FUN - Populate an Event

Populate an Event Overview

This program is used to create invitation lists, create merge files for email or Word® for the sending of invitations and manage acceptances for school events.

Select an Event Screen

When 'Populate an Event' is selected from the menu tree the 'Select an Event' screen will load and display all events that have been set up by the school in Finance > Fundraising > Setup Information > Fundraising Setup on the 'Events' tab.

The 'Event Selection' displayed can be filtered by selecting an Event Type on the left side of the screen and clicking 'GO' to display only those events assigned to the chosen 'Event Type'.

Event Types are created in Finance > Fundraising > Setup Information > Fundraising Setup. Each event is assigned to an 'Event Type' when an Event is created.

Select an event from the 'Event Selection' list to display the 'Populate an Event' screen and start processing invitations.

Populate an Event Screen

The 'Populate an Event' screen allows the user to pre-filter the invitation list based on 'Donor Links', 'Donor Status', 'Event Type' and 'Alumni/Alumnae Year'.

A donor can choose their preference for the types of events that he/she likes to attend. This can be beneficial when targeting donors for specific events and is defined in the Finance > Fundraising > Donor Information > Donors 'Events' Tab, 'Event Types/Preferences' collapsible panel.

The use of 'Event Types' allows your school to better target your potential audience for an event. As an example, you may set up an 'Event Type' called corporate events, then flag all individuals that are likely to attend these events.

By selecting an 'Event Type' from the 'Populate an Event' screen, only donors whose preference for the selected event type will be displayed in the next screen.

The 'Alumni/Alumnae Year' search function will only become active when 'Past Students' is selected from 'Donor Link Selections'. You can use this function to manage school reunions.

Select the 'GO' button to progress to the next screen after the selection criteria have been entered.

Creating an Invitation List

The screen will display in columns with the following three panels, 'Donors', 'Invited Guests' and 'Accepted Guests'.

The 'Donors' column will display a system generated 'suggested' invitation list based on the selection criteria provided in the previous screen.

Create your invitation list by selecting individual or multiple 'Donors' from the list and clicking the arrows in the 'Action' column linking the 'Donors' and the 'Invited Guests' lists.

Holding down the 'Shift' key while clicking on donors' permits a range selection, holding down the 'Ctrl' key allows individual selection of donors.

Once the 'Invited Guests' list has been created, select the 'Save' button to record the newly created list.

Once 'Invited Guests' have been recorded, the user may create lists or mail merges to send correspondence to the 'Invited Guests' list.

Important!

'Print' and 'Mail Merge' will only produce reports based on the information that has been saved.

Print List

Select the 'Print List' button to produce an 'Event Invitation Report' from the 'Populate an Event' screen.

The 'Print' function allows the user to choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel®, Microsoft Word® or on screen.

The 'Print' option is also used to format the report. Sorting options are available on the left side of the screen.

Use the checkboxes on the right side of the screen to indicate your preference for displaying 'Alternate Row Colours' and 'Table Borders'. These can enhance the readability of the report but are not available if the listing destination is Excel®.

Mail Merge

Select the 'Mail Merge' button to produce AMAS, Word® merge files, email lists for bulk mail-outs or a combination of Word® merge file and email list.

The 'Event Invitation Labels/Letter Merge' screen allows the user to choose the 'destination' of the merge. This can be an 'AMAS File', 'Word® Merge File' or 'Email'.

Select 'Extra Fields' to include in the merge by highlighting them with a mouse click. Sorting options are available on the left side of the screen.

Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key allows individual selection of additional fields.

Important!

'Print' and 'Mail Merge' will only produce reports based on the information that has been saved.

Word® Merge	Generate a .txt file suitable for merging with a Word® letter or label template. Click the 'Word Merge File' Button. To include additional fields in your Word® Merge highlight the appropriate fields from the 'Extra Fields, (Word® Merge only)'. Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key enables selection of discrete (individual) criterion. Click here for more information on Word Merge files. Word Merge Word Merge export files are produced from various TASS.web or Staff Kiosk programs to extract a set of merge field codes and students/parents/employees details in a format required to insert into a Word Merge document. Word Merge documents can be used for two purposes: To produce a personalised document for each recipient containing the recipient's own details in place of the merge fields. Example: School enrolment letters are printed for all incoming families. Each letter includes data extracted from TASS.web and is personalised for each recipient, such as the student and parent names and addresses, entry year group etc. To attach to an Email Template A PDF is attached as each email is sent containing the recipient's own details in place of the merge fields. Example: Attendance emails to parents regarding their child's attendance. A PDF attachment is generated and attached at the time of sending the emails, personalised for each recipient. The PDF Conversion API is required to attach Word Merge Files to Email Templates. Word Merge documents can be attached to the following Email Template categories:  Attendance, Enrolment, Immunisation Register, Parent Accounts, Parent Lounge Licences, Pastoral Care, Student Immunisations, Student Records, and Transfer Notes (WA). Create a Word Merge document: Generate the Word Merge export file. Use the selection criteria from the appropriate program to produce a file that includes the desired merge fields headings and recipient details. Select the 'Word Merge file' export button, usually found on the Print tab. If no word merge button exists, use the Excel export option and save as a csv file. A PDF report entitled 'Students with no Communication Rules' will display if there are issues with your selection. These must be fixed before the export can be processed. Create your Word Merge document. Follow the steps in Word using the Mailings > Step-by-Step Mail Merge Wizard. Select the word merge export file generated above, and insert merge fields into the document wherever the personalised data will be populated. Preview the document but do not select 'Complete the merge'. Save the document. Print if desired. To attach the Word Merge file to an Email Template: Create an email template and attach the Word Merge document created above. TASS.web program System Admin > Utilities > Email Settings
Email	This will only create an email list on the Windows clipboard for invited donors who have an email address. Click the 'Email' button and the 'Copy Email List to Clipboard' button.
Word® Merge and email	This is for the scenario where you want to create an email for invited donors who have valid email addresses and a Word® Merge for the rest. To achieve this tick the 'Use email where possible' flag and click the 'Word Merge File' button. This will create a .txt file for invited donors that don't have an email address. Then click the 'Email' button and the 'Copy Email List to Clipboard' button for invited donors who do have email addresses.
AMAS File	This creates a file in a format that is suitable for uploading into certain AMAS (The Address Matching Approval System) software products. We currently support Postman®.

Accepting Invited Guests

Once the event invitations have been sent, the user may start to 'Accept' donors to the event.

There are two ways in which a donor can be created as an 'Accepted Guest'.

1. Method 1 — A Donor can be created as an 'Accepted Guest' in Finance > Fundraising > Donor Information > Donors when a user 'Edits' an event in the 'Events' tab of a Donor record. Select 'Yes from the 'Accepted' field's drop-down menu to accept the donor as an 'Accepted Guest'.
2. Method 2 — Use Finance > Fundraising > Events > Populate an Event to search up and select an event to bring up the 'Populate and Event' screen that has already been created and populated.

   1. Create the 'Accepted Guests' list by selecting individual or multiple 'Donors' from the list and clicking the arrows in the 'Action' column linking the 'Invited Guests' and 'Accepted Guests' lists.

      

      Holding down the 'Shift' key while clicking on 'Donors' permits a range selection, holding down the 'Ctrl' key allows individual selection of donors.

   2. Once the 'Accepted Guests' list has been created, select the 'Save' button to record the newly created list.
   3. Once 'Accepted Guests' have been recorded, the user may create lists or mail merges to send follow-up correspondence to the 'Accepted Guests' list.
   4. When either the 'Print List' or 'Mail Merges' button is selected, tick the 'Has Accepted' checkbox to create reports and send correspondence to only those donors in the 'Accepted Guests' list.