Griffin Training Manual

Transcription

1 Griffin Training Manual

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3 Table of Contents Chapter 1: About Maintaining Events in Griffin... 1 General Maintenance Information... 1 View Mode Versus Maintenance Mode... 1 Required Information... 1 Chapter 2: Creating Events in Griffin... 2 Creating a New Event... 2 Documents Form... 7 Audience... 9 Creating a New Audience... 9 Chapter 3: Volunteers and Staff, Honorees, and Sponsors Attaching associated volunteers and staff to an Event Creating Volunteers and Staff Associating Honorees with an Event Adding an Honoree Adding Sponsors to an Event Adding a Sponsor Chapter 4: Event Fees Fees Creating a Fee for an Event Chapter 5: Creating Invitations in Griffin Creating New Invitations in Griffin Invitations Creating an Invitation Creating an Invitation Record for a Single Entity or Couple at a Time Creating an Invitation Record for a Multiple Entities at a Time Chapter 5: Creating an Event Tree Attaching Sub Events to a Primary Event Linking a Sub Event to the Parent Event Chapter 6: Registrations and Participation Registrations and Participation in Griffin Registrations from an Invitee Record Labeling an Invitation as Declined i

4 Registering an Invited Entity if there are not sub-events Using the Master Event Participation Page Event Nametags Registering an Invited Entity if there are sub-events Registrations without an Invitee Record (Walk-up) Creating a Registration without an invitee record Deleting a Registration Deleting a registration entered in error Cancelling a Registration Cancelling a registration before a payment is received Cancelling a Registration once payment has been posted Chapter 7: Payments Fees Payments Making Payments on a Registration Chapter 8: Finalizing an Event Finalizing Events in Griffin Closing an Event Tracking No-Shows Chapter 9: Postponing or Cancelling an Event Postponing Events in Griffin Reinstating (Rescheduling) Postponed Events in Griffin Cancelling Events in Griffin Chapter 10: Cloning an Event Cloning Events in Griffin Appendix A: Event Purposes Defined Engagement Events Cultivation Events Recognition Events Current Event Purpose Values in Griffin ForwARD Values ii

5 Chapter 1: About Maintaining Events in Griffin General Maintenance Information Events data will be maintained and tracked in Griffin by each individual unit, according to their needs. Each event will be the prime responsibility of the unit that creates it. View Mode Versus Maintenance Mode Griffin offers two different modes of operation in order to best serve the needs of its users. Your job responsibilities dictate which mode applies to you as you access the information contained in Griffin. The modes are: View Mode You can search, display, and print information Maintenance Mode You can search, display, add, change, and print information Required Information All system required fields in Griffin are denoted by an asterisk (*). Other fields may be required by policy and are noted on the table associated with each form throughout this manual. 1

6 Creating a New Event 1. Click the ADMIN tab on the Main Menu. Chapter 2: Creating Events in Griffin 2. Type EVTNEW in the text box next to Go To Application, and then click on Go. Or, click on the elliptical button next to Event (New), and then click on Go. Note: The Event (New) page will open. 3. Complete the form pictured on the next page using the guidelines for each field as described in the table following the picture. Note: Although many of the fields on this page that do not have an asterisk remain important for the University s business processes and should be filled in if the information is available. 2

7 Data Label Required? Definition and Entry/Update Rules Event Name Required This is the name to be used as the event s title, which will display in all Event lookups, the Last Viewed form of the home page, as well as all Events reports. The event name should begin with the standard abbreviation for the unit that will own the event, followed by a colon, then a concise, descriptive title for the event including the year (for annual events) or date (for sporadic events) of the event at the end. For example, LAW: Supreme Court Symposium Type Required This describes the format of the event (i.e. dinner, reception, faculty lecture). If the event will have sub-events, the event type value should be Parent Event. 3

8 Data Label Required? Definition and Entry/Update Rules Event Unit Required by Policy The school or unit responsible for managing the event. Status Required Indicates whether the event is Open, Closed, Postponed or Cancelled. Any event in the planning stage is considered Open (O). Exec Level Optional This field is only to be used to denote Presidential, Provost, or Vice President for Development events. Series Optional This field is used to define the theme or subject matter for the event. Events geared towards special initiatives may be tracked effectively using the Series drop down to track the recurring theme. Purpose Account Number Venue Code Venue Venue State/Prov Metro Code Required by Policy The overall reason for holding the event. Values include Cultivation, Recognition and Engagement. See Appendix A for further detail. Conditional This field is optional unless fees will be associated with the event, then it is Required. Required by Policy Required by Policy Required by Policy Required by Policy The financial account to be used for fees for the event. The Venue Code notes whether the event is held at a U of C campus location or off-campus. Free text field used to provide additional details about the exact venue. Please include the venue address and city as part of the venue description if it is off campus. This field is used if the venue is off campus, to track the appropriate state or province of the event. This field is used to track the Metro Code for the event venue. Note: For foreign events, use Metro Code 99. For domestic events, look up the zip code of the venue to identify the best selection from existing metro codes. Country Capacity Conditional This field is used to track the Country for the event venue. This is a required field if the venue location is outside of the U.S. DO NOT use United States; this is assumed unless otherwise stated. Required by Policy Numeric value indicating the maximum capacity for the venue of the event. 4

9 Data Label Required? Definition and Entry/Update Rules Warning % Optional Used in conjunction with Capacity, Griffin will warn a user when registration is approaching the event s capacity. The number input here will be expressed as a percentage. For instance, if an event s capacity is shown as 500 and the Warning field reads 80%, Griffin will warn the user that capacity is approaching after 400 registrants. Attended Invited Start Date Start Time Required by Policy Required by Policy Required by Policy Required by Policy Users can hard code the total number of entities that attended an event. This is entered after the event has taken place and is Closed. This can be used in addition to actually linking entities as registrants/participants which will be calculated in Griffin and displayed on the entity Overview. This field will primarily be used for converted events and large events where it would be impossible to record a registration for each individual attendee. Numeric value. Users can hard code the total number of entities that were invited to an event. This is entered after the invitations for this event have been sent. This can be used in addition to actually linking entities as invitees which will be calculated in Griffin and displayed on the entity Overview. This field will primarily be used for converted events and large events where it would be impossible to record an invitation for each individual. Numeric value. The start date for the event. Select the date from the drop down calendar or type in the date using the format: MM/DD/YYYY. If this is a Master Event, the start date refers to the date the first activity begins during the event range. If this is a sub-event, the start date should be within the range of the associated Parent Event. The start time for the event. Select the time from the drop down menu or type the time the event begins in the text box using this format: HH:MM AM/PM. If this is a Master Event, the start time refers to the time the first activity begins during the event range. If this is a sub-event, the start time should be within the range of the associated Parent Event. 5

10 Data Label Required? Definition and Entry/Update Rules Stop Date Stop Time Required by Policy Required by Policy The stop date for the event. Select the date from the drop down calendar or type in the date using the format: MM/DD/YYYY. If this is a Parent Event, the stop date refers to the date the last activity ends during the event range. If this is a sub-event, the stop date should be within the range of the associated Parent Event. The stop time for the event. Select the time from the drop down menu or type the time the event begins in the text box using this format: HH:MM AM/PM. If this is a Master Event, the stop time refers to the time the last activity ends during the event range. If this is a sub-event, the stop time should be within the range of the associated Parent Event. Active checkbox Required This should ALWAYS remain checked. This box defaults to checked when a new event is entered. Cancelled Optional Used when an event is cancelled. The date when the event was cancelled. If a date is in this field, Status should be updated to Cancelled. Planning Start Optional The day the event planning is to begin (or began). May be selected from the drop down calendar or type in the date using the format MM/DD/YYYY. At the minimum it is the day the event record is created in Griffin. Note Optional Free text field to include any additional notes regarding the event. This field is 255 characters. 4. When all necessary fields have been entered, click Save on the form header. 6

11 Documents Form The OnBase system is used to scan, upload, and view associated documents with entities, entity notes, allocations, allocation notes, event registration, gifts, prospect actions, and research reports. To import documents about an event 1. Click on the Event Detail. 2. The Document list will appear at the bottom of the page. 3. Click Import. 4. After clicking the Import button in the Griffin Documents form, you will be prompted to log into Import Now (OnBase) using your CNet credentials. Note: Depending on your domain, you may need to add the adlocal domain to your CNetID. (Ex: adlocal\smith). 7

12 5. Once inside the Import Now form, click Browse to locate the file on your computer or external hard drive you wish to import and double-click it so that the path populates in the File to Upload field. 6. Click the flop disk icon to import your file. 7. If it was imported successfully, you can navigate back to the form you are attaching the document to and select refresh from the top of your Griffin page and the document count will be adjusted. 8

13 Audience An important component of the event is the target audience and the criteria used to determine the list of invitees within that target audience. Once the event is created, users can navigate to the Audience branch of the Event navigation tree to enter all target audiences. Target audiences include alumni, parents, prospects and donors. Users select the target audience and then enter criteria for inviting that particular target audience (i.e. Audience: Donors; Criteria: All donors who gave over $2,500 in 2008). An event can have multiple target audiences. Creating a New Audience 1. Click on Audience in the navigation tree. 2. Click New on the Audience form title bar. 3. Click on the drop-down next to Audience and select the appropriate Audience type. 4. Type the criteria for the Audience type in the text box next to Criteria. 9

14 5. Click Save on the Audience form title bar. 6. Repeat from step 2 as necessary for subsequent audience rows. Note: You can have multiple audience types. Data Label Required? Definition and Entry/Update Rules Event Name Required This is the name to be used as the event s title, which will display in all Event lookups, the Last Viewed form of the home page, as well as all Events reports. The event name should begin with the standard abbreviation for the unit that will own the event, followed by a colon, then a concise, descriptive title for the event including the year (for annual events) or date (for sporadic events) of the event at the end. For example, LAW: Supreme Court Symposium Type Required This describes the format of the event (i.e. dinner, reception, faculty lecture). If the event will have sub-events, the event type value should be Parent Event. Unit Required by Policy The school or unit responsible for managing the event. 10

15 Chapter 3: Volunteers and Staff, Honorees, and Sponsors Attaching associated volunteers and staff to an Event Along with linking entities to events, staff and volunteer entities can also be associated with events. Alumni, donors and prospects who volunteer to host an event or speak at an event can be linked to an event as well as the staff person or people who are managing the event. The entity and their associated role are listed in the Vol/Staff area of the event. Entering staff responsible is especially important as it will inform all users of Griffin who to contact in case of a questions about the event. Recording volunteers associated with an event is important information for fundraisers and other development staff to know when engaging an entity. Creating Volunteers and Staff 1. Click on Vol/Staff in the navigation tree. 2. Click New on the Vol/Staff form header bar. 3. Type the Entity ID of the volunteer/staff member in the text box next to Staff ID OR Click on the drop-down arrow next to Staff ID and select the desired staff member OR Click in the text box next to Staff ID and press F2 on your keyboard. Perform an Entity GrifFind, and display the results. Click on the elliptical button next to the individual you want to add as a volunteer or staff. 11

16 4. Click on the drop-down arrow next to Role and select the appropriate role for this volunteer or staff member (i.e. Host, Speaker, Staff-Other, Staff-Primary, Volunteer). 5. Type any notes regarding this volunteer or staff member in the text box next to Note. 6. Click on Save. 7. Repeat from step 2 as necessary for subsequent volunteer and/or staff members. Note: You can have multiple volunteers and/or staff members with the same role type. Data Label Required? Definition and Entry/Update Rules Staff ID Required The Entity ID of the volunteer or staff member to be assigned to the event. An entity can only be assigned one role per line, but can be entered on many lines. Active checkbox Required When checked indicates the vol/staff record is active. Will default to checked status when creating a new vol/staff record. 12

17 Data Label Required? Definition and Entry/Update Rules Organization Optional Organization to be assigned to the event in a volunteer capacity. Role Required by Policy The part the volunteer or staff will play regarding the event (e.g. Volunteer, Staff - Primary, Staff - Other, Host, etc.). Note Optional Free text field used to include additional information about the volunteer or staff assigned to the event. Associating Honorees with an Event An entity that is honored at an event can be linked as an honoree using the Honoree area of the event. An award recipient, a faculty member, and a donor are examples of possible honorees on an event. Adding an Honoree 1. Click on Honorees in the navigation tree. 2. Click on New on the Honorees form header bar. 13

18 3. If known, type the Entity ID of the Honoree in the text box next to Honoree ID OR Click in the text box next to Honoree ID and press F2 on your keyboard. Perform an Entity GrifFind, and display the results. Click on the elliptical button next to the individual you want to add as an honoree. 4. Click on the drop-down arrow next to Honor and select the nature of the Honor (i.e. Award Recipient, Dignitary, Donor, Faculty, Other). 5. Type any notes regarding the honoree in the text box next to Note. 6. Click on Save. 7. Repeat from step 2 as necessary for subsequent honorees. Note: You can have multiple honorees with the same honor type. 14

19 Data Label Required? Definition and Entry/Update Rules Honoree ID Required The Entity ID of the honoree to be designated for the event. Honor Required by Policy The reason the person is being honored (e.g. Award Recipient, Dignitary, Donor, etc.). Note Optional Free text field used to include additional information about the honoree designated for the event. Adding Sponsors to an Event An event sponsor, such as a corporate sponsor, can be linked to the event as well. The sponsor must be an entity in Griffin to link as a sponsor to an event. Adding a Sponsor 1. Click on Sponsors in the navigation tree. 2. Click on New on the Sponsors form header bar. 3. If known, type the Entity ID of the Sponsor in the text box next to Sponsor ID OR Click in the text box next to Sponsor ID and press F2 on your keyboard. Perform an Entity GrifFind, and display the results. Click on the elliptical button next to the individual you want to add as a sponsor. Revised:10/28/

20 4. Click on the drop-down arrow next to Sponsorship and select the type of sponsorship. 5. Enter the dollar amount or value of the sponsorship if known. 6. Type any notes regarding the sponsorship in the text box next to Note. 7. Click on Save. 8. Repeat from step 2 as necessary for subsequent sponsors. Note: You can have multiple sponsors with the same sponsorship type. 16

21 Data Label Required? Definition and Entry/Update Rules Sponsor ID Required The Entity ID of the sponsor for the event. Sponsorship Required by Policy Indicates the type of sponsorship (Corporate or Individual). Amt Optional The dollar amount of the sponsorship, or the value placed on good or services donated by a sponsor. Note Optional Free text field used to include additional information about the sponsor. For example, if the sponsor is donating goods or services instead of money, this can be explained in the Note field. 17

22 Chapter 4: Event Fees Fees For any event where the attendees will be paying a fee to participate, the Fees and Payments areas will be used. Fee types are assigned to the event, and then fees and their associated payments are applied to the registrations. Registrations with multiple participants can track multiple fees and payments for each participant. For more information regarding payments and registrations, see the corresponding chapters in this manual. Fees are what participants are expected to pay for attending an event. Fee types are assigned to the event. There can be multiple fee types for a single event (i.e. young alumni may have a lower fee than other alumni; alumni may have a lower fee than non-alumni, etc). Note that Griffin assigns a No Fee fee type for each event. This should not be removed. For events where fees are applicable, additional fee types can be created, but the No Fee type should remain. Fee types must be created on the event to apply the fees to the entity participants. The fees associated with an event are listed on the Fee page of the Event navigation tree. Creating a Fee for an Event 1. Click on Fees in the navigation tree. Note: A row of Fee Code N (no fee) will be present. DO NOT delete this row. 2. Click on New on the Fees form header bar. 18

23 3. Type a short description for this fee in the text box next to Short Desc (e.g. Adult Registration, Child Registration, Early Adult Registration). 4. Type a long description for this fee in the text box next to Long Desc (e.g. Ages 14+ and under 65 years old). 5. Click on the drop-down arrow next to Fee Code and select the appropriate type of fee. 6. Type the fee amount as dollars.cents (no dollar sign is necessary and if there are no cents, the decimal and trailing zeros are not necessary). 7. Type any notes specific to this fee in the text box next to Note. 8. Click on the checkbox next to Default if you want this to be the default fee for event registrants Note: You can revisit this page at a later time and change the default fee. For example, you have an early bird fee until 2/1/08, then the standard fee applies, you can set the early bird fee as the default and revisit this screen and change the default fee to standard at any time. 9. Click on Save. 10. Repeat from step 2 to add additional fee amounts. Note: You can have multiple fee types and multiple dollar amounts for the same fee type. 19

24 Data Label Required? Definition and Entry/Update Rules Short Desc Required Free text field to enter a short description of the fees. 30 characters. Long Desc Required by Policy A longer, more thorough, description of the fees than what is entered in the Short Description. Fee Code (Type) Required The type of fee this references. Fee Amount Required by Policy Dollar amount of the fee to be charged. Fee Package check box N/A Not currently being used. Default checkbox Optional Indicates which fee type the Registration form will default to for new registrations. There can only be one default fee type per event, but the default can be changed if/when necessary. Event Limit Optional Indicates if there is a limited amount of tickets that can be purchased at a particular rate. Note Optional Free text field used to include additional information about the fee. 20

25 Chapter 5: Creating Invitations in Griffin Creating New Invitations in Griffin Invitations Event offices across the University are encouraged to link entities as invitees to events where appropriate. Once an event is created, users can navigate to the Invitations link to create events and to link entities as invitees either manually or using the Mass Invite tool, which utilizes GrifFind and the clipboard. An invitation links the entity as an invitee and does not automatically register the entity for that event. This is managed in the Registration area of the Events module (see Registrations). Users can create a single invitation or multiple invitations to an event. Multiple invitations are useful in situations where not all invitees are invited to all parts of the event (i.e. an event can have a reception plus dinner invitation, a reception only invitation, etc). Users must designate a Type (card, letter, ) and description, while other fields, such as Signer, are optional. Creating an Invitation 1. Click on Invitations in the navigation tree. 2. Click on New on the Invitations form header bar. 21

26 3. Click on the drop-down arrow next to Type and select the appropriate type of invitation being sent (card, , or letter). 4. Type the Entity ID of the signer in the text box next to Signer ID OR Click on the drop-down arrow next to Signer ID and select the desired signer member OR If the Signer does not appear in the drop-down, click in the text box next to Signer ID and press F2 on your keyboard. Perform an Entity GrifFind, and display the results. Click on the elliptical button next to the individual you want to add as a signer. 5. Type a description of the invitation in the text box next to Description. 6. Type any notes about this invitation in the text box next to Note. 7. Type the estimated number of this type of invitation you will be sending in the text box next to Invitation Estimate. 8. Type the estimated number of invitees in the text box next to Invitee Estimate. 9. Click on Save. Note: You can have multiple invitations of the same or different types. 22

27 Data Label Required? Definition and Entry/Update Rules Type Required The type of invitation to be sent (e.g. card, letter, ). Organization Optional The Entity ID of the organization that will be sending the invitation. Signer ID Optional The Entity ID of the person that will be signing the invitation. Description Required Free text field used to describe the invitation. Up to 60 characters. Note Optional Free text field used to include additional information about the invitation. Invitation Estimate Invitee Estimate Required by Policy Required by Policy The estimated number of invitations to be sent. The estimated number of people and/or organizations you will be inviting to the event. When inviting an individual this will be 1. If inviting a couple, this will be 2. 23

28 Creating an Invitation Record for a Single Entity or Couple at a Time You must have created an invitation prior to completing these steps. From the main Invitations window: 1. Click on the elliptical button next to the invitation you want to add to entity records, continue at step 2. OR From the Invitation Detail window: 1. Click on the Invitees hyperlink. 2. Click on New on the Invitees form header bar. 3. If known, type the Entity ID of the Invitee in the text box next to Invited ID OR Click in the text box next to Invited ID and press F2 on your keyboard. Perform an Entity GrifFind, and display the results. Click on the elliptical button next to the individual you want to add as an invitee. 24

29 4. Click on the checkbox next to Couple if the spouse/significant other is also invited. 5. The spouse s Entity ID will automatically populate in the text box next to Signer ID or you may type an Entity ID in that field if there is no spouse, but perhaps a fiancé. 6. Type the Entity ID of the signer in the text box next to Signer ID OR Click on the drop-down arrow next to Signer ID and select the desired signer member OR If the Signer does not appear in the drop-down, click in the text box next to Signer ID and press F2 on your keyboard. Perform an Entity GrifFind, and display the results. Click on the elliptical button next to the individual you want to add as a signer. 7. Click on the drop-down arrow next to Status and click on Invited. 8. Status should remain I for Invited. 9. Enter the date the invitation was sent in the text box next to Date. 10. If there is a special salutation used on this invitation, type it in the text box next to Salutation. 11. Type any notes regarding this invitee in the text box next to Note. 12. Click on Save. 13. Repeat from step 11 as necessary for subsequent invitees. 14. Repeat from step 2 as necessary for subsequent individual invitations. 25

30 Data Label Required? Definition and Entry/Update Rules Invited ID Required The Entity ID number of the invited entity. Couple Check Box Optional Check if you will be inviting the entity s spouse/s.o. 2 nd ID Conditional If the Couple check box is checked, the spouse/s.o. ID will automatically populate. Signer ID Optional The Entity ID of the person that will be signing the invitation. Invite Status Date Required by Policy Required by Policy The status of the Invitation in regards to this entity. The date the invitation was sent. Salutation Optional Alternate salutation to be used for this entity in regards to this event invitation. Note Optional Free text field used to include additional information about the invitation. 26

31 Creating an Invitation Record for a Multiple Entities at a Time You must have a list of invitees on your current clipboard or a saved clipboard prior to completing these steps. If you do not have an invitation created already, you must complete the steps under Creating an Invitation in this chapter of this manual. From the main Invitations window: 1. Click on the elliptical button next to the invitation you want to add to entity records, continue at the next step. OR From the Invitation Detail window: 1. Click on the Mass Invite hyperlink located in the Event Invitation navigation tree. 2. The current clipboard list will appear in a new form. If you want to use a saved clipboard instead of the current clipboard, click on the radio button next to Saved Entity ID List, click on the radio button next to the saved clipboard you want to use, and then click on OK. 3. Click on the drop-down arrow next to Status and click on Invited, if needed. 27

32 4. Click on the drop-down arrow next to date and select the date the invitation was sent, if needed. 5. If an invitee appears on more than one invitation list and you want to mark on their record that they were invited twice, click on the checkbox next to Allow Duplicates. 6. Type the Entity ID of the signer in the text box next to Signer ID OR Click on the drop-down arrow next to Signer ID and select the desired signer member OR If the signer does not appear in the drop-down, click in the text box next to Signer ID and press F2 on your keyboard. Do a GrifFind and click on the elliptical button next to the individual you want to add as a signer. 7. Type any notes regarding this group of invitees in the text box next to Note. 8. Click on the desired radio button related to couples. 9. Click on Generate. Note: Griffin will confirm the creation of the mass invitation. 28

33 Data Label Required? Definition and Entry/Update Rules Status Required The status of the invitee. Date Required by Policy Allow Duplicates check box Optional The date the invitations will be sent. Indicates if multiple invitations to the same event will be allowed to be marked on an entity s record. Signer ID Optional The Entity ID of the person that will be signing the invitation. Don t Generate Couples Generate Couples if Both are Listed Always Generate Couples Conditional: one must be selected Conditional: one must be selected Conditional: one must be selected Will generate separate invitations for each entity even if both members of a couple are on the list. (If the button is selected.) Will generate combined invitations for married entities if both entities are on the list. (If the button is selected.) Will generate a joint invitation if the couple is married in Griffin, even if both entities are not on the invitation list providing there is enough information in Griffin about the spouse. If the entity s record specifies married, but has no spouse s name, it will not generate a couple. (If the button is selected.) Note Optional Free text field for additional information regarding the invitee. 29

34 Chapter 5: Creating an Event Tree Attaching Sub Events to a Primary Event Users may need to create an event that has one (or many) sub events. For instance, entities are invited to an event for a weekend, called a Reunion. However, that one primary event contains within it many sub-events, such as a Friday evening reception, a Saturday evening gala, a Sunday brunch, etc. Griffin handles this by creating an Event Tree. That allows users to plan (and invite entities to) the one master event, called Reunion, and still show who is or is not attending the myriad dependent sub-events throughout the weekend. Each sub-event can be created on its own at any time, and then linked to the primary event. Note: Only events that end in the future will appear in the selection list for attaching to a master event. Note: Each event can only be listed as a sub-event of one other event. Linking a Sub Event to the Parent Event 1. Create a new event as before, but note the Event ID and make sure the name carries with it a connection to the parent event. For instance, Law: Chicago First Mondays Conversation with the Dean. 2. Return to the Parent event, and click Event Tree in the navigation tree. 30

35 3. Click on the row, not the hyperlink, of the parent event to highlight it. 4. Click on Options, and then click on Add Event. Note: A new frame will appear, showing a list of all available events from which you can choose. 5. Click on the row, NOT the hyperlink, of the new sub event, and then click on OK. 6. The new Event tree will appear, showing the primary and sub event. Note: If needed, you can create many more sub events, and link them as above to the primary event. Note: Now, when users register for events, they can register for one or all of the sub events. 31

36 Chapter 6: Registrations and Participation Registrations and Participation in Griffin The Registration area of the Event module is used to link entities to events once they have registered for the event or responded via RSVP that they will attend. An entity can be registered without having been linked as an Invitee. Users navigate to the Registration area of an event to register an entity, and can either enter the entity ID (if known) or select F2 to launch GrifFind to search for the entity. Note: Registrations must be created one-by-one. There is no mass tool to create registrations. Any entity may be registered only once per event duplicate registrations are not allowed. Likewise, duplicate participations are not allowed. Once an entity is registered, their registration can be used to link others as participants of the event as a part of their registration. This is commonly used for guests of an alumus or other invited entity. A Participant can be an entity in Griffin or can be a non-entity. If the participant is an entity and their spouse is registered for an event, both entities should be linked as separate registrants for an event. In addition, if an entity is bringing a guest who appears to be a non-entity, users are required to do a search in Griffin to be sure that the entity does not exist in Griffin. If the entity exists, users should create the link to the entity record. For an entity participant, users can perform a GrifFind (F2) to search for the entity participant. Griffin will populate the participant record with all the required information. For a non-entity, users should populate Participant Name, First Name, Last Name, Prefix, and the Nametag field. Users can link the participant as a Couple With or Guest of any other participant on the same registration record. Registrations from an Invitee Record Labeling an Invitation as Declined 1. Click on Invitations in the Event navigation tree. 2. Select the elliptical button next to the invitation the entity is listed as receiving. 32

37 3. Click on the row, not the hyperlink, of the entity that declined the invitation. 4. Click on the drop-down arrow next to Status, and then click on Declined. 5. Click on Save on the Invitees form header bar. Registering an Invited Entity if there are not sub-events Using the Master Event Participation Page The Master Event Participation page is used to register entities to events that do NOT have subevents. This form combines the two forms located on the Participants page into a single form. To access the form, click on the Parent Event Participation hyperlink to the top, right of the Participants form. 1. Click on Invitations in the Event navigation tree. 2. Select the elliptical button next to the invitation the entity is listed as receiving. 33

38 3. Click on the row, not the hyperlink, of the entity that is registering for the event. 4. Click on Options on the Invitees form header bar, and then click on Register. 5. Click on OK on the subsequent popup asking if you would like to view the Registration. Note: The Participants form will be displayed. 6. Click on Master Event Participation just above and to the right of the Participants form header bar 34

39 7. Verify the data on the form. 8. If the entity is bringing a guest, click New in the Participants header. Complete the information on the Participants Event form and click Save. Note: All of the defaults of the participation are populated on the form, including the participant s primary and sort names, default fee value, the coupled with entity name if one exists, a participation status of Attended and a ticket count of 1. Data Label Required? Definition and Entry/Update Rules Participant ID Participant Name Conditional: Required by Policy Conditional: Required by Policy The Entity ID of the participant (guest) for the event. To specify the entity, the user may: Select F2 and select a name via an entity GrifFind or type in a valid Entity ID. The full name of the participant (guest) for the event. This should include prefix, first name, middle name, last name, and suffix (if applicable). If the Participant ID was filledin with a valid Entity ID, this field will automatically populate once the form is saved. Last Prefix First Suffix Conditional: Required by Policy Conditional: Required by Policy Conditional: Required by Policy Conditional: Required by Policy The last name of the participant (guest) of the event. If Participant ID was filled-in with a valid entity ID number, this field will automatically populate once the form is saved. The prefix for the participant (guest) for the event. If the Participant ID was filled-in with a valid Entity ID number, this field will automatically populate once the form is saved. The first name of the participant (guest) for the event. If Participant ID was filled-in with a valid entity ID number, this field will automatically populate once the form is saved. The suffix, if applicable, for the participant (guest) for the event. If Participant ID was filled-in with a valid entity ID number, this field will automatically populate once the form is saved. Middle Conditional: Required by Policy The middle name of the participant (guest) for the event. If Participant ID was filled-in with a valid entity ID number, this field will automatically populate once the form is saved. Sort Name NA Do not fill-in. This field will automatically populate once the form is saved. 35

40 Data Label Required? Definition and Entry/Update Rules Nickname Optional The nickname of the participant (guest) for the event. If Participant ID was filled-in with a valid entity ID number, this field will automatically populate once the form is saved. Salutation Optional The salutation to be used for the participant (guest) for the event. If the Participant ID was filled-in with a valid Entity ID, this field will automatically populate once the form is saved. Name Tag Optional Select the drop-down arrow next to the Name Tag field to select the appropriate name tag to appear in the Name Tag Report for the event. Tent Card Optional The name to be used on a tent card, if applicable, for the participant (guest) for the event. If the Participant ID was filled-in with a valid Entity ID, this field will automatically populate once the form is saved. Fee Package NA This field is not being used. VIP Optional Used to specify if the participant (guest) is a VIP. Couple With Optional Used to specify if the participant (guest) is coupled with another participant on this registration. If check box is selected, chose the name of the participant that this participant is coupled with using the drop-down arrow next to Couple With. Guest Optional Used to specify if the participant (guest) is a guest of another participant on this registration. If check box is selected, select the name of the participant that this participant is a guest of using the drop-down arrow next to Guest. Guest Relation Optional Used to specify the relation of the participant (guest) to the main registrant. 36

41 Data Label Required? Definition and Entry/Update Rules Fee Tickets Status Required by Policy Required by Policy Required Indicates whether the registrant will be paying a fee to attend the event. Must be a valid value from the Fee drop down menu. The number of tickets purchased. Note: Do not increase the number of tickets if there are guests. They are entered as participants and assigned their own tickets. The status of the registration. When registering an invitee, Accepted is the default value. Amt Default The amount defaults based on the Fee field. Waive Optional If the Fee is to be waived, select CMP (complimentary) from the Waive drop down menu. Note Optional Free text field for additional information regarding the fee for the invitee. 37

42 Event Nametags There are multiple options available when selecting the names to be displayed on nametags for attendees at events. Since not all schools and units use the same nametag format, the Event Nametag drop-down allows the user to select commonly used nametag values or create their own value for the event. The Event Nametag field is located on the Event Participant form. The nametag is normally selected when adding a new Participant. For entities that prefer a name other than their first name to appear on their nametags, an Event Nametag First Name is stored on the Salutation form. Default Event Nametag First Name Last Name Degrees The Entity First Name will be used. If the First Name is an initial, the program will search for a Middle Name. If there is a Middle Name, then the default will be to use the First Name s initial and Middle Name. If the Middle Name is only an initial, then the program will use both First and Middle Name initials. The Last Name is added to the Default option s First Name. The current (Primary) Last Name is always used. Maiden, Degree or any other Last Name is not used. Up to five degrees are listed in the order they were received (Lab, EX, Undergrad, Grad) with most recent degree last. Certificate programs will display CER plus class year from the Degree record s stop date and are listed in Stop Date order. They are listed last. 9. If needed, click on the drop-down arrow next to Name Tag and select the appropriate name tag you would like to appear in the name tag report for this event. 10. If the event has fees, continue with steps Otherwise, skip to step Click on the drop-down arrow next to Fee, if needed, and select the fee type associated with this participant for this event. This will change the value in the text box next to Amt. Note: The fee amount will appear in the text box next to Amt based on the fee type selected. 38

43 12. Click on the drop-down arrow next to Status and click on Attended, if needed. 13. Type the number of tickets purchased in the text box next to Tickets. Note: Do not increase the number of tickets if there are guests. They are entered as participants and assigned their own tickets. 14. Click on the drop-down arrow next to Waive, if the fee was waived, to select the reason the fee was waived. 39

44 15. Type any notes specific to this registration in the text box next to Note. 16. Click on Save on the Participant form header. 17. To add a guest, complete step 18, otherwise, skip to step Click on New on the Participants form header bar. Fill in the text boxes with the guest s information, as well as, fee and attendance expectation. Then click on Save on the Participants form header bar. Note: Guests added in this manner are not required to have an Entity ID number, however, you should perform a GrifFind to see if they have one and enter it if they do. If an entity ID is used, you do not fill out the name fields. If an entity ID is not used (does not exist), you will complete all fields that are known. 19. Repeat step 18 for each guest. 20. If fees are being charged, and payment was included with the registration, skip to step 3 in the Making Payments on a Registration section of this manual. Registering an Invited Entity if there are sub-events 21. Click on Invitations in the Event navigation tree. 22. Select the elliptical button next to the invitation the entity is listed as receiving. 23. Click on the row, not the hyperlink, of the entity that is registering for the event. 40

45 24. Click on Options on the Invitees form header bar, and then click on Register. 25. Click on OK on the subsequent popup asking if you would like to view the Registration. Note: The Participants form will be displayed. 26. At this point you could add another participant (family, friend, colleague, etc.) by clicking on New and filling in the text boxes with the guest s information. Note: Guests added in this manner are not required to have an Entity ID number, however, you should perform a GrifFind to see if they have one and enter it if they do. 27. Scroll down to the bottom of the page to the Participant Events form. Click on the check mark next to the event the entity is registering for. 41

46 28. Click on the drop-down arrow next to Fee, if needed, and select the fee type associated with this participant for this event. This will change the value in the text box next to Amt. 29. Type the number of tickets purchased in the text box next to Tickets. Note: Do not increase the number of tickets if there are guests. They are entered as participants and assigned their own tickets. 30. Click on the drop-down arrow next to Status and click on Accepted, if needed. 31. Click on the drop-down arrow next to Waive, if the fee was waived, to select the reason the fee was waived. 32. Type any notes specific to this registration in the text box next to Note. 33. Click on Save on the Participant Events form header. 34. Repeat from step number 7 for each subsequent sub-event. 35. Scroll up to the Participant form header and click on Save. 36. Repeat from step number 6 for each guest. 42

47 37. If fees are being charged, and payment was included with the registration, skip to step 3 in the Making Payments on a Registration section of this manual. Registrations without an Invitee Record (Walk-up) Creating a Registration without an invitee record 1. Click on Registrations on the Event navigation tree. 2. Click New on the Registration form header bar. You may need to scroll to the right on the page to see the New option on the form header. 3. Type the Entity ID of the participant in the text box next to Registrant ID OR If the registrant does not appear in the drop-down, click in the text box next to Registrant ID and press F2 on your keyboard. Do a GrifFind and click on the elliptical button next to the individual you want to add as a registrant. 4.Click on the drop-down arrow next to Status, and then click on Walk-In. 5. Type any notes specific to this registrant in the text box next to Note. 6. Click Save on the Registration Detail form title bar. 43

48 The following Participants form will be displayed. 7. At this point you could add another participant (family, friend, colleague, etc.) by clicking on New and filling in the text boxes with the guest s information. Note: Guests added in this manner are not required to have an Entity ID number, however, you should perform a GrifFind to see if they have one and enter it if they do. 8. Scroll down to the bottom of the page to the Participant Events form. Click on the check mark next to the event the entity is registering for. 9. Click on the drop-down arrow next to Fee, if needed, and select the fee type associated with this participant for this event. This will change the value in the text box next to Amt. 10. Type the number of tickets purchased in the text box next to Tickets. Note: Do not increase the number of tickets if there are guests. They are entered as participants and assigned their own tickets. 11. Click on the drop-down arrow next to Status and click on Attended, if needed. 44

49 12. Click on the drop-down arrow next to Waive, if the fee was waived, to select the reason the fee was waived. 13. Type any notes specific to this registration in the text box next to Note. 14. Click on Save on the Participant Events form header. 15. Repeat from step number 7 for each subsequent sub-event. 16. Scroll up to the Participant form header and click on Save. 17. Repeat from step number 6 for each guest. 18. If fees are being charged, and payment is included with the registration, skip to step 3 in the Making Payments on a Registration section of this manual. Deleting a Registration Event registrations should only be deleted if they were entered in error. Deleting a registration entered in error Follow the steps below to delete a registration prior to receiving and posting a payment. 1. Open the Event that you would like to cancel a registration for, and click on Registrations in the navigation tree. 2. Click the elliptical button to the left of the Registration ID on the registration row (entity) to delete. Note: The Participants form will display. Revised:10/28/

50 3. Click on Registration Detail link just above the Participants form header bar. 4. Click on Options, and then click on Delete. 5. Click on OK. Cancelling a Registration Cancelling a registration before a payment is received Follow the steps below to delete a registration prior to receiving and posting a payment. 1. Open the Event that you would like to cancel a registration for, and click on Registrations in the navigation tree. 46

51 2. Click the elliptical button to the left of the Registration ID on the registration row (entity) to delete. Note: The Participants form will display. 3. Scroll to the bottom of the page to the Participant Events form and click on the drop- down arrow next to Status, and then click on Cancelled. 4. Click on Save on the Participant Events form header. 5. Repeat steps 3 and 4 for each event on this registration. 6. If there are additional participants on this registration, scroll to the top and select the next guest on the Participant form, and then repeat from step After all participant events for all participants have had the status updated to Cancelled, scroll to the top of the page and click on Registration Detail link just above the Participants form header bar. 47

52 8. Click on the drop-down next to Status, and then click on Cancelled. 9. Type any notes regarding this cancellation in the text box next to Note, if desired. 10. Click on Save on the Registration Detail form header. Cancelling a Registration once payment has been posted Once payment is received on a registration, the registration can be cancelled. 1. Open the Event that you would like to cancel a registration for, and click on Registrations in the navigation tree. 2. Click the elliptical button to the left of the Registration ID on the registration row (entity) to delete. 48

53 3. Scroll to the bottom of the page to the Participant Events form and click on the dropdown arrow next to Status, and then click on Cancelled. 4. Click on Save on the Participant Events form header. 5. Repeat steps 3 and 4 for each event on this registration. 6. If there are additional participants on this registration, scroll to the top and select the next guest on the Participant form, and then repeat from step After all participant events for all participants have had the status updated to Cancelled, scroll to the top of the page and click on Registration Detail link just above the Participants form header bar. 49

54 8. Click on the drop-down next to Status, and then click on Cancelled. 9. Type any notes regarding this cancellation in the text box next to Note, if desired. 10. Click on Save on the Registration Detail form header. 11. Click on either Yes or No when prompted to clear fees. 12. If you chose No, the process is complete. If you chose Yes, continue with the next step. 13. Click on the drop-down arrow next to Account Number and select the account the fees were initially applied to. 50 Revised:10/28/2013

55 14. Click on the drop-down arrow next to Change Reason and select the reason the fees were returned. 15. If needed, click on the drop-down arrow next to Transaction Date and select the date the fees were returned. 16. Click on OK. 51

56 Chapter 7: Payments Fees See Chapter 4 of this manual for more information on creating and maintaining fees. Payments Payments are what an entity actually paid for an event. Payments cannot be made until fees are applied to a registration. From the Registration navigation tree, users select Make Payments to apply payments to a registration. The Payment Detail Screen is displayed. Most fields, entity ID, date, and amount are populated based on the information previously entered on the registration, but can be manually adjusted if needed (i.e. if the payment was made by a 3 rd party, the entity ID can be changed, etc). Payment type is required (check/cash, credit card, etc), but no additional payment information, such as check number or credit card information, needs to be entered in the Payment Detail screen. Upon saving the Payment Detail, the Payment Transaction screen appears with most of the data populated form the Payment Detail screen. Account is a required field and must be populated from the list of values. You must select Post Payments (see option on Payment Transaction title bar) to apply the payments to the Registration after saving the Payment Transaction screen. Once the payment has posted, the Registration is updated for payment amount and balance due. The fee, payment and balance due information are also updated on the Event itself. The Event Overview will display totals of all fees, payments, and amounts due for all registrations on an event. Making Payments on a Registration 1. Open the Event that you would like to cancel a registration for, and click on Registrations in the navigation tree. 2. Click the elliptical button to the left of the Registration ID on the registration row (entity) to delete. 52 Revised:10/28/2013

57 3. Select Make Payments from the Event Registration navigation tree. 4. If needed, click on the drop-down arrow next to Pay Date and select the date the payment was made. 5. Click on the drop-down arrow next to Pay Type and select the payment method that was used. 6. If a payment amount other than the amount displayed was made, type the amount of payment in the text box next to Amt (do not include the dollar sign). 7. Depending on the payment method, fill in all appropriate fields on the screen. Note: DO NOT enter any credit card numbers. 8. Type any notes specific to this payment in the text box next to Note. 53

58 9. Click on Save on the Payment Detail form header bar. Note: The Payment Transactions screen will open. 10. If an account number was not entered when creating the event, click on the drop-down arrow next to Account and click on the appropriate account the fees will be linked to. 11. Click on Save on the Payment Transactions form header bar. 12. Click on Post Payment on the Payment Transactions form header bar. 13. Click on OK, confirming the payment. 54 Revised:10/28/2013

59 Finalizing Events in Griffin Chapter 8: Finalizing an Event When an event is finished, there are a few steps that need to be completed to finalize the event in Griffin. This includes closing the event, tracking the number of attendees, and tracking entities that registered, but did not attend. Closing an Event 1. Open the event you want to close. 2. Click on Detail in the Event navigation tree. 3. Click on the drop-down arrow next to Status, and then click on Closed. 4. Type the total number of attendees in the text box next to Attended. 5. Type the total number of invitees in the text box next to Invited. 6. Click on Save on the Detail form header bar. Revised:10/28/

60 Tracking No-Shows 1. Click on Participants in the Event navigation tree. 2. Click on the Reg ID next to the entity that did not show up to the event. 3. Scroll to the bottom of the page to the Participant Events form and click on the dropdown arrow next to Status, and then click on No show. 4. Click on Save on the Participant Events form header. 5. Repeat steps 3 and 4 for each event on this registration. 6. If there are additional participants on this registration, scroll to the top and select the next guest on the Participant form, and then repeat from step After all participant events for all participants have had the status updated to Cancelled, scroll to the top of the page and click on Registration Detail link just above the Participants form header bar. 54

61 8. Click on the drop-down next to Status, and then click on No-Show. 9. Type any notes regarding this cancellation in the text box next to Note, if desired. 10. Click on Save on the Registration Detail form header. 11. Repeat for each no-show. 55

62 Chapter 9: Postponing or Cancelling an Event Postponing Events in Griffin If the event is postponed and not yet rescheduled, the event details should be updated to indicate it. 1. Open the event you want to postpone. 2. Click on Detail in the Event navigation tree. 3. Click on the drop-down arrow next to Status, and then click on Postponed. 4. Click on Save on the Detail form header bar. 5. If there are no sub-events, the process is finished. Refer to the next section: Reinstating a Postponed Event when a new date is chosen. If there are sub-events attached to the master event, continue with the next step. 56 Revised:10/28/2013

63 6. If the sub-events are postponed as well, click on the radio button next to All. Otherwise, click on the radio button next to None. 7. Click on OK. Reinstating (Rescheduling) Postponed Events in Griffin When a postponed event has been rescheduled, a new event does not have to be created in Griffin. You do; however, need to update the event to indicate that it is now open again along with the new dates and times. 1. Open the event you want to reschedule. 2. Click on Detail in the Event navigation tree. 57

64 3. Click on the drop-down arrow next to Status, and then click on Open. 4. Click on the drop-down arrow next to Start Date and select the new beginning date for the event or type the new date in the text box in the MM/DD/YYYY format. 5. Click on the drop-down arrow next to Start Time and select the new beginning time for the event or type the start time in the text box. 6. Click on the drop-down arrow next to Stop Date and select the new ending date for the event or type the new date in the text box in the MM/DD/YYYY format. 58 Revised:10/28/2013

65 7. Click on the drop-down arrow next to Stop Time and select the new ending time for the event or type the end time in the text box. 8. Click on Save on the Detail form header bar. 9. If there are no sub-events, the process is finished. If there are sub-events attached to the master event, continue with the next step. 10. If the sub-events are rescheduled as well, click on the radio button next to All for Status and Start Date. Otherwise, click on the radio button next to None. 11. Click on OK. 59

66 Cancelling Events in Griffin If the event is cancelled and will not be rescheduled, the event details should be updated to indicate it. 1. Open the event you want to cancel. 2. Click on Detail in the Event navigation tree. 3. Click on the drop-down arrow next to Status, and then click on Cancelled. 4. Click on the drop-down arrow next to Cancelled and select the date the event was cancelled or type the date in the text box in the MM/DD/YYYY format. 5. Click on Save on the Detail form header bar. 60 Revised:10/28/2013

67 6. If there are no registrants, skip step 13. If there are registrants, click on the dropdown arrow next to Registration Status Code, and then click on the status to update all registrant s status to. 7. Click on OK. 8. If there are fees associated with the event, click on the appropriate selection for clearing or not clearing fees. 9. If fees are not being cleared, skip step 13. If fees are being cleared, click on the drop- down arrow next to Account Number and select the account the fees were initially applied to. 10. Click on the drop-down arrow next to Change Reason and select the reason the fees were returned. 61

68 11. If needed, click on the drop-down arrow next to Transaction Date and select the date the fees were returned. 12. Click on OK. 13. If there are no sub-events, the process is finished. If there are sub-events attached to the master event, continue with the next step. 62

69 14. If the sub-events are cancelled as well, click on the radio button next to All for Status and Cancelled Date. Otherwise, click on the radio button next to None. 15. Click on OK. 63

70 Cloning Events in Griffin Chapter 10: Cloning an Event Certain divisions and departments will hold the same event repeatedly, with the same level of event detail. The only change being the date(s) associated with the event and/or sub-events. Users may use the Clone Event functionality to create recurring events. To clone an event, you must first navigate to a previous or existing one that contains the detail you would like to include with the new one. Once you have opened the existing event, The Clone functionality can be accessed within the Event navigation tree. 1. Open the event you want to clone. 2. Click on Clone in the navigation tree. 3. Modify the name of the event and the start and stop dates to reflect the appropriate detail. 4. Click on Save on the Clone Event form header bar. 5. Repeat steps 3 and 4 for each sub event. 6. Click on Clone on the Clone Event form header bar. 64

71 7. Click on the check boxes to select/deselect the information you want to clone on the Clone Event dialogue box. 8. Click on OK. 9. Click OK to navigate to the newly cloned event or Cancel to remain in the existing event. 65