One of the many modules in Argenta is the Event Management Module. This module allows you to manage all aspects of Event planning from start to finish. Each Event has its own workspace, which includes the following features: 
 
To use the Argenta Event Management Module, choose Event Management > Events - from the main menu on the left side of the screen.
 
 
This will open the Event List for your organization where you will see all events listed. To add a new event, simply click the "Add New" button.
 
 
This will open the Event Workspace.. 
 
 
 
From here you will enter the details about your event:
 
 
In addition to these fields you can also add related files and notes to the event.
 
 
 
 
For help adding related files to the Event please see KB Article - Add Related Files.
 
For help adding notes to the event please see KB Article -  Add A Note to the Notes Section.
 
Before moving on you should save your Event. to save your changes and continue editing the event, simply select the Save Icon from the top or the "Save All Changes & Continue" button.
 
 
 
In addition, there are 16 tabs across the top that control other areas of your event.
 
 
 
Each of these tabs contains important elements for your event management, here's what they all contain:
 
Contact & Location
 
Event Contact- The information in the Event Contact fields will display on your public calendar. Choosing an Event Coordinator will auto-fill the Event Contact fields, but they can be changed if the actual contact person is different from the Event Coordinator.
Event Location- The event location information shown in the fields below, will display on your event form(s). Choosing a Constituent Venue/Location allows you to lookup the related information from a corresponding Constituent record. Using the look-up will auto-fill the Event Location fields, but they can still be changed if necessary.
Project & Planning
 
The Project Details screen will be displayed. This is where your project workspace is. This will give you access to the project team, project task list and the project checklists. You can also choose to lock your project either by department or by the team members assigned. Choosing to lock by department allows only users with permissions for the selected department to view this project. Choosing to lock by team allows only the primary and subsequent team members listed below to view this project. Choosing both allows users with permissions to the selected department and any assigned team members.
 
Checklists
 
Event checklists is a place for you to build checklists for your event needs. These can event to-do's, contacts that need to be made, items that need to be purchased, etc. To build a checklist simple click the "Add New" button and a line will appear for you to type you checklist item. Be sure to Save this item before creating a new one by using the save icon . Then you can keep adding items to your checklist as needed.
 
Itinerary Items
 
Itinerary Items allows you to build out an itinerary for your event with start times, end times and location for each item. To add an itinerary item simply click the "Add New" button to open the Itinerary item details screen and enter the details about your item. Once all the details have been filled out you will select "Save All Changes & Continue" to add the item to your itinerary. You can repeat this action until you have all your items listed. You can export this itinerary to excel or print it directly from Argenta.
 
Event Budget & Financials
 
Event Budget & Financials is the one stop place for all your event expenses and income.
 
Event Sponsorship
 
Event Sponsorship is a way to track and organize your event sponsors. If a single payer is paying for the event you can generate, view or delete the invoice straight from here by using the Single Payer section.
 
If you have multiple event sponsors then you will use the "Add A New Sponsorship" button to add a sponsor. This will open the Event Sponsorship Details screen where you will enter the details about this sponsorship. You can add Payments for the sponsorship here and attach them to the correct fund for depositing. You can add any related files and notes to this sponsorship as well. Once all the details of your sponsorship have been filled out please click the "Save All Changes & Exit" button to save the sponsorship and be returned to the Event Sponsorship screen where you can add more sponsors or continue on with the other items of the event.
 
Ticket Sales
 
In order to sale tickets you must first setup the ticket types. If you choose to sell tickets for this event, you'll use ticket types to offer different ticket options to your guests. You can choose to offer only the default *Single General Admission ticket or you can add multiple ticket types and prices. You can even choose to offer a specific ticket for a limited time by adding a sales date range. When you're ready to begin selling tickets, simply provide the pink Event Ticket Sales link above to your potential guests.
 
To add a new ticket type you will select the "Add A New Ticket Type" button. This will open up the Add A New Event Ticket Type window. You have many options when setting up a ticket type:
Once these fields have been filled out you will select the "Add This Ticket Type" button to add the ticket type and be returned to the Ticket Sale Details screen.  From here you can repeat the steps above to continue adding ticket types or start adding ticket purchases. 
 
If you use the Argenta form to create a webpage for the ticket sales your sales done online will automatically be added. 
 
To manually add a ticket sale click the "Add A Ticket Purchase" button. This will open the Add A Ticket Sale for the Event window. If you would like to add the ticket sale to the General Ledger please select the check mark box at the top. Fields to be filled in on this screen include:
 
Once all the fields have been filled out please select the "Add This Ticket Sale" button to add the sale and be returned to the Ticket Sale Details screen. From here you can continue adding more ticket sales or continue on with adding other items to the event.
 
Public Form Design
 
The public form design is where you design the form that will be displayed on your website for the public registration for this event. You can add a banner image and then write a description for your Event. This is what controls what is displayed on the form.
 
Event Email Notifications
 
Event notification are a way to send reminders or other emails related to an event. The Event Email Notifications tab is where you can build email templates and send them to event guests or other email lists in the Argenta Mail Room.

Remember to remind your constituents to white list argentasoftware.com so email from your organization doesn't get stuck in their spam filters.
 
Event Committee
 
Event committee is where you can build your list of committee members along with their roles/responsibilities for the event.  To add members to the committee simply click the "Add New" button to open the Select a Team Member to Add to This Committee area.  Select the "Lookup" button to search for and select your member.  This will add the member and allow you to type a role/responsibility for the member.  Once done select the save icon to add this member.  From here you can add more members or continue on with adding other items to the event.
 
Participation Slots
 
Events can have individual date/time slots created for scheduling and sign-ups. Participation Slots allow your constituents to sign up and reserve a specific time for things like providing meals or helping with childcare. Participation Slots can be created and displayed publicly, allowing your constituents to browse, select and reserve a time slot.  
 
To create a participation slot simply click the "Add New" button. This will open the Participation Slot Details screen. From here you can choose to display this slot on your public calendar by placing a check mark in the box. Fields that need to be filled out here are:
Once all the details about the slot have been filled in click the "Save All & Exit" button to add the slot and return to the event participation slot screen. You can add additional slots or continue on adding other items to the event.
 
Event Guest List
 
The event guest list area is to build, track, and manage your invited guests. Here you can add guest to the guest list and track their RSVPs and if they are bringing a plus one. To create a guest list simply click the "Add New" button to open the Add A Guest for the event screen. Click the "Lookup" button, for Who is the Guest, to search and select your guest. Next, select the "Lookup" button, for Who Invited This Guest, to search and select the person who invited this guest. Once these have been select click the "Add This Event Guest" button to add the guest and return to the Event Guests page. You can repeat this action to add your complete guest list, export this list to Excel, or add the list to your Mail Room.  
 
Guest Seating
 
You can create a seating chart in the event to track and assign guests to tables. 
 
To create tables click the "Add New" button. This will open the Add A New Table screen. Enter a name for your table and a description and click the "Add This Table" button to add the table and return to the Event Seating screen. From here you can continue adding all the tables you need for the event. 
 
After all your tables have been created you then need to assign your guests to the tables. To do this you will select the table name that you are going to assign guests to by opening the table with the corresponding open icon . Inside the Guest(s) Seated At This Table, click on the "Add New" button to add a guest to this table. This will open your guest list and allow you to select any guest from your list. Place a check mark in the box in front of the guest(s) you wish to add to this table and then click the "Add Selected Guest(s)" button to add the guests and be returned to the guests seated at this table screen. You can add a table description or any notes to this table in this screen. You can repeat this for all the guests and tables to build your seating chart. 
 
You can print your seating chart by selecting the "Seating Chart" button. This will open the Event Seating Chart screen. From here select your event from the Event drop-down menu. You can choose all tables to see guests at all the tables or filter just by a particular table by selecting it in the Table drop-down menu. Then click "Run this Report" and a seating chart report will be displayed that lists the table(s) and the guest(s) at those tables.
 
Guest Groups
 
You can create and assign guests to groups. 
 
To create a group simply click the "Add New" button. This will open the View/Update Group Details screen. Type in a name for your group in the Group Name field.  You can enter a group description if needed. In the Event Guest in This Group section, click the "Add New" button to add a guest. This will open a search field for the guest. Click "Lookup" button to search and select the guest to add to this group. Once selected click the "Add To Group" button to add them to the group. You can continue to add guests to this group or add any notes to this group. Once you have all your guests added to the group click the "Save All Changes & Exit" button. You will be returned to the Event Guest Groups screen. You can continue adding guests to other groups or continue on adding other items to this event.
 
Attendance
 
You must build a guest list before you can take attendance. This is done in the Event Guest List tab as mention above. 
 
Check the guests in attendance by placing a check mark in front of their line and then use the Bulk Action for Selected Records drop-down menu and select "Mark All Selected Guests in Attendance." This will mark those checked guests as in attendance. You can export the list to Excel, export the list for a sign-in sheet, and even create name tags for these guests.