When you create an event in NeonCRM, you start by entering the basic information first, and then you fine-tune all of the advanced settings later. To create a new Event, navigate here: Events > New Event
The event configuration page has the following sections:
- Event Information
- Event Description
- Event Date/Time
- Event Location
- Financial Settings
- Donation Type
- Front End Settings
- Event Availability
You can also create a new event by copying an existing one. You can do this from the Event Detail or the Event List page.
- Name is the public name of the event, which will display on your website
- Summary is an optional description of the event
- Campaign allows you to automatically post all registration fees and/or donations from this event to a Campaign.
- Registrations for the event will also contribute to the Fund and Purpose as the selected Campaign.
- If your event is tied to a Campaign that supports Social Fundraising, then a field is automatically added to the bottom of that event registration form asking the registrant if they want to credit this event registration to this team or individual. To remove this field from your event registration form, you'd have to disable social fundraising for that campaign or unlink your event from that campaign.
- Maximum Attendees allows you to define a maximum number of attendees for the event. If you enter a number here, online registration for the event will automatically close the attendee maximum is reached. (Note: You can also set this up per ticket level. )
- Code allows you to define an optional code for internal tracking purposes
- Web Template allows you to apply a custom built alternate template for the event registration form and event page for this event.
- Event Category and Event Topic are used to sort your events on the Event Listing Page.
The set of checkbox options determine the registration behavior and availability of your event:
Publish Event Page makes your event "go live" and creates a page listing information about your event from the Event Description, as well as links to the Event Registration form (if enabled). It also automatically adds this event to your Event Listing Page and calendar.
Enable Event Registration Form enables the online registration form for this event. Disabling this option closes online registration. Online event registration closes automatically after the specified Event End Date.
Archive deactivates this event and prevents it from showing up on your internal event list. Archived events are not available in event reports.
Enable Wait Listing - If enabled, NeonCRM will continue to accept registrants even after the Maximum Attendees has been reached. It will place those registrants on a wait list without asking them for financial information. It will be your responsibility to determine who from the wait list will be allowed to attend the event; NeonCRM does not do this automatically. Learn how to create and manage Event Wait Lists.
Send Ongoing Registrations to Wait List - If enabled, all future registrants will be added to the wait list immediately even when the event has not reached capacity. Learn how to create and manage Event Wait Lists.
Create NEON accounts for all attendees - If enabled, NeonCRM will create a new account for all attendees for this event. Neon always creates an account for the event registrant. This setting only applies to attendees other than the registrant.
The Event Description will appear on the page for this event that is created by NeonCRM. This is where you enter the content of the Event Page.
Your Event Description content is created using a WYSIWYG editor. You can add as much or as little information as you would like, and modify the appearance to include pictures, change the font, etc. Use the buttons at the top to align your text, change the text size, your font, and the text style. You can add an image using the Image button as well.
Enter in a date in the Event Date/Time section. Use the calendar to choose a date, or enter a date manually using the mm/dd/yyyy format (e.g. 10/28/2017). Choose a start and end time designating AM and PM.
You can also set a Registration Open and/or Close Date and time. These allow you to control the dates and/or times during which your online registration forms are accessible.
If you set a Registration Open Date and Time, anyone who clicks the registration link before that time will receive the message highlighted below:
If you set a Registration Open Date but no time, NeonCRM will consider the Registration Open Time to be midnight (0:00) on the open date.
If you set a Registration Close Date and Time, anyone who clicks the registration link from that time onward will receive the same message as above.
If you set a Registration Close Date but not time, NeonCRM will consider the Registration Close Time to be midnight (0:00) on the close date.
System users can still process registrations before the open time or after the close time.
If no registration close date/time is set, online event registration will close automatically at the specified end time or, if no end time is specified, at 12:00am on the End Date.
You can also change the time zone for this specific event. Clicking Set Default Time Zone will allow you to change the default time zone for all events and activities created in your system.
Add a location by entering in the location details such as street address, general location, city, state, and zip code.
You'll have four pricing options:
- Free Event - The event has no general admission fee. You can still add paid sessions to this event and collect donations, so Fund and Purpose are still available options.
- Single admission fee - The event has the same general admission fee for each attendee. Once selected, a field will appear where you can enter that admission fee, and note the tax-deductible percentage of that fee. Again, sessions with different prices can still be added later to the event.
- Multiple ticket prices, one attendee per ticket - This is best used when you plan to offer tickets of varying price levels, such as VIP tickets or special prices for members. Each attendee still needs their own ticket. You can create these tickets on the event's detail page.
- Multiple ticket prices, multiple attendees per ticket - This is best used if some ticket levels are for groups like tables or golf foursomes. One ticket can be shared by multiple attendees. You can create these tickets on the event's detail page.
The tax-deductible amount can be viewed in Event Registration Reports and from the registration record itself, as shown in the example below:
The <<Tax-Deductible Registration Amount>> token is available to use in the Event Registration system email. You can add this token to the header/footer content of the default event registration email.
- If you specify Exactly, this will be a fixed number, meaning if you put "4" here, all registrations will require you to include exactly 4 attendees.
- If you specify Up to, your registrants will have an option of how many attendees to specify. If you put "Up to 4", your registrants will have the option to register between 1 and 4 attendees.
When you specify a cap on the number of attendees per registration, Neon will automatically remove the Number of Attendees field (shown below) from that event's registration form.
Instead, you will be prompted to do this on the next page, as shown in the example below of an event where the Attendee # per Registration is Up to 5.
The Choose your Donation Type section allows you to ask for your constituents to make a donation while registering for an event.
- This donation is added to their registration total, but it is processed as a separate donation within NeonCRM.
- The donation will be assigned to the same Campaign as the event. If the event does not specify a campaign, the donation will go to the campaign marked as the default campaign for online donations.
- A registrant that makes an additional donation here will receive both the Event Registration and Donation Appreciation system emails.
- If a registrant selects a Fundraiser to credit their registration AND makes an additional donation, then the donation will also be credited to the selected Fundraiser.
If you select Donation Level, constituents can choose from a list of pre-set donation amounts.
If you select Free Input donation, constituents can enter any donation amount they like.
Selecting either donation option will give you a additional field where you can enter the Donation Field Label.
When enabled, the Free Input Donation field or the list of Donation Levels appear at the bottom of the Registration Summary Page.
The settings in this section apply to the Event Registration Form for this event only.
If you choose Allow registrant to choose relationship type between attendees, the following drop down field will be added to your event registration form:
If the registrant selects Same Household then Neon will create a household on the registrant's Neon account and the attendees will be added as household members.
If the registrant selects Same Company then the attendees will be added as company contacts on the company's Neon account.
Select Default the relationship type between attendees to "Household" or Default the relationship type between attendees to "Company" to specify which relationship is selected by default on your event registration form.
If you select the option to Display the checkbox that automatically makes the event registrant one of the attendees then the Include myself as an attendee check box field will be added to your front-end Event Registration Form, as shown in the example below.
This setting allows you to specify who can access your online registration form for this event. It defaults to Public (available to everyone), but you can restrict it to any of the following groups:
- Any logged-in constituent
- Any current member (most recent membership has not expired)
- Current members at specific level(s)
- A custom defined group
If you choose the custom defined group, you will be asked to run an All Accounts Report search to determine the specific group who should have access to this event.
If you choose any restricted group, you will also be allowed to restrict each account to a single registration, as shown below:
You can also customize your own "permission denied" message. This is what anyone will see who tries to access your event form when not logged in to a qualifying account.
Once you have entered the basic details for your event and clicked Submit, you are presented with the Event Detail page. From here, you can add advanced capabilities to your events. This top section provides a lot of details about your event, as well as links to reports on the right side. From the Event Detail page, you can modify and customize your event further.
You can also create a new event by copying an existing one from the Event Detail Page.
The copy function allows you to create a new event, or a series of events, by copying the settings and information of an existing event in your system.
When you copy an event from your event list, you can either:
- Copy the event once
- Set the event to repeat at the specified unit (week, month, year) and interval
After creating the copies, you can make changes to the original or the copied event. Editing the original event settings will not effect the copy, or vice versa. Copied events are not tied to the original event or other copies, so changes made to one will not be applied to the other(s).