Event Records

To view detailed information about an event, select its name under Events in the navigation to open its record. From an event record, you can manage details such as its location, fees, and list of participants. At the top in the overview, you can view and manage pertinent information about the event, including its name, a brief description, and when it takes place.

Tip: In the database view, you can manage basic information about the event on the General tab of its record.

  1. From the event's record, select Edit.

  2. Update the name, description, or date and time as necessary.

  3. Select Save.

To mark an event as inactive, select Mark inactive.

Note: By default, inactive events do not appear in the Events List. To see inactive events from Events, see Event Filters.

Under Attachments, you can manage files related to the event, such as a PDF of a vendor contract or an image of the venue. For more information, see Attachments.

Tip: In the database view, you can attach files on the Media tab of event records. These files appear under Attachments on event records in the web view. However, we strongly recommend you save these files as attachments in the web view instead. For details why, see Attachments or Media?.

If your organization uses attributes in the database view to track specialized information about the event, such as whether the venue is handicap accessible, you can view them under Custom fields. For each field, you can view its name — or “category” — and value. You can also view when the field was added and comments about its information. For more information, see Custom Fields.

Under Details, you can view information about the event including its venue, how much you plan to raise, and how many people the venue allows. For more information, see Event Details.

Tip: Don't see Online Registration Forms? No need to worry. If all goes well based on feedback and usage, expect its wider release in a future update.

Under Online registration forms, you can create registration forms for your constituents to sign themselves and others up for the event, enter their contact information, and pay their registration fees (for paid events). You can also preview and edit the existing registration forms for this event. For more information, see Online Registration Forms.

Under Participants, you can easily compare invitations and responses before an event to the actual turnout afterward. Each total opens a pre-filtered list of participants you can use to follow up, such as to send reminders. You can also open the list of participants (and their guests) to access their records. For more information, see Participants.

To help track custom information about participants, such as t-shirt sizes, meal preferences, and seating requests, you can add fields — known as participant options — to collect details that are specific to each event. Participant options provide flexibility because you can gather different information for the same option in various events. For example, create meal preference fields with different food choices in each dinner event you host.

Under Participant options, you can add and manage the fields and their values. For each option, you can also view how many participants responded to each value. To view who selected a value, such as to distribute t-shirts, select the number of responses under the option’s name. For more information, see Participant Options.

Under Fees, you can view how much you charge for each of the ways participants can register. You can also view and manage which fundraising efforts an event's payments support and add new types of charges for the event. For more information, see Fees.

Under Expenses, you can track the costs and budget for an event. For more information, see Event Expenses.