Davie 201 – Events – Course Materials

Event Invitations

Using the event invitations functionality in Davie, you can:

• Manage the invitation processes your organization uses for events.
• Create lists of invitees for events, and manage invitation statuses for each invitee in a list.
• Run automatic invitation processes to record that invitations were sent and create an export file.
• Add multiple invitation processes for a single event.

The following graphic displays the steps involved in creating and managing invitations:

Create the Invitation

On the Invitations tab of an event record, you can add invitations to send through mail or email for the event.

Click on the add button.

1. Enter a unique Name and Description for the invitation
2. Enter the date when the invitation will be sent
3. Mark this checkbox to create a selection of those who are sent the invitation. Enter a unique name for the selection and choose whether to overwrite existing selections of the same name.

Click on the Processing Options tab

1. Select whether to send the invitation through mail, email, or both. If you select Send through both mail and email, according to each constituent’s preferences, select which method to use for constituents without a communication preference for mail or email.
2. Search for and select the package to send through email
3. Search for and select the package to send through the mail
4. Select which address types to use for the invitation
5. Select the addressees and salutations to use for the invitation
6. Select the types of constituents to include in the invitation

Add Invitees to the Invitation

Invitees are the constituents you send invitations to for a specific event.

Invitees List

The invitee list contains a list of all invitees for the selected event.

Add Invitees

You can add invitees one at a time, or you can use a query to add multiple invitees at once. To add multiple invitees, you must create a selection to define which constituents to add as invitees.  (For GAA events contact Joan Pendergraph.  For Non GAA events go to the Davie Portal and complete the Request List form.)

Once you add invitees to the invitee list, you can track whether or not invitees were sent invitations, along with their responses.

Run the Invitation Process

The invitation process must be run to add the invitees list to the event.  Also this process creates the output file of names and addresses to be used for the invitation mailing.  (You can output the file to an Excel document.) 

1. Go back to the event and click on the Invitations tab
2. Click on the Poplar beside the invitation list
3. Click the Send button
4. Click Run.  Once this process is finished go back to the event.

Download Output Files

Once you run the invitation process, the invitation process status page appears. On this page, you can download the output file in an Excel file or a comma-separated values format (.csv).

Download a Single Output File

The single file download creates one output file containing all data.

Download Multiple Output Files

The multiple files download splits output into multiple files based on the unique values of a selected field.

Download Grouped Files

The grouped files download creates output files including data grouped by specified field values.

Event Registration

Registrants are the event’s attendees.

Add Registrants and Guests for a Single Event

When you register a constituent for an event, you indicate how many guests the constituent is bringing and records registration options for the registrants.

On the Registrations tab for the event, click the Add button.

1. Search for and select the constituent to register. (If more than one person has the name you will get the search constituent box and you will need to pick from the list.)
2. Select whether the constituent is a pre-registrant or a walk-in.
3. This grid displays:
   1. The registration options available for the event.
   2. The registration fee associated with each registration option.
   3. The number of constituents in this group registered for each registration option.
4. Select the constituent’s registration option.
5. If a registrant includes the name of a guest with the registration, you can enter the guest as a constituent in Davie. If a registrant has unknown guests, you can select Unnamed guest and edit the registration later to add guest name and preference information. When selecting a guest all of the person’s relationships will be in a drop down list that you may choose from for the guest.  If the guest is not on the list you will need to search Davie for their record and create a new record if needed.
6. You can mark this checkbox to waive the event registration fee for a registrant.

Add Registrants to Multi-Level Events Using Registration Packages

For multi-level events, registrants may choose to register for a package or individual events.

1. Search for and select the constituent to register.
2. Select whether the constituent is a pre-registrant or a walk-in.
3. This grid displays the events and benefits included in the package.
4. Search for and select the constituent attending the event. If a registrant includes the name of a guest with the registration, you can enter the guest as a constituent in your database. If a registrant has unknown guests, you can select Unnamed guest and edit the registration later to add guest and preference information.
5. Select the registrations options for each registrant.
6. You can mark this checkbox to waive the event registration fee for a registrant.

Registrant Record

The registrant record tracks information about guests, registrations, preferences, and benefits for the selected registrant.

The following table identifies the tabs available on the registrant record and includes a description of each.