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Add A New Event

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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: 
  • Event Project & Planning Workspace
  • Event Ticket Sales, including the ability to design public ticket sales forms and collect money for the event
  • Event Sponsorship
  • Event Checklists to help you remember important items
  • The ability to create Itineraries
  • Event Budgeting and Financials
  • Event Email Notifications to help you send event notifications
  • Event Participation Slots which allow participants to sign-up or reserve a specific time for your event
  • Event Guest Lists, Attendance and Name Tags
  • Guest Groups and Seating
  • Event Committees
  • The ability to see Guest Comments
  • A place to store Event related Files and Notes
 
To use the Argenta Event Management Module, choose Event Management > Event List - 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...  
 
 
Copy Event Options: 
You can copy your event with or without the guest list from this drop down menu:
 
 
Some events are annual or bi-annual and this is a way to copy the entire event without having to recreate it. Simply choose your option of with or without the guest list and select the "Copy Button" to create a copy of the event. 
 
From the Event Details tab you will enter the details about your event:
 
  • Record Permissions. Place a checkmark in this box if you wish to lock the record. Choosing to lock this record prevents users from viewing or updating it, unless they're either a master admin or given specific permissions on the Record Permissions tab. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  • Event Title. You need to enter a title for your event that is 140 or less characters long. This is a required field.
  • Max Number of Guests. If an event must have a maximum number of guests, you can enter that number here. If the maximum number of guests is not 0, Argenta will compare it with the current number of registered event guests. The event's public ticket sales form will automatically close when registrations reach this max number. It is very important to leave this at 0 if you don't have a maximum requirement on the number of guests.
  • Event's Current Status. Your options are New, Pending Approval, In Planning, Registration Open, Registration Closed, On Hold, Complete, and Cancelled. This is a required field.
  • Event Category. You can select a category from the drop-down menu or add a new one by selecting the "Add Button" . This is not a required field.
  • Event Theme. If you have a theme for your event enter it here. This is not a required field.
  • Event Start Date. You can manually enter a date or use the date selector. This is a required field.
  • Event Start Time. You can manually enter a time or use the time selector. This is a required field.
  • Event End Date. You can manually enter a date or use the date selector. This is not a required field.
  • Event End Time. You can manually enter a time or use the time selector. This is not a required field.
  • Associated Campaign. You can select a campaign that is associated with the event by choosing "Lookup" and searching for the campaign or by adding a new one if needed. This is not a required field.
  • If You're Hosting A Webinar Enter The Link/URL Here. If you're event will occur online in the form of a webinar, enter the link to the webinar here. If a link is entered it will automatically be displayed on the Event Ticket Receipt, after a user completes their online registration when they use your public form.
  • Chapter. You can choose a chapter that is associated with this event by selecting one from the drop-down menu or adding a new one if needed. This is not a required field.
  • Division. You can choose a division that is associated with this event by selecting one from the drop-down menu or adding a new one if needed. This is not a required field.
  • Department. You can choose a department that is associated with this event by selecting one from the drop-down menu or adding a new one if needed. This is not a required field.
  • District. You can choose a district that is associated with the event if necessary. This is not a required field.
  • Precinct. You can choose a precinct that is associated with the event if necessary. This is not a required field.
 
 
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 24 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:
 
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. These fields control what is displayed on the form:
 
 
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 Coordinator/Contact. You must choose an event contact from your team members. This is the primary point of contact person for the event. This is a required field.
  • Contact Person's Name, Email Address, Phone, and Extension. These fields will be automatically filled in when you select your event contact person but 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.
  • Venue/Location ID. You must select a location for your event from your list of constituents. If your location is not listed you must add a constituent for the location. For help with adding a new constituent please see KB Article -  Add Constituents.
  • Event Location Name or Description. This will be automatically filled in when the location is selected but can be changed if necessary.
  • Event Address, City, State, Zip Code. These will be automatically filled in when the location is selected but can be changed if necessary.
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.
 
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.
 
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.
 
Guest Comments
 
Guest comments is where your comments from guests will be if they made any from the public form when they registered. 
 
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.
 
Meal Choices
 
If you will be serving a meal at your event and would like to allow your guests to make a meal choice, you can display meal choices on the public registration form.

On this tab, you can add meal choices to the system, then select which meals to offer and display for this Event.
 
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.
 
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 Settings
 
Whether you sell tickets or just want to provide a registration form for guests, you must have at least one ticket type set here.

If you choose not to sell tickets, there will be one ticket type, A Virtual Ticket. This is the ticket all guests are assigned to, so whatever information you set for the Virtual Ticket will apply. For example, the start and end dates you set on this virtual ticket will determine the dates this event is open for registration.

If you do choose to sell tickets, 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 click the "Get/Copy The Public Form Link" to get a copy of the link for you to provide to your guests.
 
In order to sell 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:
  • Allow Ticket Sales on the Registration Form. You can choose whether or not you want to sell tickets at all for an event. Checking "Allow Ticket Sales on the Registration Form" will turn on the ticket sales and create a public ticket sales form. Checking "Turn Off Ticket Sales on the Event Registration Form" will hide the payment box, and bypass the payment requirement on the public ticket sales form. This will allow your guests to register without any payment parameters.
  • Allow Ticket Purchasers To Skip Payment & Mail In A Check. If you do want to sell tickets, you can also decide if you'd like your ticket purchasers to opt-out of the credit card payment, and mail in a check instead. This option will offer your guests a choice on the payment form to mail a check and bypass the Stripe payment interface.
  • Check to Lock QTY & Limit Choice To 1 Ticket Per Registration. You can set the default Ticket QTY to "1" and prevent ticket purchasers from choosing multiple quantities of tickets for specific ticket types.
  • Check To Limit The Amount of Tickets Available for This Ticket Type. You can limit the number of tickets available for each ticket type offering. The public form will know how many tickets are available for each type and respond accordingly. If no tickets are available Argenta will close the event ticket sales form.
  • Total Individuals Per Ticket. If you have tickets that allow for multiple individuals on one ticket, enter the total number of individuals who will be admitted with this ticket. For example, if this is a couple's ticket you would enter 2 in this field. This will allow 2 individuals on one ticket, at the ticket price you have set. 
  • Max. Tickets Available. If you have a limited number of this ticket type available, enter the 'Max Number' of tickets you have available here. Once this number of tickets have been sold this ticket type will no longer be available to purchase on your public ticket sales form.
  • Ticket Type. The ticket type is used to display the ticket on your public ticket sales form. Use a short, descriptive title for your ticket types so form users know what ticket(s) they're purchasing. Enter a name for your ticket type up to 100 characters. This is a required field.
  • Description. The description field is for internal information only. The description is not displayed on your public ticket sales form. This is not a required field.
  • Start Sales Date. You may manually enter a date or use the date selector. This is a required field.
  • End Sales Date. You may manually enter a date or use the date selector. This is a required field.
  • Ticket Price. Enter a currency value for the ticket. This is a required field.
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. 
 
Ticket Sales
 
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:
 
  • Event Guest (Purchaser). This is the person that purchased a ticket for your event. Select the "Lookup" button to search and select the constituent. This is a required field. 
  • Purchase Date. You may manually enter a date or use the date selector. This is a required field.
  • Ticket QTY. Enter a quantity that the purchaser is purchasing. This is a required field.
  • Ticket Type. Select the ticket type from the drop-down menu.
  • Total Price. Enter a total price for the ticket sales.
  • Payment Type. Select the payment type from the drop-down menu.
  • Check/PO/Reference Number. You can enter a Check, PO, or reference number for this transaction here.
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. 
 
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:
  • Start Date & Time. You may manually enter a date and time or use the date and time selectors. This is a required field.
  • End Date & Time. You may manually enter a date and time or use the date and time selectors. This is a required field.
  • Participation Slot Name. Select a name for your slot not over 140 characters. This is a required field.
  • Constituent Participant. Select the constituent that is filling this slot if known.
  • Event Participant Slot Location. If this slot has a different location than the main event enter it here. If this slot requires a delivery, enter the delivery location information here. Remember, if this event is displayed publicly - whatever information is displayed in these fields will be the location that displays on the calendar. 
  • Event Participation Slot Contact Information. If this slot has a different contact person than the main event enter it here. Remember, if this event is displayed publicly - whatever information is displayed in these fields will be the contact information that displays on the calendar. 
  • Special Instructions/Comments. If you need to list any other comments or instructions this is where you need to list those.
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 Vehicles
 
Event vehicles are used if a group is going to an event together and planning is need for how many vehicles to use.
 
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.  
 
Additional Guests

If a Primary Guest registered for this event through your Event Registration form and added additional guests, those guests will be included in this list. These guests aren't on the primary guest list and aren't constituents in Argenta.
 
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.                   
 
Files
 
Files is where you can store any related file for your event. These can be documents that you want to keep as part of the events records or any other document for the related event.

Notes
 
Notes is for any note relating to the event to be entered. This can be notes to your team members about things going on with the event or reminders of things to compete for the event. Feel free to use notes however you see fit. 
 
Record Permissions

Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permissions for this record simply add them here.