Events Learning Guide

Welcome to our Events Learning Guide! We have a lot of training content and this guide is meant to help you get up to speed with our events module. Remember, if you are looking for a specific feature, you can use the Search option or contact support.

To get started, watch the Create Your First Event Form, then review our Getting Started category page. This gives you a rough overview of the system. Once those are done, we recommend reviewing the following features:

  1. Registration Fields - These are special fields in Advancement Form and allow you to track attendance to your events
  2. Quantity Fields and Quantity Limits - The Quantity Fields are like Registration Fields, but they do not impact the number of people attending. They are good for tracking limited items for things like T-shirts. Quantity Limits let you enforce limited seating for registration fields or enforce a limit to quantity field items.
  3. Attendee Fields - These fields allow you to capture information per attendee. For example, if you want to have the name of every attendee, you can set up one field that will appear for each attendee to an event.
  4. RSVP Field - This field is only found in Events and gives people the option to RSVP Yes or No to an Event and lets the organizer know who’s coming and who’s not.
  5. Multi-Priced Event - This is an example of how to set up an event with multiple tickets with varying prices.
  6. Event Capacities and Event Wait Lists - With Event Capacities, you can set a certain capacity number for the overall Event. With Event Wait List, you can enable a Wait List for the overall Event in case you run out of room for your Event.  
  7. Early Bird Pricing - This shows you how to set up different prices for different tickets that appear based upon the time they are registering.
  8. Discounts - This helps you learn how to set custom discounts for your Events.
  9. Waive Registration Payment - This allows event registrars to register on someone’s behalf and waive their payment.
  10. Add to Calendar - This feature allows links to appear at the top of the overall Event and at the bottom of each Activity that users can click on to add the event to their calendar. 
  11. Recording Attendance - This allows you to keep track of your event’s attendance.
  12. Attendee Lists -This produces a public list of attendees to your event that you can either embed in your own website or allow us to present it for you. 

When you are ready to start a more complex event with multiple activities or a multi-day event, we recommend reviewing these features:

  1. Activities - These are Advancement Forms sub-events. They allow you to easily register for multiple activities on a single event registration form.
  2. Multi-Day Event - This is an example of how to create multiple activities for a single overarching event like a reunion or homecoming. 
  3. Activity Capacities and Activity Wait Lists - With Activity Capacities, you can set a number to limit the number of people that can attend. Activity Wait Lists allow you to enable a wait list that tracks people who exceeded the capacity limit. 
  4. Registration Packages - These Packages only appear when you have Activities and Attendee Fields enabled on your event. Registration packages allow you to buy one package that contains a set of activities. When you sign up for the package, you are automatically signed up for all activities typically at a reduced rate. 
  5. Event Lists - Event Lists are a user facing list of events that people can search to see what events are coming up for a particular institution.
  6. Event Giving Field -  This feature adds a giving field that matches what is available in our Campaign module. It also creates actual gifts in Advancement Form. This feature is only available if your institution has also licensed the Campaign module. 
  7. Gift Amount Triggered Field - This feature allows you to control when a field or fields appear on your form after a certain gift amount is entered. 

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