This article explains how to use the Events feature, including how to capture registrations, how to set up an event, configure the settings, manage ticket purchasers and attendees, filter on, and export attendee information.
Before you begin, please ensure that you are using Bloomerang Payments (recommended) or Stripe.
Configuring an Event
To get started, head to Fundraising > Events. Click Create Event to create a new event.
In step 1 of the Event setup, add an Event name, choose the Campaign to apply to the event, the Start date and Start time, and the Event Capacity Limit. The Event Capacity Limit can be a specific number based on your capacity or needs, or you can click the checkbox for Unlimited.
Optionally, set the End date, End time, Time zone, Venue name and Location.
Next in step 2, create your Ticket Types. You can have up to 9 different types per event.
Specify the Ticket name, Ticket Price, the number of Attendees per ticket, the Available Quantity of the type, and the Ticket Availability Start Date and Time.
Optionally, add a Ticket description, Ticket Availability End Time, a Non-tax deductible amount, and a Non-task deductible amount description.
Of Note: When there are 10 or fewer tickets for this ticket type remaining, the public page will display "Limited Number of Tickets". When a Ticket Type has sold out of its Available Quantity or reached its Ticket Availability End Time, it will display "Unavailable" on the public page.
Adding a Ticket Availability End Time will close availability for a ticket type at a set time, but you can also mark a ticket type as Not Visible if you wish to stop offering it.
Select what information you want to collect from your Event Attendees as well as the ticket Ticket Buyer. Make some fields required if desired.
Of Note: Attendees do not sync into Kindful as contacts. Their information is available via a CSV export, detailed in this article, and this information in the CSV export can be used to import back into Kindful, or into a tool like an email marketing tool to communicate with these Attendees. Ticket Buyers will create new Contacts or append to existing records in Kindful.
Last, you can customize the remaining settings. Upload an background image for your event page image, set a theme color, and set a custom URL.
Of Note: While recommend 1400px X 500px for the background image, we have had some users report success with an image that is 1200px X 500px.
Set your transaction fee options, as well as set up a request for an additional donation in the ticket buying flow.
Managing Your Events
Below the option to Create an Event, you have options to Manage, and View your event. This is found in the Actions dropdown on each Event's row.
Use the Manage page to control a variety of options pertaining to your Event. You will first see an Overview of the Event that contains a high-level overview of the amount of money raised, as well as a breakdown of tickets purchased by type.
Use the Orders tab to see a list of all ticket purchases, including varying Attendee amounts. You will see the Ticket Buyer, Order Date, Ticket Status, Ticket Amount, Donation Status, Donation Amount, Ticket Quantity, and an Attendee count. If you refund a portion of the purchase, e.g. the Ticket or the Additional Donation, this will be reflected in the Amount columns on this page.
Use the Actions dropdown to view the specific order details. Refunds will be displayed on this page, too, if applicable.
Navigate to the Attendees tab to see a list of Attendees of the event. These are the contacts captured before the Ticket Buyer details. You can view the list, Expand and Edit the details captured of the Attendees (based on the fields set to collect), and even mark if a Contact attended the event.
You can also download a CSV of attendee data. This will include one row per ticket purchased by each ticket buyer. The individual attendee information will be represented in the export as well.The Attendee First Name and all columns to the right can be used to import and create new contacts in Kindful, or they can be used to import into an email marketing solution.
Use to the Settings tab to edit all previously set elements on your Event. Review, manage, and edit Event Details, Ticket Types, Information to Collect, and Event Sign Up Page details.
Also use this page to set your automatic communication that all ticket buyers will receive. You will use this instead of a default template as you do on regular transactions received. The details of the Event will be automatically included in your emails that go out to the ticket buyers, but you can also customize some additional messaging within the email as well as set notification emails if you would like to be alerted when a ticket is purchased.
Archiving/Closing an Event
In the event you need to close an event due to the tickets selling out or being sold out, or otherwise stop the sale of tickets, you can Archive your event.
To do this, to Fundraising > Events and locate the event you wish to Archive. In the Actions dropdown, choose Archive.
Click Archive to confirm this step.
If you choose to Archive an Event, the following will happen:
- The public event page URL will no longer be active. Users will be redirected to your Main Donation Page with an alert letting them know that Event is no longer active
- The Event will be removed from the list on the Events page in your Admin account
- The "Manage" page for the event is no longer active, and Admins will be alerted of this if they try to go to the URL
- Existing transactions and Contacts created via the Events registration flow will remain
If you would like to keep the public page available, but alert new registrants that the registration is closed, edit the messaging to make your pages display this. While this does not prohibit new registrations, it does let the potential ticket buyer know that the registration has ended, and no new purchases will be accepted/refunds given. The language here is up to you.
First, head to the Event Details tab, and edit the Event name.
Next, head to the Event Sign Up Page tab and edit the Event description.
Adding People Manually to an Event
If you find the need to add people manually to the event because they registered separately outside of the online flow, we recommend creating a NEW ticket for this. You can call it something as simple as "Manual Adds" and set the price to be free.
Of Note: This ticket type will be available to the public on your Event page, so considering titling it accordingly.