Version: 9.2207xxxx
Enter all the basic event details. In Basic Information fill all the mandatory fields (*) that need to be completed to create an event. All other sections like Additional Information, Messages, Discount Plans, etc. allow for further customization but they are not needed for the event to work.
- Event Name (Internal) *: Enter the Event Name used internally. For example, you may want to specify that a camp is the "2021 Week 1" version of an event, but omit that text on the event name presented to potential Registrants
-
Event Name (External) *: Enter the Event Name which will be used for external purpose.
Internal and External Event names can be the same or different.
-
Event Type
- "Named" events require the Registrant assign form values for each Attendee. Contact creation for attendees follows the Match Mode specified in C&P Settings > Contacts & Accounts.
- "Anonymous" events allow the Registrant to purchase tickets without providing Attendee information. A Contact record is created for the Registrant based on the billing information fields, so you are still collecting Contact information.
Event Type cannot be changed once a ticket has been sold.
- Event Description : Enter a description for the Event. This field is available as a merge field to add to your Site Template or Registration Emails.
After selecting the date, use the clock icon to set the start time for the event. Click in the hour or minute field to enter a time rather than using the up and down arrows.
The time zone referenced here is based on the time zone assigned to the current logged-in Salesforce user. The time zone presented to the public on the Event Registration page is based on the time zone of the Site Guest User.
- Venue/Location : Enter the location of the Event / Venue. This field is available as a merge field to be added to your Site Template and your Registration Emails. It is different from the Address fields under Additional Information that specify the address to use as part of a Google Map widget.
- Default Registration Block (Event Detail screen only): Click "View" to view the event's Registration block without an assigned Site Template. Click "<iFrame Code" to copy the code your web developer will need to embed the registration form on your organization's secure web page.
To include the Site Template for your iframe, modify the "src" URL to remove the "&WidgetType=RegistrationWidget" parameter.
- Site Template *: Select any template from the template available in the Designer. A Default template installs as part of the Event Management app. After your event is created you may customize it, choose another template, or create your own template.
- Total Inventory : Enter an inventory for the total number of tickets that can be sold. Inventories may be set for registration levels as well, but total number of registrations sold cannot exceed this number.
- Inventory Sold (Event Detail screen only) : The total number of attendees who are registered for the whole event will be displayed. It will be automatically updated.
- Available Inventory (Event Detail screen only): Available Inventory is nothing but the difference between the Total Inventory and Inventory Sold. It will be automatically updated.
- Registration Timeout *: Inventory will be blocked for specific minutes which will be mentioned in the given text box. A timeout of zero (0) will not block the inventory.
- Hide Registration Timer : If selected, the timer will be hidden. Please note that when you hide the registration timer, the system will not block the number of tickets from the inventory until the tickets are purchased.
-
Mode *:
- Active - ready to process transactions;
- Inactive – cannot be viewed and link will show inactive message
- Test - run transactions through the Registration form without requiring credit card information. This is a great way to see how registrations process through your C&P account and become Salesforce Contacts, Accounts, Opportunities, and Campaigns by the Donor Management app.
- Bitly URL : Assigns a short URL to the External Registration Page if you have integrated with Bit.ly in C&P Settings.
Pricing/Registration Level At least one registration level must be created for each event.
- Price : Enter the Level price. The value should be entered as a number without the currency ($) symbol.
- Tax (%) : The percentage to be charged for tax. The value should be entered as a number without the percent (%) symbol. i.e. if your state has a 4.75% tax, enter "4.75".
- Tax Deductible : The tax deductible portion of the Price as a fixed amount. Tax Deductible should not exceed the actual price of the level.
Sometimes nonprofit organizations need to assign "Fair Market Value". Fair Market Value for events is the amount a patron would typically pay to attend an equivalent event. Using an example from IRS Publication 526 to calculate Fair Market Value, let’s say an organization prices a movie screening event at $40 a ticket. If the regular price to see a movie is $8, then $8 would be the "Fair Market Value". The contribution amount, or tax deductible portion, would be $32.
Price - Fair Market Value = Tax Deductible
$40 - $8 = $32
The contribution amount is the Tax-Deductible portion so that can be added to the Pricing/Registration Level. See image below.
- Additional Fee : Any additional fees that may apply. The fee will be a separate line item on the receipt.
- Total Inventory : The total number of tickets that may be sold for this level. Once the total level inventory has been reached, then the level will be set to “Sold Out” and no more registration for the level will be available. If the total tickets sold for all levels is equal to the Event inventory then the event will be set to “Sold Out” and registration for the entire event will stop.
- Available Inventory : The total number of tickets that are still available for this level will be displayed.
Eg: - If the registration included is one, then one attendee will be considered as one registration. If the registration included is five, then five attendees will be considered as one registration.
- Registration Start Date : The date & time when the level registration starts. The level will not be shown on the registration form before the registration start date.
- Registration End Date : The date & time when the level registration will end. The level will not be shown on the registration form after the registration end date.
-
Mode : The mode may be set to Active, Inactive, or Box Office Only.
- "Active " levels appear in the registration form between the Registration Start Date and Registration End Date.
- "Inactive" levels are not shown in either the registration form or in the Box Office.
- "Box Office" levels are only accessible to internal Salesforce users in the event's Box Office, not on the public version of the event page.
-
C&P Account *: If your organization has multiple Click & Pledge accounts, select the account you wish to use for this event.
In earlier versions, there was a button to "Add an Account" , but this now reflects any C&P accounts connected to Salesforce, as seen in C&P Settings > C&P Accounts
- C&P Account Name *: Enter a name for the C&P Account being used. This is primarily for internal reference.
- CONNECT Campaign : Use to assign revenue to a specific CONNECT Campaign or to specify which Campaign's receipt should be sent by CONNECT.
- Payment Methods *: Select payment types for the event from those active within your Click & Pledge account.
To review your account's payment methods:
- Login to Connect: https://login.connect.clickandpledge.com
- Navigate to Launcher > Settings > Payment Methods
NOTE: Invoice & Purchase Order are not available for new events. For existing events, there is backward compatibility.
- Custom Payment : Name additional payment methods that are not collected by the Event Management app. Separate the payment types with a semi-colon (;).
For example, you can specify "Pay at Door", "Cash", or "Check". These custom payment methods can be chosen on your public event page, so you need to establish the logistics of collecting any expected payment.
- Free Payment : When the cart total amount is zero, it will process as free payment. Transaction details can be viewed in C&P Data.
Always click SAVE to save any changes.