Event Management and Administration... 2

Transcription

1 TABLE OF CONTENTS... 2 Event Process... 2 Events Page... 2 Event Search... 3 Add an Event... 3 Event Restriction Types... 5 Event Restriction Types... 6 The Event Record... 8 Convert to Multi-Level Event... 9 Event Summary Record Event Setup Tasks Add Event Tasks Add Registration Options Add Registration Preferences Add Vendors Add Event Expenses Add Event Speakers Event Invitations Create the Invitation Add Invitees to the Invitation Run the Invitation Process Download Output Files Event Registration in CannonCRM Add Registrants and Guests for a Single Event Add Main Registrant who pays on behalf of a guest attending but Main Registrant does not attend Registrant Record Event Seating Configure Seating Layouts Assign Seats Event Reporting Event Profile Report Event Summary Report Event Seating Summary Report Event Comparison Report Event Revenue Report Last Revised Date: April 5,

2 EVENT MANAGEMENT AND ADMINISTRATION Event Process To manage events in CANNON CRM, follow the steps outlined in the process diagram. Before you add a new event, you should search for the event in your database. Once you have configured and setup your event, you send invitations and register attendees. You can then configure a seating layout and assign attendees to seats. To determine the success of your event, you can generate event reports. Event Search Event Configuration Event Setup Event Invitations Event Registration Event Seating Event Reporting Events Page The Events page is a centralized page to create, search, and report on your events. You can view your events in a calendar or list view. 2 Last Revised Date: April 5, 2019

3 Event Search Before you enter a new event into CANNON CRM, it is suggested that you search to see if the event already exists in your database. To Search for an Event: 1. On the navigation bar, click Events. 2. On the Events page, enter an event name in the event search field or click the search icon. 3. Enter filter values to refine your search criteria. 4. Click Search. 5. Click the event to open. Add an Event Once a Request to Create an Event has been filled out and approved, the Events team can now add the Event in CANNON. When you add a new event to your database, you enter information about the event, including start and end times and dates, total capacity, and location. Last Revised Date: April 5,

4 The event lead is the person who has requested the event as part of the critical path. This is the person who will be at the event and is usually the AAM at the college/department level. To Add an Event: 1. On the navigation bar, click Events. 2. On the Events page click Add new, then select the type of event you want to add. Multi-level event - if the event has multiple sub-events (related to 1 main event) or spans more than 1 day - if a person needs to register for more than one option Event a single day event with no sub-events where the registrant is only choosing one option (eg. Golf only, golf and dinner, dinner only) Auction and Friends asking for friends event will not be used at this time 3. Complete the fields and options on the Add an event window: Enter the name and description of the event. Name - Naming Convention for an event will be the Year (space) Event name. Eg Alumni Weekend, 2016 OAC Golf. Description - information that was provided in the request to create a new event form: event type/description, event goals & desired outcome 4 Last Revised Date: April 5, 2019

5 In the Category field, select a category for the event. In the Sites field, select the applicable sites if this event belongs to a specific site or multiple sites in your organization. Click Copy options to display the Copy from event window. In the Copy from field, search for an existing event and mark the checkboxes for those options you want to copy to the new event. We should not be copying an event that has been converted from AIM. The preferred method is to create a template or use a CannonCRM event as the basis for future events. The Copy Option can be used for events that have been created in CANNON that are recurring (eg. Career Night) Enter the start and end dates and times for the event. Search for and select the location where the event takes place. If the location you select includes different rooms, you can select or add a room to use for this event. Enter the total number of attendees the event can accommodate. In the Contact field, search for and select the individual constituent who serves as a contact for the event location. Note the following criteria will NOT be used at this time: Event as an auction Allows designations on fees Appeal Team Fundraising field Donations will not be accepted as part of the Event Registration 4. Click Save. Once the Event has been saved, for paid events, Finance needs to be notified as soon as the event is approved to set-up General Ledger (GL) coding. Finance requires the name of the event as well as coding information. Event Restriction Types When you register constituents for events, you can add restriction types to track personal restrictions or preferences including dietary or physical needs. There are two ways to capture dietary restrictions: in the Event Registrant record and in the Constituent Record. Last Revised Date: April 5,

6 Event Restriction Types To Add an Event Restriction Type on a Constituent Record: 1. From the Constituent Record, go to the Personal Info tab. 2. On the Second Tier tab, go to the Event Restrictions and click on Edit restrictions 3. Select from the options Accommodation requirements - hearing impaired, service animal, vision impaired, wheelchair access Dietary Restrictions - diabetic, gluten-free, halal, kosher, lactose intolerant, nut allergy, other, pesco vegetarian, shellfish allergy, vegan, vegetarian If the specific restriction is not listed, select Other and Save. If you selected Other, go into Attributes in the Constituent record to capture what the restriction is. ** Note: the attribute only has a 255 character limit. If the custom restriction exceeds this limit, add a comment to refer to notes and proceed to enter a note from Documentation and Interactions. 6 Last Revised Date: April 5, 2019

7 4. Click Save. To Add Dietary Restriction on an Event Registrant Record: If a restriction exists on the constituent record prior to registering for an event, the restriction will automatically populate on the Event Registrant Record. This will only need to be done only if restrictions are specifically for the event and/or restriction is identified at the time of registration. 1. When someone is registered for an event an Event Registrant Record is automatically created for them. In this record, go to the Restrictions tab. Click on their name and Edit Registration Restrictions. 2. Select the type Dietary and click on Options for drop down list of different restrictions. Select the restriction that applies from there and Save. Last Revised Date: April 5,

8 If their restriction is not listed, select Other and Save. If you selected Other, go into Attributes in the Constituent record to capture what the restriction is as noted above. The Event Record Each event record contains a summary area and includes several tabs that store information about the event. An event expenses thermometer and an event capacity thermometer display in the summary area at the top of the event record. o o The event expenses thermometer displays a comparison of the total amount budgeted for expenses and the total amount you have agreed to spend. The event capacity thermometer displays a comparison of the total event capacity and the total number of registrants. The following table identifies the tabs available on the event record and includes a description of each. 8 Last Revised Date: April 5, 2019

9 Tab Description Tasks/Coordinators Displays information about the tasks required to prepare for the event and coordinators assigned to the event In order to be assigned a task, the coordinator must be part of the Advancement Staff constituency. Registrations Displays constituents invited to the event and indicates which of them have registered for the event. Speakers Displays the speakers associated with the event. Expenses Displays the expenses budgeted and accrued for the event. Options Displays registration options, registration packages, and preferences for the event. Invitations Displays information about the invitations for the event. Documentation Displays notes, attachments, or links related to the event. Job Occurrences Displays volunteer jobs associated with the event. Attributes Display useful information about the event. Event attributes supplements the information stored on event records that is important to your organization. Convert to Multi-Level Event When your organization sponsors an event that includes smaller events, you can convert to a multi-level event. To convert to a Multi-Level Event: 1. Search for the Event you wish to convert 2. From the Tasks, select Convert to Multi-level event Last Revised Date: April 5,

10 3. Select the event management template Alumni Weekend to be used for all Alumni Weekend multi-level events Generic Multi-Level Event to be used for all other events 4. Click Save. Event Summary Record All events associated with multi-level events have an event summary record. The following table identifies the tabs on the event summary record and includes a description of each. Tab Information Events Displays information about the main event and each event that supports the main event. Tasks Displays tasks for all events associated with the main event. Registrants Displays registrants for all events associated with the main event. 10 Last Revised Date: April 5, 2019

11 Tab Information Expenses Displays expenses for all events associated with the main event. Event Setup Tasks Once the event has been approved, the events team will create the event in CRM, and copy the generic critical path (included as an event in CRM) to the task list. The events team will review and assign tasks including due dates. They will remove tasks from the generic critical path that are not relevant to the event. The events team will alert the event lead when this is completed. The event lead will then review the task list and assign tasks that are left unassigned, or delete if not relevant. Add Event Tasks An event task is a job that must be completed in preparation for an event. To Add an Event Task: 1. Open the event record. 2. Select the Task/Coordinators tab. 3. On the Tasks action bar, click Add. 4. Compete the fields and options on the Add a task window: In the Name field, enter a unique name for the task. In the Comment field, enter any instruction or explanation for the task. Last Revised Date: April 5,

12 5. Click Save. In the Owner field, search for the event coordinator, staff member, or committee assigned to the task. In the Date due field, select the date by which the owner much complete the task. In the Reminders frame, you can set up alerts to remind the owner to complete the task. Enter the name and date for each alert. Completed Tasks Once a task owner completes an assigned task, you can mark the task complete. To Mark a Task Complete: 1. Open the event record. 2. Select the Task/Coordinators tab. 3. Click the expand icon to the left of the task to mark completed. 4. In the frame that appears below the task, click Mark completed. 5. When prompted, click Yes. Add Registration Options Registration options are specific options that you define for each registration type included in the event. 12 Last Revised Date: April 5, 2019

13 To Add a Registration Option: 1. Open the event record. 2. Select the Options tab. 3. On the Registration Options action bar, click Add. 4. Complete the fields and options on the Add a registration option window: In the Registration type field, select the registration type to use for the registration option. In the Name field, enter a name for the registration option. The name of the registration type defaults in this field, but you can modify the name as necessary. The Name should be the Registration type followed by the details Eg. Individual Golf, Individual Dinner, Individual Golf & Dinner In the Registration count field, enter the registration count for the registration option. It defaults to the number set on the registration type, but you can modify as necessary. In the Registration fee field, enter the amount a registrant must pay to attend the event. In the Cost field, enter the total cost for the registration type. In the Benefits frame, enter any benefits associated with the registration option. 5. Click Save. The benefits frame will not be used at this time. This would be applicable where there was an event with a partial tax receipt issued to the event registrant and we don't normally do that, and if we did, it would have to be pre-authorized and set up by revenue Last Revised Date: April 5,

14 Add Registration Preferences For some events, you may want to capture preference information. You can set up these registration preferences on the event record, then specify each attendees preferences as you register them. To Add a Registration Preference: 1. Open the event record. 2. Select the Options tab. 3. On the Preferences action bar, click Add. This will be used for anything that requires a seletion. Eg. meal options, tshirt sizes 4. Enter a name for the preference and enter the options available. 5. Click Save. Add Vendors Vendors supply many of the goods and services required for events. In CANNON CRM, you create an organization constituent record for each vendor. Once you add the constituent to an event expense, a constituency code of Vendor is automatically added to the organization s constituent record. To Add a Vendor: 1. On the navigation bar, click Constituents. 2. In the Organization task group, click Add an Organization. 3. Enter information about the organization on the Add an Organization window. 14 Last Revised Date: April 5, 2019

15 4. Click Save. Add Event Expenses An event expense is a debt your organization incurs or plans to incur when you host an event. To Add an Expense: 1. Open the event record. 2. Select the Expenses tab. 3. On the action bar, click Add. Last Revised Date: April 5,

16 4. Complete the fields and options on the Add an expense window. 5. Click Save. In the Type field, select the type of expense. In the Vendor field, search for and select the vendor. Enter the total amount budgeted for the expense. Enter the total amount you and the vendor agree upon for the service and the date the payment is due. Enter the total amount paid and the payment date. In the Comment field, enter any additional information about the expense. Add Event Speakers On the Speakers tab of an event record, you can add and manage event speakers. To Add Speakers: 1. Open the event record. 2. Select the Speakers tab. 3. On the action bar, click Add. In the Speaker field, search for and select the constituent who will speak at the event. In the Topic field, enter information about the topic on which the speaker will speak. Enter the date and time that the speaker will speak. In the Comment field, add any additional comments about the speaker. 4. Click Save. 16 Last Revised Date: April 5, 2019

17 Event Invitations Using the event invitation functionality in CANNON CRM, you can: o o o o Manage the invitation processes your organization uses for events. Create lists of invitees for events, and manage invitation statuses for each invitee in a list. Run automatic invitation processes to record that invitations were sent and create an export file. Add multiple invitation processes for a single event. The following graphic displays the steps involved in creating and managing invitations: Create the Invitation Add Invitees to the Invitation Run the Invitation Process Download the Output File Record Invitee Responses Create the Invitation On the Invitations tab of an event record, you can add invitations to send through the mail or for the event. To Add an Invitation: 1. Open the event record. 2. From the Invitations tab, on the action bar, click Add. From the General Tab: i. Name: enter the name of the specific Invitation ii. Description: enter a brief description of the Invitation iii. Mail Date: enter the date that the invitation will be sent iv. Results at this time we will NOT be creating a new Selection from the Results Last Revised Date: April 5,

18 From the Processing Options Tab: i. Select how the invitation is being sent ( , mail or what is identified as the preferred) ii. Search for the Package for your invitation (the search should only bring up one Event initiation package option to select) iii. Because we are not currently sending invitation directly in Cannon, the Address processing is not relevant and should remain set as the default iv. Household options: IF you wish to stamp every record that you have in your import selection, then you will need UNCHECK the send to one person per household option. If this remains checked, it will only stamp one record. 3. Click Save. Add Invitees to the Invitation Invitees are the constituents you send invitations to for a specific event. Add Invitees You can add invitees one at a time, or you can use a Selection (imported by IS) to add multiple invitees at once. To Add an Individual Invitee: 1. Click the name of the invitation from the Event Invitations tab 2. On the Invitees tab, click Add and then select Constituent. 18 Last Revised Date: April 5, 2019

19 3. Search for the constituent you wish to add and add as an invitee. 4. Click Save. The individual invitee is now displayed as an invitee for that invitation. To Add a List of Invitees: Pre-Requisite: It is assumed that the Events team have imported the updated invitation list using the Import Selections (Training Material here) 1. Click the name of the invitation from the Event Invitations tab 2. On the Invitees tab, click Add and then select Multiple constituents. 3. Search for the selection of constituents to add as invitees. (Using the name created in the import selection from the Pre-requisite noted above) 4. Click Exclusions to omit invitees from the selection. NOTE: For any invitation, UNCHECK the exclude inactive constituents as we are ing constituents that are inactive Last Revised Date: April 5,

20 5. Click Save. Once you add invitees to the invitee list, you can track whether or not invitees were sent invitations, along with their responses. Invitees List Once all the names are added, they are all listed in the invitee list. This contains a list of all invitees for the selected event from that specific invitation. To Access an Invitee List 1. From the Invitations tab, click the name of the Invitation that was created you wish to add invitees to 2. Select the Invitees tab. 3. Filter the invitees that display by name, status, and/or inclusion in other mailings. 4. Click Apply. Run the Invitation Process Once you create a list of invitees for an event, you can now run an invitation process that will stamp each record that an invitation was sent and add the names to the Registration tab on the Event record. Running an invitation process will also create an output file that includes the names and addresses of the invitees. 20 Last Revised Date: April 5, 2019

21 To Run the Invitation Process: 1. From the Invitation tab, expand the Invitation you wish to send (stamp the record and add to registrations) and click Send 2. Review the processing options, mark the mail date and make any necessary changes. 3. Click Start. 4. Once the process is complete, the recent status will open which will provide an overview of records processed, exceptions and overall details 5. If you go to the Registration tab of the invite, the list of invites will now be listed with the Type as Invitation NOTE: Some invitations will contain a large number which will be all be listed here. You can register an individual by using the Add or using the filters. Download Output Files Once you run the invitation process, the invitation process status page appears. On this page, you can download the output file in a comma-separated values format (.csv). Download a Single Output File The single file download creates one output file containing all data. Last Revised Date: April 5,

22 To Download a Single Output File: 1. On the invitation process status page, click the Recent Status tab. 2. Under Export outputs, click the expand icon to the left of the export output to download. 3. In the frame that displays below the process, click Download output and then select Download to CSV 4. Name the output file and browse to the location to save the downloaded output file. 5. Click Save. 6. When prompted, click Yes to open the.csv file or click No if you do not want to open the.csv file. 22 Last Revised Date: April 5, 2019

23 Event Registration in CannonCRM Registrants are the event s attendees, players, team captains, coordinators, instructors, vendors, and other businesses that supply a service or product for the event. Please refer to the Event Registration types and Passports Training Material for further detailed instructions Add Registrants and Guests for a Single Event When you register a constituent for an event, you indicate how many guests the constituent is bringing and you record registration options for the registrants. To Add a Registrant: 1. Open the event record. 2. Select the Registrations tab. 3. On the action bar, click Add. 4. Select the Single Events tab. 5. Complete the fields and options on the Add a registrant window: Search for and select the constituent to register. Mark whether the constituent is a pre-registrant or a walk-in. In the Registration option field, select the constituent s registration option. In the Registrant field, search for and select the constituent attending the event. If a registrant includes the name of a guest with the registration, you can enter the guest as a constituent in your database. If a registrant has unknown guests, you can select Unnamed guest and edit the registration later to add guest and preference information. Mark the Waive registration fee checkbox to waive the event registration fee for a registrant. 6. Click Save. Last Revised Date: April 5,

24 When an event registrant is not being charged a fee to attend the event (given a complimentary registration), mark them as waive registration fee in event registration area. In the events registrant record under attributes, put in value area the reason eg. Waived fee per AAD supervisor. When an event registrant is paying the registration fee via UofG coding, enter coding of other department in the event registrant record under attributes. When the event is complete, Events team notifies Finance and Finance runs a list of Event Registrant Attributes. Finance processes a journal entry to code fees to the other departments as per the list noted above where Finance will then enter those event payments in Cannon using Payment Method = Other and Other Type = Internal Coding Add Main Registrant who pays on behalf of a guest attending but Main Registrant does not attend There are cases where a Main Registrant will register and pay for an event but not does attend: * A main guest registers and pays for spouse and an unnamed guest but main guest does not attend * A Corporation pays for a Sponsorship package that includes 2 tickets to the event and Corporation is not attending To Add a Main Registrant who does not attend: 1. In the Add a Registrant window, enter the Main Registrant (who is paying but not attending) under the Registrant field 2. In the actual event registration options, only add those who are attending (including unnamed guest if that is the case) Notice the main registrant name is not in the registrant info on the main screen 24 Last Revised Date: April 5, 2019

25 3. Save the Registrant info 4. On the event Registrations tab, you will now see that Main Registrant is in the Will not attend status with a cost balance while the other 2 attending, balance is $0 and registered Registrant Record Once the registration is saved, the Registrant record opens automatically. The registrant record tracks information about guests, registrations, preferences, and benefits for the selected registrant. To Open a Registrant Record: 1. Open the event record. 2. Select the Registrants tab. 3. Click the name of the registrant to open. The following table identifies the tabs available on the registrant record and includes a description of each Last Revised Date: April 5,

26 Tab Description Registrations Displays information about the registration options for the registrant and their guests. On this tab you can add, edit and delete registration and guest information in addition to event preferences. Benefits Displays applicable benefits information for the registrant. Restrictions Displays restrictions that must be accommodated. Participants Displays information about the registrant s involvement in an event, A registrant may participate in an event as more than an attendee. For example, a registrant may agree to speak at the event, such as part of a welcome address or seminar session. This tab only display if the registrant has additional involvement in the event. Attributes Displays attributes for the registrant. Event Seating You can set up seating for any type of event and assign registrants to seats. Configure Seating Layouts Before you can assign registrants to seats, you must define your seating layout. To Configure a Seating Layout: 1. Open the event record. 2. On the explorer bar in the Tasks task group, click Configure seating layout. 3. Complete the fields and options on the tabs of the Configure seating layout window. 4. Click Save. Seating Layout Tab On the Seating layout tab, you define the main structure of the seating arrangement. 26 Last Revised Date: April 5, 2019

27 In the Seating layout menu, select one of the following: o o o Sections, Tables, and Seats Sections, Rows, and Seats Sections and Seats Click the Copy from previous event link to open a search window to locate an event from which to copy a seating layout. Enter the number of sections, tables, rows, and/or seats in your seating layout. Sections Tab On the Sections tab, you can name each section and specify the number of tables in each section. Mark the Use continuous numbering checkbox to use the last table number of the previous section as the starting point for the next section. If you do not mark this checkbox, the first table in each section begins numbering with 1. In the Name column, enter a unique name for each section (Optional). In the Number of tables column. You can modify the number of tables (or rows) as needed. In the Starting table number column the starting number of the first table (or first row) of each section display. In the Ending table number column the number of the last table (or last row) in each section displays. Tables or Rows Tab On the Tables or Rows tab, you can name each table or row and specify the number of seats in each table or row. In the Sections menu, select the section to view. Last Revised Date: April 5,

28 Mark the Use continuous numbering checkbox to use the last seat number of the previous table (or row) as the starting point for the next table (or row). If you do not mark this checkbox, the first seat at each table (or in each row) begins numbering with 1. In the Name column, enter a unique name for each table (or row). In the Number of seats column, the number of seats at each table (or in each row) appears in this column. Modify the number of seats as needed. In the Starting seat number column the starting number of the first seat at each table (or in each row) display. In the Ending table number column the number of the last seat at each table (or in each row) display. Seats Tab On the Seats tab, you can name each seat and view registrants assigned to specific seats. In the Section menu, select the section to display table, row, or seat information. In the Tables menu, select the table (or row) to display seat information. In the Name column, enter a unique name for each seat (Optional). In the Assigned registrant column the name of the registrant assigned to the selected seat display. Assign Seats Once you configure a seating layout for an event, you can assign registrants to seats. The Registrants frame displays the names of the registrants (including guests) you added to the event on the Registrants tab of the event record. The Groups frame displays any groups of registrants. Click Add to create a new group. The Seats frame displays each section in your seating layout. Assign Individual Registrants to Seats In the Registrants frame of the seating window, you can quickly assign each registrant to a seat at a table or row in a particular section. To Assign a Registrant to a Seat: 1. Open the event record. 2. On the explorer bar under the Tasks task group, click Assign Seats. 28 Last Revised Date: April 5, 2019

29 3. In the Registrants frame, select the registrant to seat. 4. In the Seats frame, select the seat, table, row, or section to assign the registrant. 5. In the Registrants frame, click Assign to seat. 6. Once you are finished assigning registrants to seats, click Save. Add Seating Groups In the Groups frame of the seating window, you can create groups of constituents who wish to be seated together. To Add a Seating Group: 1. Open the event record. 2. On the explorer bar, in the Tasks task group, click Assign Seats. 3. In the Groups frame, click Add. 4. Enter a name to identify the group. 5. In the Registrant grid, search for and select the constituents to include in the seating group. 6. In the Registrant grid, click Add to group. 7. Click Save. Assign Groups to Seats In the Groups frame of the seating window, you can quickly assign an entire group to seats at a table or a row in a section. To Assign Groups to Seats: 1. Open the event record. 2. On the explorer bar, click Assign Seats. 3. In the Groups frame, select the group to seat. 4. In the Seats frame, select the section, table, or row to assign to the group. 5. In the Groups frame, click Assign to seat. 6. Once you are finished assigning groups to seats, click Save. Event Reporting Event reports allow you to view information about your events and seating plans. Last Revised Date: April 5,

30 Event Profile Report With the Event profile report, you can view information about an event. To View an Event Profile Report: 1. Open the event record. 2. On the explorer bar in the Reports task group, click Event profile. 3. In the Event field, search for and select the event on which to report. 4. In the Show sections field, select whether to include All sections or Selected sections. 5. If you choose Selected sections, mark the checkboxes next to the sections of information to include in the report. 6. Click View report. Event Summary Report With the Event Summary report, you can view information about one or more events. To View an Event Summary Report: 1. On the navigation bar, click Events. 2. In the Fundraising event task group (below the calendar), click Event summary. 3. In the Date field, select the date range for events to include. 4. In the Selected events field, search for and select a query selection of events to include. 5. Click View report. Event Seating Summary Report With the Event Seating Summary report, you can view information about how you seated registrants for an event. You can run this report to display: o o o o o Seated registrants. Group members not seated together. A seating summary. Unseated registrants. Guests not seated with their host. 30 Last Revised Date: April 5, 2019

31 o A seating layout summary. To View an Event Seating Summary: 1. Open the event record. 2. On the explorer bar in the Tasks task group, click View seating summary. 3. Mark the checkboxes next to the sections to include in the report. 4. Click View report. Event Comparison Report With the Event Comparison report, you can compare the effectiveness of multiple events. The Event Comparison report includes information about the performance of the events and displays the total number of registrants, attendees, expenses, and the gross and net amounts raised for each event. To View an Event Comparison Report: 1. On the navigation bar, click Events. 2. In the Fundraising events task group, click Event comparison. 3. In the Event 1 field, search for and select the first event. 4. In the Event 2 field, search for and select the second event. 5. If you want to compare events included in a selection, choose Selection and then search for and choose the selection. 6. Click View report. Event Revenue Report With the Event Revenue report, you can view revenue information for your event. To View an Event Revenue Report: 1. Open the event record. 2. On the explorer bar in the Reports task group, click Event revenue. 3. If you want to include sub-events, mark the Include sub-events checkbox. 4. Click View report. Last Revised Date: April 5,

32 32 Last Revised Date: April 5, 2019