How to document event attendance without Event Module

Mara Hennen

My organization recently held it's major biennial gala fundraiser.  We don't use the events module, as we don't host many formal events, but I'm still interested in documenting that someone attended this gala in their record.  Anyone have suggestions?  The only thought I have is adding an attribute of some kind related to event attendance.  Thanks.

Melissa Graves 2

Mara Hennen:

My organization recently held it's major biennial gala fundraiser.  We don't use the events module, as we don't host many formal events, but I'm still interested in documenting that someone attended this gala in their record.  Anyone have suggestions?  The only thought I have is adding an attribute of some kind related to event attendance.  Thanks.

My first choice (after the events module, of course) would be an action. It is then dated, goes into the chronology and has many more options for recording status, amout paid, guests, etc. in the action attributes. Constituent attributes would be a bit to limiting for my taste.

Mara Hennen

Melissa Graves:
My first choice (after the events module, of course) would be an action. It is then dated, goes into the chronology and has many more options for recording status, amout paid, guests, etc. in the action attributes. Constituent attributes would be a bit to limiting for my taste.

Thanks, Melissa!  I'm going to explore this now.  At this point, I think we're only interested in documenting attendance, not any of the other info that you mentioned.  And so far, I don't think we've used the Actions tab to document actions taken by the constituents; we've used it strictly for actions that staff have taken directed towards the constituent.  Is it common for orgs to use Actions both ways?

Melissa Graves 2

Mara Hennen:
Thanks, Melissa!  I'm going to explore this now.  At this point, I think we're only interested in documenting attendance, not any of the other info that you mentioned.  And so far, I don't think we've used the Actions tab to document actions taken by the constituents; we've used it strictly for actions that staff have taken directed towards the constituent.  Is it common for orgs to use Actions both ways?

I have no evidence but I think it is about equally common as those who only record outgoing actions. Incoming emails that do not need a response, chance meetings you have with constituents (bumped into X at the grocery store, cocktail party, etc.). Because this is a direct physical attendance at a function you are holding and you invited them to, I see it as simply an extension of that outgoing invitation.

Lisette Depew-Kubie

Mara Hennen:

My organization recently held it's major biennial gala fundraiser.  We don't use the events module, as we don't host many formal events, but I'm still interested in documenting that someone attended this gala in their record.  Anyone have suggestions?  The only thought I have is adding an attribute of some kind related to event attendance.  Thanks.

We don't have the event module either. And because we, like you, only need to track the bare minimum of "attended" a given event, I utilize Attributes to accomplish this. I created an attribute category called "Special Event Participant", in a Table format, and then created tables for the different events we track ( Golf 2012, Gala 2013, Golf 2013, etc.). When I add the attribute to a constituent's record, I add the event date, as well as any notes (such as the table name or foursome name they were affiliated with.) Melissa's method is great for more detailed tracking/reporting, but in our case we don't go that deep. Just my 2 cents.

Sara Daly

I would throw my vote in the ring for actions over attributes.  To me, attributes gets cluttered extremely quickly, and if you're using the same attribute table (say "event participant") multiple times, you're going to get duplicates in query and extra information in your exports.  

Christine Cooke 2

My vote is Actions.  The current org I am at does not have the Events module, even ones that have had it have only used Events for the big events.  There are several smaller events, either fundraising or friendraising/community.  It is very good to know who is attending or who says they will attend and then doesn't -- or does not respond and then shows up.



I set up an Action for each Event, use the Event Date and then use the notes to record RSVP of yes, no, maybe and a 2nd note of Attended or Not Attended after the event.  It's also a good place to put this sort of stuff, because if you are doing any sort of moves management and someone is assigned to schmooze the constit, they can also be put on the Action as solicitor.



Much more options for reporting as mentioned.  Putting it in Attributes gets very messy -- think long term -- 5 jto 10 years down the line.