Events Module

Joanna Clarkson

Hi, could anyone offer some advice on how you add an organisations primary contact to the "participants" section of the events module.  I can easily add the organisation name as the "guest", but can't figure out how you add a contact as the "registrant".  Any help would be appreciated.


Many thanks

Aldera Chisholm 2

I'm not sure I'm getting what you mean... Do you mean that you want to have a set contact type automatically be the the participant when you add an organization to an event? Or, do you mean with a global participant add, you want to add contacts instead of organizations? 


The way I've always done it is that we put the invitee as the Registrant. If we are inviting Bob because of his giving, his individual constituent file would be the registrant. If Bob is our contact at Sponsor X, we would add Sponsor X as the Registrant and Bob as the guest. Working with contacts is always trickier, especially if they are not constituents.


I'm not sure if there is a way to automatically connect something like when an org is added, automatically also attach the Primary Contact. I'd be interested to see if that is something someone has figured out. 

Joanna Clarkson

Thanks for your help, yes I'm trying to add sponsor X as the registrant and Bob as the guest.  Still having problems though, I can add sponsor x as the registrant but finding it tricky to enter bob as a guest of sponsor x.  Any advice on this bit would be great - I need to be able to do it as an import as we have at least 100 guests.  The guests do not have a constituent record but the registrant does.  I think I'm getting confused on the import headings of GUESTIMPID, REGIMPID and Import Id.  If anyone could offer further advise I would appreciate it.


Many thanks

Aldera Chisholm 2

Gotcha! Yes, I understand what you mean. You need the Import ID. Do you have that piece already?


If yes, great!  If not.. my method has been to do an import first to add all the orgs as event registrants. Then, you can pull a Relationship Query using Criteria something like Orgs with Event X. I would then use an Individual Relationship export to output the Primary Contact, including their name and Import ID.  


This knowledge base breaks down the import file you need: https://kb.blackbaud.com/articles/Knowledge/39293

Essentially: GuestImpID (Import ID of the contact), REG Imp ID (The org import ID that is the registrant) are your two key fields.


This article is helpful - it's talking about spouses, but just ignore the specific spouse parts and it goes over importing non-constituents into events nicely and links to a good sample guest import file for non-constituents so you can match up exactly which ID you need and where. https://kb.blackbaud.com/articles/Article/42237


Good luck!


FYI, if you do this often, ImportOMatic is helpful - a pain to set up, but super easy if you do the exact same import regularly.