Event Attendance
Event Attendance Activities in DonorDock allow your organization to record and track when contacts attend events. This can help you maintain a more complete picture of donor and prospect engagement beyond gifts and direct communications.
Event Attendance Activities may be used for fundraising events, donor appreciation events, educational sessions, volunteer gatherings, community events, or other occasions where attendance is meaningful to your organization. Once recorded, the Activity becomes part of the contact's engagement history and can be reviewed alongside their other Activities.
Available Fields When Creating an Event Attendance Activity
When creating an Event Attendance Activity, you will be prompted to complete fields that help identify the event and provide additional context about the contact's participation.
Field | Description |
|---|---|
Subject | A short description or name of the event *Required |
Contact | The individual, household, or organization that attended the event *Required |
Assigned To | The team member associated with the Activity. This defaults to the user creating the Activity but may be changed to another team member |
Add to this user's Action's Board | A toggle to set to True if you want the incomplete activity to appear on the activity owner's Action Board |
Event Date | The date the event occurred or is scheduled to occur |
Priority | The priority of the Activity: Low, Medium, or High |
Status | Indicates whether the Event Attendance Activity is Incomplete, Complete, or Canceled |
Notes | Additional information about the event or the contact's participation |
Completion Note | A summary related to the completed Activity. This field is only available when the Activity is marked Complete |
Campaign | Optional Campaign associated with the event |
Appeal | Optional Appeal associated with the event |
Record Attendance After an Event
Event Attendance Activities are commonly used after an event has taken place to record which contacts attended.
When recording completed attendance:
Select the contact who attended the event.
Enter the event name or description in the Subject.
Set the Event Date to the date the event occurred.
Set the status to Complete.
Add any additional notes about the contact's attendance or participation.
Associate the Activity with a Campaign or Appeal when applicable.
Click Create and Save.
Recording attendance allows your organization to retain this information as part of the contact's ongoing engagement history. This can be especially useful when reviewing relationships, planning follow-up, or identifying contacts who have participated in previous events.
Track Upcoming Event Attendance
Event Attendance Activities may also be created before an event occurs when you want to track expected or planned attendance.
In this case, set the Activity status to Incomplete and use the Event Date to identify when the event will occur. After the event, the Activity can be updated to Complete if the contact attended or Canceled if the planned attendance should no longer be tracked.
This can be useful when your organization wants to use Activities to plan event participation before final attendance is known.
Add Notes About Event Participation
The Notes field can be used to capture additional context that may be useful for future engagement. For example, you might record that a donor attended with a guest, participated in a particular session, expressed interest in a program, or had a meaningful conversation with a team member during the event.
Keeping these details with the Event Attendance Activity gives your team additional context when reviewing the contact's history or planning future outreach.
Once created, Event Attendance Activities become part of the contact's Activity history and can be reviewed through the Contact record, Activity Reports, associated Campaigns or Appeals, and other applicable areas of DonorDock.
You can reopen the Activity later to update its status, notes, assignment, Campaign, Appeal, or other available information.