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  • Handling of event sessions


    How does C&P write event registrations with sessions to Salesforce. For example, the person registers for the event and then chooses different sessions to attend. Is the best practice to have one opportunity with opportunity products?

  • #2
    Hi @DWhitig,

    This introduces a lot of potential questions about how the Event app works, since every organization uses Salesforce so differently.

    By 'event session', are you referring to a 'ticket level'? Like these?

    Click image for larger version  Name:	2019-06-12_FRM DWHITIG.jpg Views:	0 Size:	118.4 KB ID:	47047

    Think of our Events app as functioning primarily in its own objects that are installed with the Event App.

    Your event management is managed inside the event app only, and then when someone registers:
    1. They are added as a Registrant or Attendee in the Event app (click on Registrations in your Event's menu)
    2. The transaction data for registering is sent to your C&P Account to process the credit card transaction (you can review the transaction's progress in Connect)
    3. a copy of 'just the transaction data' is sent back to Salesforce, and received by the C&P Payment as a Service app (aka Donor Management)
    4. PaaS creates a C&P Data record, which is mainly just a raw form of the transaction data, and tries to match to an existing Salesforce Contact- this can happen immediately, or after the Temporary Contact is processed. What
    5. Once a Contact ID is assigned to the C&P Data record, PaaS writes the Transaction and Opportunity into Salesforce's native objects (Contact, Opportunity) according to the settings in PaaS > C&P Settings.
    SO - how you review 'Sessions' for your organization depends on what you need to do - the simplest way is just to get into the Event Management app and manage it there, but some Salesforce customers like to organize their information using the Salesforce Campaigns- so you can compare your events with other types of Campaigns. In which case, best practice is to assign SKUs to your different ticket levels (this tags the transaction when someone registers), and then create a rule in C&P Settings to assign the Opportunity to the Campaign you want to use.

    From that perspective, you have to come up with your own way to manage your event, and train your users- it's why a lot of nonprofits hire a Partner to help them get set up.

    I suggest staying away from trying to use Opportunity Products, that involves a lot deeper understanding of how Salesforce records retail information in its native objects.

    Make sense?
    Last edited by CnP.LiveSupport.AB; 06-12-2019, 08:40 AM.
    Regards,
    Click & Pledge Support Department

    On Salesforce? Help us by rating our app: Click & Pledge Donor Management on AppExchange

    Join us @ the educational webinars: https://clickandpledge.com/webinars/
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    • #3
      They pay a fee for either one day or two day then they can choose a couple of sessions for either day. These do not have a fee associated with them. They would like to be able to report from within Salesforce how many people are registered for each of the sessions. Does that help explain?

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      • #4
        DWhitig

        Create 2 Custom Questions to allow the Registrants to choose their sessions.
        And in Reports, use the C&P Event Attendees + Custom Questions Report to view the responses:

        Click image for larger version

Name:	2019-06-13_FRM DWHITIG.jpg
Views:	8
Size:	67.0 KB
ID:	47066
        Regards,
        Click & Pledge Support Department

        On Salesforce? Help us by rating our app: Click & Pledge Donor Management on AppExchange

        Join us @ the educational webinars: https://clickandpledge.com/webinars/
        Live Support available Join between 3:00 - 3:30 p.m. ET Monday - Thursday: https://clickandpledge.com/webinars/
        Are you on Salesforce? Join us at the Power of Us Hub: https://powerofus.force.com/0F980000000CjpC

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        • #5
          I attended Amanda's daily help session and she told me to post here as to what I am looking to do and that she will follow up with me. We are moving from NeonCRM to Salesforce with Click and Pledge for events. I want to convert into Salesforce the legacy event information (2010 to 2018). In the Legacy event, a person could choose to register themselves and/or others. They can choose to pay for one-day or two-days (there are different pricing if choose one day vs two days). Once they select one or two days they can choose what sessions they want to attend for each day. There is no additional fee for the sessions. My legacy data has a record for the payment and then registration records for each attendee which has in separate fields which sessions they chose to attend (approximately 12 fields worth of sessions per event).

          I know that when the event is setup next year in Click and Pledge, that the registration will land in Salesforce as an Opportunity tied to the Event Campaign for the amount they paid for either one or two days. I also understand that if setup, the attendees will end up as campaign member records. I need to understand where the session information will be written. I'm assuming it will be setup in Click and Pledge as custom questions. Where is the best place for the custom question answers to live inside Salesforce?

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          • #6
            Hi Donna,

            We discussed briefly where the custom questions and answers are stored, but given that the Events app is so flexible in how an event can be structured, there's not a simple way to import legacy data and have it appear exactly as it would for the past events as it will for future ones.

            The better option is to clarify what's important to keep. So if your goal is to record which Salesforce Contacts attended the events in prior years, this could easily be done by importing your legacy data into Salesforce Campaigns, and then structure your C&P Events moving forward to record data in a similar way. Then it becomes easy to compare the overall performances of future events with past ones.

            And if you want to have all of the legacy data created in Event Management so that going forward the nonprofit can use past events as a model? You can 'batch create' legacy Events with Events Import, without their registrant and attendee information.

            But if you also want the registrant and attendance data for those events, and still be able to review that data inside our app, you'd need to 're-sell' those events through the Box Office- which could be a daunting amount of work.

            So if you can give me a better idea of what you hope to achieve, I can give you a better idea about what approaches you could take, and what their pros and cons would be.

            ~ Amanda
            C&P Live Support

            Regards,
            Click & Pledge Support Department

            On Salesforce? Help us by rating our app: Click & Pledge Donor Management on AppExchange

            Join us @ the educational webinars: https://clickandpledge.com/webinars/
            Live Support available Join between 3:00 - 3:30 p.m. ET Monday - Thursday: https://clickandpledge.com/webinars/
            Are you on Salesforce? Join us at the Power of Us Hub: https://powerofus.force.com/0F980000000CjpC

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            • #7
              I'm not sure how better to explain. Can you tell me if I was to setup a new event in Click and Pledge that had sessions (think a conference with one fee for the event then choices for different sessions you can attend). How would you set that up in Click and Pledge? Do you have an example that I can look at or point me to a video? I've looked at a bunch of the videos and help documents and it's still not clear to me they all seem to be about an event where you have different options of which you choose one. Thanks!

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