How to Record an Event (RSVP) or Membership Action

Events and memberships are key engagement mechanisms. This guide covers creating actions for ticket purchases, event attendance and membership signups, renewals, and level changes.

Event Actions

Log an Event action for:

• Event attendance or RSVP
• Volunteer shift participation
• Program participant registration

Membership Actions

Log a Membership action for:

• New membership signups
• Membership renewals
• Membership level changes (upgrade/downgrade)
• Membership cancellations

Step 1: Navigate to Actions

1. Click 'Action +'.
2. Select 'Add Manual Action'.
3. For a ticket purchase, choose 'RSVP Placed' from the Action Type dropdown. To record attendance, select ‘Check In Confirmed’.

Event action form with participant and event details

Step 2: Enter Event Information

Constituent: The person attending or participating.

Date: When the event occurred or will occur.

Amount: Total purchase price

Fair Market Value: Value of any benefits received (such as a meal, etc.)

Tax Deductible Amount: Amount that can be receipted for tax purposes

Campaigns: Used to indicate specific event, etc.

Notes: Any relevant context (tables, special dietary needs, VIP status, etc.).

Linked Constituents: If others are attending with this constituent, add them as Linked.

Step 3: Save

1. Click 'Save'.
2. Action is logged.

Step 1: Navigate to Actions

1. Click 'Action +'.
2. Select 'Add Manual Action'.
3. Choose 'Membership Payment Made' from the Action Type dropdown.

Step 2: Enter Membership Information

Constituent: The member.

Action Date: Date of Membership Payment, also serves as the start date of the membership

Amount: Total amount paid for the membership

Fair Market Value: Value of any benefits received (such as a meal, etc.)

Tax Deductible Amount: Amount that can be receipted for tax purposes

Membership Length: Select the unit of time (defaults to Year(s), but can also be changed to Days, Months or Lifetime) and then choose the correct number for the units (ex: 1 Year, 6 Months, etc.). Expiration and Status will be calculated on this selection as compared to the Action Date.

Membership Action fields

Campaigns: Used to group Actions and often track details such as Membership Level: Member level (Standard, Patron, Sustaining, etc.) or Membership Type: Individual, Family, Household, etc.

Notes: Special conditions, permissions granted, etc.

Step 3: Save

1. Click 'Save'.
2. Membership action is logged.

When a Member Renews

1. Click 'Action +'.
2. Select 'Add Manual Action'.
3. Choose 'Membership Payment Made' from the Action Type dropdown.
4. Create the new Membership Payment record with all applicable fields.
5. Save.

This creates a new action while maintaining the history of previous memberships.

• Tip 1: Use event names that are descriptive and consistent year-to-year.
• Tip 2: For gated events (VIPs only), note status in the action notes.
• Tip 3: Build reports to track Memberships that will expire in 30 days as well as those that have recently expired. Create a process to reach out for renewal.
• Tip 4: For membership upgrades, note both the old and new levels in the action.
• Tip 5: Track no-shows; they indicate engagement level.