Create and Deploy Events/RSVPs

Knowledge Level: 
Time: Less than 5 minutes
Suggested Skills: Tessitura, Surveys
Objective: Event Registration tracks back to Special Activities in Tessitura, which is a non-paid activity. The Special Activity will need to be set-up in Tessitura before you start to build your event survey in mail2, to determine the recipients. In order to use the Tessitura Special Activity Registration process, there are a few pieces of configuration that must be done prior to deploying the registration form link. An event is essentially a survey with at least three specific questions, and it is set up in the same way as a survey. 

Invite your list in Tessitura:

In order for the Special Activity to update properly in Tessitura, you must invite your list of constituents to that Special Activity using the "Manage Special Activities" Utility in Reports and Utilities in Tessitura. A patron should be invited to the special activity on the specific date linked to the invitation form in the mail2 dashboard. 

Do you want to allow non-invited contacts to respond?

If the constituent who responds does not have an invitation record on their account, a new T_DEFAULT entry record will need to be added to allow an invitation record to be created. Create a new T_DEFAULT row with a Field Name of 'm2InsertSpecialActivities' and a default value of 'Yes' to enable the feature.

Do you only want to update contacts with their primary email address?

The m2SpecialEventsUpdateOnPrimary T_DEFAULT can be added to your parent table. Possible values are 'Y' and 'N'. The default is 'N', so if 'Y' is entered, only patron records where the email address responding to the special activity is the primary address on the constituent record will have the activity row updated. By default, any constituent that owns the email address in question, and has previously been invited to the activity type on the date specified will be updated. 


Once your Special Activity has been set up, you can begin the steps outlined below.

1

Go to Survey Dashboard > Surveys > Create

2

Define the Survey as Part of an Event Registration

3

Title your Survey or Event (for internal use)

We've outlined the steps as a recommended order, but once the basics have been established, you are free to build the remainder of your event in whatever order works best for you.

4

Input your Questions

To add a new question, click “Add New Question,” then “Edit This Question.” In addition, by using the icons to the right of each question, you can edit questions, move them to another page, delete existing questions, or insert additional questions. [Learn more about questions.]

For an Event, the four questions that will track back to Tessitura Special Activities are as follows:

1. Will you be attending?

This should be set up as a Radio Button question type. Input type can either be dropdown or radio button. In order to track back to Special Activities in Tessutura, the Question Token field must be filled in with the token sa_status. The question should be marked required, with “Yes” and “No” set up as the choices.

2. How many are attending?

This should also be set up as a Radio Button question type. Input type can either be dropdown or radio button. In order to track back to Special Activities in Tessitura, the Question Token field must be filled in with the token sa_num_attendees. The question should be marked required, with numbers set up as the choices.

Note: for sa_num_attendees, a good thing to do is always have a default value of “none” by setting up zero as an answer choice. When using a drop down input type, zero should be your first answer choice. This is because, the first answer choice you create shows up in the answer field of a survey by default. If a patron responds “no,” they may not change the sa_num_attendees drop down selection, but leave the field as it is, with a number in it. You wouldn’t want a default value of “1” to be reported back to Tessitura for a “no” respondent.

Similarly, with radio buttons, once one answer is chosen, it can be changed, but a blank answer can no longer be submitted. A “no” respondent may not select the radio button for “Number Attending.” Or, they may have already clicked a value of one or two and wish to change that to none. Without having zero as a choice, they would be unable to convey “none,” and again, a number attending of “1” would be reported back to Tessitura for a “no” respondent.

3. Any other comments or special consideration notes

This should be set up as a Text - More Than One Line question type. In order for it to track back to Special Activities in Tessitura, the Question Token field must be filled in with the token sa_notes. Please note, there is only one notes field within Special Activities, so while you can create more than one notes field in your events survey, only one will track back to Tessitura. Only set up one "Text - More Than One Line" question with the "sa_notes" token. The question does not need to be set up as required.

4. Email verification

The Email Address question type is typically used in the situation where someone is RSVPing for an event on someone else’s behalf (i.e. an assistant RSVPing for multiple VIPs, etc.). By including this field, the respondent is able to indicate to which email address he/she is responding.

Any other questions, responses and respondents of the form are tracked in Tessitura as a normal survey would be. 

5

Complete Tab Details 

Click on the below tab title to learn the details of its settings.

6

Preview and Activate the Event

Use the preview button on the top right of the event editing screen to view a preview of the draft survey you are currently editing. While previewing a survey, all logic and actions will act as expected, the introduction and thank you messages will be displayed, and notification emails will be sent. However, no responses will actually be stored, the reports cannot be viewed, and confirmation emails will not be sent. To actually begin storing responses, the survey must be activated.
 

7

Link Event with Special Activities in Tessitura

Before deploying the Event Registration email, the Event needs to be traced to the proper Special Activity in Tessitura. To do this, go to Tessitura Integration > Surveys & Events and click “Manage Events”. There is a 1:1 correlation between forms and activities, meaning, for each activity for which you'd like to collect RSVPs you must create a separate registration form. 

The Event that has just been activated will not be linked. Click “Link” and select the type of Special Activity from the drop-down list, the date of the Special Activity from the calendar, and click “Link Event”.


8

 Deploy the Event

Once your event is complete, you can begin to direct your patrons to the Event Registration. This is done by setting up a standard email campaign in mail2 and adding in the survey link from the dropdown that directs patrons to the correct event landing page. This is done by setting up a standard email campaign in mail2 and adding in the survey link to that directs patrons to the correct survey landing page.
 
Using the survey dropdown in the email editor, insert the survey link of your selected survey into your campaign.  Learn about syncing and downloading survey data.

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