Event Campaigns (Live Sites)

Event campaigns allow in-system users to create tickets, groups, and requests for campaigns. To get a campaign online for registration, a campaign must be set up and at least one ticket created.  

1. Navigate to the Campaigns page and click Add Campaign in the left-side menu.
2. Click the campaign category name to which the campaign will be added.
   
   
3. Enter the applicable Campaign information, and then click Create.
   • Type - The campaign type selected determines the functionality that will be available for use. 
     • Marketing - These types have four tabs of information consisting of Main, Notes, Files, and Profiles.
       • Marketing types can be used for mailing lists. 
     • Event - These types have seven tabs of information consisting of Main, Notes, Files, Profiles, Tickets, Groups, and Requests.
       • Event types can be used for online events.
     • Historical - These types have four tabs of information consisting of Main, Notes, Files, and Profiles.
   • Start Date - If the campaign type is Event, the Start Date indicates when the campaign will be displayed on the Giving Hub. If the campaign type is Marketing, the Start and End Date can be set as one date or a date range for internal reference.
   • End Date - If the campaign type is Event, the End Date indicates when the campaign will stop being displayed on the Giving Hub. This is typically the end date of the event, and it will show below the description on the Giving Hub. If no date is set, there will be no end date on the Giving Hub, and the event will remain on the Giving Hub until an end date is set. If the campaign type is Marketing, the Start and End Date can be set as one date or a date range for internal reference.
   • Description - Enter a description for this communication.
   • Internal Description
   • Fund - Fund that ticket sales support.
     • Fund is required for the event to appear online for registration, even if the tickets are free. 
     • Fund is required to manually sell a ticket.
   • Service Area - If this event is for a particular service area, select the appropriate one.
   • Goal Amount
     
     
     
4. Click Edit in the left-side menu.
5. Add applicable Campaign information, and then click Save.
   • Hover over the SmartTips (question mark icons) in CommunitySuite for field guidance.
   • Online Tickets - Check this box to enable the online event registration and ticket sales.
   • Total Seats Available - If editing a campaign, this field should be left blank if the seats available have already been entered in a ticket in the Tickets tab. In this case, a number entered into this field will cause an error message and any edits to the campaign will not save.
     
     
   • Private Event - Check this box to prevent your campaign from being listed in the Event Tickets tab of the Giving Hub.
     • This could be because the event is not open to the public or because online registration is not ready to launch.
     • To make this event registration available to a limited group, send them the event url that will generate when these changes are saved and a ticket is created.
       
       
       

The campaign is now created and event specific campaign features are available in the respective tabs.

• Details - Displays campaign start and end dates, goals, total RSVP's, total seats available, and the ticket url. Financial reports for the campaign can be accessed in the left-side menu. 
• Profiles - Contains the list of invitees and their email and phone contact information. 
  • Add Individual profiles and search the profile list.
  • Click [delete] to remove a profile from the campaign.
  • Track invitees RSVP status and attendance.
• Tickets - Displays ticket information including how many are available and sold.
  • Visible if Enable Tickets is checked. 
  • See Add Ticket section below for additional information.
• Groups - Allows guests to be grouped together.
• Requests - Track different requests for the campaign.
• Files - Manage files uploaded to the campaign.
• Notes - Displays any notes added to the campaign. 

Profiles are added to event campaigns from the campaign's Profiles tab and can be added individually or in bulk.

Add Individual Profiles

1. Navigate to an event campaign.
2. Click the Profiles tab.
   
   
3. Enter the profile name in the Add Profile field and select the profile from the drop-down list.
   
   

Add Profiles in Bulk

1. Navigate to an event campaign.
2. Click Update Profiles in the left-side menu.
3. Click Profiles or Donations.
   • Profiles - Report filters are specific to profiles.
   • Donations - Report filters are specific to donation.
     
     
     
4. Click Filter to select filter fields.
   
   • Click Load to use a saved report.
     
     
     
5. Click the Profile/Donation Filter names that will be used and complete any corresponding field requests.
6. Click Add to Campaign in the left-side menu.
7. Click the campaign ID. 
   • If the filtered list contains households and those households have members, the Add Household Members options will become available.
     • Add the profile list unmodified - This option will add the filtered list as individual, organization, or household profiles. 
     • Choose household members as guests - This option will add the household profile to the list and allow users to choose which household members will be added as guests.   
     • Add all non-household profiles - If a profile is a household, this option will add just the members of the household. If a profile is a member of a household, it will add all other members of that household. If a profile is not part of a household or is an org, it is added. No profiles are added as guests. No household profiles are added.
     • Add household not individual profiles - If a profile is an individual and is part of a household, the household profile will be added. If a profile is not part of a household or is an organization, it is added. No profiles are added as guests.
       
       
       
8. Click Yes.
   
   
   

Tickets can have a non-donation revenue and a donation revenue account as well as their own start and end dates. Set up at least one ticket to enable online registration. Tickets can be free or paid.

Add Ticket 

1. Navigate to the campaign.
2. Click the Tickets tab.
   
   
   
3. Click Add Ticket in the left-side menu.
4. Complete the Create Campaign Ticket information, and then click Create. 
   • Price and Value are required fields. 
     • Name - Ticket description.
     • Seats - The number of guests per ticket.
       • If the ticket admits more than one person, enter that number. Otherwise, it will default to one.
     • Price - Total cost of ticket.
       • Enter 0 for a free ticket.
     • Value - Non-charitable amount of ticket price.
       • Enter 0 for a free ticket.
       • This can vary from 0 to the full ticket amount.
         • In the example below the price is $15 and the value is $10, so the donation amount is $5.
     • Total - If event registration is limited, input a number.
     • Private - If this ticket should not be visible to everyone with access to the event registration page, click this box.
       • Example: Complementary ticket that only staff can assign to guests.
     • Non-Donation Revenue Account - The account to which the non-donation amount will be directed.
     • Donation Revenue Account - The account to which the donation revenue will be directed.
       • Revenue Account is required if you want the event to appear online for registration, even if the ticket is free. 
     • Sort Order - Set the sort order of tickets on the Giving Hub when you create more than one ticket.
       • Default sort is A-Z.
     • Sponsorship Type - This ticket type does not include guest registration.
       • Use this ticket type to collect funds but not allow guest registration. This can be used for sponsorships that don't include guest tickets; however, do not check this box for sponsorships that do include guest tickets. This can be used more broadly than sponsorship. For example, this may be a good option when selling tickets to an event you're hosting where you don't need to know who is attending.
     • Additional Donation - This enables a field that allows the registrant to specify an additional donation amount while registering.
       • This can be used with free and paid tickets.
       • Donations will go to the fund listed on the campaign.
     • Ticket Receipt Template - If you have created a ticket receipt template in Templates, click the drop-down menu and select the template for each ticket type.
       • Each ticket can have its own number of seats which allows for tracking of availability. 
       • If any ticket receipt template has been uploaded to System Data and a template from the drop-down is not selected, the campaign will use the default ticket receipt template.
       • The ticket receipt will generate for anyone that purchases free or paid tickets. If the ticket price includes a donation amount, a tax receipt will also generate.
       • The Auto Tax Receipt and Auto Event Receipt settings in Donations Settings control how the event ticket receipt and tax receipt are delivered.
     • Ticket Header - This is generally a description of the event. 
       • This text box supports HTML.
     • Ticket Add To Cart Label - Renames the checkout button when purchasing tickets for a campaign.
     • Start Date - This indicates when the ticket will be available for online registration.
     • End Date - This indicates when the ticket will no longer be available for online registration.
     • Fund - Fund that ticket sales support.
       • Fund is required for the event to appear online for registration, even if the tickets are free. 
       • Fund is required to manually sell a ticket.
     • Include Note
     • Note Label
       

Ticket Options

Click Sell Ticket in the left-side menu to record a ticket sale. When a ticket is sold to a guest, a receivable is created which allows the organization to send an invoice.

Click Ticket Report in the left-side menu to generate a report that contains all profiles that completed ticket registration.

• Example: If Bob registered for two tickets and listed himself and Martha as guests, Bob will be on this report. They would both be on the guest list. This report contains the ticket ID and information about the purchase, and it can be exported from the system. 
• The report also makes it possible to see the charitable and non-charitable amounts for each ticket purchased in a campaign. Campaign Transactions and Reports provides additional guidance.

Click Ticket Notify in the left-side menu to notify an in-system user with an email the name of the guest and number of tickets purchased.

Ticket purchases can be refunded.

Tickets Sales can be imported.

If options will be provided for a registrant to select during online registration, such as a food preference or t-shirt size, then requests can be created.  

Groups within a campaign can also be created and used to assign registrants to specific groups such as table assignments.

Campaign Groups and Requests provides additional guidance.

It is recommended that the campaign be previewed to ensure the setup is correct. Providing the campaign has been set up with online access, the Ticket url will be listed on the Details tab.

1. Click the Ticket URL to navigate to the registration page.
   • Review the text on the page noticing how it displays online.
     
     
     

To have a unique url, a campaign must have have a Fund, Online Tickets must be checked, and there must be at least one ticket that has an assigned Revenue Account. Without these three things, the campaign will not be available for online registration. For the public to be able to see and register for the event, it cannot be private and the Hide Event Tickets Tab box in Portal Options Settings must not be checked.

• Links can be embedded in your website or other communications to direct people to the page so that they can register. Additional guidance can be found in Campaign Online Event Registration.
• Click Guest List in the left-side menu on the Profiles tab to view all guests information. 
• Ticket sale proceeds are automatically linked to campaigns. Donations, invoices, and vouchers can be manually linked to a campaign. A donations report, invoices report, or income statement can be run for each campaign.
• Mailing labels and lists can be generated, mailing or email information can be exported, and the campaign can be synced to Mailchimp.