Tracking RSVPs

David O'Brien · March 2015

I'm interested in learning how you all handle your invitations/RSVPs in RE.We are looking at tracking the following information - who was invited to X event, who responded, and then if they actually attended. We don't have the event module to track this, unfortunately. Thoughts welcome!

Astrid Mazur · March 2015

I track invites in Actions. I wait till the event is done and then I create an import template using the constituent id to import the information into the action tab and into the Action notes area. Super quick & easy! I'll send you the template direct.

Paula Alionyte · March 2015

I would suggest exactly the same - create an action type for a particular event and three (or as many as needed) statuses: Invited, No Response, Declined, Attended (these stages can also be recorded in attribute section of the Action, if you wish to have a record of the invitation and response dates).

It is also easy to query on any dietary requirements, disability notes, parking adn seating groups if they are recorded in Attributes. Try to avoid using Notes for something like this, unless it is something very specific and uncommon.

Kayci Hebard · March 2015

I have used the Appeals Section as a way to track event invites and their responses. I create a new Appeal for each event and have a standard set of responses, "Attended, Declined, No Response" if your events are a call for donations as well you can add the following responses "Gave, Not Attending" and "Gave, Attending."

When you create your mailing for you invite you can also create a query and make an Excel file with the needed information "Name, Response, Import ID, Constituent ID, etc." then track your RSVPs through the Excel document and then make a Global Update once the event is over.

Using the Appeals can also attach your event to a Campaign and/or a Fund if you wish.

Sharon Campbell · February 2016

We don't have the Events module. I really want to track the responses in Actions in RE (instead of marking up a spreadsheet and manually counting who accepted OR marking up the spreadsheet, editing the doc to make the changes, and then having Excel do the tally). For this latest event, I have created an action type of Events and under Action Attributes the name of the event is the category and the description can be Invited, Declined, Accepted, Attended. For those of you who use Actions for RSVP purposes, how to extract the data? I created a query so I could track the responses. I know, I know, query is a grouping tool but it can also quickly give me data if the query is not too involved. I have the query completed but I have duplicates in my results although I chose to suppress dupes under tools. I tried both a const query and an action query with similar results. Action type = Event, Action Attribute Category = name of the event, Specific Attribute Description = Accepted (may track Declined, Attended at a later date). In output I want the Const name, the Description, and the Specific Attribute Comment (which would be the number expected plus maybe another comment like " plus Aunt"). Is this query a "one to many?" Can any of you help or should I just forget it and go through Export? I wanted something that my Director could easily do.

Christine Cooke 2 · February 2016

When you don't have the Event module you can track them in Actions. You can the invite list as an Action, I tend to label them as Event-Name of Event under Action. Then track who said yes and no and maybe as an Action Note of RSVP. With just that one word. And after can go in and add Attended to the same Action in the Action Note Type as Attendance and note as attended. I chose to put the RSVPs in the Action Note because that can be added from a mobile device, whereas the Action Attribute could not, and I wanted department peeps to be able to add a yes/no/maybe from wherever they happened to be while they rememberd.

Christine Cooke 2 · February 2016

Sharon Campbell:

We don't have the Events module. I really want to track the responses in Actions in RE (instead of marking up a spreadsheet and manually counting who accepted OR marking up the spreadsheet, editing the doc to make the changes, and then having Excel do the tally). For this latest event, I have created an action type of Events and under Action Attributes the name of the event is the category and the description can be Invited, Declined, Accepted, Attended. For those of you who use Actions for RSVP purposes, how to extract the data? I created a query so I could track the responses. I know, I know, query is a grouping tool but it can also quickly give me data if the query is not too involved. I have the query completed but I have duplicates in my results although I chose to suppress dupes under tools. I tried both a const query and an action query with similar results. Action type = Event, Action Attribute Category = name of the event, Specific Attribute Description = Accepted (may track Declined, Attended at a later date). In output I want the Const name, the Description, and the Specific Attribute Comment (which would be the number expected plus maybe another comment like " plus Aunt"). Is this query a "one to many?" Can any of you help or should I just forget it and go through Export? I wanted something that my Director could easily do.

You are getting dupes in your query because of the way you structured the Action. You have multiple things it is extracting from Action Attributes so it will general muliptles. Action Type should not be Event, it should be Event-Name of Event, and the Attribute, one attribute that is RSVP with a drop down that is yes, no, maybe. A second Attribute for Attendance that is Attended and Not Attended.

Your Query would look for the Action Type and the Date (which should be the date of the event). And the RSVP . and Attendance would be a separate Report/Query. Or if you want both on the same list you will have to export the query to squash the duplices lines.

Tracking RSVPs

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