Knowledge Base Article

This article provides an understanding of the Event Management Module and explains how Events are Viewed/Opened, Edited/Updated, and Deleted.

 

• 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 get started, select Event Management > Event List - from the main menu on the left side of the screen.

 

 

To view or open an Event, find the Event you wish to open, by searching or filtering for the event:

 

 

Open or view the event by selecting the corresponding open icon  for the event you wish to view.

 

 

This will open the event for you to view or update.

 

Here are all the other areas that you can open/view information about your event:

 

 

 

     2. Project & Planning: On this tab you can open or view the event project by selecting the open icon.

 

 

     3. Checklists: On this tab you can open or view a checklist by selecting the corresponding open icon:

 

 

     4. Guest Seating: On this tab you can open your table details by clicking the corresponding open icon for the table you wish to view or open:  

 

 

 

     5. Itinerary Items: On this tab, you can open or view the itinerary items by selecting the corresponding open icon:

 

  

     6. Event Sponsorship: On this tab you can open or view your sponsorships by clicking on the corresponding open icon:

 

 

 

     7. Ticket Sales: On this tab you can view or open your sold tickets by selecting the corresponding open icon:

 

 

     8. Participation Slots: On this tab you can view or open your event participation slots by selecting the corresponding open icon:

 

     9. Event Vehicles: On this tab you can open or view the event vehicles by clicking the corresponding open icon:

 

 

 

     10. Event Guest List: On this tab you can view or open your guest list by selecting the corresponding open icon:

 

     11. Guest Groups: On this tab you can view or open your event guest groups by selecting the corresponding open icon:

 

 

     12. Files: On this tab you can open or view an attached file by clicking the file name to open it:

 

 

 

     13. Notes: On this tab you can open and view your notes by clicking on the corresponding open icon for the note:

 

 

 

When you are in the Event Workspace, you can see all the information pertaining to your Event on the Event Details tab:

 

 

You can return to the full Event list from any screen within the Event by selecting the "Event List" icon:

 

 

Events in Argenta includes a public participation slot sign-up form and ticket sales form. The ticket sales form allows visitors to easily select and make payments for event tickets. You can offer free tickets where payment processing is skipped and a guest list entry is created. Whether a user chooses a free option or not they will be added to the Event Guest List. 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 click the "Get/Copy The Public Form Link" to copy the event link and provide it to your potential guests:

 

If a Ticket Sale is made you can find it on the Ticket Sales tab:

 

 

In addition you have more choices for managing your Event Ticket Sales in Argenta:

 

• If you do sell tickets, you can 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. This is done by checking this box:
  

• You can set the default Ticket QTY to "1" and prevent ticket purchasers from choosing multiple quantities of tickets for specific ticket types. This is controlled by this field:
  
  
  
  
  
• 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. This is controlled by this field:

You can design your form with a banner image and a rich content section on the Public Form Design tab:

 

 

You can publish your public participation slot sign-up form by using the "Get/Copy The Public Form Link" when you are in the Participation Slots tab.  Use this link ONLY if you are allowing a guest to sign up for a specific time-slot within the event.

 

 

To publish your public ticket sales form to your website you will use the "Get/Copy The Public Form Link" when you are in the Ticket Settings tab.  This will allow your participants to purchase their tickets online and pay for them. In Argenta, your ticket sales will automatically be enter along with coding the sale of tickets automatically to the General Financials.

 

 

Here are all the areas that you can edit or update information within the Event Worspace:

 

     1. Event Details: On this tab these are the fields that can be edited/updated:

 

 

     2. Public Form Design: On this tab you can edit/update the banner image or the event description:

 

 

 

     3. Contact & Location: On this tab you can edit or update the following information:

 

     4. Email Notifications: On this tab you can edit your email notification templates:

 

   

          A. Project & Planning - Project Details: Once you open the associated project you are able to edit or update many details about your Project:

 

 

 

 

  B. Project & Planning - Project Task List: On this tab you can update your tasks and billable hours for the project:

 

 

 

  C. Project & Planning - Project Team: On this tab you can keep track of your team members working on the project and their hours:

 

 

 

  D. Project & Planning - Client/Customer & Billing: On this tab you can keep track of your billings to your customers:

 

 

 

  E. Project & Planning - Project Check Lists: On this tab you can keep checklists for your event/project:

 

 

 

  E. Project & Planning - Project Discussions: On this tab you can discuss things with your team related to the project/event and keep them with your project:

 

 

 

  F. Project & Planning - Related Files: On this tab you can keep all files pertaining to this project/event:

 

 

 

  G. Project & Planning - Project Notes: On this tab you can keep all the notes pertaining to your event/Project:

 

 

 

  H. Project & Planning - Record Permissions: On this tab you can set the users that have view only access or locked:

 

 

 

     6. Event Committee: On this tab you can edit/update those members on your event committee:

 

 

 

 

 

     8. Meal Choices: On this tab you can edit/update your meal choices:

 

 

 

 

 

     10. Itinerary Items: On this tab you can edit/update your itinerary items:

 

     11. Event Budget & Financials: On this tab you can edit many things about your projected budget. 

  A. Event Budget & Financials - Projected Expenses: On this tab you can edit your projected event expenses:

  

 

     12. Event Sponsorship: On this tab you can edit/update event sponsors by clicking on the corresponding open icon for the record you wish to edit. 

 

    13. Ticket Settings: On this tab you can edit/update your ticket types:

 

 

 

    14. Ticket Sales: On this tab you can edit your purchased tickets:

 

 

 

     15. Participation Slots: On this tab you can edit the start and end, date and time, along with the slot name:

  A. To edit further details about slots you must open the participation slot to edit any further details. To open a participation slot click the corresponding open icon for the slot you wish to edit and you will be able to edit/update these fields:

 

When you've finished updating the record, click either the "Save All Changes & Continue" button to save and continue working or the "Save All Changes & Exit" button to save and go back to the Event Workspace.

 

      16. Event Vehicles: On this tab you can edit/update your event vehicles:

 

 

 

     17. Event Guest List: On this tab you can edit the guest list by clicking on the corresponding open icon for the record you wish to update:  

This will open the Event Guest Workspace screen for the record:

A. Event Guest List - Event Guest Details: On this tab you can edit/update details about the constituent: (To open the full constituent record select the "Open Full Constituent Record" button.)

 

 

 

  B. Event Guest List - Invited Constituent Guests: On this tab you will find the invited constituent guests:

 

 

 

  C. Event Guest List - Additional Guests: On this tab you will find the additional guests this guest is bringing: (This record has none)

 

 

 

  D. Event Guest List - Associated Tickets: This tab will show the ticket(s) for the event that this guest has purchased:

 

 

 

  E. Event Guest List - Contact Log: This tab will show you any contact log items:

 

 

 

  F. Event Guest List - Files: On this tab you will find all the related files for this guest and the event:

 

 

 

  G. Event Guest List - Notes: On this tab you will find any related notes pertaining to this guest and the event:

 

 

 

  H. Event Guest List - Record Permissions: On this tab you can change the record permissions for this guest:

 

 

     18. Additional Guests: On this tab, 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:

 

 

     19. Guest Groups:  On this tab you can see all the guest groups your event has. You can edit the guest group by selecting the corresponding open icon for the group you wish to edit: 

A. By clicking the corresponding open icon for the guest Group this opens the Event Guest Group Workspace and Details screen:

  

 

 

To update any of these fields simply click into the field and type your new information. You can add Event Guests to the group by using the "Event Guests in This Group" area and Adding a new record. You can also add notes to this event guest group. When you've finished updating the record, click either the "Save All Changes & Continue" button to save and continue working or the "Save All Changes & Exit" button to save and go back to the Event Workspace.

 

     20. Attendance: On this tab you can take attendance for your event after you have built a guest list. Check the guests in attendance and select "Mark All Selected Guests in Attendance" in the action drop down box above the list.

 

 

 

 

B. Project & Planning - Project Task List: On this tab you can delete a project task by clicking the corresponding delete icon for the task you wish to delete. Be very careful, deletion is a final action and can not be undone:

 

 

  

  4.  Event Committee: On this tab you can delete a committee member by clicking the corresponding delete icon for the member you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  5. Checklists: On this tab you can delete a checklist by clicking the corresponding delete icon for the checklist you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  6. Guest Seating: On this tab you can delete your event seating by clicking the corresponding delete icon for the table you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  7. Itinerary Items: On this tab you can delete an itinerary item by clicking the corresponding delete icon for the item you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  8. Event Budget & Financials (Projected Expense): On this tab you can delete a projected expense by clicking the corresponding delete icon for the expense you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  A. Event Budget & Financials - Projected Income: On this tab you can delete a projected line item by clicking the corresponding delete icon for the item you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  9. Event Sponsorship: On this tab you can delete an event sponsorship by clicking the corresponding delete icon for the sponsorship you wish to delete. Be very careful, deletion is a final action and cannot be undone:

  10. Ticket Settings: On this tab you can delete a ticket type by clicking the corresponding delete icon for the ticket you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  11. Ticket Sales: On this tab you can delete an event ticket sale by clicking the corresponding delete icon for the sale you wish to delete. Be very careful, deletion is a final action and cannot be undone. This will delete the purchase and all bank records tied to the purchase of the ticket:

 

 

  12. Participant Slots: On this tab you can delete a participant slot by clicking the corresponding delete icon for the slot you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  13. Event Vehicles: On this tab you can delete an event vehicle by clicking the corresponding delete icon for the vehicle you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  14. Event Guest List: On this tab you can delete an event guest by clicking the corresponding delete icon for the guest you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  15. Guest Groups: On this tab you can delete a guest group by clicking the corresponding delete icon for the guest group you wish to delete. Be very careful, deletion is a final action and cannot be undone.

  16: Files: On this tab you can delete a file by clicking the corresponding delete icon for the file you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  17. Notes: On this tab you can delete a note by clicking the corresponding delete icon for the note you wish to delete. Be very careful, deletion is a final action and cannot be undone:

 

 

  18. Record Permissions: On this tab you can delete a record permission by clicking the corresponding delete icon for the record you wish to delete. Be very careful, deletion is a final action and cannot be undone: