Event Log for Constituents
Within the Profiles World, the Event Log displays a constituent's information from the Event World. The Event Log is only a view of that information, it must be created and maintained within the Events World. Within that world, the information is organized and separated according to Event, and the various aspects of that Event. To view a single constituent's involvement in multiple events in that world would be tedious, as you would have to access each Event individually to see if that constituent is participating. Therefore, the Event Log is available to provide a view of the same details, but organized according to the constituent who "owns" the information, that is to say, participating in the Event
For example, a constituent may be registered to attend two events, be serving as an organizer for one of those, be serving as a solicitor for the other, be a guest of another registrant for a third event, and may have received invitations to attend those three events plus two more. The Event Log allows you to view all of that information in a single display, without sifting through extraneous details that don't pertain to this constituent.
Using the Organizer table as an example, in the Profiles World Event Log, the Organizer display shows a data row for every Event for which the currently accessed constituent is serving as an organizer. In the Events World, the Organizer display shows a data row for every constituent who is serving as an organizer for the Event that has been currently accessed for display.
The Event Log displays a constituent's data from the Event Organizer, Event Speaker, Event Solicitor, Event Correspondence, Registration, Event Guest, and Attendance data tables. This information is shown in much the same way that other data is displayed in the Profiles World. Data rows are shown below section headers; multiple data rows from the same table are delineated by a separator.
You may switch between Short and Long display mode for any of the data tables, in any combination with any other mode for any of the other tables, and you may use Sorting and Filtering to achieve the display options you prefer , using the standard techniques for doing so.
Unlike most other data displays, Insert and Editing functions are not available. This is because all data entry and maintenance is accomplished via the Events World, not Profiles.
Note: An Administrator can remove the Event Log from the Millennium Explorer if not used. See Table Options for more information.
What follows is a description of the information that is included in a constituent's Event Log display. The data fields that are listed are those that are included in the standard Event Log display. However, each institution can add new fields to, or remove fields from, this standard display, as well as change the labels for the data fields that do display, by using the Custom Display Designer. The Event Log display is customized via the Profiles version of the Custom Display Designer. Once the Profiles World version is accessed, select the Profiles menu bar item, select Biographical from the resulting drop list, select Event Log, and then select the table for which you want to customize the display.
Event Organizer
The Event Organizer table is designed to maintain information about the function of constituents (usually staff members) who will serve to plan and carry out the plans for the Event. When displayed in the Profiles World, the Organizer data table is labeled, Event Organizer. When presented in Long display, each row will show the following data columns:
- Event - the name of the Event for which the constituent is acting as an organizer.
- Activity - the name of the Activity within the Event for which this constituent is acting as an organizer. If the constituent is acting as organizer for the Event at large and the Organizer row is linked to the Event and not to a specific Activity, this field is not shown.
- Starting - the date on which the constituent began to serve.
- Ending - the date on which the constituent will no longer serve.
- Type - the nature of the role that the constituent will perform as organizer. These types are site-defined in the Organizer Type lookup table.
- Comment - free text notes concerning this constituent's role as organizer.
- Last update - the system-generated field showing the last time that any of the data in this row was created or edited. This information is not labeled.
- Last user to update - the system-generated field showing the User ID of the operator who performed the last edit to the row. This information is not labeled.
When shown in Short or in Mini mode, the display is condensed to show the Event name and (if appropriate) the Activity Name.
For complete details on all of the data fields in the table, see Event Organizer, within the Events World Help documentation.
Event Speaker
The Speaker table is designed to maintain information about the function of constituents who will deliver a presentation at the Event. When Event Speaker is presented in Long display, each row will show the following data columns:
- Event - the name of the Event for which the constituent is acting as a presenter.
- Activity - the name of the Activity (if any) for which the constituent is acting as a presenter.
- Address, Phone and email - contact information associated with the speaker.
- Starting - the date and time that the presentation is scheduled to begin.
- Ending - the date and time that the presentation is scheduled to end.
- Duration - length of the speaker's presentation.
- Location - the location of the presentation.
- Last update - the system-generated field showing the last time that any of the data in this row was created or edited. This information is not labeled.
- Equipment - the equipment that this speaker needs specifically for his or her presentation.
- Comment - free text notes concerning this speaker.
- Last update - the system-generated field showing the last time that any of the data in this row was created or edited. This information is not labeled.
- Last user to update - the system-generated field showing the User ID of the operator who performed the last edit to the row. This information is not labeled.
When shown in Short mode, the display is condensed to show the Event name,Activity Name and Location, and Last Update, Last User to Update.
When shown in Mini mode, the display is condensed to show the Event Name, Activity Name and Location.
For complete details on all of the data fields in the table, see Speaker, within the Events World Help documentation.
Event Solicitor
The Event Solicitor table is designed to maintain information about the function of constituents who will sell tickets, solicit pledges, or perform another role in boosting participation in the Event. When Event Solicitor is presented in Long display, each row will show the following data columns:
- Event - the name of the Event for which the constituent is acting as a solicitor.
- Goal - the goal that has been set for this solicitor. This could be a numeric goal or a dollar amount.
- Comment - free text notes concerning this constituent's role as solicitor.
- Last update - the system-generated field showing the last time that any of the data in this row was created or edited. This information is not labeled.
- Last user to update - the system-generated field showing the User ID of the operator who performed the last edit to the row. This information is not labeled.
When shown in Short mode, the display is condensed to show the Event name.
For complete details on all of the data fields in the table, see Event Solicitor, within the Events World Help documentation.
Event Correspondence
The Correspondence table is designed to maintain information about the invitation that was sent for a particular Event or Activity. Only Correspondence rows linked to an Event or Activity will display in the constituent's Event Log.
When Event Correspondence is presented in Long display, each row will show the following data columns:
- Name - the name of the particular mailing piece. These names are site-defined in the Correspondence Names lookup table.
- Type - the nature of the mailing (invitation, solicitation, confirmation, newsletter, etc.) as defined in the Correspondence Type lookup table.
- Sent By - the formatted name of the individual who sent the correspondence. If this individual is a constituent, this displays as a hyperlink, that, when followed, accesses the Event Log for him or her.
- Date Sent - the date that the correspondence was sent.
- Department - the Department within the institution with which the correspondence is associated, as defined in the Division lookup table.
- Response - the classification of the response, as defined in the Response lookup table.
- Response Date - the date that the response was received.
- Response Method - the way in which the response was delivered, as defined by the Response Method lookup table.
- Comment - free text notes concerning this constituent's role as solicitor.
- Last update - the system-generated field showing the last time that any of the data in this row was created or edited. This information is not labeled.
- Last user to update - the system-generated field showing the User ID of the operator who performed the last edit to the row. This information is not labeled.
When shown in Short mode or in Mini mode, the display is condensed to show the Correspondence Name and Correspondence Type.
For complete details on all of the data fields in the table, see Correspondence, within the Profiles World Help documentation.
Registration
The Registration table is designed to maintain information about each of the Events for which the constituent acts as the primary registrant. When viewed from within the Event Log, the Registration display consists of two elements for each Event Registration for the current constituent. The first is the primary Registration data that belongs to the current constituent. The second is a display of all of the Event Guest rows that are linked to that Registration.
Registration Info
When Registration is presented in Long display, each row will show the following data columns:
- Event - the name of the Event for which the constituent is serving as the primary registrant.
- Solicitor - The name of the Event Solicitor who is responsible for this registration.
- RSVP - a flag which may be used to indicate that the constituent has responded.
- Registration Status - the status of this Registration, as defined by the Registration Status lookup table.
- Amt. Pledged - the sum of the pledged amounts from all Event Guest rows that are linked to this Registration row
- Received Date - shows the date on which the Registration was received
- Cost - the total registration fee (including any Activities within the Event) that result from this Registration.
- Paid - the portion of the registration fee that has already been received.
- Balance - the portion of the registration fee that remains to be paid.
- Source - the source of this Registration information.
- Comment - free text notes concerning this constituent's role as solicitor.
- Last update - the system-generated field showing the last time that any of the data in this row was created or edited. This information is not labeled.
- Last user to update - the system-generated field showing the User ID of the operator who performed the last edit to the row. This information is not labeled.
Following the Registration information listed above, the name from each Event Guest row that is linked to this Registration will be shown in a single line, delineated by a small separator bar. That display is described below.
Each set of Registration info plus its linked Guests is delineated from the next set by a larger separator bar.
When shown in Short mode, the Registration display is condensed to show the Event name, Solicitor, RSVP, and Registration Status. The Short display does not include the display of any Guest names.
When shown in Mini mode, the display shows the Event name only.
For complete details on all of the data columns, see Registration within the Events World Help documentation.
Event Guests Displayed in the Event Log
Every Registration row generates at least one Event Guest row - this one belongs to the constituent who acts as the primary registrant. There will frequently be additional guests who are also linked to that same Registration and each of those guests will also generate a row in the Event Guest table.
When viewed in the Event Log in the Profiles World, all guests who are included in the same registration will be shown in a series of indented, single lines, below the Registration information, when Registration Info is displayed in Long mode. One line is shown for each guest, with a small separator bar between each. Included to the left of each line is a small, blue, detail button. If you click on one of those buttons, the display frame will show the complete details for that one Event Guest row. To return to the original display, click on the Event Log item in the Millennium Explorer.
When shown as part of the Long display of the Registration (under Event Log), the Event Guest line shows each guest's name, followed by a list of the names of the Activities that this Guest is scheduled to attend (for this Event).
When the Detail button is activated for one of the Event Guest lines that is shown with the Registration information, the original display is replaced by the Event Guest display for that one guest. This includes the header, Guest Detail and the following data columns:
- Event - the name of the Event for which the constituent is a guest.
- Attended? - a flag signifying whether the guest attended the Event or any Activity associated with the Event.
- Representing - if the guest is attending on behalf of a company or other organization, this field may be used to show that information.
- Name Tag Line 1 - the first line of text to be printed on a name tag.
- Name Tag Line 2 - the second line of text to be printed on a name tag.
- Name Tag Line 3 - the third line of text to be printed on a name tag.
- Tag Printed - a flag signifying whether the name tag has already been printed.
- Pledge - the amount that the guest has pledged to donate in connection with this Event.
- (Address Line 1) - the street address for the guest.
- (Address Line 2) - the second line of the address for the guest.
- (Address Line 3) - the third line of the address for the guest.
- (City) - the city of the guest's address.
- (State) - the state for the guest's address.
- (ZIP Code) - the ZIP Code for the guest's address.
- Phone # - the phone number associated with the guest's address.
- Comment) - free text notes concerning this constituent's role as solicitor.
- Last update - the system-generated field showing the last time that any of the data in this row was created or edited. This information is not labeled.
- Last user to update - the system-generated field showing the User ID of the operator who performed the last edit to the row. This information is not labeled.
For details on all of these data fields in the table, see Event Guest, within the Events World Help documentation.
When viewed in the detailed display, the list of Activities that the guest is scheduled to attend is shown in a display that is expanded from a single line showing the name of the Activity to a four line display (for each Activity) showing the information listed below. This display is indented just below the Guest information.
- Activity - the name of the Activity.
- Attended - a flag that may be used to indicate that the constituent did attend the Activity.
- Section - the section where the constituent was seated.
- Row - the row where the constituent was seated.
- Seat - the seat assignment for the constituent.
- Table - the table assignment for the constituent.
- Last update - the system-generated field showing the last time that any of the data in this row was created or edited. This information is not labeled.
- Last user to update - the system-generated field showing the User ID of the operator who performed the last edit to the row. This information is not labeled.
Guest Of
If the current constituent is a Guest of a constituent who is the primary registrant for an Event (that is to say, the current constituent is not the primary registrant, but is a Guest linked to another constituent's Registration), Guest and Activity Attendance information for these Events will be listed under this heading.
In Long mode, the display of Guest information will show the following:
- Guest of - the name of the constituent who owns the primary registration row to which this constituent's Guest row is linked. The registrant's name is shown as hyperlink text. If the hyperlink is executed, the Event Log for the registrant is shown. In the registrant's display, under the heading of Registration, you will see the original constituent shown as a guest, along with all other guests who are part of that Registration.
- Event - the name of the Event for which the constituent is a guest.
- Attended - the flag that signals whether the constituent did or did not attend any of the Activities or the Event in general.
In Long mode, the display of Activity Attendance information will show the following:
- Activity - the name of the Activity.
- Attended - a flag that may be used to indicate that the constituent did attend the Activity.
- Section - the section where the constituent was seated.
- Row - the row where the constituent was seated.
- Seat - the seat assignment for the constituent.
- Table - the table assignment for the constituent.
- Last update - the system-generated field showing the last time that any of the data in this row was created or edited. This information is not labeled.
- Last user to update - the system-generated field showing the User ID of the operator who performed the last edit to the row. This information is not labeled.
When shown in Short mode, the Guest information display shows the Guest of name, the Event name, and the Attended flag. The Activity Attendance information display shows the Activity name and the Attended flag for the activity.