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  3. Campaigns

Campaigns: Events Summary

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In addition to offering functionality for building communication lists, Campaigns serve as CommunitySuite's events management tool.

You can use campaigns to:

  • Enable the public to register for a free or paid event.
  • Enable a select group of people who you provide access to the event page to register for a free or paid event.
  • Track RSVP's.
  • Track attendance.
  • Gather requests such as a food preference or t-shirt size.
  • Assign registered guests to groups, such as table assignments.
  • Record income and expenses and generate an income statement for each campaign.
If you do not have a license that includes the online donation portal and events page, you can still use campaigns to manage your events. The process is the same, except that a user will manually sell tickets and register guests from within the campaign rather than guests doing their own online registration.

 

Create Campaign Event

These instructions will walk you through how to set up an event that is used for online ticket registration. To get a campaign online for registration, you need to setup the campaign and create a ticket. 

There are additional resources linked at the bottom that will outline additional campaign features that are not required.

Create Campaign

  1. Navigate to the Campaigns page.
  2. Click Add Campaign on the left-side menu.
  3. Enter the campaign information, then click Create.
    • Campaign Group - Select a group from the drop-down.
      • If you don't see any groups, or the group you need, create a campaign group and then return to this. 
    • Campaign Date - Select the date the communication will be sent.
    • Description - Enter a description for this communication.
      062222_Campaigns_Events_Summary_1.png

You've created a campaign. If you were using this campaign for communications and not for an event, you would now build your communication list. If you are using this for event registration and event communications, you can build your invite list in this same campaign at any point.

Finish Campaign Setup/Edit a Campaign

To run an event through a campaign, you'll need to add additional information. The steps below are used during setup, and can also be used later if you need to edit the campaign.

  1. Click Edit in the left-side menu.
  2. Fill in the campaign details, then click Save.
    • Ticket Receipt Template - If you've created a ticket receipt template in system data, click the drop-down menu and select the template for this event.
      • If any ticket receipt template has been uploaded to system data and you do not select a template from the drop-down, 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.
    • Service Area - If this event is for a particular service area, select the appropriate one.
    • MailChimp List - If this event will have an invite list that will receive an email via Mailchimp, input a Mailchimp tag.
    • Fund - Fund that ticket sales support.
      • Fund is required if you want the event to appear online for registration, even if the tickets are free. 
      • Fund is required to manually sell a ticket.
    • Online Tickets - Check this box to enable the online event registration and ticket sales. 
    • Private Campaign - Check this box to prevent your campaign from being listed in the event tickets tab of the online donation portal.
      • This could be because the event is not open to the public or because you are not ready to launch online registration.
      • To make this event registration available to a limited group, you can send them the event URL that will generate when these changes are saved and a ticket is created. 
    • Ticket Header - This is generally a description of the event. 
      • This text box supports HTML.
    • Start Time - Time that the campaign will start.
      • If a Start Time is not specified, the campaign will run for 24 hours, starting at 12:00 AM on the date selected.
    • Location - Where the campaign/event is taking place.
      062222_Campaigns_Events_Summary_2.png

Add Ticket

To enable online registration, you need to set up at least one ticket. Tickets can be free or paid.

  1. Click Add Ticket in the left-side menu.
  2. Fill in the campaign details, then click Create.
    • Name - Ticket description.
    • Units - 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.
      • This is a required field. Enter 0 for a free ticket.
    • Value - Non-charitable amount of ticket price.
      • This is a required field. 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, select this box.
      • Example: Complementary ticket that only staff can assign to guests.
    • Revenue Account: The account ticket revenue will be directed to.
      • 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 online donation portal 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.
      • Add Guests Before Checkout - This shifts where the registrant enters their guest information.
        • Preview this both ways in your Sandbox to determine which you prefer.
          062222_Campaigns_Events_Summary_3.png

If you want this campaign to be available for online ticket purchases, you must assign a Fund, check the Online Tickets box, and create at least one event ticket that has a Revenue Account.

If this campaign appears online, preview the online page for accuracy after finalizing campaign edits.

Preview Campaign

It is best practice to preview the campaign to ensure your setup is correct.

This campaign now has its own URL.

062222_Campaigns_Events_Summary_4.png

 

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 Donations Settings must not be checked.

Click on the URL to navigate to the registration page. Review all the text on the page. Notice what text you entered is viewable online.

  • Group Name
    • This is the tab name above the URL in the browser.
  • Campaign Date
  • Description
  • Ticket Header
  • Ticket Name(s)

Now click on a ticket name. Some information from the campaign setup also appears on this page. Notice what text you entered while creating the ticket is viewable online.

  • Name
  • Price
  • Additional Donation
    • If you checked that box.

Additional Information

Add Requests and Groups

If you need to provide options for a registrant to select during online registration, such as a food preference or t-shirt size, you can create requests. 

You can also create Groups within a campaign to assign registrants to specific groups such as table assignments.

Event Registration

Now that the campaign is setup, you can embed links in your website or other communications to direct people to to page so that they can register.

Guest and Ticket Reports

View, print or export all Guests who have RSVP'd or purchased tickets to a Campaign by clicking Guest List or Ticket Report in the left-side menu.

  • Guest List - Contains all guests that have Yes in RSVP, as well as household members whose household is also on the invitee list. Use the RSVP column to see who has RSVP's. This report also includes the registrant's group and request, as well as who they are a guest of. If someone purchased a ticket but is not RSVP'd, they will not be on this list.
  • Ticket Report - Contains all profiles that did the ticket registration. 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.

Both reports have Export CSV and Print Page options on the left-side menu.

Link Tickets/Financial Reports

Ticket sale proceeds are automatically linked to campaigns. You can manually link donations, invoices, and vouchers to a campaign. For each campaign, you can run a donations report, invoices report, or income statement.

Manually Sell a Ticket

You can complete a ticket sale that is not done through the online donation portal.

Refund a Ticket

Ticket purchases can be refunded.

 

 

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