Appeals & Fundraisers

Overview

Group Events specific for Development typically fall under the Event Type of Appeal or Fundraiser. The Appeal and Fundraiser event types have a detail screen that differs from regular Group Events.

General

Details

1. Event Type: a required field that determines what this event is. The “Appeal” and “Fundraiser” event types will drive the detail screen as detailed below.
2. Description: the name of the event
3. Start Date: a required field to set the day the event starts
4. End Date: if an event spans multiple days, be sure to specify an end date, otherwise the event will default to one day only (the start date).
5. Start Time: enter the time for which the event starts; be sure to set the proper time of day, AM or PM (start times should only be set if applicable; not necessary for all day events)
6. End Time: enter the time for which the event ends; be sure to set the proper time of day, AM or PM (end times should only be set if applicable; not necessary for all day events)
7. Contact Person: can be used to specify the person that is the main point of contact for anyone who has questions regarding this event.  For events that are displayed on the Teacher, Parent and Student portals, the contact person name will be listed with their email address if available on the person record.

Location

1. Location Resource: used to enter an internal resource (e.g. classroom, auditorium, etc.).  Refer to the list of Resources for your school found on the Resource Reservations homepage. Creating this group event with a resource will create a resource reservation for that resource automatically.
2. Organization: used to enter an external location that exists in Veracross as an organization
3. Map: a link automatically populated through Google maps to display where this location is on a map (will only work if an Organization is specified and the Organization has a valid address)
4. Directions from School: a link automatically populated through Google maps to give directions from the school to this location (will only work if an Organization is specified and the Organization has a valid address)
5. Directions from Home: a link automatically populated through Google maps to give directions from the user’s home to this location (will only work if the user who is logged in belongs to a household in Veracross with a valid address and an Organization is specified and the Organization has a valid address)
6. Other Location: used to enter a location that is not in the system as a resource or an organization

Classification

Any classifications added on the General tab will add the classification record(s) on the Classification tab.

1. School Level: controls which school level calendar this event should appear on
2. Grade Level: sets which grade level the event applies to
3. Campus: sets which campus this event applies to
4. Primary Group: can be used if a single group is included on the event or one of several groups is a primary group (to add more than one group, see #6 below regarding the Groups tab

Visibility

Used to set which calendars the event should be displayed on. By default, Public, Parents,  Students, Staff/Faculty will be checked.

1. Public: determines whether this event will be displayed on the School calendar
2. Parents: determines whether this event will be displayed on the Parent calendar
3. Students: determines whether this event will be displayed on the Student calendar
4. Staff/Faculty: determines whether this event will be displayed on the staff and faculty calendars
5. Alumni: determines whether this event will be displayed on the Alumni calendar
6. Group Members: determines whether this event will be displayed on the personal (staff, faculty, parent, student) calendars for group members associated with this event. For example, if a particular class has a field trip or the math department has a meeting, the individual class or department could be selected as a group on the event and only those people would see the event on their calendars.

By default, Public, Parents, Students and Staff/Faculty will be checked off.

Attendance

Attendance Taken: determines whether or not attendance will be taken for this event

1. “No”: attendance will not be taken and individual events are not created for each person associated with the event (through a group)
2. “Yes – Default to Invited”: attendance will be taken; when the event is added, it will trigger the creation of individual events for each person and will default the status to “Invited to Event”
3. “Yes – Default to Attended”: attendance will be taken; when the event is added, it will trigger the creation of individual events for each person and will default the status to “Attended Event”
4. If a “Yes” option is chosen, manage attendance on the Attendance tab of the event or on the Events tab of the person record (see Attendance section below)

Classification

Any classifications added on the General tab will add the classification record(s) on the Classification tab. The classification tab allows you to choose multiple grade levels, campuses and/or student groups that the event applies to. By using classifications in conjunction with visibility (see below for details), you can determine which calendar the event should show up on.

To add or remove a classification, do the following:

1. Double click on the appropriate item or use the arrows on the screen to add/remove classifications.
2. Once a classification is selected it should show up in bold under the “Available Classification ” column and under the “Classification selected for” column

Recurrence

Dates & Days

1. Start Date:required field to set the date the range of recurrence should begin
2. End Date: field to set the date the range of recurrence should end (does not need to be specified if there is no end date in sight for this recurrence)
3. Start Time: field to set the time for which the recurring events should begin (if different from the General tab)
4. End Time: field to set the time for which the recurring events should end (if different from the General tab
5. Day:check boxes to indicate which days the recurrence should happen
6. If recurrence pattern is not every week (e.g. every other week, once a month, etc.), adjustments will need to be made after the individual occurrences are created (see b. below)

Occurrences

1. Create Individual Occurrences: If selected, additional group events will be created for each day the event takes place (as indicated in the fields outlined above)
2. Individual Occurrences will be listed under the “Occurrences” section and will display the date of the event as well as the day of the week, indication of whether or not it’s a school day and the start time and end time
3. If an individual occurrence occurs on a day that is not a School Day, open that event up and adjust the date.

Series Event Type

1. Individual occurrences will have the Series Event Type, “Series Occurrence.”  If changes are made to a Series Occurrence, no other events will be affected
2. The original group event from which the recurrences were created will have the Series Event Type, “Series Master”.  If changes need to be made to all events (e.g. a change in time), make the change on the Series Master and uncheck “Create Individual Occurrences”, update and then check it off again and update in order to pass down the change to all occurrences.

People Targeted

Statistics

1. Attendance Taken: setting to specify if attendance should be tracked for the event
2. Groups Invited: all groups included in the event on the Groups tab
3. # Invited: a calculated field displaying the number of people who have been invited to the event (total number of people in groups associated with this event)
4. # Unconfirmed:a calculated field displaying the number of people who have been invited to the event but have not confirmed or declined
5. # Confirmed: a calculated field displaying the number of people who have confirmed they are attending the event (managed on the Attendance tab of the event (see #3 below)
6. # Declined:a calculated field displaying the number of people who have declined the invitation to the event
7. # Attended: a calculated field displaying the number of people who have attended the event (managed on the Attendance tab of the event (see #3 below)
8. % Attended: calculated field displaying the total number of people attended divided by the total number of people invited

If attendance is tracked for an event, use the distribution lists to send emails to each different group of people who lie within the above stated categories using the “Send Email” link.  Be sure to Refresh Group Membership before sending to these lists.

Individual Event Invitations

1. If “Attendance Taken” is set to one of the “Yes…” options, individual event records will be created for each person who is part of any group associated with the event.  These individual events will be listed on the “Attendance” tab of the group event.
2. For each person, users can set their attendance status to “Invited”, “Confirmed”, “Declined”, “Attended” or “Did Not Attend.”  Use these statuses to manage attendance for the event.
3. Use the “Tag” field to associate invited persons into groups (e.g. use the Tag field to enter table numbers for a fund-raising dinner event)
4. Use the “Notes” field to make notes on a particular person’s event invitation.

Resources

Date and Time

1. Start Date: automatically populated from the General tab of the event when the Group Event is added
2. End Date: automatically populated from the General tab of the event when the Group Event is added
3. Start Time: automatically populated from the General tab of the event when the Group Event is added
4. End Time: automatically populated from the General tab of the event when the Group Event is added

Resource Reservations

1. List additional resources needed to be reserved by adding a new line with a resource (find the Resource List on the Resource Scheduling homepage)
2. Adjust any times or notes for when each resource is needed under the “Resource Reservations” section

Development

1. Campaign: Associate the event with a particular campaign
2. # Invited: The total number of individuals invited to this group event
3. Target Amount: Set the amount for which you would like to raise from this event
4. Total Receipts: The total amount of donations from gifts associated with this Event
5. Performance: Total Receipts divided by Target Amount

Groups

To add a group to your event, do one of the following:

1. Double-click on the group you would like to select in the “Available Groups” column
2. Click the group you would like to select in the “Available Groups” column and then click the arrow button to the right

Once a group is selected it should show up in bold under the “Available Groups” column and under the “Groups selected for” column

Donations

An place to quickly reference all donations given in association with this event. Donations are associated with events on the General tab of the donation record using the “Event” field.

Pledges

An place to quickly reference all pledges given in association with this event. Pledges are associated with events on the General tab of the pledge record using the “Event” field.