Innovative Ideas Series
How to automate communication to an event participant based on their attendance type
You may have wondered how to save time on a similar workflow: One organization offers events that can be attended either in person or via teleconference. In the registration workflow, the registrant would choose their mode of attendance after which the event manager would manually email the participants depending on how they would attend to provide either parking instructions or a link to the teleconference platform.
How can an event participant keep the relationship with his/her primary member?
Has this happened to you? When an individual registers for an event the relationship with his current employer becomes disabled and is replaced by another employer contact with a similar name!
If so: You should know that this is a typical situation for membership based organizations (ie. trade, alumni, etc.) who hold events.
Use checksum token to update an event registration by someone else than the registrant
Let's say that you are organizing an event where registrants must ask a sponsor to support their application in order to get it accepted and become a participant. But how can you collect the sponsor’s feedback and still link it to the applicant?
One of our customers reached out to us for assistance with the configuration of their conference where students were required to provide the recommendation of a teacher to sponsor their application to a multi-day conference. Until now, they were collecting the data on different contacts:
- the student registration is recorded with the student contact
- the teacher’s recommendation is recorded with the teacher contact
but the only way to link a student with his/her teacher’s recommendation is to compile the two different lists of contacts.
We suggested a different approach which would allow collecting the teacher’s comments directly with the student contact record. This would be possible with the use of the checksum token.
Allow registration status for "Not attending"
An organization holds regular committee meetings using CiviEvent to track the participants. To make sure the committee members register in advance so that meeting plans can be made accordingly, the organization sends several reminders prior to the event.
But some members would like to be able to express their intention to not attend the event so they don't receive reminders for the event anymore.
Donation levels can assign voting rights
You might consider CiviMember to be simply a tool that allows people to join and/or sponsor your organization, but it can actually be used in many different ways. We talked previously about using membership tools to track sponsors helping kids go to school. Here is another clever way memberships can be used:
This organization collects donations from individuals to finance local projects. Donors can donate individually or as part of a group and their donation contributes to the group's overal donation. Every time a donor (individual or group) donates a certain amount, they are awarded a voting right to help decide which projects will be funded at the end of the year. In other words, someone who donates multiple times the voting threshold over the course of a year will receive as many voting rights!
One registration. One payment. Multiple events!
What would you say if we told you that CiviCRM can be configured to manage multi-day or multi-event registrations and payments for a single contact? It's true! Here's how we configured CiviCRM to manage an organization annual fundraiser by creating a way for their members to register for multiple events during a single-day event. But you might be thinking that, as far as you know, CiviCRM only allows participants to register and pay for one event at a time. So how did they do it?
Use “Campaigns” to manage trade missions
Most people use CiviCampaign as a tool to manage fundraising or advocacy campaigns because CiviCampaign is one of the transversal components of CiviCRM that allows you to link together events, activities, mailings and contributions under one umbrella in order to track progress toward a goal. So if you think outside the box, there are other uses for CiviCampaign and some are more business oriented. This post describes how an international trade association uses CiviCampaign to manage trade missions.
Use "Activities" to manage your workflows
You may have heard of CiviCase which allows you to handle complex workflows in CiviCRM. This is a powerful tool but can be difficult to configure properly.
What if you have a simple workflow involving only a few interactions with your contacts? You can manage this workflow with the use of "Activities!"
Use Schedule Reminders to send Welcome Messages to Members
If you manage memberships or events in CiviCRM, you may already be familiar with the Scheduled Reminders. This function of CiviCRM allows you to automatically send an email to your contacts when a system event is reached. For example, you can inform constituents that their membership is about to expire and that it is time to renew it (check our article about checksum tokens to direct your contact to a prefilled membership renewal form), or remind them that they are registered for an upcoming fundraiser happening soon.
Use the Membership module to manage Sponsor/Student Relationships
This is an example of how you can use the membership module of CiviCRM called "CiviMember," for managing sponsorships for students seeking continuing education rather than the traditional use for managing memberships!
The organization main need is to track the relationship and the financial support between the individual sponsor and the sponsored student.