ProDon:Participant Management

Introduction

It is possible to manage the participants for the different fundraising activities.

Example:

The Logilys company purchases 4 tickets for a golf tournament.

The transaction will be carried out on behalf on this company, which is the payer, and the name of each player will be entered in the participants section. Note that these participants may or may not be in the database.

Thereafter, it will be possible to produce and print participants lists and reports for each activity.

Activity configuration

From the "Donation occasion" management, select the line of the activity and double-click to open the "Edit/View activity" window, then click on "Participants" in order to activate the participant management.

It is possible to add fields to document specific options for an activity (e.g. table number, shotgun start, golf ball colour, etc.). Simply name the option label (e.g. "dinner table").

Add participants

Following the activation of the participant management for an activity, the "Participants" tab becomes available during a transaction addition for this activity.

There are two types of activities: the "Standard" type and the "Sale price" type. Click here to learn more.

If the activity is of "Sale price" type, you first have to enter a quantity in the "General" tab of the transaction to obtain an equivalent number of lines to the number of participants to enter (e.g. 3 tickets sold = 3 lines to add participants).

A: Allows you to add or remove lines to the participants list if the activity is of "Standard" type. If the activity is of "Sale price" type, the number of lines needed is calculated automatically based on the quantity entered in the "General" tab.	B: By double-clicking on a blank line, it is possible to search among the existing clients in the database to add a participant.
C: It is also possible to manually enter information in the available fields if the client is not present in the database.	NOTE: If the client is not present in the database and you feel the need to add him or her, double-click on a blank line and the "Clients list" box will open. Then click on "New" to add the client to the database.

If some option labels have been named during the activity configuration, the columns "Option 1", "Option 2", "Option 3" and "Option 4" will automatically have the names they were attributed earlier.

In the following example, the "Option 1" field has been replaced for "Shotgun start" and the "Option 2" field has been replaced for "Dinner table".

D: To quickly enter the same information for all the participants of a transaction, enter the value and click on "Assign". In this example, all the participants will be assigned table 056 and shotgun start 02.	E: In the same example, if the box "Establish a numerical sequence on an option by multiple of 1" would have been checked, the first participant would have started his round of golf at the second hole and would sit at table 056; the second participant would have started her round of golf at the third hole and would sit at table 057; the third participant would have started his round of golf at the fourth hole and would sit at table 058.
F: It is also possible to manually assign a table and a different shotgun start for each participant. Simply enter the desired shotgun start and table in the right fields. To do so, you must not write anything at step D.	NOTE: In the option "Establish a numerical sequence on an option by multiple of 1", it is possible to modify the multiple "1" for any other digit, the numerical sequence will then be done with this multiple. For instance, if the entered digit had been "2", the first participant would have started his round of golf at the second hole and would sit at table 056; the second participant would have started her round of golf at the fourth hole and would sit at table 058, and so on.

Viewing and printing participants lists or customized reports

From the "Analysis & History" management, go in the "Participants" tab.

File:Participant management 003.png
A: It is the search bar to find the participants. In this example, the "Golf tournament 2011" search, which is based on the "Occasion" column, allows you to see all the participants for this donation occasion. It would have also been possible to search "Dinner" in the "Activity" column to see everyone who has a ticket for dinner at the Golf tournament 2011.	B: From the search result, it is possible to create a list or a report by using the "Customized reports". To do so, click on the button. For more information concerning the customized reports, consult this procedure.
C: It is also possible to export data in Excel. To do so, click on the button. For more information concerning data exportation, consult the Export and merge data procedure.

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Document name: ProDon:Participant Management

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