Creating RSVP events

Campaigns are all managed from the Engage tab. Once you have created your campaign structure and you have a campaign header, you can add a campaign action within this.

The campaign action we will detail here is the RSVP event, please see articles on the other action types here.

Events in vega

In vega, there are different event types available to fit different situations.

The RSVP event type can be used with a single event cost or without a cost and will record the contacts as a successful RSVP for your event. The RSVP event can be edited as needed, following the guidelines below for each available field in the event configuration.

If you need to set different price options for ticket purchases, please see the article on creating a ticketed event.

To create an event, find the campaign header you would like to add this to and click New Action.

This will give you the options shown below, we will be clicking RSVP Event.

This will open up the RSVP event action page as shown below:

This page can divided into sections and we will detail these here.

RSVP Configuration

There is a row of tabs at the top that we will go through to configure each aspect of your event.

RSVP Event Setup

Event Setup field	Explanation
Name	Name of your event, there is the option to display this on your widget. This is a required field.
Code	Short-hand code for your event
Type	This will be locked from editing as we chose the RSVP event action type.
Capacity	Set the number of spaces available in your event.
Price	If the event has a cost for registration this can be set here, leave as 0.00 for a free event.
Target $	If you have a target income for your event it can be added here.
Is Active?	This will be ticked as default to create a new event. When editing an event this can be unticked to update it to inactive
Create a Widget	This will be ticked as default so that an event widget is created that can be embedded on your widget to accept RSVP's to your event. If a widget is not required then this can be unticked.

Dates Setup

All dates and times are required.

Dates Setup field	Explanation
Start Date	Select the start date of your event.
Start Time	Select the start time of your event.
End Date	Select the end date of your event.
End Time	Select the end time of your event.
Available From	Select the date that the event is available to be registered from. RSVP's cannot be processed through the widget before this date.
Time	Select the time that the event is available to be registered from, on the above date.
Available To	Select the date that the event is available to be registered to. RSVP's cannot be processed through the widget after this date.
Time	Select the time that the event is available to be registered to, on the above date.

The event start date/time and end date/time are used in the add to calendar option within the widget configuration.

Response Setup

Response Setup field	Explanation
Response Letter	This dropdown will display your documents. A document can be selected here to show as the default receipt document when this campaign is used in the payment form.
Response GL Code	This dropdown will display your GL codes. A GL Code can be selected here to show as the default GL Code when this campaign is used in the payment form. This will also show as the GL Code under Financials in the widget configuration for this event.
Response Bank Account	This dropdown will display your bank accounts. A bank account can be selected here to be used when this campaign is used in the payment form.

Click the green Save button to save the initial setup of your event and show the additional fields below, if you ticked to create a widget:


Event Widget Code	This is the widget iframe code that is used to embed the widget on your website.
Preview	This will open a new tab, displaying a preview of what your event widget looks like.
Configure	This will take you to the widget configuration for this specific event widget, where further configuration is available.

Underneath we have further tabs available to invite contacts to register for your event, view your event recipients, and see money received for the event.

Communications

This allows you to schedule communications within this event action to invite contacts to RSVP for your event and will record those contacts as recipients.

Click the Add button to add a new communication:

Communication field	Explanation
Action Type	There are 4 communication types available: Direct Mail - Create a PDF download of the selected document for each contact chosen in your query to post letters inviting them to your event. Email - Send a mass email to all contacts in your query inviting them to your event, remember to include a personalised GUID link to the webpage. Excel - Create an Excel export of contact information, this can be used for a mail merge. Unity4 Export List - Create an export for Unity4 telefundraising.
Name	Give your scheduled communication a name.
Start Date	Set the date your communication should send/export.
Start Time	Set the time your communication should send/export.
Population Query	This dropdown will show all your own queries to choose from. Select a query of all contacts you would like to invite to your event.
Document	If you're using the Direct Mail or Email action type then an additional field to choose a document will show. This dropdown will show all active documents for you to choose from to be used as the PDF export or Email content.
From Email	If you're using the Email action type then an additional field to set the email address used to send your email will be shown. This dropdown will show all of your service emails to choose from.
Assign to Staff Member	Each action type needs to be assigned to a staff member, who will be notified when the communication has been processed and is available to download (for Direct Mail, Excel and Unity4). This dropdown will display all of your active users.
Is Active?	This will be ticked as default when adding a new communication. If a communication is scheduled but no longer required then it can be edited and unticked so that it will no longer be processed.
Save and Close	Click Save to save your new communication or Close to cancel. When you save your communication, remember to save your event also.

It will then be recorded under the Communications Scheduled header:

The communication will be recorded as active but not processed until the chosen start time and can be edited or deleted up until it has been sent, as long as the event is unpublished.

Please note: Communications will only be processed once the event has been published.

Once the communication date and time has been reached it will be sent/processed and the user will be notified. It will then be recorded under the Communications Sent header instead:

A list will be created and available to view under Contacts > My Lists including all contacts from your chosen population query.

The communication will also be recorded under your campaign header as its own campaign action and on each contact as a campaign sent.

Recipients

This will show all contacts who have received any of the event communications added above.

Audit

This will show a log of all actions in regard to the configuration and edits to this event.

On the left-hand side you will see:

Publishing your event

When you have completed your event setup and scheduled your event invitation you can Publish your event. Click the blue publish button at the top of the page to finalise the details and enable your event action to be available in the campaign dropdown on the contact payment form.

If required an event can be unpublished to make changes and then published again.

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