In order to add an individual to an event offline, you must first add a few fields to the new gift interface. We can do this by following these steps:
To add or remove fields from the New Gift Interface, make sure you have access to Setup.
Within Setup, you will find a section on the left side with a heading called "App Setup" (in some instance, this is labeled as "Build"). Expand "Create" and click on "Objects".
After you click on objects, you need to navigate to the Allocation record and click on label “Allocation”.
After you must navigate downwards until you see “Field Sets”. Locate "Allocations" and press edit.
From the Field Set menu, you are going to click and drag “Event Level” and “Quantity” down to the “In the Field Set” area, and press “save".
This process will add “Event Level” and “Quantity” to the new gift interface, which is necessary to add individuals to an offline event.
Once this first process is complete, navigate to the individual/organization tab and select the individual/organization you want to add to the offline event. Once you are on their record detail page, select the “New Gift” button.
Once in the New Gift Interface, we set:
- Gift Type = One Time Gift
- Transaction Date = Date Transaction is Entered
- Amount = Total amount of all tickets at all event levels
- Receipt Type = Single Receipt
The payment information would get filled in normally based on the payment type.
Under the “Allocation Detail”, we set:
- Allocated amount = Total price x quantity
- Allocation date = Same as the transaction date
- Appeal = Event name
- Fund = Associated fund name
- Event Level = Ticket Price Level
- Quantity = Number of tickets purchased
After you fill out this information, press the submit button.
After the gift has been successfully processed, navigate to the transaction record by pressing the "Gift Created” button.
Once in the transaction record, we need to change the “Record Type” to “Event Registration” by pressing the “(Change)” option.
After pressing “(Change)” you need to select the New Record Type to “Event Registration” and press “continue”.
You will then be taken back to the transaction record detail page. Once on the detail page, scroll down to the related list and look for the heading “Registrations” and click on “New Event Registration”.
On the New Event Registration form, we set:
- Event = Event name
- The transaction should automatically be filled in
- Registration date = Same as the transaction date
- Status = Registered
After you fill out this information, press the “Save” button.
This will complete your offline event registration and create your event registration record detail page.