Your fields will largely depend on how your organization runs events. In any situation, Defined Fields are going to allow us to track the exact information that is relevant and important to you and your event. Once your fields are set and your data entry is completed, you can run a variety of queries and reports for your event.


If you are selling tickets, you will want to create an Approach to track these ticket sales.
  1. Click Management
  2. Click Approaches
  3. Click New Approach
  4. Enter Tickets in the Name field
  5. Click Save and View all Approaches

You will also want to create an Approach called, Event.  This approach will be used when you input donations that are from your event.
  1. Click Management
  2. Click Approaches
  3. Click New Approach
  4. Enter Event in the Name field
  5. Click Save and View all Approaches

Contact Methods will allow you to track those individuals that are invited, those who RSVPd, those who attended, and in turn those who did not attend your event.  You will need to add Contact Methods of Event Invited, Event Accepted, and Event Attended.
  1. Click Management
  2. Click System Defined Fields
  3. Click Contact Method
  4. Enter Event Invited in the Name field
  5. Click Add Value
  6. Enter Event Accepted in the Name field
  7. Click Add Value
  8. Enter Event Attended in the Name field
  9. Click Add Value
  10. Click Save and Finish

Now that your System Defined Fields are set up you will need to create a User Defined Field category that will store your event fields. A category is used to organize all your User Defined Fields within eTapestry.
  1. Click Management
  2. Click User Defined Field
  3. Click New Category
  4. Enter Event Information in the Name field
  5. Click Save and View all Categories
If you are selling tickets to your event, then you should make these next two fields appear in Transactions and Contacts, since these fields would apply on a ticket transaction as well as a contact (the entry we mentioned using to track invitations). It's rare that you would need to store a User Defined Field in more than one location, event tracking is one of those rare occurrences.

You will want to create a field called, Event Name, that will be used to designate your entries to your particular event.
  1. Click Management
  2. Click User Defined Fields
  3. Click the Event Information category
  4. Click New Defined Field
  5. Enter Event Name in the Name field
  6. Select Text under Data Type
  7. Click Next
  8. Select Contacts and Transactions for Field Application
  9. Click Next, Click Next
  10. Select Allow Assignment of only one item for Display Type
  11. Click Next
  12. Enter the name of your event in the Name field for Values
  13. Select Add value – do this for all events that you would like to track
  14. Select Save and Finish

You will also create a field called, Number of persons attending. This field will allow you to track the number of guests; you will be able to total up this number on any reports you create.
  1. Click Management
  2. Click User Defined Fields
  3. Click the Event Information category
  4. Click New Defined Field
  5. Enter Number of Persons Attending in the Name field
  6. Select Number under Data Type
  7. Click Next
  8. Select Contacts and Transactions (you do not need this on Transactions if you are not selling tickets) for Field Application
  9. Click Next
  10. Click Next
  11. Select Text Box for Display Type
  12. Select Save and Finish

If you would like to assign Table Numbers or Seat Numbers at your event then you will set up a field to store that information as well.
  1. Click Management
  2. Click User Defined Fields
  3. Click the Event Information category
  4. Click New Defined Field
  5. Enter Table Number in the Name field
  6. Select Number under Data Type
  7. Click Next
  8. Select Contacts for Field Application
  9. Click Next
  10. Click Next
  11. Select Text Box for Display Type
  12. Select Save and Finish
Once all your fields are created, you are ready to begin entering this information into your donors’ accounts.  To document who has been invited to an event, you will go to the journal page of their account and select to add a Contact from the add drop down box.
  1. Search and open the account in question
  2. Click Journal
  3. Select Contact under the Add New drop down menu
  4. Enter the date of your event
  5. Enter the subject of Event
  6. Select Event Invited for the Contact Method
  7. Select Event Name under the Event Information category
  8. Select the name of the event they have been invited to from the drop down box
  9. Select Save and Go to Journal
If you have a query of accounts that you have invited located within eTapestry, you do have the option of mass creating these contact records. Your query will need to have a data return type of Accounts and only contain the accounts you are wanting to create this contact invitation for.
  1. Click Management
  2. Click Mass Update
  3. Click Contacts under Create New Items
  4. Select your category and query
  5. Enter all the corresponding information for your contacts
  6. Click Next to Preview the number of contacts to add
  7. Click Next to run your mass update

As more information becomes available, you can change the Contact Method for the existing journal contact.  This contact should be easy to find within the donor’s journal, as it should be at the top or near the top of the journal list.  If your Invitee sends an RSVP, you can change the Contact Method to Event Accepted, and onto Event Attended when or if the Constituent attends the event. When your receive your RSVPs and change your contact method to Event Accepted, you can fill out the field of “Number of Persons Attending”, if you are tracking that information.  You may even decide to use the Note section of the contact to make notations about the invited donor.

If you are selling tickets to the event then you will also need to enter a gift in the journal, when the donor purchases their tickets.
 
  1. Search and open the account in question
  2. Click Journal
  3. Select Gift/Pledge from the Add New drop down
  4. Fill in the ticket money for the Received amount
  5. Select the Approach of Tickets
  6. Fill in the Event Name and Number of Persons Attending under User Defined Fields
  7. Select Save and Go to Journal

When the donor attends and gives either a gift or pledge, you’ll also enter that gift within their journal.
  1. Search and open the account in question
  2. Click Journal
  3. Select Gift/Pledge from the Add New drop down
  4. Fill in the Received or Pledged amount
  5. Select the Approach of Event
  6. Fill in the Event Name under User Defined Fields
  7. Select Save and Go to Journal