Managing Events
Why are duplicate records formed when someone is registering for the event?1. Duplicate records are formed when the constituent uses a different name or email address than the one that is already on file in the database. 2. To manage attendees, it is helpful to understand how duplicate constituent records are created and the importance of the primary e…Do I have to merge duplicate constituent records at the event?1. No, duplicate records can be merged after the event, there is no urgency to merge them at the event. 2. If you decide to merge them at the event and your event attendees are using the portal for an auction, be sure to keep the constituent record that has the portal account as…What is the difference between the mobile app, portal, and browser platforms?For many events, you may be using AssociationSphere through a combination of the mobile app, member portal, and laptops to use the standard software platform through a browser. There are differences in the capabilities and information available through each version. 1. The cloud…Can I set up temporary AssociationSphere users to help with an event?Yes, however it may not be necessary. Any users created in AssociationSphere that are later deleted, will still show on your list of users, but shown as a deleted user. You may want to consider creating a volunteer user that you can utilize for event help. Many organization will…How do I check a guest in for an event?1. Guests can be checked in by scanning their ticket, by searching for their names using the mobile app, or the guests can be checked in using a check box on the Event Attendee grid. 2. If the mobile app is not used, simply check the box under the In column on the Event Attendan…How can I add a credit card to an attendee’s record?Credit cards can be entered several ways: 1. Manually typing the card number in via the Event Attendance grid or constituent’s record. 2. By swiping a credit card with the mobile app. To add a card manually: 1. The fastest way to enter a credit card manually is to click on the T…How can I sell tickets at the door?Tickets can be sold at the door using the event page and a laptop, using the QR code so that attendees can self pay with a credit card, or using the mobile app with a credit card swiper. Using a Laptop 1. Go to your Event Pages grid and click on the URL link for the event. 2. Yo…How do I see who has checked in?The In column will indicate with a check mark if the attendee has been checked in. TheIn column can also be filtered with a True/False function using the three dots on the right side of the column heading.How do I record a donation pledged during a paddle raise?The auction paddle raise feature is as easy way to create and manage paddle raises, fund-a-need, or call-to-heart donation drives at an event. See these article for more information about auction paddle raises. https://support.donorview.com/en/support/solutions/articles/90002371…Are there built in reports for events?1. Reports within AssociationSphere are created by using queries, filters, and sorts on the grids to produce the data you want to view. 2. The View Builder in the Events Grid has some built in views including: - Add-ons - to show only add-on event purchases - Payments Due - to r…Are there ways to display goal progress for multiple pages?Yes. Your event may include an event page, auction page, and donation page as part of an fundraising campaign so you can create a widget to share on your website. You can see instructions for creating a goal progress widget with this video: https://vimeo.com/showcase/9571518/vid…How can I send text or emails to all guests (attendees)?You can create an email list or send a direct email from the Event Attendance grid’s Actions menu. If you are having an auction, you can also use the Auction Bidders grid. Use the Create an Email List to use the Email Marketing campaigns feature to send colorful emails and track…Do I have to check the Check-out box on the Event Attendance grid?No, there is no requirement to check out guests on the Event Attendance grid. If your event is a volunteer event and you are recording the time tracking via the event level, but don’t have Use level start & end time activated, you will want to mark the check out box to record th…If a credit card is swiped and added to a constituent’s record, are they checked in for the event?No, swiping a credit card does not check them into the event. The checkbox under the Incolumn must be manually checked on the Event Attendance grid, or they can be checked in using the mobile app by scanning their ticket or checking their name on the list.How do I edit a guest’s (attendee’s) info?To add or edit an event attendee's information or custom attendee field responses go to the Event Attendancegrid. - The Ticket Purchaser is identified in the Last Name/Constituent and First Name columns. - Guests/Attendees are shown in the Actual Attendeecolumns. 1. To enter a n…Is there support available during my event?For customers holding an event outside of AssociationSphere's normal business hours (8 AM to 8 PM Eastern Time Mon-Fri), we offer after-hours/weekend virtual event support by request for an additional fee, subject to staff availability. AssociationSphere also partners with an ev…What kind of reports can I run for events?Ticket Sales and Revenue Reports You can run ticket sales and revenue reports from the Events - Summary grid. - Select the event or events from Quick Queries. - The Amount Paid column will show the total revenue received. - The Quantitycolumn will show the total number of ticket…Cancelling Event Levels and Add-OnsAn Event Level or Add-On with a Cancellation/Refund Policy set up offers two different options for cancellation: Option 1: Cancellation via the Advanced Portal Event registrants can log in to their Advanced Portal account and navigate to the Events module. There, they can select…Event Level and Add-On Cancellations SetupYou can set up a Cancellation/Refund Policy directly within the setup of your Event Level or Add-On. Please note that this feature is currently only available for Single Day and "Recurring Event, pick Registration for 1 or More Days" Event Pages. It is not available for "Recurri…How do I delete an event attendee?If an attendee cannot make your event you have several options to remove them from the event including: 1. Applying a Cancelled Status to the purchase 2. Deleting the entire ticket purchase transaction 3. Deleting just a specific ticket or attendee from a multiple ticket purchas…