date Enter the date note. purpose, of the note. Title Enter the title, or author, for magnifying glass. A search screen appears. search To click Author an the note. of content the Enter Notes the Notes Edit tab, as necessary. you edit Documentation the On can notes a note } Edit Edit a select a note and click Edit . The record, note screen appears. of Documentation the On 1. tab to the note type, date, title, author, or note content. 2. Make changes as necessary return Click the Documentation tab. 3. Save . You to Notes Delete notes tab, you can delete notes when necessary. the After you Documentation add to note a Delete } of a record, select a note and 1. Delete . A confirmation message appears. On the Documentation tab click You to the Documentation tab, and the return no longer appears. . Yes Click 2. note

68 2 HAPTER C 58 Notifications share to about a record or a group of records with users. You can you important allow Notifications information For receive or only a targeted group of users. notification example, you should determine whether all users a receive a notification when they open the record of a board member. may want all users to every record type. They are available only for: Notifications are not available for records • Bank Account Adjustment • Account Deposit records Bank records • Bank Account Deposit Correction records • Constituent records Event • • Membership records • Planned Gift records Research • Group records records • Revenue information on a record. appear Notifications bar the of batch. appear Constituent Window of a revenue the also in constituents for Notifications Note: to appear You a separate screen when a record is accessed. The notification screen can also set notifications on appears record is accessed during a session. If you leave the record and return within 60 minutes, the first time a does appear again. However, if you return after more than not minutes, the the notification screen 60 again. appears screen notification

69 59 ETUP S VENT E groups of records in Administration . You can also create notifications for a You create notifications for can tab the record. from record specific of Documentation the Records Specific to Notifications Add a notification to a note on a record. First, you select or create a note the you can add Documentation On tab, the the the note. add with to notification’s message. Then you notification notification } Add a appear note use a the notification. The note’s title and text to as 1. On select tab, Documentation the for notification. the to the record before you can add a notification. You must add a Note: note . Add notification screen appears. 2. Click Notification , Add The the who whether to display it on a separate screen, and the users display 3. Select how long to notification, view the notification. . the Documentation tab. Save return You to 4. Click Records Specific Notifications Edit for to a record, you can edit After properties on the Documentation tab. You can change you add a notification its the and who views it. To edit the notification’s content, you edit the note how long to display notification notification. the with associated Edit a } notification Edit the the notification and click Notification , Edit . The with On the Documentation select note tab, 1. appears. screen notification the notification, such as how long to display it and who views it. Make changes as 2. to necessary title or content, edit the note itself. Note: To edit the notification return 3. the Documentation tab. Click Save . You to Records Delete Notifications from Specific On delete a notification when you no longer need it. To remove a notification Documentation the tab, you can Notification note the notification to remove and click with , Delete . the select record, from a

70 2 HAPTER C 60 Media Links you Documentation links to websites or related materials stored outside of the program. the On can tab, save Links Media Add add enter the website address. When a link, you you media link media a Add } The 1. click Add , Media link . the Add a media link screen appears. On Documentation tab of a record, type. Enter the date, title, and author. Enter the URL for a website. 2. Select a media link return the You Documentation tab. 3. Click Save . to Link Media a Add Screen Item Screen Description types. link. system media configures media link The If of type the Select administrator Type Type to add you media link type. have security rights, click a of media link. Date Enter the date the or of the link. title, the Enter Title purpose, an author, click the binoculars. A Author screen appears. To search for search the for a website. Media URL Enter URL Links Media Edit for a website. can URL edit You the link } Edit a media 1. a record, select a media link and click Edit . The Edit media link screen the Documentation tab On of appears. can the media link type, date, title, or author. You to edit the URL for a necessary as Make 2. changes website. You return to the Documentation 3. Click Save . tab. Delete Media Links links to the Documentation tab, you can delete them as necessary. After add media you link media } Delete a tab of a record, select a media link and click Delete . A confirmation message On 1. the Documentation appears. media return to the Documentation tab, and the You link no longer appears. Yes Click . 2.

71 61 ETUP S VENT E Attachments records. to attach a file, the program stores a copy in the database. items attach When You can you Attachments Add to about records. When you attach a file, the program stores a use can You track details attachments additional database. the in copy attachment an Add } record, click Add , Attachment 1. The Add an attachment screen appears. On the Documentation tab of a . the date, title, and author. To search for the attachment, click Choose 2. Select an attachment type. Enter file . You . Documentation tab. the to 3. Click Save return Add an Attachment Screen Description Item Screen system administrator configures Select types. If attachment the type of attachment. The Type to add an attachment type. you have security rights, click Type attachment. the Date Enter the date of of attachment. Title the purpose, or title, the Enter click the Author A search screen appears. To search for the author, binoculars. click Choose file . To view an attachment, click Open To . To locate the attachment, file File file . click remove an attachment, Clear Attachments Edit tab, an attachment. You can remove a file and choose a different file. You On the edit you Documentation can can also view an attachment. Edit attachment } an a record, select an attachment and click Edit . The Edit attachment screen 1. On the Documentation tab of appears. view attachment type, date, title, or author. To the an attachment, click necessary as changes Make to 2. attachment, click Clear file To select a Open file, click Choose file . file To remove an different You to the Documentation tab. 3. Click Save . return Attachments Delete necessary. Documentation tab, you can delete it as to After an the attachment add you attachment an Delete } of a record, select an attachment and 1. Delete . A confirmation message On the Documentation tab click appears. return to the Documentation tab, and the You no longer appears. Yes Click 2. . attachment

72 2 HAPTER C 62 Files Open Attachment attachment add Documentation tab, you can open the attachment. Select the attachment you After on an the file Open click and . Occurrences Job the of perform jobs such as crowd control or to preparation of Your volunteers event may require the use jobs available for volunteers at an event, select the invitations. Occurrences tab on To view and manage the Job record. event the multi- level events can have options such as registrants, Event Note: management determine whether things well as the corresponding tabs. Event templates speakers, the options for multi- and lodging options, as set can the options for specific events when you click Edit event management level events. However, you override options under Tasks . Job view the jobs associated with the event. Under each occurrence, you can view For , you Occurrences can is and times for the job and whether the occurrence end active. To view any start as such information the job occurrence, select the occurrence in the grid and additional Show Details on the information about a click Details appears and displays information such as job department, location, and any action bar. The window entered. comments find you can filter the occurrences that appear in the grid. On the action bar, click Filter , To job, a help specific occurrence You view and click Apply . the can select to view occurrences by frequency type select the criteria of to select or location; or job department. You can also recurring; whether to display only time, one- as such ongoing, remove the selected filters and active all occurrences, click Reset on the action bar. job occurrences. To display you manage the event’s job occurrences and their job schedules as necessary. From the grid, can the as of a job to view and manage additional information such access volunteer traits. To • You can record Go for occurrence, select the occurrence in the grid and click record to job on the action bar. job the access an

73 63 ETUP S VENT E job occurrence schedule to view all volunteers assigned to an occurrence. From the • can access the You assign match occurrence to volunteers. To access the schedule for a job the can you schedule, and job grid in Schedule on the action bar. occurrence the select occurrence, and the click report Job job occurrence. This report displays all dates and volunteers a for generate can You • Schedule a in Schedule for a job occurrence, select the occurrence report the access To occurrence. an with associated Job the action bar. the grid and click View schedule on occurrences and with the event. To add a job occurrence, click Add on the • You can add manage job associated with job an event, you select the job to associate from an event and a add you When bar. action occurrence the grid, you can also select a job enter and edit or delete it information about its occurrence. From occurrence from the event as necessary. level event, you can add and view job occurrences for this event and any sub- events. Note: this is a multi- If record, the occurrence schedule, the Job Schedule report, or how to add the about job information more For job Guide . Volunteers the see occurrences, manage or job GL Mapping Tab set such GL Ledger information, must as accounts, transaction To successfully post transactions, you up . Administration in mappings segment and mappings, items, such as appeals or events, When GL Mapping tab appears on the you create segment mappings for the you select appeal as a segment in an account structure, when you view the item’s record. For example, once tab GL From the GL Mapping tab, you can view the segment value and edit appeal record, the Mapping appears. necessary. if mapping the You . To access the Map Segment page, select an account create mappings in Administration Note: segment Mappings page. account system page, click Define Segment an . Setup system from the GL Ledger From Ledger mapping of an item, select the GL Mapping tab on the item’s record. To view and manage the GL segment mappings are: fundraising purposes, events, and Additional examples of items with potential membership levels. than appear on records Mapping are used as segments in more does one account tab not Note: The GL that database. the within structure transaction toward an item, such as a designation, the GL mapping information When you apply a revenue on From revenue record. default the revenue record’s GL Mapping tab, you can automatically appears as a the necessary. mapping segment the edit as mapping } Edit item tab. as a designation or appeal, select the GL Mapping an 1. On the such record of appears. Edit The Edit mapping screen . click , GL Under 2. mapping value to associate with this item. 3. Select a different segment value from the Edit mapping screen, the value is automatically updated on the When you edit a segment To Segment the Map Segment page, click Define Administration. Map Segment page in access Setup Administration of Ledger . Mappings on the GL page tab. You the GL Mapping to . Save Click 4. return

74 2 HAPTER C 64 Lodging Options who have your event from some distance and require lodging facilities such as may You travel registrants to accommodate To your organization may negotiate with lodging facilities motels. or hotels your help registrants, site for Your organization may also provide on- event. lodging rooms the to reserve a number of view the lodging facilities and rooms allocated for an accommodations select for registrants and guests. To event, tab. Options Lodging the multi- level events can have management such as registrants, Note: Event options determine whether things well as the corresponding tabs. Event templates set the options for multi- speakers, and lodging options, as override level options for specific events when you click Edit event management events. However, you can the . options under Tasks locations with rooms allocated for the event , For each location, you Under options Lodging the lodging appear. of room allocated for the event, how can of those rooms are assigned to registrants, view the total number many the and how many room are assigned to location, registrants than capacity. at remain many how more a multi- level event, you can manage lodging options for this Note: and any sub- events. If this is event breakdown the room counts by type for a location, click its plus sign. As users associate registrants To view a of the event, program automatically updates the number of rooms that remain of each options lodging with for the view on room types and counts for all locations, click Expand all To the action bar. type at the location. the Details about select it in the grid and click Show location, on the action bar. The information additional view To a displays the discount code and any comments entered for the location. Details window appears and can locations and manage lodging you as necessary. From the grid, add an Options Lodging Add Event for facilities your may negotiate To multiple lodging organization to registrants, your accommodate help with rooms for the event. On the Lodging options tab of an event record, you can add reserve a number of locations information have rooms allocated for the event. When you add a lodging about the lodging that reserved lodging and enter information about the rooms location for your registrants. select you option, the

75 65 ETUP S VENT E } a lodging option Add the event which to add a lodging option. record the Open 1. of for click Options Lodging options . The Add a lodging option screen appears. Lodging the On Add 2. tab, under event, Event can add lodging options for this event and any sub- events. In the level 3. If this is a multi- you option. lodging the for event the select field, location with rooms allocated for 4. event. If the location you want Search for and select the lodging the necessary. does not appear, add it as enter In about the rooms allocated at the location. 5. the Room types grid, information Smoking the rooms allocated at the location, such as of and Non- select types a. In the Type column, configure room types when you add smoking lodging location to the or by bed size. You the database. the number of occupants each room enter holds. Sleeps the In b. column, type enter the number of room reserved for each type. c. In the Allocated column, return You the Lodging Options tab. 6. Click Save . to Event for Options Lodging Edit an rooms for you can edit it as necessary, such as to adjust the number of event, lodging a After add an you option the event. for allocated type specific a of you can edit information Note: a lodging location associated with the From the Lodging Options tab, about select location to edit and, on the action bar, click the and select event. Under Lodging , options Edit . info Address/contact } Edit a lodging option the the for which to add a lodging option. 1. Open record of event and tab, option under Lodging options and click Edit the select Lodging Options select 2. On the Lodging lodging option screen appears. The items on this screen are the same as option Add a . The Edit a the screen. option lodging multi- level event, you can edit lodging options this this event and any sub- events. Note: If is a for

76 2 HAPTER C 66 as necessary. 3. the information Edit You Save the Lodging Options tab. Click 4. return . to Event from Options Lodging Delete an the from such as if your organization no longer uses event, location to can an delete a lodging You option accommodate with a lodging option, you cannot delete the option. its registrants. If registrants are associated option lodging a Delete } the event from which to delete a 1. option. Open the record of lodging Options 2. Select the Lodging tab. select option to delete. , the 3. Under Lodging options multi- level event, you can delete lodging options from this event Note: any sub- events. If this is a and bar, Delete . A confirmation click appears. action the On 4. message You 5. to the Lodging Options tab. Click Yes . return Campaigns can make planned efforts to raise money for specific programs or causes. your With campaigns, organization the name your campaigns and any subpriorities associated with them. To update grid Campaigns The displays of . List the grid, click Refresh and system role, you can edit Depending information and view information on your security rights campaign campaign. a about a Campaign View a on about the Campaigns tab, select it in the grid and click Go to campaign . The To access information campaign information the with campaign such as goals and any hierarchies or priorities. campaign about record appears Guide campaign see the Fundraising record, . the about For information

77 67 ETUP S VENT E Edit Campaigns registration, an automatically applies the event to the default campaigns. add you When the event program you event the campaigns associated with the event. If no campaign is an add you After can registration, edit one. add associated with an event, you can registration Edit campaigns for an existing event } campaigns Campaigns the click Edit campaigns . The Edit event tab 1. On select record, event the and appears. screen the binoculars to select a campaigns to 2. the event to. A search screen In the Campaign column, click apply appears. a subpriority of a selected campaign, select the subpriority in the Campaign event 3. To apply the to subpriority column. You the Campaigns . tab. to 4. Click Save return Attributes attributes about store You can set up event information in Administration , to you allow Attributes useful events. to events on the Attributes tab of the event page and on the Event Details tab of the you can add them or page. attributes can supplement the information already stored on event Friends Asking Friends Configure Event track you is important to your organization. You can create an unlimited that so records information can that number of attributes for events. Event Add Attributes event page, you can add attributes for the event. You On use attributes to manage the Attributes tab of an can your event. about details important track and for events only if your system administrator Note: event attributes. For The Attributes tab appears configured to attribute categories, see the Administration Guide . more information about how add attribute } Add an event 1. an event record, click Add . The Add event attribute screen appears. For the On Attributes tab of page this see Add Event Attribute Screen on screen, 68 . on items the information about

78 2 HAPTER C 68 field, select a category for the attribute. Your system administrator sets up attribute 2. the Category In Administration in . categories 3. a value or description for the attribute. For example, if the category is Awards, In Value field, enter the Make "Service enter a value that accurately identifies the attribute enter might you sure Award." to database. your throughout attribute date fields, enter the dates when the date is valid for the event. In 4. Start and the End enter any additional information or comments about the attribute. 5. In the Comment field, return 6. the Attributes tab. Click Save . You to Screen Attribute Event Add on this screen. table explains the The below items Description Screen Item the attribute. Your system administrator sets up attribute Select a category for Category . Administration in categories or description for the attribute. For example, if the category is Awards, Enter a value "Service to Make sure enter enter a value that accurately identifies Value you might Award." database. throughout attribute the your Enter the start date and end date when the attribute is valid for the date Start / End date event. comments information about the attribute. Comment or Enter additional any Attributes Edit Event attribute to an event, you can edit it as necessary. On the Attributes tab of an event page, you After you add an attribute edit. event can select an to appears for events only if your system administrator configured event attributes. For Note: The Attributes tab Guide to categories, see the Administration attribute . how more information about add attribute } Edit an event access event record. , an Events From 1. tab. select an attribute and 2. Edit . The Edit event attribute screen appears. On the Attributes click

79 69 ETUP S VENT E The items on this screen are the same as the Add event attribute screen. For 3. changes as necessary. Make Add Event Screen on page 68 . options, the about information see Attribute attribute category you create the attribute. However, you can delete the an edit cannot You Note: event after the category. in attribute and create a new version appropriate return the tab. 4. Click Save to You . Attributes Attributes Event Copy attributes for a variety of events, you can copy this information from one event to If you use the same event attributes to single event from one or multiple other events. The Attributes tab another. You can copy event a configured attributes. administrator appears only if your system event attribute categories, see the Administration Guide . For information about how to add one present two events and you copy the attributes from on to the other, the is attribute an If Note: already manually delete the duplicate. However, if the attribute is marked as Allow attribute appears twice. You can the attribute is not copied and only appears once. only one per record , event from attributes Copy } another an event record, click Copy from . The Copy attributes screen appears. 1. the Attributes tab of On click the binoculars to search for an event. 2. In the Copy from field, to return Attributes tab. 3. Click the You . Save Event Delete Attributes an event, you can delete it as necessary. On the Attributes tab of an event pageyou Afteryou add an attribute to to attribute can select an event delete. event an Delete } attribute the Attributes tab. 1. event record, On select the and Delete A confirmation message appears. . attribute the Select 2. click only if your system administrator Note: event attributes. For more The Attributes tab appears configured add categories, see the Administration Guide . information about how attribute to return to the Attributes tab. You Yes Click 3. .

80 2 HAPTER C 70 Web Forms you event an event description to display on web forms. When you create a web form the On can record, enter on users for the event online, this description appears register the web form. website in Web to allow to to display on web form } Add an event description record, select Web Forms tab. 1. On the event the the Edit description for The forms screen appears. In event editor, enter the description. . Edit Click 2. web web form in Web for this event, When description appears on the web form. you create a the . return to the event record. 3. Click Save You Page Event Summary supporting events, from the main event page, with can access an event summary For event any associated you is a view in which all tasks, registrants, and expenses are page. up from the individual The event summary rolled access summary page, on the main event page, click View [selected the summary , supporting events. To event] the explorer bar. on Tasks under

81 71 ETUP S VENT E Events Summary summary in information about the selected event and any additional events tab Events The view the contains events, tab event summary page, you can add supporting events, edit the and On it. Events of that support the events. delete add supporting events, see Add Supporting For on page 71 . more information about how to Events to events, see Edit Events on page 32 edit For more information how about . Events Supporting Add events comprised of smaller If you can add supporting events to a main your organization sponsors large events, you an alumni weekend in May each year, you can designate “Alumni Weekend” as event. For example, if have the supporting as “dinner” or “golf outing” to such main event. add the main event and events Add an event } which add for a supporting event. 1. Access the event to screen action The Add a supporting event the appears. on Add Click 2. bar.

82 2 HAPTER C 72 information in the fields. For more information about the items on this screen, see 3. the necessary Enter on Event . an page Add Screen 21 . Save Click 4. Summary Tasks event summary, the Tasks/Coordinators tab displays tasks for all events associated with the When you view an the in Tasks grid, the tasks are listed by event. To sort the events, click the column by main By default, event. sort. to which

83 73 ETUP S VENT E Registrants Summary summary, an tab displays registrants for all events associated with the view you When the event Registrants the Registrants the registrants are the by event. To sort the events, click grid, main event. By default, in listed sort. to which by column Expenses Summary summary, the Expenses tab displays expenses for all events associated with the main you view an When event the grid, the expenses are listed by event. To sort the Expenses click the column by event. By default, in events, sort. to which

84 2 HAPTER C 74 Page Events Overview accessible Overview , displays all events and their associated tasks in a single view. Events The from page, Events or you manage all your organization’s events and tasks, can only those assigned Overview Events the On page, tabs, you can add, edit, and delete events or tasks, mark tasks complete, and go to specific to you. From the events or tasks. Tasks page, the Tasks tab displays tasks for all events. By default, tasks appear by event. To On Events Overview the you, the by which to sort. To display only those tasks assigned to click select Only show sort the events, column click Apply . and tasks my

85 75 ETUP S VENT E events, see Manage Tasks on page 35 . For on tasks and information Events page, tab displays all events. By default, under Events , events appear Event the On the overview Events alphabetically. the which to sort. click by column To sort the events, events, see Add Events on page 19 . For information about how to add events, information Edit Events on page 32 . see For edit to how about Calendar Event from an event record, click View event calendar under Tasks on the explorer bar. To access the event calendar, events all within the selected date range. You can narrow the events The event calendar displays occurring site, or location. day, displayed by month, week, category, view all available events and tasks, but a task owner can view only those tasks Note: An event coordinator can personally. him and events assigned to not be displayed on the event calendar. For more information, You Show/Do Not Show can mark events to see page 22 . on Calendar on Event

86 2 HAPTER C 76 you must take before you can begin scheduling events. For steps guiding you through There several steps are see Event Checklist on page 16 . setup Setup event the process, Day by Calendar View Event you can select several different views. You can view a detailed calendar for a specific With the event calendar, includes and information about all events view tasks scheduled for that day. The day view day. The day detailed Day hours. view the event by for a specific day, select the day and click To at the top of is broken down calendar day view appears. The screen. the

87 77 ETUP S VENT E View Calendar by Week Event can calendar, different views. You can view a detailed calendar for a specific event the With select you several The information events and tasks scheduled for that week. all week detailed week. The week about view includes To view the event calendar for a specific week, select a day in that week and click view is broken down by days. screen. top week view appears. Week at the of the The Month by Calendar Event View a With different views. You can view event detailed calendar for a specific the calendar, you can select several information about all events and month. scheduled for the entire month. The The month view includes tasks down weeks. To view the event calendar for a specific month, select a day in that month month view is broken by top at screen. The month view appears. Month click the and of the Tasks and Calendar Filter Events at the top of the event calendar to determine which tasks and events appear. To You can use the checkboxes events, include Include completed events . To include both completed and both completed and mark active updates. tasks The event calendar automatically . completed mark tasks, active Include

88 2 HAPTER C 78 can view all available events and tasks, but a task owner An view only those tasks Note: event coordinator can to him personally. assigned events and

89 3 chapter Event Registration Guests Registrants 79 and 87 Page Registrant View Registrant 101 On can and registrations for each of your events. registrants the Registrations tab of you manage With Events , can add registrants for an event. When you register an constituent for an event, you record event page, you a the selects. Once you add a registrant, you constituent then add registrations, guest options registration the can attributes for the registrant. You can registrants, the registrant’s attendance status for the and registrant record event. and Registrants Guests create When an invitation from the event Invitations tab the invitee displays on the send Note: and you “Invitation” and Status = “No reply.” = Type tab: Registrations tab of an event record, you can view and manage information about the constituents the On Registrations or to the event invited their guests. for registered and , you can view the registrants and guests along with invited constituents for the Under Registrations selected You view which registrants declined an invitation, canceled, will not attend, or registered online and event. can fee the for each registrant. You can also view whether each registrant attended or has a balance registration due event. select view additional information about a registrant, another the registrant in the grid conflict with To invited Go (this option does not display for unregistered registrant guests). The record of the click and to For information about the items on this record, see Registrant Page on page registrant . appears. 87 Conflicts only between sub- events of a main event, such as two receptions on the same night Note: occur alumni an weekend. during registrant list grows over time, it may be difficult to find a particular registrant. To narrow the list, As can the you the by registrant, registrant status such as Will not grid or Canceled, if the registrant attended, or filter attend

90 3 HAPTER C 80 Preregister, or Walk- in. Select the criteria of the registrants to view and click Apply . To type as Invitation, such view all in the grid, click Reset . filter the remove and registrants Options Status Registrant grid on the event record, you can mark the status of a registrant, From Registrations tab of Registrations the or she or attends the event. whether indicate to as such he cancels you registrant you that he a she will not attend the event, informs can indicate that the If – attend not Will • or registrant and click Mark as, Will not attend . In the grid, the Status registrant will not attend. Select the the for registrant. column displays Will not attend selected that mark as will not attend and the registrant informs you registrant he or she will you a • Will attend – If attend indicate that the registrant will attend. Select the registrant and click Mark the event after all, you can . attend Will as, a registrant registered for the event, did not cancel his registration, but failed to • up, you can No- show - If show by Mark as, No- show . In the grid, the Attended column displays No show for the record the no- show selecting registrant selected If a registration, you can indicate that the registrant canceled the event. Select a • Canceled refunds – registrant for Canceled In the grid, the Status column displays Canceled . the selected the Mark click and registrant as, registrant. mark a registrant as canceled and the registrant registers for the event again, you can • Not canceled – If you longer registrant the event. Select the registrant and click Mark as, Not canceled . indicate that the no canceled event, To can indicate which registrants attended the event. an mark a registrant as • Attended – After you the in and click Mark as, Attended . In grid grid, the Attended column registrant the select attended, the selected registrant. displays Yes for the - the the constituent’s registration is event result of a sent invitation and the constituent • Register for If wants invitation for the event, click the Register button. The registration screen to the accepts and register adding information see Add Registrant Screen on page 82 . a more For appears. about registrant, the constituent registration is the result of a sent invitation and the If declines • Mark as declined - constituent’s the the selecting Mark as declined . In the grid, by Status column displays record can you invitation, the refusal The invitee’s Status changes to “Declined.” Declined for the selected registrant. - not you marked an invited registrant as declined and you later need to change the status • Mark as declined If maybe - order to register the invitee for the event - select Mark as not declined . In the grid, back in to No reply button reply” the selected registrant and the Register for is activated, allowing “No displays column the Status constituent for the event. you to register the attended all After an event, you can indicate that all registrants attended the event. Click Mark , • Mark as – . as grid, the Attended column displays Yes for all registrants not already marked as all Mark In attended the and as all guests of registrants not already marked attend, Canceled. Canceled or Will not for he After event, attended – you mark a registrant as attended when an or she did not actually not as Mark • if can indicate that the registrant did not attend attend event. Select the registrant and click the event, you the as attended . Mark , Mark not an Registrants All Update Event of attendance want update the attendance of If registrants whose to status remains open, you event an after all you event attendance task. For example, you may want to designate all registrants with an can use the Update “No- show.” as status open

91 81 EGISTRATION R VENT E attendance status } all unspecified registrants’ Update under event click Update event attendance . The Update event attendance the From 1. Tasks record, , appears. screen all status to either No- show or Attended . to Select 2. unspecified attendance change registrants’ Any of listed in the Registrations grid update. the Registrations tab 3. Click Save to complete registrant the For column displays the selected attendance status. now Attended in assigned status no with the , “No- show” displays in the Attended column. example, if you selected No- show Add Registrants and Guests are instructors, vendors, and other businesses that the attendees, players, coordinators, Registrants event’s can the any other person involved with the event. You or use the for event, supply a service or product to add registrants and Registrations guests. tab of an event page registrant editing and guests for multiple associated events registrants have registration or adding you’re If Note: which weekend, see Add Registrants and Guests packages, Multiple Events on page 85 . such as a reunion for for single event } Add a registrant a which event registrants. the Access 1. to for add tab. 2. Select the Registrations registrant screen . 3. Add Click The Add a appears. for the event. The Single Events tab displays the registration options 4. Select the constituent to register available event. the for with a constituent record, a View are indicator will appear If Note: there notifications associated notifications guest’s name. Notifications could include next constituent’s event preferences for to the registrant’s or the special meals, seating, or other requirements. just registering the event, select Preregister ; if the registrant for shows up the is ahead 5. If the registrant fails to satisfy the preregistration day select Walk- in . of the event or requirements, option select the predefined option, such as column “Child,” or “Couple.” Registration the In 6. “Adult,”

92 3 HAPTER C 82 setting up event options and preferences, see Event and Registration For information about more . page on Options 46 the Registrant column. To search for a registrant, click the magnifying glass. 7. a registrant from Select fee, registration registration fee . select the waive To 8. Waive multiple consists Packages tab is enabled. Under the appropriate package event the If 9. events, of the glass. To for a registrant, click the magnifying search Registrant the from registrant a select column. with any guest or preference 10. click Save . To save the registrant, along information, Add Registrant Screen Description Screen Item field remove for a guest registrant. To You registrants, you can only edit the Registrant Registrant event. the from them must delete Not available for invitees. If the registrant is registering ahead for the event, select Preregister the if Preregistration registrant just shows up the day of the event or fails to satisfy the / Walk- ; Walk- select If you select Walk- in , the registrant is in . in requirements, preregistration registration Registrations tab. the on “Attended” as automatically designated the Registration the These columns display details about Option, event. The Registrants column displays associated registered registrants for the event for the of registration option. number fee, Registrants , and view the fee and any benefits associated with columns option. Benefits You can also each down displays all available options for this event, menu as “Adult” or drop- The option Registration such option associated with grid registration. this “Child.” Select the down all displays drop- constituents associated with the Registrant . For The menu the example, a spouse on his constituent record, both his name Registrant if includes Registrant grid display down menu. Select who you want to register for the the and drop- in spouse the “Unnamed an guest.” event. You can also include to waive the registrant’s Waive fee. registration fee Select this option registration Guests and Registrants Edit for an event, you can change the After about that registration, including any you add a registrant information guests or event preferences. or editing registrants and guests for multiple associated events which have registration Note: you are If adding on weekend, Add Registrants and Guests for Multiple Events see page 85 . reunion as such packages, a or guest } Edit a registrant for Access to edit the registration. 1. the event which tab, click , Edit registrations . The Edit registrant screen appears. the On 2. Registrations Edit each edit number of registrations for the constituent for tab, registration option type. Event the On 3. the entered or updated, click the arrow next to the quantity to display registrant and Once the quantity is well as event preferences. The fields vary based on the registration options and guest information, as any You event also mark the checkbox to waive the event. registration fee. preferences for the can Registration setting event options and preferences, see Event and about For more information up 46 . page on Options

93 83 EGISTRATION R VENT E associated with a constituent record, a View notifications indicator will appear Note: there are notifications If guest’s registrant’s could include the constituent’s event preferences for name. the to next or Notifications special other or seating, meals, requirements. on the Event tab, you can view a summary of that 4. edit the registration Once information you information on the tab. Summary Save guest or preference information, click the . save registrant, along 5. with any To Registrants Guest Add of an event page to add registrants You their guests. If a registrant includes the can use the Registrations tab and the you can enter the guest as a constituent in your database. name of a guest with registration, and first you primary registrant. For more information, see Add Registrants add You can add guests when the . 81 page on Guests guests, you can edit the registration later to add guest and preference information. If a registrant has unknown Registrants see Guests on page 82 . For more information, Edit and Registrants Edit a edit details for that registrant as needed. On the Registrations tab of the After you can registrant, add you you select grid, a registrant to edit. event page, in the Registrants can registrant a Edit } registrant. edit a event 1. Access for which to the select the registrant under Registrants and click Edit , Edit registrant . The Edit 2. On the Registrations tab, registrant screen appears. seating note information as necessary. You can also mark that the registrant has the or 3. Update registrant information Registrants editing the registration details, see Edit more and attended the event. For about . Guests on page 82 4. Save . Click Edit Registrant or Guest Screen items on this screen. the explains table The below

94 3 HAPTER C 84 Description Screen Item displays This of the constituent who registered this guest. The Guest of field the field name Guest of guest appears registrants. only for field Registrant a guest registrant. To remove registrants, you must the for edit can You only Registrant event. the from delete them about seating. The note appears Seating the Assign seats screen. note Enter any additional comments on you track which registrants actually attended the can To indicate ends, event the After event. Attended Attended checkbox after the event. the registrant attended, mark the Edit Registrant ID add the program automatically generates a unique registrant ID. After you add a you event registrant, When an from registrant necessary, such as to use an ID if a previous system. the ID registrant, you can edit information through Import or Batch Tip: , you can use event registrant IDs to When you enter payment entry event automatically match payments to registrations. registrant a Edit } ID 1. which to edit a registrant ID. Access the event for Registrations select the registrant under Registrants and click Go to registrant . The Event 2. On the tab, appears. page registrant Edit registrant ID . The Edit registrant ID screen appears. Under click Tasks 3. , necessary. as 4. Edit the ID return to the Event registrant page. In the summary view at the 5. of the screen, the Click Save . You top updated. is ID registrant Delete Registrants or Guests and guests, you can delete them as needed. On the Once tab of an event page, you add registrants Registrations grid, can select a registrant or guest to delete. in the Registrants you a registrant } Delete which to delete a the or guest registrant. 1. Access event for registrant tab, select the 2. or guest under Registrants and click Delete . A confirmation On the Registrations registrant appears. message Click Yes . 3.

95 85 EGISTRATION R VENT E Multiple Events Add and Guests for Registrants events, with provides a special type of registration. Registrants may events main For the supporting program or a A registration package is a combination of registration for register to choose individual package events. registration multiple you can register a constituent for a options from several supporting events. With package, events to for a combination of packages and individual choose for may registrants Other once. at events register registration, a registrant themselves select any combination of registration types and their guests. With this can and sub events. available for the selected event its events multiple } Add a registrant for which to add registrations. This event must have other 1. events in Access the main event for supporting multiple events. for individuals register to order click Add under Registrants 2. The Add a registrant screen appears. Select the On the Registrations tab, . necessary to register a constituent and any guests for multiple Packages tab. Enter the information time. one at events the constituent for selected individual events only and not the complete package If to register you Note: want tab. events Single the select events, of for the constituent for each 3. package. Once the quantity is Enter the number of registrations registration to the quantity entered, display registrant and guest information, as well as any click the arrow next to of events in this package. The fields vary based on the registration options event preferences for each the the You also mark the checkbox to waive can event registration fee. each for preferences and event.

96 3 HAPTER C 86 notifications associated with a constituent record, a View notifications indicator will appear Note: there are If or the Notifications could include the constituent’s event preferences for to next guest’s registrant’s name. requirements. other or seating, meals, special single Enter information to register the constituent for necessary events Select the tab. 4. events Single the associated with the packages listed on the Packages tab. and not all the only events registrations for the constituent for each individual 5. if this registrant isn’t Enter the number of event, package the Packages tab. Once the quantity is entered, click the arrow next registering for an event on event registrant guest information, as well as any and preferences. The fields to quantity the to display registration options and preferences for each vary You can also mark the checkbox based on the event. event fee. to waive the registration tab the and verify information about this registration. Select 6. to Summary view warning constituent single a which conflict or overlap, a for icon will be displayed register you If Note: events on the Summary tab. However, you can still register someone for the events. For example, next to the items a with dinner, but you can still register for and attend both. The Summary tab displays reception might overlap a want of times so you can determine whether or not to you each to register the constituent the dates and event events. the for

97 87 EGISTRATION R VENT E Save . 7. Click Registrant Page and contain information about guests, registrations, tabs preferences page several displays that The registrant can add, edit, and delete information from these tabs. To access for registrant the selected registrant. You a tab the event page, select the registrant to view of click Go to registrant . Registrations the on page, and

98 3 HAPTER C 88 not attend - If a registrant responds to inform you he will not attend the event, you can mark • as will Mark not registrant event. To mark the registrant as will not attend, select the registrant in the that attend will the as will attend under Tasks on the explorer bar. click and grid the Mark not again If registrant - previously said he could not attend responds a to inform you he attend will as Mark • who attend the event, you can mark that the registrant will attend the event. To mark a now will be able to the the in select grid and click Mark as will attend under Tasks on the registrant as will attend, registrant explorer bar. attended an event ends, you can update registrants to indicate as attended the event. To they After • Mark - under attended, registrant in the grid and click Mark as attended the Tasks on the mark a as registrant select bar. explorer ed - If a registrant refunds a registration, you can • registrants to indicate they Mark as canceled update To a registrant as canceled, select the registrant in the grid and click Mark as canceled the event. mark . ed canceled Mark - If the registrant is marked as canceled for an event, but then decides to register as canceled not ed • event. can registrants to indicate they did not cancel the update To mark a registrant you event, for again the the registrant in the grid and click Mark as not canceled ed . as not canceled, select not canceled - After an event ends, you can update registrants to indicate they did not attend the • Mark as ed registrant grid not attended, select the registrant in the a and click Mark as not canceled ed . event. To as mark under make you have the latest information, click Refresh sure Tasks on the explorer bar. To Refresh • -

99 89 EGISTRATION R VENT E Depending on your security rights and system role, you can view the constituent page for • to constituent - Go the To page, click Go to constituent under Other registrant. selected a registrant’s view constituent bar. explorer the on information registrants, see Add Registrants and Guests on page 81 . more how to add information For about registrants and guest registrants, see Edit Registrants edit Guests on For more information about how to and . 82 page Tab Registrations selected options for the Registrations registrant, which The tab information about the registration contains the events. On this include you can add, edit and delete registrations and guest the date and time of tab, preferences. information, along with any event at as weekend, some events might be scheduled to occur reunion the same For a such event, component multi- a time. single events which conflict or overlap, a warning icon will be displayed next If you register a constituent for Registrations tab. The tab displays the dates and times of to event so that you can see the the items on the each a was made with the registration. conflict and determine whether mistake to about or edit registrations, see Edit Registrants and Guests on page 82 . information more For add how guests Registrant Benefits organization registrants for their participation in an event. your example, when a For to Benefits are gifts gives gift you him a free shirt as a thank- you send for his participation. Though event, an for registers constituent may not any payment for the benefit a registrant receives, the benefit’s associated registration fees are considered a between the registration amount and how much of that fee can actually be value could account for difference purposes. information access the tax about the benefits a constituent receives for an receipted, To such as for tab. page select the Benefits and registrant the access event registration,

100 3 HAPTER C 90 applicable benefits for the registrant appear. For each benefit, you can view its quantity and Under , the Benefits view whether registrant selected to waive the benefits. can You value. also the registrant and you can manage the benefits a role, receives. For rights Depending on your system security an Event Registrant on page 90 . information, see Edit Benefits for Registrant an Edit Benefits for Event for, can the benefits the registrant receives From is eligible manage such as a thank- you record, registrant a or in the event. you gift for participation a for } Edit benefits registrant registrant record, select the Benefits tab and click Edit benefits . The Edit benefits screen 1. On the event on the this screen, see Edit Benefits Screen on page 91 . about appears. For information items registrant receives benefits for the registration. 2. Select whether the elects the waive registrant benefits associated with the registration, select Waive benefits . • If the to registration waive for Friends Asking Friends events includes benefits and incentive Note: option The to benefits.

101 91 EGISTRATION R VENT E to receive benefits for the registration, select Total benefits . In the grid, select • the registrant elects If For registrant enter the quantity and edit the unit value or each the receives. benefits the benefit, necessary. as information detail Save Benefits tab. 3. . return Click to the You Screen Benefits Edit Description Item Screen the all benefits associated with If event, select this option. benefits the registrant Waive to waive elects to receive benefits for the registration, select this option. The If the registrant elects Total benefits the appears. benefits received total value amount of receives. , and select the benefits the registrant for benefits Benefit search If you select Total benefit the registrant receives. Quantity Enter the quantity of each value monetary of each benefit. Edit the unit value as This the displays column Unit value necessary. the total value of each benefit the registrant receives for the This column displays Total value the unit value of the benefit. based and event, on quantity about additional For example, for a t- shirt, enter its size any Enter each notes benefit. Details or color. Travel and Registrant Lodging to your event from some distance and require lodging facilities such as may You have registrants who travel multiple your your organization may negotiate with registrants, lodging accommodate help To motels. hotels or of rooms for facilities event. Your organization may also provide on- site lodging to reserve a number the guests. registrants make reservations at lodging locations associated accommodations for registrants and As travel about your event, you can track information schedule a registrant’s lodging and travel with to an event or record. Travel of the host registrant’s tab and Lodging the plans on

102 3 HAPTER C 92 can view the lodging location where the registrant plans to stay during the event. You can Under , you Lodging as the number where you can contact the registrant during the event or about information view also such phone the registrant the lodging location. From Lodging , you can manage at lodging and has room the the reservation registrant. the for information view information about how the registrant travels to the event and arrival and departure Under Travel , you can can Travel the travel information for the registrant. information. From , you manage Registrant a for Information Lodging Add travel to your event from some You and require lodging facilities such as may have registrants who distance the Lodging and Travel tab of a registrant record, you can track information about the hotels or motels. On event. the registrant’s accommodations during lodging information for an event registrant, you must configure the lodging locations and you can add Before registrants of event. The program automatically uses the registrant’s room option available types room for the option number available rooms that remain at each lodging the for the event. We calculate to number and of of registrants assigned a room number at a lodging location not exceed the recommend that the number type room information about event lodging options, see Lodging Options on page 64 . capacity of its For information lodging } Add registrant of the event registrant, select the Lodging and Travel tab. On 1. the record lodging click . The Add registrant Add screen appears. , Lodging 2. Under

103 93 EGISTRATION R VENT E where the registrant plans to stay for the event. The lodging location must be 3. the lodging location Select for the For information about event lodging options, see Lodging lodging a as configured option event. . 64 page on Options the phone number where your organization can contact the registrant In number field, enter the 4. Phone location. for cell phone or room at the lodging registrant’s number the during the event, such as the the type of room the registrant reserves at the 5. The program In the Room option field, select location. number rooms remain of each type at the of location. the determine to information this uses lodging enter the number of room where the registrant stays at 6. location. To view In the Room number field, the assigned same room number, click Check availability . the number of registrants already the the number at the location. confirmation the Enter 7. registrant’s for reservation location. registrant the and out of the lodging checks times and dates the Enter 8. in to the Lodging 9. Travel tab. Click Save . You return and Registrant Edit Lodging Information for a about of registrant record, you On track information a the registrant’s tab Travel and Lodging the can added, you can edit the lodging information as needed. accommodations during the event. Once } Edit registrant lodging information 1. event registrant, select the Lodging and Travel tab. On the record of the Edit , Edit registrant lodging screen appears. Lodging Under 2. . click The the location to stay for the event. The lodging location must be lodging registrant the Select 3. plans where Lodging event. information about event lodging options, see For the option lodging a as configured for on page 64 . Options enter Phone phone number where your organization can contact the registrant 4. In the number field, the the the the registrant’s cell phone or room at for lodging location. as such event, the during number field, select the type of 5. the registrant reserves at the location. The program In the Room option room determine number of rooms remain of each type at the lodging location. uses this information to the the field, number of room where the registrant stays at the location. To view number 6. In enter the Room assigned the same room number, click Check availability . the number of registrants already for the registrant’s reservation at the location. 7. Enter confirmation number the the times and checks in and out of the lodging location. dates the Enter 8. registrant

104 3 HAPTER C 94 You return to the Lodging and Travel tab. 9. Save . Click Lodging Registrant Delete Information From of a registrant record, you can delete lodging information entered for the the and Travel tab Lodging an item click Delete . When a message appears to ask whether to delete the , Lodging Under registrant. select and lodging information, click Yes . you can enter the After lodging information as necessary. For new the lodging information, delete you page information, Add Lodging Information for a Registrant on see 92 . lodging to how about information enter Registrant Edit Travel Information for a who travel your event from some distance. On the Lodging and Travel tab of a You may have registrants to event. information registrant’s travel arrangements for the the track registrant record, you can about } Edit registrant travel information the the registrant, select of Lodging and Travel tab. 1. On the record event screen Edit The Edit registrant travel . appears. , Travel Under 2. click Departure , enter information about how the registrant travels to and from the event. 3. Under Arrival and field, Type the means of transportation, such as air or bus, the registrant uses for the a. In the select configures system types available for this field. Your event. the administrator travel such select of the travel carrier the registrant uses, name as Delta or field, the b. In the Name the travel carriers available for this field Greyhound. Your system administrator configures the enter number associated with the vehicle used, such as the flight number In the Number field, c. number. bus or and time of the registrant’s arrival or departure, such as to d. provide pick- up or Enter the date help for registrant. drop- off service the You Save the Lodging and Travel tab. Click to 4. return . Information Travel Registrant Clear All Travel tab of a registrant record, you can quickly delete all travel information From for the Lodging and entered Travel click Clear all . When a message appears to ask , to delete the travel the registrant. Under whether . Yes click information,

105 95 EGISTRATION R VENT E information, you can enter the new travel information as necessary. For information After clear the travel you information, see Travel Information for a Registrant on page 94 . enter to how about travel Edit Registrant Restrictions or must be accommodated, such as allergies restrictions mobility dietary or that Registrants may have physical an event, you can track restrictions on the Restrictions tab of a restrictions. After you register constituents for registrant record. also on the Personal tab of a constituent record. If restrictions are track restrictions Note: You event can registrant automatically on the Restrictions tab of the appear record. On they constituent a on specified record, update the restrictions added on the constituent record. the Restrictions tab, you can Edit Registrant Restrictions have restrictions that must be accommodated, such as allergies or mobility or may physical Registrants dietary of a record, you can track restrictions for the registrant. Restrictions the On restrictions. tab registrant restrictions registration Edit } Restrictions registrant, select the record tab. 1. On of the event the restrictions . The Registration restrictions screen appears. 2. Click Edit , Registration restriction types options. 3. Select the necessary and or For that you need does not appear, you must configure a new one. type Note: If the option restriction on restriction or options, see Event Restriction Types types page 11 . configure how about information to

106 3 HAPTER C 96 You return to the Restrictions tab. 4. Save . Click Default Constituent Edit Restrictions on a constituent record, they automatically appear on the Restrictions tab of a If are event set restrictions restrictions if such as for a recent physical injury. can You record. registrant edit necessary, restrictions default constituent Edit } the registrant, select 1. Restrictions tab. On record of the event the default restrictions . The Constituent default restrictions screen appears. 2. Click Edit , Constituent types and as needed. 3. Edit the restriction options type restriction a blank row, and select the restriction click and option needed. new type, a add To • • or option, click the cell, and select the new restriction type or option. To edit a restriction type restriction, select the row, and press D ELETE on • keyboard. When a confirmation To delete a your Yes message appears, click . You Save the Restrictions tab. Click 4. return . to Registrant Participation participate event in a capacity more than just an attendee. For example, a registrant may may an A registrant in session. event, as part of a welcome address or seminar such To view information about at speak to agree the an event, select the Participation tab on the registrant record. registrant’s involvement in the add registrant as a speaker from the record of the registrant or the event. For information Note: You can a Registrant a add a speaker from the registrant record, see Add a registrant as an Event about how to as 97 . page on Speaker

107 97 EGISTRATION R VENT E entered about the presentation given by the registrant appears, such Under information , information Speaker For information how to edit this information, see Edit Registrant Speaker scheduled and topic as time. about . 97 page on Information a an Event Speaker Registrant Add as as give at your event, you can add the registrant presentation a speaker. or a When a registrant agrees to speak event speaker, the After tab appears on the registrant’s record so you you add a registrant as an Participation or special requests. presentation the about information manage can event speaker } Add a registrant as an event the click Add as an event speaker under Tasks . The Add a speaker 1. On the record of registrant, screen appears. registrant or title of the presentation the the gives. Topic enter field, subject 2. In the fields, enter when the registrant 3. scheduled to speak. You must schedule the In the Date and Time is times of the event. and dates the within presentation enter any additional information about the registrant, such as a request to have 4. In the Comments field, or podium, presentation, such as a detailed explanation of the topic. ice water near the the return . registrant record. Save Click 5. to You the Edit Registrant Speaker Information on to an event, the Participation tab appears registrant the registrant record. From you a add as a speaker After speaker information as necessary, this as to reschedule the presentation. tab, you can edit the such information a registrant record, you cannot edit the from scheduled to speaker edit you When Note: registrant information about how to edit the speaker, see Edit speak Speakers on page 42 . at the event. For Event for registrant } Edit speaker information a of the select the Participation tab. registrant, 1. On event the record click Edit . The Edit speaker screen appears. The items on this screen are the 2. Under Speaker information , Registrant speaker For information about the items on this screen, see Add a screen. same as Add a the on page 97 . Speaker Event an as

108 3 HAPTER C 98 as necessary. 3. the information Edit You Save the Participation tab. Click 4. return . to Attributes Registrant tab page, you can add multiple attributes for each registrant. Registrant On the registrant of a Attributes and that you identify the qualities, characteristics, help concerns information bits useful are attributes of On the Attributes tab, you can associated edit, or delete attributes for the with a particular registrant. add, registrant. only if your system administrator configured registrant attributes. For tab Note: The Attributes appears attribute add see the Administration Guide. information categories, about to how Attributes Add Registrant of a registrant page, you can add attributes for the registrant. The possibilities with On the Attributes tab can attributes easily configured for the registrants of your events. are unlimited and be appears Attributes your system administrator configured registrant attributes. For The Note: only tab if attribute categories, see the Administration Guide. information about add how to attribute registrant Add } a tab of an event record, select a registrant under Registrants and click Go 1. registrant . On the Registrants to appears. The registrant record attribute tab, under Attributes . The Add registrant Add screen appears. For 2. click Attributes the On on this screen, see Add Registrant Attribute Screen on page 99 . about the information items

109 99 EGISTRATION R VENT E select the attribute category for the attribute. Your system administrator 3. the Category field, In categories. attribute the configures or select a value or description for the attribute. In field, enter the 4. Value End date enter the dates when the attribute is valid for the event registrant. date Start the In 5. and fields, additional about any the attribute. 6. In the Comment field, enter information return the tab. 7. Click Save . to You Attributes Screen Attribute Registrant Add Screen Item Description the Your for system administrator configures the Select the attribute category attribute. Category attribute categories. or for the attribute. value a select or description Value Enter the start and end dates when the Start is valid. date / End date Enter attribute or about the attribute. Comment Enter information comments additional any Registrant Edit Attributes attribute, you can edit its details as necessary. On the Attributes After of an registrant you add a registrant tab a attribute to edit. record, you can select registrant only tab system administrator configured registrant attributes. For Attributes The Note: if appears your categories, add Administration Guide . to how about the information attribute see attribute a Edit } registrant an event record, 1. a registrant under Registrants and click Go to registrant . On the Registrants tab of select appears. record registrant The select an attribute 2. click Edit . The Edit registrant attribute screen appears. On the Attributes tab, and necessary. items on this screen are the same as on the Add registrant attribute 3. Make necessary as The options, Add the Registrant Attribute Screen on page 99 . screen. For see information about return to the Attributes tab. You . Click 4. Save

110 3 HAPTER C 100 Attributes Delete Registrant registrant add can delete it as necessary. On the Attributes tab of a registrant record, you After attribute, a you attribute to a select can you registrant delete. only if administrator configured registrant attributes. For system your appears tab Attributes The Note: categories, see the Administration Guide . about how to add information attribute } Delete a registrant attribute tab of event record, select a registrant under Registrants and click Go to registrant . 1. On the Registrants an appears. record registrant The . the attribute and click Delete the A confirmation message appears. 2. Attributes tab, select On You return 3. the Attributes tab. Click Delete . to Registrant Designations or physical restrictions that must be accommodated, such as allergies or mobility may dietary Registrants have tab constituents event, you can track restrictions on the Restrictions an of a you After register restrictions. for record. registrant only appears if the event allows designations on fees. For information about how to Note: The designation tab fees for see Add Events on page 19 . allow designations on events, designations } Edit registration 1. the event registrant, select the Designations tab. On the record of The Edit designations screen appears. . Edit Click 2.

111 101 EGISTRATION R VENT E enter the amount to apply. 3. the designations and Select to Evenly total amount evenly among designations. Distribute Click 4. split , the the to tab. . Save return Designations 5. Click You View Registrant is a registrant for an event or multiple events, you can access a If view a constituent in your database registrant events which the constituent is registered. To view for constituent as a the about information displays that the Event registrant under View as on the explorer registrant, from the constituent, click bar. registered attend any preregistered program events, you can view those events in the If this constituent has to program bottom screen. To see a specific preregistered the event, use the of Preregistered programs section at more information about the related sales order the a specific event, select an event date filters provided. For or click to order or Go to Go . and grid the in event

112 3 102 C HAPTER constituent views, see more Constituents Guide . For information about the

113 4 chapter Event Seating Layouts Configure 103 Seating 108 Seats Assign Event Seating 120 Groups dinners. seating type of event, including sporting events and any Before you can assign up for You can set of registrants to seats, you must first configure a specific layout. You can set up registrants and groups seating seats; rows, and seats; or just sections and sections, You can determine the number and tables, sections, seats. rows, and seats you need; and you can name your of tables, rows, and seats if needed. sections, tables, sections, finish the seating layout, you can quickly and easily assign registrants to seats. You can After you configuring seats assign You can also group registrants who request to sit together and to assign registrants individually. seating a of seats. When you to seating the registrants, you can generate a section summary to each group finish seating arrangement you created. the verify Configure Seating Layouts can assign participants, Before must first define your seating layout. On the Configure Seating Layout you you you how to arrange your seating. You can set up sections, tables, and seats; sections, rows, and screen, decide just seats; seats. You can determine the number of sections, tables, rows, and seats you need; sections or and name seats sections, tables, rows, and can if needed. and you your record time, can save seating layouts from one event you to another. When you copy seating To Tip: copy entire structure— sections, tables, rows, seats, names, and numbers— copies over arrangements, the the from event the new event. For more information about how to copy seating layouts, see Copy Seating original to page . on 108 Layouts } Configure a seating layout the event for which to configure a seating layout. 1. Open The Configure layout under Tasks on the explorer bar. seating Configure event seating layout Click 2. appears. screen

114 4 HAPTER C 104 layout tab, enter the necessary information in the fields. For more information about the 3. the Seating On see Seating Tab on page 106 . this on items tab, Layout tab: On the Seating layout Seats”, select a. to use “Sections, Tables, and In “Sections, Rows, and the Seating layout field, whether Seats”. and “Sections or Seats”, of fields, enter the total number of each to include in the seating layout. b. In the No. data start all over, click Reset . c. To clear and the the the Seating layout tab before you can proceed to on Sections, Rows, You Note: fields complete must tabs. Seats or Tables, tab, enter 4. necessary information in the fields. For more information about the items On the Sections the see Tab on page Sections . tab, this on 106

115 105 EATING S VENT E Rows tab, enter the necessary information in the fields. For more information about the 5. the Tables or On . Tables Tab on page 107 Rows see or items on this tab, enter the necessary information in the fields. 6. more information about the items on On the Seats tab, For Tab on page 107 . Seats see tab, this

116 4 HAPTER C 106 7. Save . Click Screen Seating Event Configure Layout about information on this screen. There is a separate table for each tab. The contains the table below items Tab Seating Layout contains on this tab. The about table the below information items Description Screen Item to use. You can select “Sections, Tables, and Seats”, Select the seating arrangement layout Seating and Seats”. or “Sections, “Sections Seats”, and Rows, from Copy a to open a search screen to locate an event to copy a seating layout from. Click this link event previous total number of sections to include in your seating arrangements. Each section is Enter the No. of sections have up tables or rows and seats. You can a only one section. made of specific number of per tables of No. layout includes tables, enter the total number of tables in each section. If your seating section per No. of rows layout seating enter the total number of rows in each section. your includes If rows, section row, the total number of seats per include in each section, in each Enter or at each table, No. of to seats layout. seating your on depending table Total seating capacity appears based on the Total of sections, seating rows, and number The tables, selected. capacity seats you data all over, click Reset . start and Reset To clear Tab Sections information about the items on this tab. The table below contains Description Screen Item the last table number of the previous To as the starting point when section use Use continuous

117 107 EATING S VENT E Screen Description Item select Use numbering . If you do not select Use next section, the numbering continuous table in section begins numbering with the value first numbering the , numbering continuous each “1.” displays of each section for which you selected Section The the number column number number Section tables and seats. unique If you choose a to enter a new name, not to name identify each section. Enter Name name appropriate number. “Section” and the default the program the uses or your seating layout includes tables or rows, the Number of tables or Number of rows Number of tables If total of tables or rows included in each section. the displays column rows of number Number Starting seating includes tables or rows, the layout table number or Starting your If the row number column displays Starting starting number of the first table or table of each row section. continue numbering from the previous section, select Use continuous number or Starting To do number Use continuous numbering , the first table or row in row If . not you numbering select “1.” value the with numbering begins section each layout includes tables or rows, Ending Ending table number or Ending row number table If your seating the displays the number of the last table or row or each section. The Ending row number column in on you select Use continuous numbering . number number displayed is based whether Tables or Rows Tab table tab. the below items on this The explains Screen Item Description or row, for which to view table, row, table seat information. section, specific a Select Sections or the last seat number of the previous table or row as the starting point when To use next table, select Use continuous numbering . If you do not select Use Use continuous numbering the first seat each table or row begins numbering with the , the numbering numbering continuous at value “1.” layout includes tables or rows, the Table number seating Row number column your If or Table number or each table or row. The table or row number is based on displays the number assigned to Row number the Sections tab. continuous on Use selected you whether numbering identify each table Enter row. If you choose not to enter a new a unique name to or Name name “Table” or “Row” and the appropriate number. the name, the program use default table seats displays of total number of seats included at each column or The Number the seats of Number row. each in seat number column displays the starting number of the first seat at each The Starting continue numbering from the previous table, select Use continuous Starting seat table. To do If Use continuous numbering , the first seat at each table number . not numbering you select begins “1.” numbering with the value Ending column displays the number of the last seat at each table. The seat The Ending table number whether number select Use continuous numbering . you number on based is displayed Tab Seats items on this tab. The table below explains the Item Screen Description Rows Depending on your seating layout, select a specific section for which to view table, row, or Sections , , information. or Tables seat displays number assigned to each Seat The seat number is the The number column seat. number Seat or Use numbering for the section, table, continuous row. selected you whether based on

118 4 HAPTER C 108 Description Screen Item name a each seat. If you choose not to enter a new name, the Enter to unique identify Name name the appropriate number. the “Seat” uses program default and the displays of the registrant assigned to name selected column the registrant Assigned The Assigned how seat. assign seats, see Assign Seats on page 108 . For more information registrant on to Layouts Copy Seating copy layouts can from one event record to another. When you copy seating To save time, you seating tables, over seats, names, and numbers— copies sections, from the arrangements, the entire structure— rows, event event. you use continuous numbering on the original new record, the continuous the to event original If the new event record. numbering sequences copy to layout Copy another event } a seating from record the to configure a seating layout. Open 1. for event which under layout on the explorer bar. The Configure seating layout screen 2. Click Configure seating Tasks appears. screen event . The Event Search previous appears. Copy Click 3. a from from which to copy the layout and click Select . You return to 4. Configure seating Locate the event the fills automatically. layout screen, which in . 5. Click Save Assign Seats layouts, you can assign registrants to seats.You can assign participants to seats Once you configure seating group group who request to sit together and assign each participants to a section of individually, you and can seats.

119 109 EATING S VENT E Assign Registrants to Seats Individual the frame you can quickly and easily assign each registrant to a seat at a Registrants the From seating of screen, section. a within row or table particular seats to table, or row, if there are not enough section, to you a registrants When more or one assign The program tells you immediately that enough seats a registrant, a accommodate message appears. warning you want to add seats. When you click are , a seat is added to accommodate each not available and asks if Yes , one is assigned to a seat. This gives you the opportunity to think again about registrant. no When you click No registrants. and how where to seat your } a to registrant a Assign seat click Assign seats under Tasks . The 1. screen appears. On the event record, seating select registrant. In the Seats frame, select a seat. 2. Under Registrants , a []. registrant is assigned to the seat you selected. You can assign registrants Assign Click The 3. to registrant to to rows, or sections. If you assign a registrant tables, a section, table, just or seats specific to specific automatically assigned to the first available seat in that section, table, or row. or row, that registrant is registrant After Registrants , you can click and drag the registrant to a seat and assign Note: you select a under or click can right- seat, and select to assign him to a selected seat. you him to the selected return to the event record. You . Save Click 4.

120 4 HAPTER C 110 Seats Assign Registrants to Multiple of Registrants screen, you can quickly and easily assign multiple registrants to seats the From the frame seating within a section. This procedure shows you how to drag and drop multiple registrants or table a or row particular the Seats You can also select multiple registrants in frame. Registrants frame to frame Registrants the from the button on the action bar to assign registrants to the Seats frame. and use the Assign to to a section, table, or row, if there are not enough seats to accommodate a When you assign multiple registrants The not tells you immediately that enough seats are appears. available registrant, a warning message program added to seats. want you click Yes , a seat is add to accommodate each registrant. When you if asks and When no one is assigned to a seat. This gives you the you to think again about how and where to click No , opportunity seat your registrants. to seats } multiple registrants Assign record, the seats under Tasks . The seating screen appears. On 1. click event Assign hold in the S HIFT key and registrants, the Registrants frame, select the 2. To down assign multiple row. frame, a section, table, or select Seats the registrants. appropriate In registrants under Registrants , you can click and drag them to a row or table Note: assign After you select and selected or table, or you can right- click and select to assign them to a selected row or table. them to the row you to The registrant are assigned to the seats in the section, table, or row []. 3. Click Assign registrants selected. You return to the . record. Click 4. Save event

121 111 EATING S VENT E Reassign to Different Seats Registrants to a if you determine you need to place the registrant somewhere else, you can assign you After a registrant seat, seat. another to him reassign drag frame, you can click on a registrant and save him to a different seat. When you To time, Tip: the Seats in the click automatically reassigns the registrant to the new seat. and drag a registrant, program and to another seat } Remove a registrant assign click appears. seats under Tasks . The seating screen record, 1. On the event Assign menu click registrant to reassign. A the appears. , Registrants Under 2. right-

122 4 HAPTER C 112 seat . The registrant is removed from that seat. 3. Remove from Select registrant to different seat, select the seat under Seats . assign To 4. the a sure Assign registrant is selected and click make registrant to seat . 5. Under Registrants the , return . the event record. 6. to Click You Save Assignments Clear Seat or all participants from the Registrants frame to the Seats frame, if you do not like the way After you assign any registrants, you clear your seating assignments and start over. You can also clear seating you assigned your can frame. assigned the Groups frame to the Seats from For information about have groups assignments when you see Assign Groups to Seats on page assigning . groups to seats, 115 assignments } Clear seating The record, Assign seats under 1. . click seating screen appears. event the On Tasks

123 113 EATING S VENT E click on Seating for [event name] . A menu appears. 2. Seats , right- Under assignments all seating assignments disappear from your seating arrangement in Clear Select 3. . seat All assign again. to seats now the Seats frame. You can registrants to the event record. 4. Click Save return You . to Registrants Assign Groups event, they may often request to sit with When registrants. To accommodate participants register for an other can named groups. Once you create a named group and add registrants to your registrants’ wishes, you create table and assign the entire group to seats at the same quickly or row within a section. can you group, the easily

124 4 HAPTER C 114 a group } registrants to Assign record, click seats under Tasks . The seating screen appears. the On 1. event Assign for already they appear under Groups . If not, click Add . The Add a group screen groups If event, 2. this exist about information create the group. For more information to how necessary the save Enter appears. and Add Event Seating Groups to page 120 . add a group, see on edit, delete a group from the Groups tab of the event record. Any groups you create or Note: You can add, Groups added the grid on the to tab. are screen seating the through click the icon beside the group name to highlight it. 3. Under Groups , select , registrant. 4. Under Registrants a to multiple hold down the S HIFT key and in the Registrants frame, select the assign To a registrants group, registrants. group The registrant now appears with the selected . under Groups . Add Click 5. group to a registrant to a group, you can also click a registrant name in the Registrants Tip: and To quickly add frame a in the Groups frame. To quickly add multiple registrants, hold down the S HIFT key and in the drag him to group the registrants drag them to a group in the Groups frame. Registrants and frame, select You return to the event record. . Save 6. Click

125 115 EATING S VENT E to Seats Assign Groups group a registrants to the group, you can quickly and easily assign the entire create you Once and named add table the within a section. at seats to or group same row within section, or row, a there are not enough seats table, the selected section, to group a assign you When if or all registrants within the group, a warning message appears. The program table, or row to accommodate any seats you not available and asks if you want to add seats. When you click lets know immediately that enough are No added the registrants in the group. When you click accommodate , the group is are seats additional , Yes to gives you the opportunity to think again about how and not you want to seat the assigned to seats. This where group. seats group } Assign a to click event under Tasks . The seating screen appears. the On 1. Assign record, seats group. section, row to which to assign the or a table, select , Seats Under 2. group and click 3. to [] . The registrants in the group now appear next to the Under Groups , select a Assign table, or row under Seats . in the selected seats section, a to seats, you can also click a group name under Groups and drag the group to a Tip: To group quickly assign the or frame. section, row, table in Seats return You the event record. . Save Click 4. to

126 4 HAPTER C 116 or Seats Add Rows, Tables, Sections, you seating additional sections, rows, tables, or seats to the seating layout as needed. the On can screen, add add new row to a section, but the same steps apply when you add will sections, tables, or For this example, we a seats. section, or seat row, } Add a table, seating click seats record, Tasks . The Assign screen appears. event the On 1. under select a section to add a row and click New row . A new row appears in 2. section. Under Seats , the . return to the event record. 3. Click Save You or Rows, Sections, Rename Seats Tables, layout can sections, rows, tables, or seats On the seating rename as needed. For this you screen, seating the to a section, but the same steps apply when example, rename a table, row, or seat. we will rename you section, table, or seat } Rename a row, The record, Assign event under Tasks . click seating screen appears. the On 1. seats

127 117 EATING S VENT E click on the section you want to rename. A menu appears. 2. Seats , right- Under The section becomes editable. section Rename Select 3. . name the section. name new a Enter 4. for return to the event record. 5. Click Save . You Seats Tables, Delete Sections, Rows, or seating can sections, rows, tables, or On from the delete layout as needed. you screen, seating the seats

128 4 HAPTER C 118 tables, or seats actually changes your seating layout. If you want to remove a Warning: sections, rows, Deleting but not remove that seat from the table, you can reassign that registrant to a from registrant table, actually 111 see to Different Seats on page Registrants information, another Reassign seat. For more table, or seat } Delete a section, row, seating click seats under Tasks . The Assign screen appears. record, event the 1. On select the section, row, table, or seat to delete and click Delete [ ] . A confirmation message 2. Under Seats , appears. . selection is deleted. Yes 3. Click The You return to the event record. 4. Click Save . Seating Screen the the Registrants frame, the Groups frame, and divided Seating frame. The tables seating screen into The is on this screen. There is a separate table for each frame. below explain the items Registrants Frame Registrants names of the registrants (including guests) you added to the event from the frame displays the The event tab Registrants of the record. this explains in this frame. below table The items

129 119 EATING S VENT E Screen Description Item seat, assign to a specific section, table, row, or registrant select both the section/ to Assign a To specific in the Registrants frame, click Assign to []. table/row/seat registrant and the table and, specific registrant a specific group, select both the registrant and the group. In add To a to Add to group frame, Add . to Registrants the click group the of “All registrants”, “Seated one following: To filter the registrants displayed, select Show registrants”, “Unseated registrants”, “Grouped registrants”, “Ungrouped registrants”, guests”. with “Registrants or registrants”, unseated “Ungrouped & of each registrant. Name The Name column displays the name of Host registrant of whom the selected registrant is a The column displays the name the guest both no one, a the Name column and the Host column of Host guest. If the is registrant name. registrant’s selected the display of a group, that group name appears here. You can add registrants If the registrant is part Group an record or on the seating screen. event through the Groups tab of displays the number of guests each registrant will bring to count Guest The column total count Guest does any guests, “0” displays in this registrant the event. If column. have the not assigned a seat, the full seat location (including specific registrant the assign you Once to Seat this column. section, table, or row) displays in column displays additional comments about seating. You enter The seating note any For Seating of the Edit registrant or guest screen. field example, the note notes seating in note Seating be seated by his if who is also a registrant, you can a guest registrant needs to wife note. seating a with this indicate Groups Frame groups already created for this event appear. You can also create In new group for the Groups frame, any a sit Once you create and name a group, you can add participants to it. You can participants who want to together. to a table, or row in the Seats frame. entire the assign then group section, in the explains below table The this items frame. Item Screen Description click Add . The Add event group of appears. For more a group create To new registrants, screen screen, see Add Event Seating Groups on page 120 . When about the items information this on Add Seating screen, it is you to the Groups tab for the selected event as add a group on the added well. registrants after you add them, select the group to edit and click Edit . The group To of edit a screen, For information about the items on this more see appears. screen event Edit Edit group page 121 . Edit Event Seating Groups on group the registrants, select a group and click Delete group . This deletes this group To delete of group Delete not seating layout. the from event, just the from specific both to a specific section, table, or row, select a the group and the group To assign [x] to Assign [x]. Assign to Groups in and, the frame, click destination registrant from a group, select that registrant in the Groups frame and click To remove a Remove removes registrant from the group, but does not affect the actual the Remove registrant. This registrant registrant. registration for this Seats Frame can view each section, and the tables, rows, and seats underneath each section. To In the Seats frame, you row, a the plus sign. expand section, table, or click items in this frame. explains below table The the

130 4 HAPTER C 120 Description Screen Item new create an existing item and click this button. A select item is added to section/ New an To item, selected. table/row/seat the item list you a To row, or seat, select it and click this button. The item is section/ Delete section, delete table, table/row/seat deleted. on the section, row, table, or seat up or down to the seating arrows move Click a arrows Up/down screen. Groups Seating Event registrants who want to be seated together for an event. From an event, click You can create groups of Assign On screen, you can add, edit, and delete event seating groups. For example, you might seats under Tasks . this in to group for an upcoming registrants event. You then use the groups to seat people a a add a family of dinner seating single action on screen. the Seating Event Add Groups of registrants who You to be seated together for an event. From an event, click Assign can create groups want . this screen, you can add, edit, and delete event seating groups. You then use the groups seats under Tasks On a people on the seating screen. seat to single in action a you as a member of an event seating group, designate must first add him as constituent Note: Before you can a event. the for registrant Add } an event seating group record, click Assign seats under Tasks . The Assign seats screen 1. On the event appears. , Add . The Add a group screen appears. 2. Under Groups click group. name text to identify the enter Group field, 3. In the column, select a row. To locate 4. registrant to add to the group, click the binoculars. In the Registrant a . Save Click 5.

131 121 EATING S VENT E Seating Groups Edit Event you seating details for the group as needed. On the Assign seats screen for an add you can Once groups, edit to group You can create groups of registrants who want edit. be seated seating event, you can select a to event, click Assign seats under Tasks . together for an event. From an group } Edit an event seating 1. under Tasks . The Assign seats screen appears. an event, click Assign seats From Edit seating to edit and click Edit . The group group screen appears. select , Groups Under 2. the name or its registrants. To locate a different registrant, or to add a registrant to 3. Edit the seating group’s to group, the correct registrant. the click the binoculars locate . Save Click 4. Event Seating Delete Groups you screen delete groups as needed. On the Assign seats groups, for an event, can Once you add event seating to delete. group seating a select can you seating group, you delete only the group and not the registrants assigned Note: the When you delete a to group. group event } Delete an seating screen Assign Tasks . The Assign seats under appears. click seats 1. From an event, the seating 2. and click Delete . A confirmation message appears. Under Groups , select group . Yes Click 3.

132 122 C HAPTER 4

133 5 chapter Event Invitations 123 Invitations Workflow Invitations 124 List 129 Invitee Invitation Processes 138 for the invitation processes your organization uses you you various events. You can Events , can manage With for events and manage invitation status for each invitee create a list. lists of invitees in You can: processes to record that invitations were sent Run invitation automatic • processes multiple • Add invitation • invitees for processes Rerun selected new invitation process to an event at • time Add a any Invitations Workflow management of invitations for an event requires multiple steps. The and creation event and create the export definitions for , invitations. The export Marketing Communications q From fields included in an export file for an invitation, such as for definition with Microsoft determines the merge an application. Word or email event and , create the Marketing for the Communications invitation. You can create packages From q packages mail and email. When you create a package, you for the content and export definition to include in both select invitation. you add a package, you can also specify its cost. an When the q add the invitation to the event. You can add an invitation to send through multiple event From record, both invitation, and email. When you set up an as you select the packages to use with the channels mail such name selected You can also specify which addresses, channels. formats, and packages to use the invitation for For information about how to add an invitation, see Add for Invitations on page 125 . invitees. Event Add to the invitation. To receive an invitation, an invitee must be a constituent in your database. You q invitees a invitees. constituent or a selection of constituents as add For information about how to add can specific Multiple Add see to an Invitation on page 130 or Add an Invitees to the Invitation on page invitees, Invitee . 130

134 5 HAPTER C 124 invitees to an event, you can copy the invitees from another event. For example, for an Tip: quickly add To copy you from the previous year’s event. For information about how to copy event, the annual can invitees page Invitees Copy 132 see invitees, on . you invitees, process to send the invitation to the invitees. When the run the send the run q After you set up definitions of the selected packages to create process, for the invitees the program uses the export invitations the send process. For information about how to send next invitation, see Send in included be to marked an Once the invitations are sent, the invitees display on the Registrations tab of the Invitations on page 128 . is Their reply.” From here, you can mark them as declined or register them event record. default status “No . information, Registration on page 79 Event more for the event. For see channel, download the invitation output or merge the output with Microsoft q Depending on the selected to create and send the actual invitations to the invitees. For information about how Word client or your email . Manage History on page 133 Invitation see output, the to download invitations, from the event’s Registrations tab, you can manage your invitations - mark as q After you send information, register. Registrants and Guests on page 79 . declined, For more see tab, you continue to add invitees to an invitation and generate the invitation for the From q Invitations can how information the invitees and their response, see Manage For manage invitees. additional to about . 129 page Invitees on Invitations invitations associated with an event, To the Invitations tab on the event record. view or manage the select determine multi- level events have things whether as registrants, properties management Event Note: such as well as the corresponding tabs. Event templates set the properties for multi- speakers, and lodging options, the properties for specific events, click Edit event management properties under level events. To override Tasks . invitation. the mail date and description for each can To view additional information Invitations , view you Under it in the grid and click Show Details on the action bar. The Invitees summary appears about an invitation, select as information number of invitations pending, sent, or marked to be re- sent; the number and displays such the how no and the total number of invitees and response; many registered or declined. invitations sent of with

135 125 NVITATIONS I VENT E with an invitation, select the invitation in the grid and click Go to invitee list on To the invitees associated view page for invitation appears. For information about the items on this page, see The bar. action the Invitees the 129 page on . Invitee List manage invitations for the event grid, necessary. From the you can add and as Invitations Event Add event record, you can add invitations to send through mail or email for the event. From the Invitations tab of an you up specify which addresses, name formats, and packages to use for invitees. As you set an invitation, can receive you the invitee list to specify the constituents to access the invitation and invitation, an add you After can send invitations. then start the process to } Add an invitation On an event record, click Add under Invitations . The Add invitation screen appears. of Invitations tab 1. the on the see Add Invitation Screen on page 127 . about this information For items screen, the enter name and description to help identify unique invitation. tab, General the On 2. a field, select the date you plan to send the invitation to its invitees. 3. In the Mail date whether Results create a selection of the constituents who receive the invitation. If you 4. Under , select to , name a results to help identify the selection and select whether enter select Create selection from the same name. with selection existing an overwrite

136 5 HAPTER C 126 the content and delivery method of the invitation, select the Processing Options tab. 5. set up To send the through mail, email, or both. whether Select 6. to invitation the to both mail and email, the program automatically sends the select you If invitation send through preferences invitee. for each communication Select which invitation in accordance with the configured email. without preference for mail or communication constituents for use to method a use for the selected delivery methods. The Cost and Content 7. display the Select the package to fields included the selected package. budget cost and items in field, with the option to use to determine which address types to use processing 8. In the Address select edit invitation. the field, you can add or From an address processing in included constituents the the as necessary. option format option select the Name to use to determine the addressees and salutations to use 9. In the field, in the From the field, you can add or edit a name format option constituents the with included mailing. necessary. as list the types of constituents from the invitee the to include in the mailing. In 10. Include select field, All qualifying constituents, the invitation includes all constituents that meet the • If you select criteria. selection and exclusion Qualifying individuals and organizations, the invitation includes all individual and • you select If to the exclusion criteria. Select whether and include meet selection organization constituents that household when multiple qualifying individuals only a household and whether one person per share who not members of are household. individuals include to a

137 127 NVITATIONS I VENT E households, the invitation includes all constituent households that meet the • you select Qualifying If whether to include qualifying households that do not criteria. exclusion and selection Select also members. have You Invitations tab. Save . Click 11. return the to to add see Add an Invitee to an Invitation on page to the how about information For invitees invitation, . 130 Screen Invitation Add to invitation screen. For information about how the access this screen, table The explains below on the Add items . see Add Event Invitations on page 125 Screen Item Description name the invitation. Enter help identify Name a unique to or the as whether it is a premium such identify to Enter a description invitation, help Description invitation. standard which to the invitation to its invitees. send on the Select date Mail date to create a selection of the constituents included in the invitation. Select whether Create selection from select a name for the new selection. To replace an existing checkbox, you enter If this results with selection, select Overwrite existing same the of the selection name new . selection whether to send the Select through mail, email, or both. invitation How want you do to through both mail and email, according to each constituent’s If you select Send your invitation? send use for constituents without a communication preferences , select which method to for email. or mail preference Search the through mail, this you appears. invitation for and If send to select field send through the mail. The package determines the items select the package to package Mail select a package, the Cost and you field When invitation. the in delivered Contents package. display information about the selected to the select invitation through email, this field appears. Search for and If you send to the email. The package determines the items select send package through Email package When package, the Cost and Contents field the in you a delivered invitation. select display package. selected the about information determine which address to the with the Select types option to use to use From the field, you can add or edit an address Address constituents included in processing invitation. the as necessary. processing option use Select determine the addressees and salutations to use with the the option to to invitation. name the field, you can add or edit a the Name format constituents included in From necessary. as option format on in the invitation, based of the constituent Select the constituents to include types can select to include all constituents, only individual and Include selection and exclusions. You households. constituents, organization or only constituent organizations, If to include Qualifying individuals and select this checkbox you Send one only to include only the head of household when multiple appears. Select whether to per household person same of household. qualifying constituent individuals are members the Also qualifying include include If you select to checkbox Qualifying individuals and organizations, this who individuals are appears. and whether to Select individual constituents who meet the selection include not members of any members of criteria household. exclusion but are not a household to households, include qualifying If you select Also include Qualifying this checkbox appears. Select whether which do to include households households that meet the selection and exclusion criteria but constituents do not have members. not members any have

138 5 HAPTER C 128 Edit Invitations to add you can edit an invitation as necessary from the Invitations tab of the you After an invitations event, record. event versions output formats determined the information included in an invitation In Note: of program, earlier the definition with . Invitations now use the export Word associated merge Microsoft communication, such as for a this information. If you upgrade from an earlier version and with an the selected package to determine have been you must select a package to determine its sent, definition if you edit yet not has that invitation export invitation screen. To retain its output format, do not edit the invitation. You can the invitation from the Edit mail or when you send the invitation. edit the output format date an invitation event an Edit } from Invitations an record, select 1. invitation under event . of tab Invitations the On the Edit invitation screen appears. Edit the information as necessary. The items on this screen 2. Click Edit . The the as invitation screen. For information about the items on this screen, see Add are the same on Add . 127 Invitation Screen on page return Invitations the 3. tab. Click to You . Save Delete Invitations to an After you can delete an invitation as necessary from the Invitations tab of the you add invitations event, you an invitation, you also delete any associated invitation history from the event. event record. When delete from an an Delete } invitation event of Invitations record, select the invitation under Invitations . the On event 1. an tab message appears. confirmation A . Click 2. Delete return to the Invitations 3. Click Yes . You tab. Invitations Send for an invitation, you can send the invitation the its recipients. After you send the you After specify invitees to the Invitation History tab on the Invitees page to view status and history information invitation, you can access process. for the invitation After process, you can run the process again to send additional invitations to selected run an invitation you in you invitees to the invitation, you can mark those invitees as Include new next example, For invitees. if add process again. the run and send } Send an invitation tab event an Invitations record, select the invitation under Invitations . 1. On the of Tasks invitation its an page, click Send invitation to invitees under from . The Send Note: To send Invitees appears. screen invitation

139 129 NVITATIONS I VENT E Send invitation screen appears. Edit the information as necessary. The items on this 2. Send . The Click the same screen. For information about the items on this screen, see the are screen Add as invitation . page on Screen Invitation Add 127 In output the information included in an invitation determined formats earlier versions Note: of the program, Microsoft Word . Invitations now use the export definition communication, such as for a merge with associated this If you upgrade from an earlier version information. have an determine to package selected the with and sent, you can edit its output format and mail date from the Send invitation invitation that has not yet been from you Edit invitation screen, you must select a package to determine its screen. If edit the invitation the export definition. on page appears. For information about the items process this page, see . The status 3. Click invitation Start Invitation Processes on page 138 . List Invitee the event, you can add and manage its invitees from for invitee list page. To access an you After invitation an add an invitation, select the invitation on the Invitations tab of the event record the click Go invitee list page for and the bar. to invitee list on action a page all invitees for the selected invitation. From this list, you can add and list invitee The list contains of about an manage the invitees’ registration and and invitee, manage invitees, view constituent information page, you can also view and manage the history information for the declined status. From the invitee list invitation process. and run the process to send the invitations view its invitees. can Under you , Tasks to Invitees Manage an invitee list page, you can add and From the invitees for the invitation. the Invitees tab of manage constituents to the invitee list appear. For each invitee, you can view the date the Under Invitees , the added during invitee declined, and whether to include the invitee or the next the registered invitation was sent, whether The Excluded from last send column indicates instance an invitee was of the invitation process. whether instance the invitation process, such as due to of householding or exclusion previous the from excluded default

140 5 HAPTER C 130 information about an invitee, select the invitee in the grid and click Go to options. view constituent To bar. the on constituent action of invitees that appear in the grid, such as to locate a specific invitee, you can select To reduce the number help to the as constituent name or status. On the action bar, select the criteria of the of criteria the view, invitees such . Apply invitees to view and click only for constituents in the event’s invitee list. The Constituent filter returns results Note: an the of the invitees, such as to indicate whether status invitee declines an can you grid, the From manage additional invitations to an invitee. You can also add and manage invitees invitation and whether to send as necessary. Invitation to Add an Invitee an constituent which an invitation for an event. You can add a specific send as the are Invitees you to constituents necessary. as invitee an you can use a constituent selection to Tip: multiple invitees at one time. You can To quickly add invitees, add list another event, such as the previous year’s instance from an annual event. For invitee the copy also of add multiple invitees at one time, see Add Multiple Invitees to the Invitation on page information about how to on page 132 . 130 or Copy Invitees invitee a Add } specific page list invitation, select the Invitees tab. 1. invitee the of On the . appears. Add an Invitee screen Constituent 2. Click Add and select The select constituent add as an invitee. to and for Search 3. the return to the Invitees tab. Click Save . 4. You the Add Multiple Invitees to Invitation quickly which send an invitation for to event. To add you multiple invitees at one constituents the are Invitees an a selection of constituents as invitees. When you add a constituent selection to the invitee list, time, you can add the you such as solicit codes, of the constituents in the selection to exclude from the list. can also select criteria, event, multiple can also copy the invitee list from another you such as the previous add invitees, Tip: To quickly annual event. For information about how to copy invitees, see Copy Invitees on page 132 year’s instance of an . invitees } Add multiple Invitees list the invitation, select the of tab. 1. page invitee the On 2. Multiple constituents . The Add multiple invitees screen appears. Click Add and select

141 131 NVITATIONS I VENT E the selection of constituents to add as invitees. 3. for and select Search the constituents the selection to exclude from the invitee list. criteria the Select 4. of in screen Exclusions appears. The . Exclusions Click a. of field, select whether to b. the exclusion criteria as of the In the Consider exclusions as consider date, such as the mail date of the invitation. If you select Specific date, current date or a specific use. select the date to c. solicit codes automatically excluded from communications appear. Required Exclusions , the Under the solicit any additional constituents to exclude from of invitee , the Under Exclusions codes select list. constituents marked as deceased or inactive. d. Select whether to exclude return Save the Add multiple invitees screen. e. Click . You to return to the Invitees tab. . Save Click 5. You

142 5 HAPTER C 132 an Invitation Delete Invitee from an to add you can remove an invitee from the list as necessary. you After an invitees invitation, invitee who already registered for the event, the invitee will be removed from the delete you If Warning: an has as of on the Registrations tab listed the event record. invitee list but he remains “Registered” invitee an Delete } the the invitation, select invitee Invitees tab. 1. On list page of the the invitee and click Delete . A confirmation message appears. 2. Under Invitees , select You return the Invitees tab. 3. Click Yes . to Copy Invitees quickly send an invitation for an event. To add which multiple invitees at one the to constituents you Invitees are from another event. For example, if your time, hosts an annual gala, you can you can copy them organization the year’s event to the new event. copy previous the invitees from event an from invitees } Copy list page 1. the invitation, select the Invitees tab. On the invitee of Invitees and click Copy from . The Copy invitees screen appears with the current event and 2. Select the tab included. invitation the search for and select the event from which to copy the invitee list. Copy 3. field, In from select from invitation of the event field, which to copy the invitee list. 4. In the the Invitation event registered declined invitees from the selected or and invitation. copy whether Select 5. to You return to the Invitees tab. 6. Click Save . Send in Include Invitees Next to an you can continue to run the process process, send additional invitations as After invitation you first run the process again, you can include invitees not already necessary. the invitation or those When you run sent invitation. include an invitee in a future instance of To invitation process, on the Invitees another require who the

143 133 NVITATIONS I VENT E page, select the invitee and click Include in next send on the action bar. When you first add tab an invitee list of marks the as Include in next send until you next run the invitation program the invitee, an automatically invitee process. Next in Invitees Exclude Send After can continue to run the process to send additional invitations as you run an first invitation process, you those you exclude invitees already sent the invitation or can who again, process the you When necessary. run exclude an invitee from a future instance of the invitation process, on the Invitees decline to attend the event. To select page, invitee and click Exclude from next send on the action bar. After you first tab of an invitee list the automatically . all invitees as Exclude from next send program run the invitation process, the marks Manage Invitation History previous Invitation list page, you can view information about tab instances of the History of the On an invitee process. invitation instances of the process appear. For each instance, you can view its status, the user Under History , the previous date the duration of the instance, and the number of records processed. To help who started the process, and that of the grid, such as to locate a specific instance, you select to view number the reduce appear instances in On instances action bar, click Filter , select the status of the status. to view, and only instances with a specific the . Apply click Details select it in the grid and click Show additional on the action bar. The view To information a process, about information such as how details of the records processed were exceptions window appears and displays many successfully the export definitions and packages used with instance. From the and how many processed and Microsoft the an instance or generate the output in of Word . download output details window, you can email package that includes For Blackbaud Internet Solutions export definition, the detail an invitation with an a to manage the email job. options provides also window

144 5 HAPTER C 134 into a Single File Download Invitation Output the invitation process an event, you can download its output into a file for use in another run you After an for want to data from the program to send to a fulfillment house. When you you example, For application. may take and program comma- separated value (*.csv) file at a location you the output, the download saves generates a specify. For multiple files, based on the information exported. into example, you download also can You Tip: the output files based on the states in can the constituents reside. For download the output into multiple which multiple or groups files, see Download the Invitation Output into information about how to download files page or Invitation Output into Grouped Files on the 135 . 134 page on Files Multiple Download a single file } Download the output into the the process with of output to download. 1. Select the instance invitation page invitee process, select the Invitation History tab. Under History , select the the On • of list the on Details action bar. Show the click and download to instance the process, select the • status tab to download output for the most On the status page of Recent for a previous instance, on the recent tab, select the instance instance. To download output History Show on the action bar. to download, and click Details separated screen, as type field automatically displays “Comma Save value (*.csv)”. As the Save the On Note: another You of output file. In a comma- separated value (*.csv) file, each piece cannot select to download type by a comma. A *.csv file is also referred to as a “comma- delimited” or “ASCII” file. of data is separated name for output file and map to the location to save the downloaded output file. 2. Enter a the The program and saves the output file at the designated location. When the Save Click 3. . downloads to message to open the output file. ask a finishes, download appears whether Microsoft in default application set file open a *.csv file such as the Excel , click Yes . output the open To 4. to status page, click No . To return to the process Multiple Output Download the Invitation into Files files process event, you can download its output into multiple an based on the invitation for an run you After example, you can download the invitation information into multiple files based on in the information For output. the recipients reside. When you download the output, the program generates and saves the states in which files specify. a location you (*.csv) comma- separated value at separated a file, each piece of data is separated by a comma. A *.csv file is also In Note: value comma- (*.csv) delimited” file. “ASCII” “comma- referred to as a or multiple into files output the Download } the invitation process 1. the output to download. Select the instance of with list page of the process, select the Invitation History tab. Under History • select the On the invitee , and Show Details on the action bar. instance to download click download page process, select the Recent status tab to the output for the most status of • On the output for a recent instance, on the History tab, select the instance instance. To download previous click Details on the Show bar. and download, to action

145 135 NVITATIONS I VENT E in the Output path field, click the folder icon. The Browse For Folder screen appears 2. the Details tab, On the location save the downloaded output files. map can you so to to per one the output field on which to generate multiple files. For example, to Create the In 3. field, file select in file the recipients reside, select to create one states per download multiple files based on the which state. multiple output of the process. To divide the data in each ways, you can the saves program The Tip: of instance a different output field selected as the basis of the files download the output multiple times with generated. multiple it generates file names based the values of the field selected 4. When the program downloads files, state, field. if you download an output file for each example, the program per in the For Create one file so on. generates files named Alabama.csv, Alaska.csv, and text in output file, in the File prefix field, enter each to appear at information the identify help To further names generated for the export output. For example, enter “Recipients in -” to the beginning of the file - - and Recipients in in Alaska.csv. download files named Recipients Alabama.csv and the of the multiple files the program will download, select the Preview view To 5. record names counts tab. output saves the output files at the designated and path. The program 6. Click Download . downloads appears to ask whether to open the output path. When the download finishes, a message click to the output files, click Yes . To return to the process status page, access 7. To open the output path . No Output into Grouped Files Invitation the Download process for an event, After can download its output into grouped files based on the you run an invitation you For you can download the mailing information into multiple files based on information in the output. example, you based states in which the recipients reside. When the download the grouped on region, with the information saves comma- separated value (*.csv) files at a location output, specify. the program generates and you into files } Download the output grouped to the of with the output invitation download. instance the Select 1. process

146 5 HAPTER C 136 list page of the process, select the Invitation History tab. Under History , select the • the invitee On click Show on the action bar. download to instance and Details output of select the Recent status tab to download process, for the most page • On the the status for a previous instance, on the History tab, select the instance recent instance. To download output Details and the action bar. to download, click Show on Download click output and bar, Grouped files . The Download grouped files screen 2. action the On select appears. path field, click the folder icon. The Browse For Folder screen appears so you can map to 3. In the Output the downloaded output files. the location to save by the the output field on which to generate grouped files. For example, to group field, In select 4. Group group in the recipients reside, select to which by state. states the based information on , create each group of information to download. 5. Under Group options on the left, select the items to include in the group. For example, to group recipients by a. In box the the states to include in the region group. state into regions, select screen arrow. Group file name The appears. the Click b. right

147 137 NVITATIONS I VENT E which to save the grouped file, such as “Southeast Region”. c. the name by Enter return . Download grouped files screen. In the box on the right, the new group OK to Click d. You the see group it includes, click the plus sign. the expand To appears. the to items at click The program downloads and saves the output files . the groups, 6. After you create all Download the a message appears to ask whether to open the designated output path. When the download finishes, output path. click the output files, click Yes . To return to the process status page, to path access 7. To open output the . No for an Invitation Documents Word Microsoft Generate letter template with a package, you can generate the letter output for If event you associate a Microsoft Word an When generate the output, the selected data fields automatically merge invitation that uses the package. you . in status page of the invitation process, you can generate Word generated documents From the the with Word or a instance of the process. previous instance most the for documents recent an invitation } Generate Microsoft Word documents for invitation the with the output to generate. 1. Select instance of the process History of process, page the Invitation History tab. Under the , select the list invitee the On • select Show Details on the action bar. instance to download and click of the process, select the Recent status tab to generate output for the most • On status page the for generate instance, on the History tab, select the instance a To instance. recent output previous on Show bar. click and generate, to the Details action documents network. your workstation or merged 2. In Word , on save the Invitation an Job Email an Start for with an After package that includes a Blackbaud Internet Solutions export you run an invitation process email displays email job options. When you start an the job, the Blackbaud page status process the definition, email job in the queue and processes it at the scheduled time. To create the final Internet Solutions Service puts the Solutions Blackbaud merges data from the export definition into the email messages, the Internet Service messages. The services send the merged email messages to the Blackbaud the in fields appropriate email web (MTA) are and submitted to a Mail Transfer Agent they Internet Solutions Services where server, processed delivery. for server Send email messages } the invitation process with the output to download. 1. Select the instance of page tab. the process, select the Invitation History list Under History , select the • of On the invitee bar. Show on the action Details click and download instance to

148 5 HAPTER C 138 page of the process, select the Recent status tab to send output for the most recent • the status On for a instance, on the History tab, select the instance to send, send To instance. output previous the action Details Show click and on bar. appears. Start . The Start email job screen job click email 2. On the action bar, Time fields, enter the date and 3. to start the email job. In the Start date and time include the email job. in packages the Select 4. to return to the process status page. 5. Click Start . You Status the changes from Pending to Completed or Failed. To view the most As the job processes, column . click view information about the email job, select the job and Refresh View recent job status, click To . detail status job email Invitation Processes particular invitations you create. For You you can create a process for establish invitation processes for example, and save the settings you select. Each time you need to send save- the- date cards, you can save- the- date cards date again. the- run the save- process Recent Status tab, you view the details of the most recent invitation process. These details include the On the Recent Status the start end time, and duration of the process; the person who last started the the of status process; time, server process recently used to the the invitations; the total number of invitations process; the most name of exceptions. processed and how many were successfully invitations many and processed; how output of the most recent instance of the process. You can also generate the output for You can download the of Word process in Microsoft instance . the most recent the an invitation that includes a Blackbaud Internet Solutions export definition, the an For package email with to also the email job. manage options provides page process History you view a list of all processes On an invitation. The details in the History grid include the the History tab, for process; start time, end time, and duration of the the the person who last started the the of status process;

149 139 NVITATIONS I VENT E the server most recently use to process the invitations. This information generates process; the name of and invitation process. it is likely you have multiple rows of information in this grid. run you time each an Therefore, instance, about in the grid and click Show Details on the action bar. In information additional select view To an it about From export definitions included in an instance. information the the details window, you can view the the of instance of the process. You can also generate output output for the download can you window, details an Microsoft Word . From the History tab, you can also delete the status record of a an instance of the process in of specific instance the process. Invitation History Delete Process tab you the process history as needed. On the History delete of the process, can Once you run an invitation List grid, you can select a status record to delete from the invitation process page, in the Invitation history. } Delete invitation process history Invitations tab. 1. an event, select the From invitee on Invitations grid action bar. the to Go Click 2. list tab and click Go to [invitation process] under Tasks on the explorer bar. The 3. Select the Invitation History Invitation List page appears. Select History 4. tab. the row process and click Delete on the action bar. A message appears confirming the to Select 5. status delete status the delete to want you record. process record, Yes 6. To delete click . status the Tab Schedules Job view a list of all automatic jobs for an invitation process. On details in the grid the Job Schedules tab, you The frequency; start time, end time, and duration of the job; the the dates the job and name job the include and On this tab, you can add, edit, and delete job schedules. schedule was added and changed. handled schedules the system administrator at your organization. Note: Job are normally by Create Job Schedules a process automatically and unattended. When you create to job schedule, you specify a job run a schedule Use of the occurrence. Using the job schedule and SQL Server , the program runs the frequency and scheduled time time the interval. the process at scheduled and schedule } Create a job job of the process, click Add 1. or click Create On schedule under Tasks . The Create the Job schedules tab , appears. screen job

150 5 HAPTER C 140 name field, enter a name for the scheduled process. 2. the Job In schedule is To suspend it, clear the Enabled checkbox. default, By 3. the active. field, select often to run the process. Your selection determines which other Schedule the In 4. type how fields are enabled. remaining to run the the schedule and how long to keep it active. fields, job select when 5. In return to Job schedules tab. the You . Save Click 6. Screen Create Job Screen Item Description Enter the job schedule. name name for Job a to weekly, the job schedule. You can run a process once; on a daily, often or Select how run SQL Server Agent service starts; or whenever the computer is idle whenever Schedule type monthly basis; . Agent Server SQL to according scheduled process is active. To suspend the process, clear this checkbox. Enabled By default, the One- time a For just once, select the date and time to run it. runs that process occurrence process on a daily, weekly, or monthly basis, select the number of days, that a For runs between instances Occurs every field. the in weeks, or months Frequency the day of the week to run For a weekly process, select it. select day of the month to the it. process, monthly a For run process that runs on a daily, weekly, For monthly basis, select whether to run it a single a or or regular intervals on the days when it runs. time at the a select Occurs once at and enter once, start time. run process Daily frequency To at intervals, select Occurs To and enter the time between instances, as run a process every start time and end time. a as well

151 141 NVITATIONS I VENT E Screen Description Item that a a daily, weekly, or monthly basis, select a start date and, if For runs process on Start date To indefinitely, select No end date . an end process necessary, run date. the Edit Job Schedules job process, you can update it as necessary. For a you can adjust its example, for a schedule After you create to edit the job schedule. frequency. You cannot create the selected package schedule a Edit } job select a job and click Edit . The Edit job 1. appears. The options on this On the Job schedules tab, screen the job screen. For information about these options, see Create Job screen are the same as Create Screen on page 140 . Make in the Schedule type 2. can change how often to run the you changes as necessary. For example, process. return the Job schedules tab. 3. to Click You . Save Schedules Delete Job of the status page, you can delete On job schedule of the process. This deletes the the Job schedules tab a as changes made to it outside the program. scheduled job as well any job a Delete } schedule 1. the job and click Delete . A confirmation screen appears. On Job schedules tab, select the 2. to schedules tab. return Job Click Yes . You the Scripting File Generate Windows an format script file is for Windows that can incorporate VBScript executable A Windows Scripting File (*.wsf) elements. XML include and routines (*.vbs) File } Generate a Windows Scripting that requires Windows Scripting File, click Generate WSF under Tasks . The Generate 1. On the process a appears. screen business process WSF file field, enter the path and file name for the WSF file. To browse for a location to save 2. In the Save As the The As screen appears. file, click the ellipsis. Save The saves the WSF file. . OK Click 3. program

152 142 C HAPTER 5

153 6 chapter Auction Events Workflow Auction 143 Event and Items Auction Packages Manage 144 154 Search Auction Event 155 Items Auction for Manage an Purchase for Reserve an Auction Item 158 Donation Adjustments 159 Auction offs Write- Donation Auction 160 Sync With AuctionMaestro Pro 161 can From events as auctions and manage the items available for bid or purchase at your Events , you add your receives these items as donations organization other organizations Typically, auctions. organization’s from increase bids or interest in an auction event, you can also compile multiple auction items or constituents. To into package bid or purchase. a single for available an an auction, you can assign the items to have as for bid or purchase. You can also add After event you tasks, and job occurrences associated with the auction, as you would other events. manage the registration, time it host the auction event, you can transfer and manage your auction information within When is to download . the auction ends, you can then After the results of the event, AuctionMaestro MaestroSoft Pro and constituent update including to your database from AuctionMaestro Pro . revenue information, Event Auction Workflow add When you can select whether the event is an auction. In preparation for auction events, you an you event, manage as items available for bid or purchase. Typically, your organization receives these items and can add the organizations MaestroSoft constituents. Through integration with other AuctionMaestro Pro , donations from or all all maintain your auction events and download activities transaction activity, such as revenue can you during constituent updates, to your database after an auction event. From Events , and with transactions and integration, AuctionMaestro can manage all aspects of an auction event, from preparation to data entry Pro you event. after the together manage auction items, you can group like To your in categories, such as Services, Travel, help q items and then further define items by subcategory. To meet the and needs of your Memorabilia, specific configure categories and subcategories available for auction items. For information about organization, the Categories configure categories, see Auction Item item on page 7 . how to

154 6 HAPTER C 144 receive donations of items from other organizations or constituents for bid or q organization may Your events. As receive items, you can add them to the auction item inventory so your at purchase auction you auction events. increase bids or interest in an auction event, you can compile them assign can you to To package a or purchase. For information about auction items and into items auction multiple bid for single and on 144 . Packages page Auction Manage see packages, Items on an annual basis, you can easily add an auction event Tip: on the previous If you hold an auction based how copy the parameters of an existing auction event to create a new year’s to auction. For information about on page 21 . Screen Event an Add event, see auction events to the database. When you add an event, you select whether it is an q Plan and add your to an how auction event, see Add Events on page 19 . auction. For information about add event, for manage information such as tasks, registrants, and job occurrences preparation you In q the can bid auction you can also manage the items available for an or purchase at For record. event the from event, how to manage the items for an auction, see Manage Items for an the auction. For information about . on Auction Event page 155 auction to auction, you can export information such as your items and registrants q hold When you are ready to AuctionMaestro Pro as items and people records . data the two programs, you should configure between for integration with transfer you Before q settings as default designations for new items added during the auction or Fund- An- Item AuctionMaestro Pro , such the integration, you click Configure AuctionMaestro Pro integration under donations. When you configure event an information about how to configure integration settings, see Configure on Tasks record. auction For 161 on Integration Pro AuctionMaestro . page an- activity walk- up registrants, item purchases, and Fund- as Item q such Hold your auction and track information transactions how to use AuctionMaestro Pro , refer to the in AuctionMaestro Pro . For about documentation. user Pro AuctionMaestro the auction transactions and activity into your database. When you import q After your auction, import click information auction file from Events . For information about how to from AuctionMaestro Pro , Import , page Import Auction Results From AuctionMaestro Pro on Pro 163 . retrieve data from AuctionMaestro see was auction AuctionMaestro Pro , review the data that from transferred in the import you After q results the batch when AuctionMaestro are finished. For more information about the Import Batch. Commit you Batch, related tasks, see the Batch and Import Guide . AuctionMaestro Pro Import and auction results AuctionMaestro Pro , review the data that was transferred in the you After q import from batch more you are finished. For the information about the AuctionMaestro Import Batch. Commit when the and see the Batch section of tasks, help file. Batch, Import Pro AuctionMaestro related Packages Manage Auction Items and your organization have many items, donated by other organizations or constituents, For auction events, may purchase. can can offer these items individually at an auction, or you or compile multiple available for bid You the a for bid or purchase. To view and manage package items and packages available for into items auction single

155 145 VENTS E UCTION A Events , click Auction item inventory . The Auction Item Inventory page auctions your organization, from at appears. and have the same currency as the base currency of the auction for All Warning: auction packages items must used. are they which grid, and packages available for auctions at your organization. Depending on the In you view the items the can items the appear in the grid. To help reduce many number of items size and frequency of your auctions, may view, specific can select the criteria of the items to you such as name, locate to as such appear, that items, select whether to display sold items in the grid, or only items that are auction, or category. You can also the specific bar, select the criteria of the items to view and click Apply . associated with a auction. On action the and items in the grid, click Reset on all action bar. criteria display Note: To remove the filter and packages that match the filter criteria. The Package column The grid displays the auction items indicates view items included in a package, click the plus sign the next to the package in To packages. are items which (+) you can view information such as category, value, and donor. the enter this information grid. For each item, You auction to the database. To view additional information about an item or a package, when you add the item and the Details on the action bar. The details window appears and displays in it select click grid Show item of or package. To access the record of an item or a purchase the information about the donation and in the grid and click Go package, item on the action bar. For information about this select the item or package to Package on page 150 . Record Item Auction see record, or Site column displays the sites at your organization that can use Note: item or package. The In the grid, the each to site associated with its designation, and assigns a package to the sites program assigns an item the event. associated with its auction and manage auction items grid, packages as necessary. From you can add and the page 146 • Add Auction Items on page 148 • Add Auction Packages on Item or on page 149 Package Auction Auction an Edit • • Auction Package on page 149 Delete an Auction Item or

156 6 HAPTER C 146 Items Add Auction organization events, multiple items for bid or purchase. Typically, you may receive auction For can your offer constituents. When receive an item as an auction donation, you must add donations as items these from you you its the item, you can select When applicable category, enter its value and the item add to the inventory. organization. who the item to your donates constituent the select bid, minimum and instances of the same item, you can add one instance and then create copies with Tip: To easily add multiple information about to create copies of an item, see Copy an Auction Item on the same parameters. For how page 153 . add from Events or the auction item inventory. You can also add an can from the item auction item You an a or package. auction an of record large number of auction items, you can Tip: the Auction Item batch. You can add new To quickly add a use new constituents through this batch. You cannot add auction packages through the items, as well as Auction more about how to add items through the Auction Item batch, see the Batch and Item batch. For information . Guide Import Add item an } auction item Add item . The Add an auction auction screen appears. click an , Events From 1. item from Note: Auction Item Inventory page, click Add and select Item . To add an item To add an auction the under Items , click Add and select New item . To add an item from a package record, from an auction record, click item and select New , to package . under Available items Add name a identify the item. Enter 2. to unique help how auction in the the and Subcategory fields, select item, to categorize the 3. define help To Category item. identify the item, in 4. Description field, enter a more detailed description of the item. To help further the Auction search for and select the auction event field, which to offer the item. the In 5. at

157 147 VENTS E UCTION A security on the auction event before you associate items with it. For Warning: should specify site You sites on event, see the Events Guide . to specify how about information an for field, the designation to which to apply the revenue received Designation the In 6. and search select item. the from field, value of the item. In 7. the fair market enter Value the item. monetary at which to start bids for the the enter field, bid Minimum the In 8. amount the date your organization 9. the item as a donation. In the Donation date , select receives used a specific time period, in the Expiration date field, select the within at 10. If the item be must date expires. item the which for and select the constituent that donates the item to your 11. In the Donor field, search organization. the is anonymous. 12. Select the checkbox if donation post select post date to associate with the auction item. , status Options Under 13. a and the information appears. For of about this record, see Auction Item or item 14. Click Save . The record . 150 page on Record Package an Auction Item Screen Add on explains Add an auction item screen. For information about how to access this The table below the items the page 146 . screen, see Add Auction Items on Description Item Screen item. identify the name Enter Name unique a help to the item with similar items, select the applicable category and subcategory for To group item. the Category and Your categories to best meet the needs of your auctions. configures the item organization Subcategory to categories and subcategories, see Auction about information configure how For item 7 Item page on Categories . enter a more detailed description of the item. Description further identify help the To item, item. event which to offer the at auction the select for Search and from an auction, this field is disabled and displays the When you add an item selected Auction from a package, this field is disabled and displays the an auction. When you add item package. selected the with associated auction revenue to which to apply Search received from the item. Designation and select the designation for item from a package record, this field appears displays the When of the you add an name Package selected package. value of the item. Enter fair market Value the amount at to start bids for the item. the Enter monetary bid Minimum which donation. organization the item as a receives date the Select date Donation your is applicable only within a specific time period, select the date at which the item If the item Expiration date expires. for constituent that donates the item to your organization. select Search the Donor and Donation is the is anonymous. the checkbox donation Select if anonymous and Post status with select , status and post date to associate a the auction item. Options Under post date Post

158 6 HAPTER C 148 Packages Add Auction interest bids auction event, you can compile multiple auction items into a single package for in increase To or an rather than an autographed baseball, tickets to a local baseball game, and For purchase. or bid example, offer these at auction, items can offer a single package that includes all an assorted sports equipment as separate you items. package auction an Add } Add an auction package . The Add an auction package screen appears. For 1. From Events , click this screen, see Add an Auction Package Screen on page 148 . information about the items on Note: an package to the inventory from the Auction Items page. On the action bar, add Add click You can also auction . Package select and record. directly to an auction from the auction You On the action bar, click Add and can add a package also The Add an auction package screen appears with the auction already selected. select Auction package . name a description to help identify the package. 2. Enter unique and the help in the Category and Subcategory fields, select how to categorize the To 3. auction define package, package. bids the monetary amount at which to start enter for the package. Minimum field, bid 4. In the its items must be 5. within a specific time period, in the Expiration field, select the If the package or used package expires. the which at date field, search for and select the auction event 6. which to offer the package. In the Auction at . record of the auction package appears. For information about the items on this record, 7. Click Save The Package Item page 150 . Auction see on Record or Screen Package an Add Auction the items on the Add an auction The screen. For information about how to access table below explains package Add Packages on page Auction . see screen, this 148

159 149 VENTS E UCTION A Screen Description Item to unique the package. a Enter Name help name identify enter the of the package or the items it contains. identify further To Description a package, description with the or items, select the applicable item category group similar To package packages package. the and for subcategory Category and of meet the needs organization your auctions. configures the Your categories to best item Subcategory categories and subcategories, see Auction For information about how to configure item 7 Item Categories on page . which to start bids for the package. bid the monetary amount at Minimum Enter at are only within a specific time period, select the date items If the package or its applicable Expiration expires. package the which auction event at which to offer the package. Search for and select Auction the Auction Edit an Auction Item or Package or auction you can edit its information as necessary. To edit an item or a an add you After auction item package, the item . To edit an item or a package from Tasks Auction Items page, Edit click record, its from package under Items page, select it in the grid and click Edit on the action bar. auction, or the Manage an Auction screen the same as when you add the item or are For information about the items edit the on items The package. Add an Auction Item Screen on page 147 or Add an Auction on Screen on page 148 . the edit screen, see Package or Package Delete an Auction Item Auction item an package, you can delete it from the inventory, such as if it expires or is add you After or auction auction auction, You an item or a package assigned to an delete and you auction. no cannot longer available for an a package. To delete an item or a package from the Auction Items page or cannot delete an item associated with in Auction grid and click Delete on the action bar. When a message appears to Manage the Items page, select it item or click Yes . package, the delete to ask whether package, all items in the package are returned to the auction item inventory. For Note: When you delete a individual information from a package, see Auction Item or Package Record on about how to remove items . 150 page or Auction Package Item Search Auction or package to the database, item can use the auction Item Search screen to auction an add you After you item or package. When you search for an item or a package, you can make access search the record of the the on criteria you select, such as name and category. broad or specific, depending the or package item a an for Search } Auction item search 1. The Auction item search page appears. From Events , click .

160 6 HAPTER C 150 criteria to use and select whether to display only unsold items in the results. 2. the search Enter The Search the database for items and packages that meet the search criteria Click 3. program . searches items , that match the criteria appear. Depending on the search Results Under entered. packages and the results may one item or many. return search enter, you criteria the the record to open and click Select on the 4. bar. The record of the item or Under Results , select action about items on this record, see Auction Item or Package Record package the appears. For information . 150 on page Item or Package Record Auction auction item or package, the program automatically creates a record of the item or package. When you add an can From and manage information about the item. the record, you view an you to the database, the program also automatically creates a revenue record When Note: auction add item the the this record, you can manage information about On donation, such as benefits, of donation the of item. distributions. For information about the items on this record, see recognition, and general ledger Auction page . Donation Record on 154 an ID, item, you can view summary information about the item such as lookup of On the record auction and You also view information about the donation can purchase of the item. and auction, designation, category.

161 151 VENTS E UCTION A is purchased, the Purchase Information grid appears. In this grid, information such as After item or package an of or date the transaction occurred, the purchase price the the item or item the purchaser of the package, taken on the purchase, and the payment type appears. If there are multiple purchasers, package, the gain or loss how paid they and toward the item is displayed. For each purchaser, you information for each purchaser, much information revenue the action purchase to view the individual revenue record. For more on can click Go to bar the Revenue Guide . see records, revenue about

162 6 HAPTER C 152 an auction package, you can view information about the package and manage the items it On record of the contains. , view the items in the inventory available for the package. Depending on the size Available Under you items can many your appear in the grid. To help reduce the number of items that of frequency and items auctions, may field category of the items to view. In the Name subcategory you can also enter the select can you appear, and the name of a specifc item to locate it. On the action bar, select the criteria of the the to name, or part of items . Package items , you can view the items currently included in the package. From these view and click Apply Under items the package contains. the that manage can you grids, you can add items to the • Select the items to include in the package and, on From Available items , package. Add selected items to package . To add an item that does not yet appear in the inventory, the action bar, click to The under Tasks . item Add an auction item screen appears. For information about click Add new package screen, see an Auction Item Screen on page 147 . on items the this Add you to remove items from the package as necessary. Select the item , remove and • From Package items can individual action can also click Go to item to view You item records if necessary. the on Remove click bar. you can view information about the package such as auction, category, total value, Under Package summary , and minimum bid. the edit From delete the package as necessary. You can also click View item inventory under or you can record, the to Item Inventory page to view all items in Auction inventory if necessary. For go the More information to Auction Item Inventory page, see Manage Auction Items and more on page information about the Packages 144 . record of a package that has been purchased, click the to purchase revenue under More view revenue To Go . information

163 153 VENTS E UCTION A Auction Item Copy an of multiple auction item, you can create copies of an item from its record. When add easily To the instances same retain the parameters entered for the original item. On the record of the item the item, an same copy you copies Tasks . Copy item screen appears. The under item click copy, to Copy the item to create, then select a post status and date to associate with the posting Enter the number of copies of the item. Save on the action bar. The Item Copies page appears so you can view and in the general ledger of Click original the For information about the item on this page, see View Copies manage the copies item. created from 153 Item of an Auction on page . Auction an of Copies View Item of the same auction item, you can create copies of an item from its To After easily add multiple instances record. an you can access the Item Copies page to view and manage the item’s copies. On the you create copies of item, click copied under Tasks . the of record View item, copies appears about you first copy an auction item. For information also how to Note: The when Item Copies page an Auction on page 153 . Item Copy see an copy item, auction items copied from original item appear. To access the record of a copy, select it in Under Item copies , the to the on the action bar. grid and click Go item From the the same parameters entered for the original item. retain the grid, you item, copies When you an copy a copy, can as to assign it to a different designation. You can also delete item copies edit the parameters of such necessary. as

164 6 HAPTER C 154 Record Auction Donation auction add the database, the program automatically creates a revenue record of the you When item an to your item this record, you can view and manage information about the the of donation organization. to From not ledger can also write- off items that are You sold general distribution. transaction, such as recognition and been lost. The tabs and options on this record are similar to other during an auction, expire, or have revenue pledges. transactions such as payments or of auction You must write- Note: the full value items. the item. off write- partially cannot You off donation record when you perform To transaction search in Revenue , select Auction search for an auction a type donation in the Transaction field. donation auction from the auction item record, click Go to donation revenue an record, view To revenue item’s record appears. revenue The . information under More record of an auction item, from the To of a purchased auction item, select a view the purchase revenue record Information and click Go to purchase revenue on the grid, bar. The revenue payment in Purchase the action appears. record For and tasks that appear on the record of an auction donation, see the Revenue information about the tabs Guide . Item View Inventory item, add view the entire item inventory if necessary. To go to the auction item inventory, you After you an can Auction click inventory under More information . The item Item Inventory record, from the auction View item about the Auction Item Inventory page, see Manage Auction Items and page appears. For more information 144 Packages on page . Auction Search access as auction, you can use the event Search screen to an the record of the auction. an add you After Auction can manage the items available for bid or purchase at the auction. When you search for an this record, On you make search broad or specific, depending on the criteria you select, such as name and auction, you can the location. the record for an auction, such as to manage access or event tasks, search for the registrants Note: To event event. an record for } Search auction search click search , The Auction Auction page appears. Events From 1. .

165 155 VENTS E UCTION A to use. 2. the search criteria Enter only to events or include inactive auction events in the results. whether Select 3. upcoming display auction searches the for auction events that meet the search criteria The . Search Click 4. program database criteria match criteria appear. Depending on the search the auctions the , Results Under entered. that return one auction or many. you enter, the search results may auction to open and click Select on the action bar. The record of the auction 5. Under Results , select the on record, items see Manage Items for an Auction Event on appears. For this information about the 155 page . an Auction Event for Items Manage as an auction, the program automatically creates a record of the When On the auction you add an event auction. information the auction, such as its parent event and total fair market value, and record, you can view about bid available at the event. To access the auction record from the event record, items the manage or for purchase auction You also access the auction record from an can search. For information as View under Auction click . an auction, see Auction Search on about 154 . how to search for page an as an auction, the program also automatically creates a record of the event. Note: When you add event the manage such as registration and tasks, related to information, event. To view the you record, this From can

166 6 HAPTER C 156 auction record, click Event under View as . For information about the items on an event event from the record on Event . see record, page Record 24 and the for bid or purchase at the auction appears. For each item, you can , Items packages Under items available about fair and donor. To view additional information value, an category, market view information such as its it in the grid and click Go to item on the action bar. The auction of the item or auction package, select record information the items on this record, see Auction Item or about Record item or package appears. For Package . 150 page on add and manage the items and packages associated with the auction event. From the grid, you can Items Add to an Auction auction, you can assign the items to have available for bid or purchase at the auction. You From record of an the at the Inventory or add new items for use Item the auction. from Auction can select existing items item to a package, the package must be assigned to the same site at your Warning: When you add an program organization an item to the site associated with its designation, and assigns a assigns as the item. The with its auction event. associated sites the to package new item for use at the auction, on the action bar, click Add • select New item . The Add an auction To add a and For about the items on this screen, see Add Auction Items on page 146 . item screen appears. information item add Auction Item Inventory, on the action bar, click Add and select Existing item . The To • from an the cannot so search for and select the item to add. You can add an item to appears Select existing item screen you already assigned to another auction. an auction when it is an auction on the action bar, click Add and select Auction package . The Add package, auction • To add a new the auction already selected. with appears screen package assign packages to auctions when you add Note: package from the Events page. For You can also the to a package, see Add Auction Packages on page 148 . information about how add an Items Multiple Add Auction to the to auction one at a time, Rather can access an Manage Auction Items page and items existing assign than you once. The Manage Auction Items add provides a list of all available items that you may multiple items at page auction, well as a list of all the as already assigned to the auction. the to assign items

167 157 VENTS E UCTION A you can view all of the items that can be assigned to auctions. When you first access In Available items grid, the the Items blank. You must click Apply on the action bar to view the Auction Manage the grid page, appears of the to be assigned to auctions, many items may appear on Depending items. items auction number available and number items that appear, you can select the category the subcategory of the reduce help To grid. the in of an item by name. On the action bar, select the criteria of the items to view and click items to view, or search for and . all items for the auction, click Reset . Apply To remove the filter view and appear. available for bid or purchase at the auction items For each item, Under Auction items , packages the view its fair market value, and donor. To category, additional information as information view can you such auction package, select it in the grid and click Go to about on the action bar. The record an auction item or item package For information about the items on this record, see Auction Item or Package of the item or appears. 150 page on Record . } Add items to an auction multiple Manage auction click Manage an items under Tasks . The event, Auction 1. From the of record auction appears. page Items select the criteria of the items to view and click Apply . All items that meet the filter 2. On the action bar, items To Available remove the filter and view all available items, click Reset . criteria appear in the grid. grid, items down C TRL on your keyboard and select the items to add to the auction. 3. In the Available hold in click selected items to auction . The items appear Add the Auction items grid. action the On 4. bar,

168 6 HAPTER C 158 an Auction Remove Item from an item add auction, you can remove it as necessary, such as to assign it to another auction. On you After to an an under Items select the item to remove and click Remove on the action bar. When a the of record the auction, , remove Yes item, click to . message appears to ask whether the On from auction items the Manage Auction Items page. an the Manage remove also can You Note: from items , select the item to remove and click Remove on the action bar. Auction Items page, under Auction Purchase for Reserve an Auction Item any unsold auction items may still be purchased. For example, a number of items an auction is complete, After not auction, have not yet expired. Constituents who were perhaps they at the auction, or your but did not sell in at the auction can reserve a leftover did for purchase until it expires or is removed not purchase an item item returned the auction item inventory for use to another auction. and auction the from in item for After you can edit or cancel the reservation as necessary. you reserve an purchase, auction for purchase } Reserve an item of the event, select the auction item for which to sell and click Go to item on the From an 1. record auction record item action bar. The auction appears. under Tasks . The Reserve for purchase screen appears. 2. Click Reserve for purchase click magnifying field, glass to search for and select the constituent who 3. the In the Constituent item. auction purchased the Enter the purchase amount. 4. on which the auction item was purchased. 5. Enter the date You Click to the auction item record. Under Purchase information on the auction item 6. Save . return is to Pending . date record, the transaction changed auction item for purchase, you can access the revenue record to add a payment toward the After you reserve an the revenue from auction item record, click Go to donation revenue . For information record, item. To access Guide a see the Revenue payment, . add to how about

169 159 VENTS E UCTION A Reserved Purchase Edit a item an you can edit the reservation as necessary, such as if the reserve for you After auction purchase, greater purchase on the item. To edit a reserved purchase, from the item place to like would constituent a price purchase click purchase under Tasks . The Edit reserved reserved reservation, Edit record for which to edit the are the same as the Reserve purchase screen. screen more information appears. The items on this screen For see an Auction Item for Purchase on page Reserve . screen, this on items the about 158 Reserved Purchase Cancel a for purchase, you can cancel the reservation as necessary. To cancel a reserved After you reserve an auction item Tasks which the reservation, click Cancel reserved purchase under cancel . for to purchase, from the item record . The reservation is canceled, and the item is again available for A confirmation message appears. Click Yes reservation. Adjustments Donation Auction you can adjust the donation before the auction an held if necessary. For example, you After add auction item, is item with a value of $500, but the item was later appraised at $800, you can adjust the if you entered an auction the value of item. value, designation, and donation date. When you adjust an auction item, you must can an item’s You adjust why the was made. as reason a provide to adjustment items adjust been posted to the general ledger. For information about only can You Note: have that auction general see Revenue Guide . ledger, the to post to how the you must re- After the revenue to the general ledger to update the you adjust the auction donation, post For about how to post revenue to the information ledger, see the ledger. general your in donation general . Revenue Guide donation, the must re- post auction revenue to the general ledger to update the After you adjust the you For general how to post revenue to the general ledger, see the your in about donation information ledger. file. of Revenue section the help Adjust donation auction an } record, click Edit posted item under 1. . The Edit an auction item screen From an auction item Tasks appears. designation, or donation date as necessary. After you edit one value, these, the item’s 2. Adjust the of active. becomes grid Adjustments

170 6 HAPTER C 160 date field, enter the date to associate with the adjustment. By default, the program 3. the Adjusted In date the field. enters automatically in current this date Adjusted the date to associate with the posting of the adjustment in the the In 4. field, post enter enters the current date in this field. general. By default, the automatically program adjustment if necessary. the description a Enter 5. of field, select the reason code to 6. the need for the adjustment. In the Adjustment reason explain You to the auction item record. 7. Click Save . return offs Write- Donation Auction not you can After off any items that were auction sold, expire, or have been lost. To write- an event is held, write- one time, we recommend you use the global off functionality. multiple items at change auction } Write- off donations click Administration . The Global Changes page appears. From 1. Global , changes The Add Instance screen appears. Change Global 2. Click Add . off and click OK . The Add 3. change screen appears. Select Auction donation write- global name for the global change. unique a Enter 4. field, select 5. site that you want to use to secure this global change instance. This field In the Site the to you have rights. contains only sites which site save the process: a and select you When access to the • site can run the global change process. Only users with selected

171 161 VENTS E UCTION A the Site entry. The system administrator or the user who created the • users cannot edit Other . the edit can process Site the in on the Assign Permissions screen (only system • appears automatically site Site The field this can owner screen). process the and administrators access process. column so you • see who created the displays, Owner an page, Change Global the On can change. If necessary, click the binoculars to locate an existing selection of 6. Enter a selection for the global records. of you can click Auction and select a specific auction for which use • Rather than a selection records, of auction This will only write- off auction donations to donations. conduct the global off write- auction. selected the related to and post date for which 7. write- off auction donations. Select the GL post status to field, how recognitions credits should be handled as a result of the 8. In the Recognition credits select off. write- code reason why the write- offs occurred. the In 9. field, the Reason select you like include in the Details field. to information further any Enter 10. would to the Global Changes page. 11. Click Save . You return the select change you created and click Process global change . 12. To process the records, global Pro AuctionMaestro With Sync attendees by creating the auction event, registering set as necessary, and adding After have you your auction up bid or purchase, you can export auction data to AuctionMaestro Pro to hold the items and packages for the auction. to AuctionMaestro Pro you must configure integration settings for data that will auction Before you export data Pro and Blackbaud program, such as set a default designation for Auction between transferred be Maestro your added the auction. items which to associate with new during and the results are recorded in AuctionMaestro Pro , you import the data back to After the auction event is held AuctionMaestro Pro Batch. Information such as the sale of items, your Blackbaud program through the Import AuctionMaestro in auction is imported from the the Pro who constituents new and registrants, participated the data in the batch, and then commit the batch to upload the data. database. You can then review Configure AuctionMaestro Pro Integration you data between AuctionMaestro Pro and your Blackbaud program, you must begin to transfer auction Before set such for new items added during the auction or Fund- settings, integration configure default as designations with made. the settings you choose, data that corresponds on these settings are that donations Item An- Based the defaults you selected. You transfers AuctionMaestro Pro integration between the programs using configure record. settings from the auction settings } Configure AuctionMaestro Pro integration click Configure AuctionMaestro Pro integration under Tasks 1. The Configure From the auction record, . appears. screen integration Pro AuctionMaestro

172 6 HAPTER C 162 item designation field, click the magnifying class to locate a designation for which to 2. the New In during the items new associate added auction. Item Fund- click the magnifying glass to locate a designation for which to the In 3. designation An- field, collected the action. donations during associate any Fund- An- Item for new constituents that were added during the auction. 4. Select a default security group auction. new that were added during the constituents for site default a Select 5. return to the auction 6. Click Save . You record. more one accounting system available, the Accounting system field appears. In this Note: If you have than and system to associate with new auction donations which purchases. accounting field, select the for default Pro Export Auction Information to AuctionMaestro if your by creating the auction event, registering attendees auction necessary, and adding up have you After set for purchase, you can export the data to AuctionMaestro Pro to hold the auction. auction items and packages to Pro information } Export auction AuctionMaestro record, the to AuctionMaestro Pro under Tasks . The Save As screen appears. From 1. click auction Export of on or network to save an XML file workstation your auction. location the 2. Browse to the field, enter a name to help identify the 3. file. In the File name XML The generates an XML file of your auction at program specified location. A message . Save Click 4. the location where the XML appears was saved, and asks whether to display the file. that confirms the file the file, click Yes . The auction file appears. • To view XML the XML No . You return to click auction record. view • file, To not AuctionMaestro Pro to import your auction data. You can now open button. screen AuctionMaestro Pro , click the BBEC I/E Utility of The BBEC Import/Export 5. the main On appears. screen Utility

173 163 VENTS E UCTION A into AMPro . A message appears to confirm that you want to replace the current 6. Import from BBEC Click with the auction information you would like to import. AuctionMaestro in database auction Pro new a The to Import screen appears. . Yes Click 7. BBEC Select Export imported auction previously saved, the click Select . The auction is you into 8. Locate of file XML the and Pro. AuctionMaestro a confirmation message appears. Click OK 9. After the import is complete, . and open the program to successfully display the new auction data. You 10. Close AuctionMaestro Pro , re- conduct AuctionMaestro . For information about how to Pro auctions in auction the conduct now can in AuctionMaestro Pro user documentation. AuctionMaestro Pro , consult your Pro AuctionMaestro Import Auction Results From and record the results in AuctionMaestro Pro , you can transfer the results to your you hold your auction After the sale items, registrants, updates to constituent records, new such Information program. Blackbaud as of you is the AuctionMaestro Pro database. When from import items auction new and constituents, imported handled through the AuctionMaestro Pro Import Batch. For more information auction information, the data is Pro Import see the Batch and Import Guide . about the Auction Maestro Batch, from AuctionMaestro your Blackbaud program to Pro } Import auction results results into your Blackbaud Before you must first export the results from you can import auction program, . Pro AuctionMaestro

174 6 HAPTER C 164 Pro main screen, click the BBEC I/E Utility button. The BBEC Import/Export 1. the AuctionMaestro From appears. screen Utility Click BBEC . The Browse for Folder screen appears. Export AMPro to 2. from OK save to file of the auction results, and click an . A confirmation message 3. location the Select XML appears. Pro names the XML file “AMPROtoBBEC.xml.” Note: By default, AuctionMaestro You can now import the XML file of the auction results into your Blackbaud program. 4. Click OK . program, auction Events , click Import Blackbaud file . The Import a file from 5. In from your screen appears. Pro AuctionMaestro . The Choose Click screen appears. 6. Choose file file

175 165 VENTS E UCTION A of the auction you exported from AuctionMaestro Pro , and click Open . 7. the XML file Locate file, click file to remove it. the selected you If incorrect Clear batch Pro use to handle the data imported from AuctionMaestro the template Select 8. Import to . Pro AuctionMaestro program match any unknown constituents from the AuctionMaestro default, By 9. will to auto- the attempt do Blackbaud To not allow the program to program. in records constituent your with database Pro your checkbox. this, clear the completes, import message appears to confirm how many rows of data were 10. Click Import . After the a Entry Batch. . You are sent to the Batch OK page where Import Pro AuctionMaestro the in imported Click auction data in the AuctionMaestro Pro Import Batch transferred from you can review and commit the about . to review and commit the AuctionMaestro Pro AuctionMaestro Pro For more information how Import Batch the Guide see Batch, Import and . of completes, message appears to import how many rows a data were the After . Import Click 11. confirm Batch. Click OK . You are sent to the Batch Entry page where imported in the AuctionMaestro Pro Import auction and in the AuctionMaestro Pro Import Batch transferred from you can review commit the data about and to review information commit the AuctionMaestro Pro AuctionMaestro Pro . how For more of the help file. section Batch see Batch, Import the Program and Field Mapping Between Your Blackbaud AuctionMaestro Pro the outlines is transferred when you import and export auction data information that This section location AuctionMaestro Pro When you transfer data between the two programs, program Blackbaud your between and . a tables these use can you reference. as Auction/Event Records Management maintain your you event. Similarly, you track auction event , Pro AuctionMaestro In information about auction you import and export auction data between the two programs, you records in your Blackbaud program. When in can Blackbaud program with an auction database in AuctionMaestro associate an auction event record your export participant information about how to import and For auction and auction transfer and Pro information. From AuctionMaestro Pro on page 163 and Export Auction Information to data, see Import Auction Results . page AuctionMaestro 162 on Pro Blackbaud Blackbaud AuctionMaestr AuctionMaestr Comments Field Program Program Location Pro Field o o Pro Location Field event for auction the of name The Set Auction from record; Event your export you which Name Name, Auction Date, also field Blackbaud program Edit appears at Name event field Goal and the AuctionMaestro screen Pro the top of screen main screen. The for auction the date of event Auction Set your export you Event record; which from Event date Start Date Date, Name, Edit program also appears at event Blackbaud Goal field field and of AuctionMaestro Pro screen the top the screen screen. main Event record, People Registration Recognition Info

176 6 HAPTER C 166 Blackbaud Blackbaud AuctionMaestr AuctionMaestr Program Field Comments Program Location Field o Pro Pro o Location Field Options tab; page registration type field Level Entry Edit field screen option Event record, Recognition tab; People Info Registration Options Level # x $ in Edit Entry page fee field registration Party field screen option Info People for paid was registration Event record, event the If page; Entry program, Event Paid paid Total registrant in your Blackbaud the checkbox Paid Event record, checkbox will be selected in field Registration . Pro AuctionMaestro panel Summary tab Records People/Constituent track , about your auction participants. Similarly, in your Blackbaud In AuctionMaestro Pro you information auction your When you import and export constituents. about program, you track information organization’s you transfer information from your Blackbaud program’s constituent records data between the two programs, Pro When AuctionMaestro you download transaction data from AuctionMaestro Pro , your to people records in . information new records for auction participants. For constituent about how also can program Blackbaud create auction data, see to Auction Results From AuctionMaestro Pro on page 163 and import and export Import to Pro on page 162 . Export Auction Information AuctionMaestro Home constituents, is transferred from AuctionMaestro Pro into your For Note: address only information primary as organization constituents, Work address address. For Blackbaud program, and is the recorded is transferred. information Blackbaud Blackbaud AuctionMaestr Program AuctionMaestr Comments Program Pro o Pro Location o Location Field Field Info People record, Constituent Entry Primary tab; Personal page; Sal Edit field Title Names information (Title) field and personal Addresses screen tab Info People Constituent record, Primary First page; Entry First Personal tab; Edit name field field Name personal information and Names Addresses tab screen People Info Constituent record, Primary Last Edit tab; Last name Personal Entry page; field personal information Name field Names and Addresses screen tab Info record, People Constituent Entry Primary page; Personal tab; Edit Gender field and Names personal information Gender field tab screen Addresses People Info Text Primary N/A N/A page; Entry fields

177 167 VENTS E UCTION A Blackbaud AuctionMaestr Program AuctionMaestr Blackbaud Comments Program Location Pro Field o Pro o Location Field and Names tab Addresses People Info Spousal information does Entry page; N/A map to your Blackbaud Spouse fields N/A not Names and program. tab Addresses People Info record, Constituent Home page; Address Entry field Address Contact tab; Edit address fields and Names screen tab Addresses , City Home People Info , record, Constituent State , City State Zip Entry , page; Country , Contact Edit address ZIP tab; and , Code Names and screen fields Country Addresses tab fields Info People Constituent record, page; Entry Number Home tab; Edit phone field field # Contact and Names screen number tab Addresses record, People Constituent Info Contact tab; Edit phone page; Entry Number field field Home Fax Type: Names screen, and number Fax tab Addresses People Info Constituent record, Email Entry Email Home page; email Edit Contact tab; address field field Names and address screen tab Addresses People Info Constituent record, Organization tab; Edit Work page; Entry field Name organization details Company Names and field Addresses tab screen People Info Relationships Entry page; Contact record, Constituent Work Type grid, Relationships tab field and Names field Addresses tab Info People record, Constituent page; Work Address Entry Address field tab; Edit address Contact and Names fields screen Addresses tab City , Info People Work Constituent City , State , record, , State Entry page; Zip Contact tab; Edit address , ZIP Country and and , Names Code fields screen fields tab Country Addresses People Info Constituent record, Entry page; Number Work # field Contact tab; Edit phone field Names and screen number Addresses tab People Info Constituent record, Entry page; Number field Work Fax Contact tab; Edit field address Names and Type: Fax screen, tab Addresses

178 6 HAPTER C 168 Blackbaud AuctionMaestr Program Blackbaud AuctionMaestr Program Comments Pro Location o Field Pro o Location Field People Info record, Constituent page; Email Entry Email Work Contact Edit email tab; address Names field field and address screen tab Addresses People Info Constituent record, Organization tab; Edit Work Web page; Entry field Website organization and Site field details Names Addresses tab screen Transaction/Donation Records In about your constituent’s auction item donations to your your program, Blackbaud you track information you track about your auction participant’s information Pro, AuctionMaestro Similarly, organization. in data from AuctionMaestro Pro , your Blackbaud transactions. creates the When you import transaction program account donations, purchases, and payments. For information about how to necessary revenue records to for see Import Results From AuctionMaestro Pro on page 163 and Export auction export and Auction import data, to page . on Pro 162 Information Auction AuctionMaestro Blackbaud Blackbaud AuctionMaestro AuctionMaestro Program Comments Program Pro Field Pro Location Field Location item page; Item Auction Entry Catalog Name Item Enter record; field Name Basic item Edit field Data screen tab Item Entry page; item Auction Detailed Catalog Description Item item Basic Enter record; Edit field field Description screen Data tab page; Entry Item Auction item Donation Donation Date Item Enter record; Edit item Basic field field date screen Data tab page; Item Entry Auction item Market Fair Value field Basic Item record; Edit item Enter Value field screen Data tab Item Entry page; item Auction Minimum Minimum Bid record; Enter Edit item Basic Item field bid field Data screen tab page; Item item Auction Entry Expiration Expiration Date item Item Edit Enter record; Basic date field field screen tab Data page; Item Auction item Entry Category Item field Enter record; Edit item Basic Category field screen Data tab Item Entry page; Auction item Text User Subcategory 2 Item Item item Enter record; Edit Basic field field screen Data tab Item Entry page; item Auction Item Text 3 User Lookup ID record, Item Details Enter Basic field field Data tab section the During All MaestroSoft Store purchases Payment record; field Total Due field Amount

179 169 VENTS E UCTION A Blackbaud Blackbaud AuctionMaestro AuctionMaestro Program Comments Program Location Pro Pro Field Field Location Auction page; are transferred to your Edit Enter payment as program Blackbaud cash screen MaestroSoft donations. Sales Store tab All sold in sponsorships record; Payment AuctionMaestro Pro are Sponsorships Amount Edit payment field Amount field Blackbaud Screen transferred to your screen program as cash donations. an- During the in sold bids item fund- All Payment record; Auction page; are Pro AuctionMaestro Amount Bid field Edit payment Amount field you to Item Blackbaud an- Fund- transferred screen donations. as program tab Bids cash

180 170 C HAPTER 6

181 7 chapter Event Reports Report 171 Event Profile 172 Report Summary Event 172 Event Report Comparison 173 Revenue Event Report 174 Report Team Fundraising Event Performance 174 Fundraising Team Team Performance Report 175 Report Seating Summary Summary Report Auction 175 176 Auction Detail Report Auction 177 Report Comparison about view information event your events. reports, you With can Profile Event Report Event report , you can view information about an event, such as its coordinators, location, With the Profile more. report Event Profile and also includes information about event registrants, such as The seating, expenses, and date registered, host, balance. an profile report View } event an event record, click Event profile under Reports . The Event Profile report page appears. 1. On view To Event Profile report from Events , click Event profile under Reports and then search for and Note: the event select to generate the report. To view the report from Analysis , click Event reports and for which the for and search for and select the event then which to generate the report. , Event profile the Event field, select the event for which you want to 2. information. In view The count included in the Event Details section of this report is based on the number of invitees Note: invited Invitee of the the event’s Invitations tab. in list information the sections In select the types of Show to display in the report. 3. field,

182 7 HAPTER C 172 Event details , the report displays detail information about the event and its registrants, Tip: you select When constituents that invited to the event but did not register. To display a list of the number the including of were to not select Did not respond . From this list, you can access the invitation, an did that constituents respond not respond. did who constituent a of record The Event Profile report generates and displays the selected information. 4. Click View Report . Event Summary Report Event you can view information about one or more events, based on a selection, With report , Summary the such The Summary Report includes information about the event Event as the start details. the with along event were invited/registered/attended, event income and expense information, and more. date, how many people summary event } View an report select Event reports. 1. From Reports , . Event Summary Report page appears. Click 2. The summary Event a the click the binoculars to pick a selection of events to of You can also select page, 3. At the top include. or to include information about not events. whether and range date inactive report, click the refresh button. The Event Summary with the selected 4. appears. To view the information Event Comparison Report compares the effectiveness of multiple events. For example, you can use this The Comparison report Event effectiveness consecutive an annual event over the years. To access the Event Comparison report to compare of Comparison click comparison under Reports . The Event Event report page appears. Events from report ,

183 173 EPORTS R VENT E two events or a selection of multiple events to compare and click View Report . The To the report, select run the selected and displays the total number of registrants and performance the compares report of events net gross for each event. the and expenses, attendees, amounts and raised to and appeal you can view additional charts fundraising compare fundraising team a with events For teams, you can view the team of teams and the total raised by each fundraising effectiveness. For each event, number also charts to quickly compare the income raised generates each event and report The collectively. and team by team for each event. the average amount raised per Per includes comparison Raised only donations associated with an event’s Note: The Average Amount Team and appeal fundraising solicitors. team formats. it in several different print You the report or export can Report Revenue Event a breakdown and comparison of revenue and expenses for the event. If it is a The Event Revenue report shows can display information for only the event or for the event and all sub- events. To multi- level event, the report The report, an event and click Event revenue under Reports . to Event Revenue access the Event Revenue go appears. page report

184 7 HAPTER C 174 Report Team Event Performance Fundraising Event Team you can view revenue information for events broken the With Performance Fundraising report, also see number of gifts donated at a specific event or multiple events, as well as the the You team. by down can largest gift. performance report fundraising event a View } team 1. fundraising by event. The Team Fundraising Event Performance page appears. From Events , click Team 2. select field, view the report for all records, a selection of records, or a specific to In the Include whether a the record, search for or records in the field that appears. record. For a selection specific 3. the the dates to include in select report. field, Date the In range 4. Team Fundraising Event Performance report appears. Click View report. The Report Team Fundraising Team Performance Team Fundraising you can view team revenue information for events. You Team the Performance With report, gift. of donated at a specific event number multiple events, as well as the largest gifts can also see the or fundraising team performance report team a View } 1. Team fundraising by team . The Team Fundraising Team Performance page From Events , click appears. 2. select whether to view the report for all records, a selection of records, or a specific Include In the field, or search specific record, selection for the records in the field that appears. record. For a a 3. in select the dates to include field, the report. Date In range the

185 175 EPORTS R VENT E 4. raised that multiple events, select Only show teams with multiple teams display only money To for events. 5. Team report appears. View Click report. Performance Fundraising The Team Seating Report Summary view information about how you seated registrants you a specific Summary , Seating the With report can for determine which registrants have been seated or not, which group members are You can run a report event. to host, and you can view an overall seating summary and seating layout not seated together or with their summary. summary } View an event seating report to for event seating summary report. event the Locate 1. generate which an under Tasks Seating summary page appears. The summary seating View Click 2. . page, select which information to include on the report, such as Show seated At the top of 3. the . registrants unseated Show and registrants click View report . The Seating Summary report with the 4. you To generate the report, information selected appears. Report Auction Summary , report view information about an auction event before or after it occurs. Summary Auction the you With can about subcategory auction such as the category and information of The Auction Summary report includes the the of value in each category, the purchase price, and the gain/loss. You can total the purchased, item each item as each individual item in the auction. You can click each item to view its item also view more details such record * to an item indicates that it was sold as part of a package. if necessary. An asterisk next or the in several different formats. print can You it export report report summary an View } auction the auction event for which 1. generate the summary report. Open the record of to click summary . The Auction Summary Auction page appears. , Reports Under 2. report

186 7 HAPTER C 176 of the page, search for and select an auction event. 3. the top At the view were sold during the auction, select the Show only sold items checkbox at To 4. items only that page. the top of the Auction View report button. The view Summary report appears. 5. the report, click the To the Currency field, you can select whether to display the report in the transaction Note: With Multicurrency , in the in or the base currency of your organization. currency of the items auction, Report Detail Auction event the can view information about an auction Detail before or after it occurs. The With Auction report , you information about the auction such as Auction items purchased, the category and Detail report includes the item the value of the item, its purchase price, and the gain/loss. You can click subcategory of each purchased, it its if necessary. An asterisk * next to an item indicates that record was sold as part of a item view each item to package. report or export it in several different formats. You can print the detail an } View auction report the of event for which to generate auction detail report. record the the Open 1. click Auction detail . The Auction Detail report page appears. Under Reports 2. ,

187 177 EPORTS R VENT E the page, search for and select an auction event. 3. the top of At items that sold during the auction, select the Show only sold items checkbox at only view To 4. the were page. the of top the Auction View eeport button. The view Detail report appears. 5. the report, click the To the Currency field, you can select whether to display the report in the transaction Note: With Multicurrency , in the auction, or the base currency of your organization. currency of the items in Auction Comparison Report can of auction events. For example, you compares use this report to Auction report Comparison the results The loss of multiple compare To view the report, from Events , click Auction comparison the total gain or auctions. auction comparison page appears. The . Reports under

188 7 HAPTER C 178 select two auction events to compare, or use a selection of auction events to include in the To the report, run results your View report . The report compares the click of each auction and select report. After you auctions, of items in each auction, the total number of items sold, the total fair market value displays the total number amount, gain/loss. purchase and (FMV), the total can use the Currency filter to view the results in the transaction currency of the items With Multicurrency , you in the base currency. the auction or organization’s different report the it in several or formats. print can You export

189 Index seats reassign registrants to different 111 attachments about 61 A add 61 add 61 screen add item 7 auction category 61 delete coordinators 34 edit 61 2 locations event open 62 44 expenses tab attributes 98 120 groups items auction guest 83 registrants 7 category add invitations for events 125 configure 7 categories invitees 130 delete 8 category 139 schedule job 8 category edit 26 KPI instance auctions lodging 5 locations categories item 7 multiple invitees 130 attributes 98 registrant 81 registrants B multiple 85 events registrants for registration benefits options 47 50 packages registration 90 edit 89 tab benefits registration preferences 52 registration types 9 rows 116 seats 116 C sections 116 campaigns 71 events supporting 67 edit for event tables 116 view event 66 for 36 tasks clear seat assignments 112 add 19 events configure multiple add registrants 85 events for auction item 7 categories assign configure layout 103 seating group to seats 115 coordinators individual to registrants seats 109 34 add reassign registrants different seats 111 to 35 delete registrants to group 113 35 edit 108 seats coordinators tab 34 108 seats assign copy 112 clear assignments attributes 69 event registrants multiple 110

190 NDEX I 180 expenses 45 121 groups invitations for events 128 invitees 132 lodging 49 options registration locations 6 preferences registration registrant 53 attributes 99 registrantID tasks 37 84 registrants copy 83 layout seating 108 49 options registration packages registration 51 registration preferences 53 D registration types 10 delete 37 tasks auction 8 item category a job edit schedule 141 coordinators 35 email event attributes 69 in job start NetCommunity 137 event 4 locations event expenses 45 75 calendar 121 groups 67 edit campaigns history invitation process 139 129 invitees 128 for invitations events KPIs 26 132 invitees guests and registrants 79 7 lodging locations view campaigns 66 registrant attributes 100 event attributes registrants 84 69 copy options 50 registration delete 69 registration packages 52 68 edit registration 53 preferences event 75 calendar types registration 10 77 filter 117 rows 76 day view by seats 117 view by month 77 sections 117 view by week 77 tables 117 event invitations 124 38 tasks event locations 1 schedule 141 delete job 2 add 100 designations 4 delete documentation edit 3 56 events 24 page event event 171 report profile 79 registration event E 171 reports event edit event types 11 restriction category item auction 8 options 11 event type restriction manage benefits 90 11 restriction event manage types 35 coordinators seating 103 event 68 event attributes page 70 event summary campaigns 67 event event summary report 172 event locations 3 events 32 events 19 add expenses 45 auction item categories 7

191 181 NDEX I comparison 172 124 123- invitations report edit 32 138 processes 138 events for invitations invitation process 125 add page 1 locations delete templates level 12 event multi- 128 level 128 24 hierarchy edit multi- 129 invitees overview 74 130 add page 24 130 multiple report add rervenue 173 copy types restriction 11 132 setup 16 checklist delete 132 invitees 129 page 74 dashboard events 56 documentation events events overview 74 events tab 75 J expenses tab schedules job 139 add 44 copy 45 45 delete K edit 45 indicators key performance 26 73 expenses , 43 tab KPIs 26 26 add for values generate 30 event G generate instance values for KPI 30 L groups locations 120 add events 1 to assign 115 seats lodging 4 121 delete locations 1 page edit 121 4 locations lodging 120 tab groups add 5 guest registrants delete 7 83 add edit 6 guests edit 82 M manage H 8 types registration history 138 tab media link add 60 screen add 60 I delete 60 invitation edit 60 128 send open 62 133 history tab invitation event hierarchy 24 level multi-

192 NDEX I 182 49 copy 50 delete 49 edit N registration 46 tab options note packages registration 57 about 50 add 57 add 52 delete add screen 57 edit 51 57 edit preferences registration notes 52 add 57 delete 53 copy notifications delete 53 about 58 53 edit add 59 types 8 registration 59 delete 9 add edit 59 delete 10 edit 10 types, 8 manage registration P 89 tab registrations page rename 24 event 116 rows summary 70 event 116 seats invitees 129 116 sections 87 registrant tables 116 reports event comparison 172 R revenue event 173 seats to reassign registrants 111 different 95 restrictions 138 tab status recent default edit constituent 96 restrictions registrant attributes registrant restrictions 95 edit add 98 revenue record delete 100 campaigns tab 66 edit 99 rows tab 107 registrant designations 100 page registrant 87 registrant 95 restrictions S edit 95 103 seating edit constituent default 96 restrictions 108 assign 101 view registrant 112 assignments clear registrants configure layout 103 add 81 108 copy layout 113 groups to assign 118 screen 84 delete layout seating 84 edit 82- 103 configure and guests 79 registrants 108 copy tab , registrants 79 73 tab 106 registration options seating summary report 175 47 add

193 183 NDEX I seats 107 tab tab sections 106 invitation send 128 16 checklist setup events supporting 71 add T tab 98 attributes 89 benefits coordinators 34 75 events 73 , expenses 43 groups 120 138 history 133 invitation history job schedules 139 status 138 recent registrants 73 registration options 46 89 registrations seating layout 106 seats 107 106 sections 107 tables 35 74 tasks , , 72 tables tab 107 tasks add 36 copy 37 38 delete 37 edit tasks 72 , 74 tab 35 , V view vendor 46 view 66 campaigns event W scripting file windows generate 141

194 184 I NDEX

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