Create and Manage Event Campaigns

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 must be created. 

 To create an event campaign in CommunitySuite:

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. 
     • Event - These types have seven tabs of information consisting of Details, Profiles, Tickets, Groups, Requests, Files, and Notes.
       • Event types can be used for online events.
     • Fundraising - These types have four tabs of information consisting of Details, Profiles, Files, and Notes.
       • Fundraising types can be used for campaigns that do not require tickets, but still accept donations.
     • Historical - These types have four tabs of information consisting of Details, Profiles, Files, and Notes.
     • Marketing - These types have four tabs of information consisting of Details, Profiles, Files, and Notes.
       • Marketing types can be used for mailing lists. 
   • Start Date - If the campaign type is Event or Fundraising, 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 or Fundraising, 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.
   • Online Tickets - Check this box to enable the online event registration and ticket sales.
   • Total Seats Available -  If the available number of tickets has already been specified on a ticket, this field should remain blank. In this case, a number entered into this field will cause a yellow warning message to populate, and any edits made to the campaign will not be saved. The warning message will guide you to adjust the available ticket number on the ticket.
      
   • Ticket Additional Donation - If checked, 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 Additional Donation Label - A customizable label that users can customize if additional donations will be accepted for the campaign.
   • Ticket Include Note - If checked, ticket notes can be added during the checkout process. 
   • Ticket Note Label - A customizable label for users to customize the note label on the unified ticket.
   • Ticket Add to Cart Label - This label will appear on the button in the header box and the button on the unified ticket cart.
   • 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.

Event campaigns include seven tabs that organize campaign information.

Details Tab - Displays campaign start and end dates, goals, total RSVP's, total seats available, ticket donation options, ticket note options, and the ticket URL. Financial reports for the campaign can be accessed in the left-side menu. The ticket URL will have a QR code hyperlink at the end of it; clicking on this will generate a PDF of a shareable QR code for the ticket URL.

Profiles Tab - 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 Tab - 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 Tab - Allows guests to be grouped.

Requests Tab - Track different requests for the campaign.

Files Tab - Manage files uploaded to the campaign.

Notes Tab - Displays any notes added to the campaign. 

Profiles can be added to an event campaign from multiple areas of CommunitySuite: 

• Individually from the Engagement tab on a profile.
• Individually and in bulk from within the campaign itself.
• In bulk from custom reports using bulk actions.
• In bulk from a filtered profiles report. 
  • When adding profiles in bulk to a campaign from a filtered profiles report, fewer Add Household Members options are available than shown in the steps below.

Add Individual Profiles

To add an individual profile to an event campaign:

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 from the Campaign

To add multiple profiles to an event campaign using filtered criteria:

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. Primarily used when the report is curated to exactly the people receiving the communication.
     • 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. Primarily used for digital marketing to pull primary email addresses from both household members.
     • 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. Primarily used for print marketing pieces to reduce the number of printed copies being mailed to the same address.
       
        
8. Click Yes.
   
    

Use Bulk Actions to Add Profiles to a Campaign from a Custom Report

A number of bulk action options are available from within a custom report once an ID number field is included within the report. Bulk actions can provide an efficient way to add profiles to a campaign.

To add profiles to an event campaign using bulk actions from a custom report in CommunitySuite:

1. Navigate to the Reports page and click Create Report in the left-side menu.
   • Existing custom reports can also be used.
2. Click the custom report Object for which the report will be created.
   • Profiles can be added to a campaign via Bulk Actions from custom reports for campaigns, funds, donations, grants, profiles, and more.
3. Click edit next to Current Fields to add the Profile Id field to the report.
   • If Profile Id field is already added proceed to Step 4.
      
4. Click Bulk Action in the left-side menu.
   • If Bulk Action does not appear in the left-side menu, the report does not support bulk actions.
5. Click Add to Campaign.
   
    
6. Click the campaign ID number to add the profile list to that campaign.
    
7. Follow the remaining steps in the Add Profiles in Bulk section of this article.

View and Import Guest Information

Click Guest List in the left-side menu on the Profiles tab to view all guests' information. 

From this page, RSVP and Attendance can be imported in bulk for any ticketed campaign. RSVP and Attendance can be updated simultaneously, or users can choose to update only one by removing the other column from the import file.

Mailing labels and lists can be generated, mailing or email information can be exported, and the campaign can be synced to Mailchimp. 

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 

To add a ticket to an event campaign:

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 the ticket registration is limited, insert the number of available seats. If the number of Total Seats Available has already been set on the Campaign, then you will get a yellow warning message that will direct you to change the number on the campaign. If you need to set the number of tickets on the ticket, but it has already been set on the campaign, set the "Total Seats Available" on the campaign to a blank value, then set the number of available tickets in the "Total" field on the ticket.
     • 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 do not 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 are hosting where you do not need to know who is attending.
     • 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 no ticket receipt template is selected from the drop-down menu, then no ticket receipts will be automatically generated or emailed for the campaign.
       • 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.
     • 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.
     • Description - This is generally a description of the event.
       
        

Ticket Options

After creating tickets, several management options are available in the left-side menu for recording sales, generating reports, and managing ticket transactions

Record Ticket Sales

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.

Generate Ticket Reports

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

Send Ticket Notifications

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

Process Refunds and Import Sales

Ticket purchases can be refunded, and ticket sales can be imported.

Link Financial Transactions

Ticket sale proceeds are automatically linked to campaigns. Donations, invoices, and vouchers can be manually linked to a campaign. A donations report, an invoices report, or an income statement can be run for each campaign.

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.

To preview the event campaign registration page:

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.

Share Registration Links

Event registration links can be embedded in your website or other communications to direct people to the registration page. Additional guidance can be found in Campaign Online Event Registration.