UNIVERSITY OF ARKANSAS

Transcription

1 UNIVERSITY OF ARKANSAS

2 PART 1 Creating an Event and Sub-Events

3 OBJECTIVES Understand Advance Events Access system modules, structure, and concepts Learn system terminology Review navigation options

4 TABLE OF CONTENTS What can Events do for you? Events Lookup Create a New Event with Sub-Events Fees and Packages Resources

5 WHAT CAN EVENTS DO FOR YOU? Events for Advance is a software tool that is integrated into Advance. Events allows control and documentation of: Biographic Info Event and Sub-Event Creation Invitations Fees Resource Management Reporting

6 BIOGRAPHIC INFORMATION Individual Entities are invited and attend Events. You can find information about those events with a standard Advance Entity Lookup. Notice that Mr. Epley has attended 80 events as of this search. The last Event attended was the 2017 Alumni Awards (#2404). Event details can be gathered by clicking on the Event Hyperlink.

7 EVENTS AND SUB-EVENTS Stand-alone Events can be created, or.. Events can be nested with a Main Event that has Sub-Events under it for holistic management In this example The Big Event has been created for 08/11/2018 through 08/12/18. Two Sub-Events have been created: The Little Breakfast and the The Little Dinner.

8 INVITATIONS Invitations can be created for The Big Event or For each of the Events individually This tool does not create the actual invitations, it simply records that they were sent and accepted or declined Invitations can be sent individually (Name by Name) or done en masse with the Mass Invite tool. In this case 20 Entities have been invited to the Main Event. Their Biographical information will represent this invitation. (As we saw on slide 5.)

9 Fees Fees can be created and applied to Events individually or applied to the Main Event only We do NOT typically use the Fees or Fee Package systems at the U of A

10 Resources Resources are not used much as the system is fairly unwieldy, however Individual resources can be applied to events and used to track utilization The Big Event has only one resource added. In this case it is 100 Disposable Parking Passes. As these are given to attendees the system should be updated and that number will be decremented until there are no passes left. This tool can also be used for Buses, Auditorium seats, Tables, Chairs, Meals, etc. It is very comprehensive but also very time intensive.

11 SUMMARY Events is used for four primary things 1. Keeping track of invitations sent to Donors 2. Keeping track of their payments 3. Managing available resources 4. Reporting on Events before and after the fact

12 EVENTS LOOKUP From Advance choose your Lookup tool and change the template: There are 5 Event templates. For our purposes we will choose just Event. The other templates can be used to search specific information about the event without clicking through the screens to find the information.

13 EVENTS LOOKUP Once we have chosen the Event template we can search using any of the fields below Handy tip! When searching by Event Name it helps to change from Begins with to Contains to give you more leeway if you cannot remember the Event s name perfectly.

14 EVENTS LOOKUP The Lookup results should be familiar Our Event is simply called The `Big Event. Notice that Advance has assigned a unique Event ID (#2518.) You can also use the displayed information like start and stop date, type, venue, etc. to narrow your search if there are several similar Event names.

15 EVENTS LOOKUP Now that we have clicked on The Main Event we can see the overview (more to come!) There is a lot of information on this screen! Notice the Invitation Count. The Nav Tree has Changed as well. Now it is particular to this Event. We will explore using those tools during the rest of the session.

16 QUESTIONS Any Questions on What Events is or does? Any Questions on how to find an Event?

17 CREATE A NEW EVENT (SUB-EVENT) Everything starts with an Event! Events can be created to stand-alone or Events can be created in a nested or hierarchical format like this MAIN EVENT SUB-EVENT 1 SUB-EVENT 2 SUB-EVENT 3 SUB-EVENT 4

18 CREATE A NEW EVENT (SUB-EVENT) If you need a nested Event structure it helps to start by creating the Sub-Events first MAIN EVENT Create the Sub-Events First! SUB-EVENT 1 SUB-EVENT 2 SUB-EVENT 3 SUB-EVENT 4

19 CREATE A NEW EVENT (SUB-EVENT) First: Use the Lookup Function to make sure the Event does not already exist! Second: Click the GoTo Icon in Advance Type EVTNEW into the Application Box and click Go

20 CREATE A NEW EVENT (SUB-EVENT) We are going to create a Primary Event and 2 Sub-Events We will call them: The Big Event #### The Little Dinner #### The Little Breakfast #### For the numbers use your Birth Month and Day (e.g. 0805) THE BIG EVENT THE LITTLE BREAKFAST THE LITTLE DINNER

21 CREATE A NEW EVENT (SUB-EVENT) Create your first Sub-Event THE BIG EVENT THE LITTLE BREAKFAST THE LITTLE DINNER

22 CREATE A NEW EVENT (SUB-EVENT) Lab #1 in Your Events Workbook

23 CREATE A NEW EVENT (SUB-EVENT) Once the Event is created your Nav Bar provides updated options THE BIG EVENT Notice that ADVANCE has automatically created 1 Fee. A $0.00 (No Fee). The system assumes that we will assign Fees even if we don t need to. THE LITTLE BREAKFAST THE LITTLE DINNER

24 CREATE A NEW EVENT Lab #2 in Your Events Workbook

25 CREATE A NEW EVENT (DETAILS) Use the Nav Tree to add details to your Event You can fill out this information for each of your Events and Sub- Events individually or you can simply fill it out for your Big Event. It is, however, possible that your Big Event and Sub-Events will NOT share Sponsors, Honorees or Volunteer/Staff. Circumstances will decide. THE BIG EVENT THE LITTLE BREAKFAST THE LITTLE DINNER

26 CREATE A NEW EVENT (DETAILS) Lab #3 in Your Events Workbook

27 CREATE A NEW EVENT (EVENT TREE) At this point these three Events are individual Use the Event Tree from the Nav Tree to make them nested or hierarchical Unlike other screens we deal with, the Event Tree does not have a New. Instead the user must click Actions and choose Add Event. This only works if the event that you want to add already exists. That is why we created our Sub-Events before we created our Main Event. THE BIG EVENT THE LITTLE BREAKFAST THE LITTLE DINNER

28 CREATE A NEW EVENT (EVENT TREE) Lab #4 in Your Events Workbook

29 QUESTIONS???

30 RESOURCES Events in Advance allows you to assign Resources to your meetings Resources can actually have sub-resources Resources can be assigned to all Events individually or as a group THE BIG EVENT THE LITTLE BREAKFAST THE LITTLE DINNER

31 RESOURCES Lab #6 in Your Events Workbook

32 QUESTIONS???

33 PART 2 Managing an Event and Sub-Events

34 OBJECTIVES Understand Advance EventsAccess system modules, structure, and concepts Learn system terminology Review navigation options

35 TABLE OF CONTENTS Invitations Registration/RSVP or Declining Participation Payment

36 INVITATIONS Now that we have created an Event we will necessarily want to invite attendees Advance does not send the invites but it does track who has been invited, whether they have accepted, participated and paid (if required)

37 INVITATIONS The Event Overview screen gives all of the pertinent details about the Invitees

38 INVITATIONS This allows you to add Invitation types like Post-Card Formal This should really be labeled Invitation Types as you create a type of invitations and then add invitees to the group.

39 INVITATIONS (CLIPBOARD) The Clipboard allows you to add multiple Advance IDs at one time by either manually entering them or by reading in a Comma Separated File (from Excel) It s handy that the Clipboard is capable of importing multiple files and appending them to the list so that your available Advance ID list can grow quite long. It s also handy that you can manually add entries to a list that already exists.

40 INVITATIONS (CLIPBOARD) There are rules for the upload file 1. Must be saved as a comma-separated file 2. Advance IDs must be in Column A 3. Header Rows should be removed A comma-separated Excel document has a different icon than a regular Excel document. Comma-separated: Regular Excel:

41 CLIPBOARD Lab #7 in Your Events Workbook

42 INVITATIONS Lab #8 in Your Events Workbook

43 QUESTIONS???

44 REGISTRATION/RSVP OR DECLINING Once all of our Invitations have been created it is assumed that we will track whether the attendees Register (paying event), RSVP (nonpaying event) or Decline to attend Though this is a separate step it is done from the Invitations or Mass Invitations Screen This is NOT done from RSVPs/Registrants THIS DOES NOT TRACK PAYMENT The Mass Invite is an easy way to update a single Invitee (as seen below) or a group of Invitees or ALL Invitees. Simply check the boxes beside those you want to update or the top left box to update ALL. TYPICALLY FOR FREE EVENTS.

45 REGISTRATION/RSVP OR DECLINING Registration for Payment is handled from Mass Registration Screen Registering from here will allow you to individually Register guests to the Events that they want to attend. It will allow you to assign Fee Packages and determine the total Due and the monies paid by the Attendees. Updating RSVPs from the Invite screen (previous slide) simply allows you to update Invites (i.e. Invites for free events.)

46 REGISTRATION/RSVP OR DECLINING Lab #9 in Your Events Workbook

47 EVENT CAPACITY WARNINGS Recall that when creating an Event, you can specify the event s capacity, and you can be warned when participation in your event is approaching capacity If an Event Capacity and Warning % are specified, a message will display when you reach the warning capacity of your event If an Event Capacity is set, but no Warning % is set, the message will display when you reach full capacity

48 QUESTIONS???

49 PARTICIPATION Displays a list of all participants for the selected event, sortable by ID, name, registration status, who registered them, and number of tickets Each participant s associated registration number is displayed--if participant differs from registrant, registrant name displays in the Registration by: column The number of tickets allotted to each participant is displayed in the Tickets column Click on a participation row to open the associated registration profile Clicking on any of the Reg IDs will take you to the Registration/RSVP screen for the individual. Notice the number of tickets! Since we are looking at The Big Event #### and not The Little Dinner #### the additional tickets do NOT show up here.

50 PARTICIPATION Participation Update allows you to change the status of your Attendees to show that they have attended the event. In this example all of the Guests have been changed to Attended (with prior registration) but some of these guests have not yet paid. Mass Update of Participation will NOT require payment information to do the update.

51 PARTICIPATION Lab #11 in Your Events Workbook

52 QUESTIONS???

53 QUESTIONS???

54 CONTACT INFORMATION Remember my contact info: Chris Farris Contact me if you forget your password and need it reset. Contact me if you would like to request additional training.