ZOOM Donor event

Jolynn Uyehara

Hello Community!


We recently held our very first ZOOM donor appreciation event. Is there a way to put it in notes whether they attended or not?

I don't want to have to enter each donor manually. I thought there was a way. Appreciate all the help!


Aloha,

Jolynn

Karen Diener

Hi Jolynn,


Did you use the Event Module at any point prior to the event? If so, there is a checkbox that you can use to mark whether or not they attended.


If you did not use the module at all, you will need to add your participants first. That can be done manually, via import, or using global add. If you have a query with the constituents in it, you can use global add. If you have Constituent IDs on an excel sheet, you have some other tools available. But before explaining ALL of those options, let us know how you have constituents identified and what information you have about them, and I can offer suggestions.


Karen

Jenny Marquardt

I agree with Karen Diener. It is great that you are wanting to add this information. Good job!

Faith Murray

I notice you are talking about adding this info in as Notes. If you do not have the Event module, I would suggest using Actions instead of Notes. Actions are much more searchable in Queries and have many more data fields available, making your life much easier when doing future reporting and tracking. If you do have Events, then ditto what Karen said!


PS. Also, echoing what Karen said: Bulk Add and Import will make things much easier, as long as you have their constituent IDs!

Jolynn Uyehara

Hi Karen,


We have the event module but we did not use it prior to the event. I started to add the invitees manually and mark whether they attended or not, but the list is long so that's when I reached out for help.

I thought I had to create the event in order to mark it in notes that they attended or not. Is there any other way?


Thank you for your feedback!


Jolynn

Jenny Marquardt

You can create an event after the fact. You can globally add the participants. Do you have a unique identifier? If so create a query with those. I use SmartPaste but you can also use Import.

Karen Diener

If you have Constituent ID on your spreadsheet, or whatever list you are working from to manually add records, you have a couple of options depending on your skillset / level of comfort:

• My favorite is to use import to create a list from your IDs. You can create a query of an unlimited amount of records, and this is the first method I learned, which is why it remains my favorite.
• You can also copy and paste IDs into a query using native RE functionality or using SmartPaste as Jenny Stephens‍ mentioned. Native RE functionality allows you to only do 500 at a time, which is likely to work for you in this instance. I don't know how SmartPaste works, but I'm sure you could do some research to figure that out.

Once you have a query, you can do a global add to add everyone to the event record. When adding event participants, you need to identify if they are individuals or organizations up front, which means you will need to further refine your query using the KeyIndicator criteria. When I have both individuals and organizations in my initial query, I just add the KeyIndicator=Individual and do "save as". Then change KeyIndicator=Organization and do "save as". You'll end up with 3 queries in total, but you'll only use the Individual one and the Organization one.


If everyone in your query - or nearly everyone - attended the event, you can mark them as "Attended" in global add step. Then go back and uncheck the "attended" box for the (presumably) smaller number that didn't attend.


If you don't have IDs, then you are probably stuck adding everyone manually. I ALWAYS include constituent ID on any list from RE whether the end-user wants it or not.


Karen