National Chapter Database Documentation
Events
EVENTS
The following document explains the administration and setup of events, as well as invoicing and
reporting features. Two major sections divide the material:
1. Events Setup: classifications, locations, functions, tickets, costs, attendance and registration
2. Events Invoicing and Reporting: confirmations, invoicing, reports
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National Chapter Database Documentation
Events
I. EVENTS SETUP
Event Classifications
 Create classifications to mark events as a certain type (ex, Membership, Education) for reporting
purposes. This feature helps organize your events into like categories.
Event Groups: Just like classifications, but more specific
 Use groups to flag a repeating event (Monthly meetings, OSHA Courses)
 Those events grouped the same way can be reported on as a group if needed
 Strictly an organizational tool: not mandatory
Locations
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Set up master locations for your events
Add contact persons and location info
Add directions to the location (will print on the confirmations)
In setting up your event, you may choose the location of your event from a drop down list
Great for locations you reuse- hotels, golf courses, the ABC chapter office…
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National Chapter Database Documentation
Events
Add an Event
Add information for your event such as event title, time, date, and special notes
Event Weight
 The default weight for an event is “1”. Change this in order to weight an event as more or less
important for participation reporting. (An event weighted “5” would be very important to attend while
a weight of zero or one may belong to a social lunch)
Locations
 Select your location, or click “add location” to create a new one. Update as necessary for the event.
Memo
 Add general event information such as directions
Memo –Confirmations
 Add a memo that will print on the confirmations for this event
Event Scoring
 Record numerical scores for your event: Overall, Instructor/Speaker, Curricula/Topic, Facility/Venue
(see Reporting to understand the purpose of this feature)
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National Chapter Database Documentation
Events
Functions of the Event
Functions are used to distinguish the various activities that occur at one event. For example, at an
annual Golf Tournament there are many functions: Game, Dinner, Cocktail Party, etc.
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You may create functions and identify the information that goes with them: alternate locations, times
for each function
Groupings
 Establish groupings for any function. For example, the Dinner function is grouped by “table number”
while the Golf Game function is grouped by “tee-off hole” and “foursome”. Set the groupings each
function will have (or won’t- it is an optional feature).
 Use Group 1 of a dinner function to assign table numbers (when you run badges later, you will have
the option to add table numbers to the badges)
For an event such as an OSHA course that lasts multiple days, you may set up each day as a separate
function. Then track attendance for each day of the course.
Tickets for the Event
Registration for an event is done through ticket sales. Create tickets for one or more functions.
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Name the Ticket
Set the Ticket price for members and nonmembers if different
Click “Select Functions” to include the functions that are included in the ticket
Check mark the functions you wish to include
Click Post to include the functions on the ticket
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When a person buys a ticket, they are registered for the functions that the ticket includes. For
example, a person who buys a “Dinner Only” ticket (which includes the Dinner function and no
others, will be registered for that function only.)
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Create tickets without functions: books, t-shirts. You can sell items using tickets that have no
functions included.
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Return to the main Event setup screen to set a default ticket for your event (optional)
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National Chapter Database Documentation
Events
Registration
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Choose an individual, pull in their ticket. They are now registered for the appropriate functions,
based on what type of ticket they have purchased.
By default, “1” ticket is purchased; you may change this to any number of tickets and the invoice will
reflect this change
Set groupings: table numbers, tee-off holes, foursomes…
o Click Set Groupings
o Assign the groupings available and click on the Group Name to see assignments already set
up- then you can mix and match group assignments by viewing all individuals in that
grouping
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You may also change the payee at registration or add a note
Sort By Company button allows you to view attendees by Company order instead of by Individual
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Sponsors
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Select a Function being sponsored
Select the Company and Contact sponsoring the Function
Enter their sponsorship information, amount and description
Update their payment status
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National Chapter Database Documentation
Events
Costs (Optional: requires a function)
Add up the costs of the event so that you can later run an ROI – Return on Investment report
Attendance
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Mark attendance by Event, or by function
Check the box next to the individual to note their attendance.
You may also adjust payment status
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National Chapter Database Documentation
Events
II. EVENTS INVOICING AND REPORTING
Confirmations
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To create confirmations, select the event from the drop down menu.
Click Confirmations.
You may de-select individuals, then choose to include Function details on the Confirmation
Print by Company or by Individual
Invoicing
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Select the Event you wish to invoice
Add a ‘General Memo’ for invoices if desired
Click ‘Invoices’ Button
Select from your registrants the individuals you wish to invoice (check box)
Select a message on Invoice (statement, invoice, etc)
Enter a Due Date (it defaults to today’s date)
Click ‘Print and Post Invoices’
To REPRINT, select the ‘Reprint Invoices’ button instead of the ‘Invoices’ Button
o The reprints are created exactly like the original invoices.
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National Chapter Database Documentation
Events
Reporting
Create Participation Reports, Badges, Rosters, Attendance Reports, Sign-In Sheets, Events Reviews, ROI
and other Financial Reports.
Badges
 Select the Event and/or Function
 Choose from registration dates if desired
 Click ‘Badges’
 For table numbers on badges: Choose the function first, then click badges, then use Group 1
(this works only if you already assigned table numbers during registration)
General Reports
 Event and/or Function
 Click ‘General Reports’
 Choose from winfax, merge, labels, and lists by company and lists by individual
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National Chapter Database Documentation
Events
Rosters
Many Rosters are available (click on various rosters to see how the information is sorted):
By Company:
By Individual:
 Event Tickets
 Event Tickets
 By Company then Function
 By Individual then Function
 By Function then Company
 By Function then Individual
 Sign In by Event
 Sign In by Event
 Sign In by Function
 Sign In by Individual
 Sign In by Company
 Sign In by Function
Groupings: The reports “Group 1” through “Group 4” display attendees by group (by table, by
foursome, etc.)
Registration Statistics:
 Counts by Function
 Counts by Ticket
 Ticket Counts by Company
 Individual Counts by Event and by Company
Financial Information Rosters:
 By Payee (sorted with payment info by the person or company that is paying)
 By Individual
 By Company
Sponsors
Report on Sponsors by the Function being sponsored or by Company/Individual sponsoring.
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National Chapter Database Documentation
Events
Attendance Reports
Once attendance is marked you may run reports to see who attended each event or each function.
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Attendance by Event
Attendance by Function
Financial
Events Financial Reports available are cash receipts and open receivables. The other reports shown on
the menu are related to DUES not Events.
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Cash Receipts
Open Receivables
Participation and Non-Participation Reports
Select by Company, Individual, Date range, or chapter branch
Choose to include PAC and/or ETS (Education) participation
Choose to view participants or non-participants
Detail by Event
 Participation Totals
 Company Detail
Detail by Company
 Ranked Participation
 Participation Totals
 Detail by Events
By Individual
 Ranked Participation
 Participation Totals
 Detail by Events
Full Participation Report
Displays Company activity to give you a better picture of how involved they are in ABC
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