Managing Event Details in DP

Hello, everybody. Good afternoon.

Welcome, welcome, welcome.

While everybody is filing in here today, hope you’re in the right place. We’re talking about event details in DonorPerfect. Now with today’s presentation, there is a little caveat that goes with this Read More

Hello, everybody. Good afternoon.

Welcome, welcome, welcome.

While everybody is filing in here today, hope you’re in the right place. We’re talking about event details in DonorPerfect. Now with today’s presentation, there is a little caveat that goes with this presentation. You possibly may not have this feature called Event Management in DonorPerfect. If you started with us in recent years, it’s typically bundled in with newer packages. But if you’ve been with us for a while, it’s possible that you might not have this feature called events management,

And if that happens to be one of you, you might not have it in your system. Well, you’ll learn all about it today. For me, my name is Sean Botero. I am a training specialist here at DonorPerfect, often working one on one with folks, teaching them about our suite of softwares and what they can do for you in the nonprofit industry. This week, I get to do webinars. Zoom is still kind of a new platform for me. We were using something different for a while. Uh, but if you can hear me, if you can hear my voice, if you could do me a favor, locate the chat box and put into the chat box. Uh, maybe an event that you have coming up because I’m going to create a new event in the database. But I am sometimes lacking in creativity, so I like to pull the audience for event ideas. I was talking to someone recently, they had, I’ve never heard anything like this before. They had people that were sponsoring teams of ducks. So they had a local farm that had a new flock of ducklings, and that was the event. It was a Duck Race. Who was getting to one end of the pool to the other quicker. That was kind of the main draw of it is very clever Barktoberfest. Christy, that’s, I love that Barktoberfest In the fake database. We actually use animal a fake Animal Hospital and a lot of our examples. So I’m liking the name of that Samantha Waves of Change Leadership luncheon. Oh, that sounds like there’s a lot of progress going on in those events certainly. Amy, you have a gala coming up celebrating your 25th year. Congratulations on the organization’s long standing history there. Amy, and yeah, I think I might go with Barktoberfest when I go in here in the database, and in a little bit, we’ll be diving into my webinar database, where, since everything’s customizable, it might look a little different from what you’re used to seeing if we look at any individual profiles, but by the end of this you should have a understanding of the purpose of this module, whether It’s right for you, if you don’t have it, how we can code things, keep everything organized for our events, so everything is nice and tidy, and then we can use event management to do a lot of things.

Now, there is the potential here, where you conceivably could be doing an entire event, and there’s no online component to it, where you are old school, pre internet days, creating an invitation list, maybe merging letters, sending them out in the mail, and then from there, tracking RSVP data, recording cash and checks, maybe running transactions, and then getting all that information into a report. Deborah doing a golf one I was not even an hour ago, helping somebody create an event management event for their golf tournament, and that’s actually when we look at the online component of it, we’ll see that in some of the examples too, a lot of people do a lot of people do golf. Now, what’s going to be a little bit different about today is the content. Now, when we originally started doing this particular webinar, a lot of it was based around the offline portion of it, where you can invite people and run reports and track the response. And things like that. I would still like to show you that I would and I still am, because if somebody donates by cash or check, you still have to find a way to get them into the event so that they show up in those reports, and maybe you can organize them into tables or teams or something like that. But most of our clients are putting this online, so that’s what’s going to be a little different from the PDF that you’re provided with. I also posted it in the chat. Slight departure. Slight departure. Everything’s still going to be covered. But the beauty of this thing called events management is, if you were using the DonorPerfect forms that are also attached to the database, you can have your constituents do the data entry for you by going to the online page and filling it out themselves. Events Management, it is a additional add on that is underneath the tasks drop down in DonorPerfect Again, if you’re if you’re not seeing it there, or if you click on it and it takes you to a sales page, sorry, it might not be included in your package. If it does take you to a sales page, follow those instructions or look for that email to reach out to your account manager and discuss how you can get it added to your package. We’re not limited to one event. We could have multiple different events concurrently, even if we wanted to, and for all of these different events, what is going to tie them together is going to be a solicitation on the gift screen, one of our many, many drop down menus is the solicitation drop down. Let me pull up one of our constituents in here and say if our example, donor Hideo here, is going to be sponsoring our event, ultimately, that is going to be represented at some level on the gift screen. That’s a transaction we’re going to keep track of that. Let’s say it was $1,000 sponsor. Maybe the fair market value is $100 that’s what he’s getting in return. This gift here should be classified with a solicitation. This drop down menu here, as all of our solicitations, your drop down menus are going to have different options here, but ideally this is being used to represent the specific event or fundraising effort that drove this specific transaction, just like general ledger is kind of set in stone for what the money is going to be used for. This is the fund or the income account the money is going to be going into a solicitation. Can be used to record the individual fundraising effort, in this case, a event. We also have the opportunity to classify this with a sub solicitation, not a field many people consider, but all of the transactions, all of the gifts that are going to be associated with this event, while they all might have say, our year specific culinary Food Festival, 2024 solicitation code, well, what was the revenue stream? With sub solicitation, we can classify that and mark the difference between a ticket purchase and a sponsorship sub solicitation, we could get that extra detail, and I’ll make sure that some of that is included later on. But this field right here, solicitation, very important when we get into the actual event management module, it’s going to be a unique solicitation that unites all of these transactions together. For our event details. We don’t necessarily need the demographics, but we have areas where we can record them. We’re going to have our solicitation to unite the finances, not functionally necessary, but we do have the ability to create a goal and even keep track of expenses right within the module. From there, there are some event management specific. Make reports that we can run, that you’re not going to see in the Report Center.

I’m going to leave Hideo open here. I think after I show us the online component the way this works, I’ll apply an offline, offline donation from this profile from here. Let’s go to tasks and event management, if memory serves, we still show you event management, even if it’s not in your package. So sorry about that. That sends you to a sales page. Might not be included for many of you, I imagine it’s in here already, and here we can see all of the events that we’ve had historically, I could go back and I could edit any of these and maybe run reports on them, but at a glance, I can see how many were invited, how many were attended, where it was and what our goal is. From here, let’s go to add new event at the top right. This is going to be our first annual Barktoberfest. The other trainers in my department are going to love this. I think Barktoberfest might be, might stay in this drop down for a while, for years to come. Some some suggestions fall flat with my team. I love all of them, but let’s add a new solicitation, several different ways that we could do that, but right from here, I do have a plus symbol next to solicitation code. Here, we can see all the ones that were there historically. Let’s add a new one, a new option to this drop down, this is going to be bark Tober fest, 2024, and really, any new option in a drop down just needs a description spelled in uppercase. Is lowercase spaces and then some type of abbreviated code, like bark 24 next year, we’ll have Barktoberfest 2025 and having this year specific option is very, very important. I i have seen some people that just have a generic say Barktoberfest Without the year tag. The problem with that is is next year, when you go and you create the new event, they’re going to be commingling with each other in the separate listed events, because the solicitation code isn’t unique amongst them, we can put in a description, a location and an address, contact, an email. These values are going to be more for internal purposes. We can also have a goal as well, and we’ll see that progress tracked on the thermometer on the right. And let’s make it official by clicking on create events and saving it. And now the event is on the list. It’s an option for us to we could do this all offline, walk through this left or right, create all of our invites, run some reports, maybe merge some letters, manage our responses, get payments, and then handle any additional registrants, make sure we get everybody’s contact info before maybe putting them onto some teams, optional step that you could do at the very end. And there’s some other reports that could go along with it. But for the online component, that’s that’s all that’s needed.

I have a date. I have a unique solicitation Code of Barktoberfest, 2024, and before we go to the online portion, I can even track expenses, if you can calculate your expenses for the vendor and equipment and food and entertainment and all that good stuff you can account for that in your goal you so our net income is presently minus 1000 since we haven’t had anything come through just yet, and we’ve already marked that expense down, so we will circle back here, but most folks are going to have an online component if you’re using event management and that. Yeah, Christy. Christy saying $1,000 will get you a carafe of coffee these days. I. I’m still dealing with the personal sticker shock of the grocery store, let alone what bulk catering costs some friends, planning weddings, hearing these numbers is intimidating, intimidating. So $1,000 maybe not a realistic expense, but we can account for multiple expenses. Tallies it all up. And if we’re going to be attaching it online from apps, we can find online forms. And it’s going to be online forms classic. Nowadays we have two versions of the DonorPerfect online forums. We have classic which is what we have to use for event management. We do have a newer one. It’s drag and drop, and it’s free. If you don’t have it, just ask for it. We have it in Canada as well. Now, for any of my Canadian friends in the audience, this wasn’t available in Canada for a while, but we’re rolling it out, yeah, but it just takes donations. It also takes Venmo and PayPal. A lot of good stuff with this, but we just can’t use it with event management. That’s going to have to be our classic, tried and true product, online forums, classic. So here, we can see all of my other donation pages, volunteer sign ups. I can see some of our other events that we’ve had going on monthly giving pages. And at the very bottom, I can add a new form. Now, if this new event is from a repeat from a previous year, if this was not the first time we were doing Barktoberfest, I could go to the Barktoberfest 2023, page, and I could copy it. There’s a copy button next to it, and it would let me select the new event, go to copy. And then, because it’s connected to events management, it’s going to give me the option to connect it to one of those events. So so I might be able to save myself some work if this has been done before. But let’s do this one from scratch by clicking on Add New at the lower left. And from the donation templates, we’ll skip over signups and surveys and go right to events and there’s many different flavors of event page, but the one that we’re going to go with is this very first one that has the rabbit and the hat, and we can click on the preview for Event Management integrated To see what it’s going to look like, we’ll see almost exactly this again in a couple minutes. When I create this page, we have a few different options that we call items, like this ticket item, where somebody could select the number of tickets they want to buy, or they could select a sponsorship, which is a fixed number of registrants and a fixed amount and different levels of sponsorship with at the very end our additional donations.

And we’re not seeing this just yet, we will when I test it out. But what’s unique about this is, if I select that, I’m going to pick three tickets on the third page, it’s going to give me spots where I could add my two additional guest attendee information and these other flavors of event form don’t do that. They don’t integrate with event management. Uh, there is, say this golf one, but with these other event forums, I could select that I’m just doing two golfers. Doesn’t matter. It’s still going to show me fields for four golfers, unless we pick this first one event with our little magician and the rabbit coming out of the top hat. We’re going to use this template, and let’s name it bark Tober fest 2024 make sure that we select our payment methods. Now we can’t add them later on, I’ll check off to include sponsorship levels. Arlene is going to get a notification about this. Whatever email is here is going to get instructions about how these forms are designed and now. Module. Here is a bone I have to pick with the Event Management module. There is a key step that I have to take that if I don’t do it, is going to make this essentially useless when I’m building this form. There is a checkbox right here that says em, I code. This stands for Event Management, integrated code. How would you know that? Nobody knows that, but it’s very important that we have to check this box off and then we select our barktober Fest 2024 event if I forget to do that. And I worked in the support department before I was a trainer. Everybody does that. It’s very easy to make mistake. It’s not super clear what this checkbox is, but it’s imperative for this. We create the event first. This is the placeholder for all the transactions that are going to come through the online form. And we’ll include the sponsorship levels as well, but we could always hide them if maybe that’s not the route you’re going. There we go. It’s now it’s now active. It’s now live. We do have other webinars that get into the nitty gritty of designing these online forums. They’re all very similar when it comes to the basics. I’ll pop open a preview. I would encourage you to check out some of our other webinars about classic forums if you want to know more about the style and the look of these and things like that. I’m going to be focusing more in on the function of these. Let’s say that we have two different levels of ticket, one for maybe a student discount type of thing, or youth versus adult golf tickets. That’s one thing that we can do. And the starting off point for the event management forms for all of you, all of us, it’s going to be exactly the same. Starts you off with one ticket. We’ll have to adjust it. Starts you off with a number, a number of different sponsorships. We’ll have to adjust these as well. We’ll have to adjust the names. We’ll have to adjust the amounts, the number of registrants that it comes with, whether or not there’s going to be text there. And then, of course, I would leave it on, but there is the additional donation option at the very end. And this is it. It’s active right now. It could take a could take a transaction, if this link was out in the wild. But let’s get to work. I’m going to ignore the basics and for an event management form, hopping right down into fields and items. This is the skeleton of the form where we can start editing these items. Each of these items ultimately is going to be a gift in DonorPerfect At some point when it’s all said and done, and underneath fields and items and item availability, we have all of those different items that we were seeing there. Here is our registration per participant. The screen name is going to be how this item is presented. Maybe this is going to be our $100 adult registration. And I can add a second ticket option. There’s an Add Item button where it’ll let me copy one of the other items that are already on here. So if I had additional levels of sponsorship, I could just copy those sponsorships over and over again to quickly add them. But I’m going to add a youth ticket here, so I’m going to copy the one that was on there already, uh, let’s call this a $75 youth registration. The screen name will be how people actually see it on the form. The item name you’ll just see doesn’t hurt to add to it. Values to display will be the quantity that they could select from. You can add new rows to add new quantities and the amount. You should also change as well if you’re moving it from the default. And there’s a whole bunch of other options that are down here. You can just ignore those and then save. And you might have noticed that earlier, I changed the name of this to be $100 adult registration, but I made an amateur mistake, and I forgot to click on Save. There is no auto. Even going on anywhere on the only online forums? I Yes, they absolutely are. And while, while this link does exist, and you know, if you transposed it, actually, why not anybody can go to this page right now. Don’t put a transaction through, please don’t, because it will take your money. But that page is live now, so you can always edit it before it actually goes live, before you share it out in constant contact or link it to your website. Absolutely, absolutely. So let’s change this, we have our $100 registration. You’re welcome, Christy, and if you did, for some reason, want to limit one of these options, say you only you know, had 20 youth tickets in quantity available. Qty, avail, you could put in a number, and as these tickets get sold, it’ll count itself down, otherwise negative. One is just an infinite amount of that item. If you were limiting it though, over here, you could have a custom message to display. And for the sake of time, I’m only going to have two different sponsorships. So I’m going to hide gold premium, and let’s leave presenting. I’ll just hide these middle three.

Let’s call this one our team sponsor, and say we can change the back end name for it too. If we want presenting sponsor, I’ll leave that the same. But team sponsor, I’m going to want this one to come with four registrants. I don’t know what the bronze I think bronze has two so I’m going to need to change that team sponsor. I’m going to say that has four people coming along with it and presenting sponsor. Maybe none. Maybe this is just an ad, ad space that we’re selling. And then our donation option at the very bottom. I’m and let’s go back to our example refresh, and it’s starting to look a little bit closer to what we’re going to use here, two sponsorship levels, the donation option down at the bottom. But some more elements of this are going to have to change. And for those changes, I’m going to go to the basics and go into set item codes, where, again, we see the items, but we have a different view of the items. Here is the $100 registration per ticket. That’s the adult registration and in set item codes, this view of this item will allow us to decide how it’s going to look as a gift once it’s in the database. Now that solicitation is already set in stone for us, Barktoberfest that’s locked in. It’s grayed out. I can’t change this. The only way I could change this would be to copy the form and connect it to a different event. No matter what item they select, it’s going to be under the umbrella of this solicitation, but I can still decide what General Ledger this is going to go into, what the fund is the thank you letter. Do we have an event? Thank You that we want to use a sub solicitation. What’s the revenue stream? Is this a ticket purchase, or is this a sponsorship? Type of gift, or maybe campaign. If you’re using the campaign drop down, the person is going to pick the amount and the date based off of their item selection. But we have plenty of opportunities to give these gifts more definition, and if you don’t have some already, I strongly would encourage setting up some sub solicitations, one for each of your ticket levels, one for each of your sponsorship levels. It won’t affect Event Management too much whether or not you’re using sub solicitation, but for reporting purposes and for ease of understanding, being able to see the revenue stream right on the gift and in a report, very helpful. So I’m just taking my time going through each of these. Here’s an amount that I need to change our $1,000 team spot. Answer, it’s not 500 anymore. That’s going to be 1000 and you might notice I periodically go through and save. That’s just a reflex. Oversave with the online forums, since we don’t want to lose work. Hate to see it.

See presenting sponsor, yep, still $1,000 we can put our sponsorship code in there, all this extra definition, and of course, our additional donation down at The bottom, we have an option there as well. And uh, let’s see now our presenting sponsor, I believe the starting off point for this has a number of attendees attached to it. If I edit this in the pop up, we can see that there are 10 people attached. I could instead say zero or two or 12 or however many.

Are going to be in there. I’m going to do the same thing to our team sponsor. Let’s go ahead and change that from two to four. 

And what else? What else for our $100 registration? If I click on View edit choices, I can change the amount for our adult registration ticket was not able to do this earlier. So let’s make sure that’s 100 and save I’m going to point out one more change I’m going to make to this before I put a fake transaction through it. Functionally, it’ll do what I kind of set out to do for this example, but there are fields that are on here where you could be putting additional information. Here it says, Oh, you get a t shirt, and you get to select a meal, which is an option that you could include. But if you’re not including this label, I’ll show you where that’s hiding that’s going to be back in fields and items, this time in fields and in fields, it shows all the fields that are on the form, contact information that’s on the second page. And then it shows our items. Here again is our $100 adult registration ticket, just in a different view. This time we’re seeing the amount option, which is this, where they can select the quantity, and then right underneath that, it’s showing the event label, and within the event label there is HTML code, which, unfortunately, the support department and even me, I don’t, I don’t know HTML code. It’s not a great solution, but there are free HTML resources on Google. All of this code is needed to do something simple like make a bullet pointed list. So if you had anything like that, it could go right here in the default value. Or you could hide it. There’s the hidden check box. We could hide all these labels. If there’s no additional detail, the name is enough of a description.

All right, let’s refresh. Looking good, looking simple, looking easy to fill out. Let’s go back and run it. If I click on the logo at the top left, it’ll take me back to the first page. Here is Barktoberfest ’24 it’s active. It could take real money. Instead, I’m gonna click on the word active and put test. We’re gonna select Test and say, yes, all of you should be able to do what I’m about to do as well. Just remember to delete any fake transactions that you do in a test test mode. So let’s select our three people and. And yeah, we could do a sponsorship if we wanted.

Let’s do an additional donation next, and bear with me here. I want to make sure that this goes to my existing profile in here, and I put in a fake address that I presently can’t remember. So when I’m doing this fake example, I do want to make sure that I’m using the right fake information here so that this Sean Potero online lines up With the existing Sean Potero at this fake address.

Yeah, so I’m going to be attendee number one, because I’m filling this page out. I am attendee one, number one of three, I guess number two, if the person filling it out is lazy, it’s going to default to guest one of Sean Botero and then guest two of Sean Botero, hopefully they’ll take a few moments to write down who their guests are going to be. But my neighbor, he loves dogs. He would probably love barktoberfest, and maybe my other guests were unsure of I can leave this as anonymous guest of Sean and deal with that later on if we find out who, or if we even care to now, all of this information can be redacted or made required, or I could have also added t shirt, meal choice, other fields I could be getting for these attendees. But the more things we make required, and the more information folks have to fill out. Human nature is to kind of move on with your day at a certain point. Fewer barrier to entry, the better. Next page, we verify our results page. After that, we can cover the cost. DonorPerfect Always charges you 3% of the transaction, but the constituent can round up 3% up to $10 for a test transaction, it’s going to have to be credit card, and it’s going to have to be the number four followed by 15 ones. The number four followed by 15 ones for our fake visa card, any expiration date in the future, a security code of 123, any old billing address, if you’re in test mode and then submit payment.

There we go. Payment was successful. This is what it will look like. I would be getting an email right now with all those details, but I could also print this transaction record out right from here as well. But let’s see if my automatic downloads are turned on because that online portal of the online pages, it is technically a separate software, and when I refresh my event back in DonorPerfect, I can see that my total has gone up by $410 with these online forms. It’s possible that transactions aren’t downloading automatically. It’s possible that you might have to manually download it, and there’s an opportunity for record matching if there’s duplicates and things like that. But my transactions automatically downloaded from the forms into DonorPerfect. And we can even see the downloaded to the right. We can kind of get a quick report from here. If I say, click on that number one. Oh, there Sean Botero, and I can click on complete to see what other options were selected within that. So there’s our first quick report. Let’s go in here, and I’m going to use today, oh, at some point. But let me, let me find me in here. Let’s see what we got going on. So nothing has changed. I use the same exact address, so there’s nothing to alter here. But now on the gift screen today, I have two different entries, and. And if I edit this first one, it was $100 and it was four barktoberfest. And because in set item codes, I put on a sub solicitation, I can tell that this wasn’t $100 ticket or sponsorship. It was very specifically an additional donation. Not the case for that 310 this would be the ticket purchase, and it also had the additional 3% tagged on to it. So it certainly added the two items as gifts, as I would expect it to do. One other thing that it does as well the online forms. With the Event Management module, when it’s connected, it also creates a contact transaction. The contact screen is where you’re going to record all your touch points, your communications, past or future. But with the Event Management module.

It also creates a contact, and it has its own section for event information, where it has the event description and it has a response status of paid attending so if I go into managed responses, we can see that information reflected again. Sean Botero has a donor ID, 1244, they are paid over and managed registrants is where we can get those guest details. I click on the edit pencil next to me, we’ll see that Paul and future unknown guests don’t have donor IDs, so all of those attendees, they are just going to live exclusively in event management, so they’re not going to be adding to your total constituent count, unless you want.

To correct Norma, and if you are in Canada, that is even more true that you are, yeah, so I would reach out to the Support Department. I if you are planning on having one of these event management forms set up because you and anybody else that is in Canada is going to have a handful of extra fields that you have to account for when it comes to receding beyond the fields that I’ve showed already, our Canadian clients are also going to have, I don’t even know if I have them set to display in this database, I don’t. But for anybody that knows what I’m talking about, reach out to the Support Department, and they will help make sure that the online form that you’re using has those values on those gifts, so that they’re being treated appropriately when it comes to receiving two or three extra fields that you’d have to add there, but yes, certainly something that it can that it can account for, it’s just not going to be on the standard Event Management forum when it gets first created. Support will walk you through it, but what it’s going to boil down to is set item codes. Norma and anybody else in Canada, those extra fields are just drop down menus, and in set item codes, you could add those fields here to make sure the gifts are labeled for the appropriate receipt. Good question. Very welcome. So Paul is in here. He’s temporary. I can still put him on reports and get information about him. If I edit his name, I can get all this other contact information. And at the very, very bottom, there is an option, if we wanted to, where I could turn him into A constituent and save Paul as the actual profile. 

Uh, maybe not for Barktoberfest. I’m not sure if you have any pickleball tournaments going on in there or, uh, any need to put people onto tables or teams? Uh, because if it is going to be just kind of a general admit. And maintenance type thing. We’re not putting people at tables. The fact that I know that Sean is two guests. Guests is buddy Paul is one of them, and who knows who the other one is. So what I have a total I have a total count of three, which is what I care about for my guest report. If that’s not the case, and you do need to organize people into tables or teams, and the person filling out the ticket or sponsorship didn’t do it themselves, maybe at the door or in advance over email, we can reach out and find out that it’s our man, Steve, coming along with us, and then update that so the count is still the same, but we have an accurate list of names, and with that list of names, we can now move over into tables and teams, not something We have to do, but we could organize people this way. At the top right, we have the option to add a team, give it a name, give it a label, give it a maximum count, and then create it. So there’s Team A, let’s make Team B, also going up to 10 and create that and now on the left hand side, I have my attendees, and one at a time, I can click their name and then use the arrow to bump them over, or I could click and drag, move them over that way. No. Save button here. Just click and drag them over and then, very similar to the guest Details Report, we have the tables and teams report that has the same counts, but broken down by the team that people are on.

And this is how it’ll look if you’re doing everything online. But some people are intimidated by the Internet. They have trouble filling out the forms there, as we see now, there’s a timeout. If I get bored and I wander away, this thing’s going to time out and then I got to start over again. It’s frustrating. So people might still call in and they maybe send a check or they do cash. And for those people, we can account for them as well. We can do it the old school way is, if we didn’t have the handy dandy online form to go along with it, and let me find we’ll put in Hideo is one such person. He’s going to be attending this event, but he sent in a, you know, he’s going to be sending in a check in the mail. Now to get this profile into event management, I interestingly have to emulate what happened with the online transactions, and if we remember when I put that transaction through for those two gifts, that’s the main thing. We’re very attentive to these gifts that are in here, but when it comes through online, it’s going to create a contact transaction, and that is something that is also going to have to happen for offline attendees of this event online. It made the contact for Barktoberfest ’24 marked them as paid attending. We’re going to have to do that for Hideo, and we’re going to do it directly from events management. And we’re actually going to start off and create invites that contact transaction that we were looking at can be created directly from here. Oh, we can look people up by names. We have selection filters as well. If there was a big list that you wanted, because really, I could be merging a letter here as well. If there wasn’t an online component, I here, I’m going to check the person’s name off, and then create the invite, and then ignore all of this, ignore all this stuff, and then just tell it, save contact information. It’ll tell you that it’s. Did successfully. One contact record was added, and if I go back to his profile and go over to the contact screen, we can see it here today, nine, four. Event description, Barktoberfest, 2024, but the status is waiting for reply, so no response date just yet. But it’s this contact that actually brings the constituent profile into event management. Now, when I go into a managed responses, we have Sean in there. We’d also have Hideo in there. He is still marked waiting for a reply and not paid. To rectify that, we will check his name off. And then there’s a couple different ways we could handle this, if they are on the phone or maybe in person, you could make an Instacharge payment where you get their card or their bank information, and you could put that payment through right here. The other option is to check their name off and then click on Make Payments, where really we’re just adding we’re just adding a gift transaction. Essentially, we’ll put in the amount, put in the date. We have our general ledger code for where the funds going. Our solicitation is already barktoberfest 2024, I can put in my sub solicitation of ticket purchase, and we can say this was a check, and we will thank it with our event Thank you, which ideally we should be adding that as well, and then make payment.

There we go, now marked as paid. Yes, a lot of people do it that way. Norma. Norma is asking, would another alternative be to pull up the online form and complete it while the constituent is on the phone? A lot of people do it that way. And you could, you could make the you could make the argument that the data entry is going to be a little bit easier here as well. A lot of people do it that way. Absolutely, if it was cash, you would definitely have to, you know, do one of these manual ways. But, yeah, a lot of people go about it this way. There’s always the back end way of doing it as well. If it, if it was a cash payment, though. Yeah, nothing wrong with that. We could always record it on on the back end, and then they’re paid attending, if I go over to Manage registrants when I was adding that gift, there was a spot where I could have told it that there’s additional guests that are coming along. And at the time, I didn’t, but I could always do that now add a new guest. 

Still only creating them within event management, as long as they are a type of guest and not a constituent, they’ll just live in here and and we can continue to put people into groups, on tables and teams. We can get that tables and teams report in, manage registrants, we could get the guest report, if you’re not putting people into tables and teams, very similar information we’re getting out of here on event details. The very first tab we have the event analysis report, and this is a little bit of everything. Our response rate number invited if you were actually sending out letters, all of our income, our expenses, do.

And one more scenario I’m going to go through would be if, let’s say, you have different people that do the data entry for the donations. I’m thinking of the client I was talking to earlier in the day, that they’re on the event side of things, but they their their accountants do the data entry for their gifts, so they found themselves in a position where the gift was already in that person’s profile, it was already added, and they weren’t going to go in and delete it and re add it through events management. You shouldn’t do that, but we still had to find a way to get that gift into there. It still had the right solicitation. But let’s say that happens with you. Let’s find somebody say it’s Pedro. Let’s go to Pedro. Let’s add let’s add our ticket. To make sure it’s the right solicitation, and save and there’s our donation that’s already been recorded, so we already have the money, but we have to find a way to get this profile into events management.

We’re going to have to invite them first. We’re not sending Pedro a letter. Maybe you are, and you could facilitate that out of here. Look the person up, check their name off. Here’s the button where you could be merging a letter for one or multiple people, but here I’m just going to check their name off and create the invitation for them. The invitation is just an arbitrary contact that needs to be created, which I have just done in events management. And I could go to Manage responses, and he’s in there now, same as before, waiting for reply, not paid, but the payments already made, and I’m not going to Instacharge him either.

What I can do is I can go to Pedro’s record, go to the contact screen, find the contact invite that I created as the event information right down here, and I can link that contact to a gift pledge, select that recent under dollars that I just put in, and now Pedro is marked as Yes, but when you go through it this way, you would then have to check them off and on the left hand side manually make them as paid attending and update their status, because it always could have been the case that maybe he was just making a donation. Could it make the event paid sponsor not attending, or paid not attending might be appropriate there. And we are just at about time here. Amy, I’ll circle back to that in a second. Uh, to recap, solicitation code essential. Make sure it’s unique. Don’t reuse a solicitation code. You manage those invitation lists and event management. Reach out to your account manager if you don’t have it already. Guests are temporary, unless you make them permanent. And there’s some unique reports that you can get in there as well. Amy, asking, no. Amy, unfortunately, there isn’t a way to do an actual check in within the database. I would get one of those table and team reports or the guest report, print that out, get it into Excel, and that’s going to be your that’s going to be your check in list. We do own another software called Ready Set auction that has a big event component. It’s very auction centric, though, as you’d expect, that one does have a check in portion of it where you can validate their information and get their payment information and things like that, but there isn’t anything directly in the module that does that, unfortunately.

Deborah, it can be used for peer to peer events, but I will reshare that PDF with some information about event management, you should be able to see that posts and panelists. Oh, no, so sorry. Let me post that one more time. I shared it incorrectly. Thank you for bringing that up again. You should be able. To see that PDF. Now though, everybody let me know if you can. Amy, you’re very welcome. Is there a way to upload a list of people we are inviting that are not in DP, yes, there is yes, there is I, and I would reach out to support for that, because it’s going to be a multi step process to one underneath utilities create a backup, and then underneath import, you can import a formatted Excel file so that DonorPerfect can accept them, and then once they’re in the database, from create invites to get all those people in here, we could use a selection filter. Again, with the help of support, the selection filters are looking at a segment of your database, so ideally, when you’re adding those people, there’s going to be something unique about them. Maybe they’re volunteer. You flag them or something to that effect, because all these fields you use to label a profile, you could then use in one of these selection filters. So, step one, import all those people. Step two, find them in, you know, add them and create invites, and then you could go manage the responses and get everybody’s names from there, or once they’re in the database. You could also use Constant Contact mailings, Constant Contact that is really our only partner for mass email communications. If you’re using this tool, mailings, constant contact email. If you’re not using it, there’s the potential for it to be bundled in with your existing contract with us. And then all of these lists that are dynamic, they have a selection filter on them determining who goes on this email list. Create the email list in DonorPerfect overnight, it goes to constantcontact.com and in that constant contact.com email, you maybe point them in the direction of a event page. And Deborah asking yet about peer to peer. It can be used for peer to peer, not the Event Management integrated one, anyway. But if I go to add form in the donations option, there is our crowdfunding template. This is peer to peer. It’s not formatted for guests and attendees like that, but you can create a main organization page, and then there’s a button where you can create your own fundraising page that feeds into the main organization page. You at your nonprofit, though you could always change anything if your supporters are doing things with the pages you don’t want you have total control over that, but you’re very, very welcome. Thanks for coming by, everybody, and hopefully you’re signed up for tomorrow’s webinar, and I’ll see you tomorrow afternoon. Take care. Have a great day. Everybody. Bye.