Table of contents
Events Step 1: Select the Events Package
Events Step 2: Description
Events Step 3: Address
Events Step 4: User Information
Events Step 5: Event Fees
Events Step 6: Follow-up
Events Step 7: Attendees
Additional feature: Full Attendee List
Additional feature: Add guests to existing attendees
Events Step 8: Publicizing Your Events
Navigate to the Events package by selecting the "events & parties" tab along the upper horizontal bar in your Salsa headquarters.
Create a new event in either of two ways:
- Enter an Event Name in the sticky on the main dashboard
- Click "Create New Event"
- Hover over "events >>" in the sub-navigation bar
- Select "create event"
After creating the event, you will automatically be redirected to the screen where you can set up and edit the event (see Step 2)
To access and edit an existing event:
- Hover over "events >>" in the sub-navigation bar
- Select "list events"
- Click "details" to begin editing an event
From this list of saved Salsa events, you can also
- copy an event (creating a cloned second copy of an existing event, with all the same settings but no attendees)
- remove (delete) an event
- search your events (using the search options at the top)
- export a list of all of your events (using the export options in the lower right)
Configuring sharing, as with many of the tools in Salsa, is available for events. For more on that, check out our documentation, here.
Image 1: (click to enlarge)
Image 2: (click to enlarge)
The events screen's first tab, "Description", configures the basic appearance and settings of the event.
All the information set on the "Description" tab will be included in the "Add to Calendar" buttons which are accessible by your supporters on the public-facing events page. (Learn how to hide those buttons here.)
The public name of the event will appear as a banner headline atop the page (in h1 HTML style).
Describe the purpose or highlights of your event. This description appears on the event page, and can be HTML-styled using the WYSIWYG editor, including images, links, and video embeds.
Start/end date and time
Add an event time using Salsa's built-in calendar picker. (If adding by hand, enter using the format yyyy-mm-dd hh:mm.)
Only events of status "Active" and possessing a start date in the future will be displayed on public lists or searches. The date/time values are displayed to the end user on the event registration page; they can be hidden using CSS.
The end date and time are optional but highly recommended. This is especially true as your supporters will have the option to sync your page with gmail and/or outlook, which will only work correctly if you have a date and time.
NOTE: By default, these dates display on the event page. If you'd like to hide these dates from your event page, follow these instructions.
To allow an unlimited number of registrations, simply leave the "Maximum Attendees" field empty, or set to 0.
Optionally, you may limit signups by entering a maximum number of attendees. Supporters who sign up after the maximum number has been reached will be blocked from signing up or (if a waiting list is available) placed on the waiting list.
If you have capped event signups, you can optionally specify an additional number of supporters that you are willing to accept for your wait-list, should your maximum attendee count be reached. (Simply leave the field empty or enter 0 to disable the wait-list; see Images 1a-1c)
If any of your other attendees cancel or otherwise change their status to anything other than attending, then the first person on your waitlist will be contacted through your waiting list auto-response.
When using the wait-list, be sure to configure a "waiting list auto-response" under the Step 6: Follow-up & Reminders tab. To make changes to your attendee and wait list, navigate to the Full Attendee List.
Select a Status
Changing the status menu to anything other than "Active" will generally prevent your event from appearing in an event search.
Image 1b: Registration Capped at 20; Waitlist Not Used
Image 1c: Registration Capped at 20; Waitlist Capped at 10
This tab allows you to display information about an event's location. If location is not needed for the event (for instance, a webinar), just skip this tab.
Address, City, State, Zip, and Country
This information will display on the page under an "address" heading. It will also be used to identify the event on a map, if enabled.
Use this field to optionally supplement the address information with a human-readable description, such as "two blocks north of DuPont Circle, above the Starbucks." This field allows HTML, if you want to style text or include an image.
Hide Standard Map
If address information is entered, Salsa will by default pin the location on a Google map.
Checking this box suppresses the Google map display.
If this field is populated, the word "Map" will appear on the event registration page, linked to the url you provide. Most online mapping tools generate unique, linkable urls for any street address you enter, which can then be copied and pasted into this field.
This tab governs the information that will be collected about registrants.
The User Information tab lets you determine what information you'll be collecting when someone signs up on the page.
By checking this box, your supporters will be able to register for your event by using their Facebook login. The registration is a one-click process, allowing supporters (and new visitors) to register with minimal effort. If the supporter has arrived at your event page already logged into Facebook, the event will automatically have their information ready to register. If they are not already logged in, it will ask them to do so.
Before enabling this feature, make sure that you do not need to collect additional information in your event registration. With Facebook Connect, Salsa can only collect the supporter's email address and name - if you're looking for other data (say, their address), that information won't be collected. Because of this, the Facebook Connect option cannot be used on paid events.
Requested User Fields
You can request or require as much or as little data as you like when processing an event sign up. Salsa's default will be to request first name and last name, and require email and zip. ( Image 1)
Add more fields, including custom fields, by clicking the button with the plus symbol and selecting the new field from the drop-down menu.
Make any field requested field into a required field by clicking the "required" check box next to it.
Remove fields by clicking the button with the minus symbol.
By default, fields will appear in Salsa's predefined sequence of precedence regardless of the order those fields appear in your headquarters page setup. However, you may choose to order the fields to your own preference. To order the fields:
- Click the "Use Field Order Shown Below" box, and save.
- Change the order of your saved fields by click the drag handle next to any field, and holding down your mouse button as you move it up or down the field list.
- When the fields are ordered to your liking, click "save".
In addition to collecting supporter data, you can optionally have people who use the signup page sorted into different Groups, or subsets of your list.
If you want your attendees grouped together, just select which groups you want from your list.
Allow Users to Sign Up Guests
Check this box to allow your event attendees to sign up others as their guests for your event. This will then appear next to your submit button on the event registration page. Supporters can then add as many guests as they would like.
Image 3b: (click to enlarge)
Use this tab to configure payment options, if you intend to charge a registration fee on your event page. If your event is free / you are not processing paid registrations through Salsa, just skip this step.
To start adding event fees, click "Yes" under Does this event cost money? and use this tab to tell Salsa what and how to charge.
Select the merchant gateway you wish to use from the drop down list. (For more on Merchant Gateways, check out our documentation here.) Note: drop-down menu will only appear if multiple merchant gateways are available.
Default Tracking Code
If you wish registration payments for this event to have a specialized tracking code, enter it here.
(Registration payments are differentiated from regular donations, and associated with the event that earned them, by default ... whether or not you enter a tracking code.)
This text will appear next to a required checkbox and may be used to confirm that a supporter understands the implications of giving to your organization. This checkbox appears only on the last page of the event registration sequence, where the user enters credit card information to complete the registration.
Generally, this option will only be used by organizations whose event registrations constitute political fundraising affected by campaign finance laws.
Maximum Donation Amount
Sets a maximum amount a single supporter can pay in a single transaction.
Generally, this option will only be used by organizations whose event registrations constitute political fundraising affected by campaign finance laws.
Check the “Invoice Option” box to allow event attendees to pay via an invoice provided by your organization, rather than paying immediately with a credit card. Please note that Salsa does not generate an invoice but simply makes note of the payment choice on the Full Attendee List page, so that your organization can reconcile the payment in the supporter's record once it has been received.
Attendees opting to pay via invoicing will be considered full attendees, regardless of the receipt status of their payment. You can edit their registration status and enter their final payment on the Full Attendee List page.
For more on the full workflow of the Invoice Option, read our blog post here.
Add an Event Fee
Create (by clicking the 'Add an event fee' link) or edit the event's fee options here.
- Set an amount, a category for your fee (Normal, Early Bird, Discount, etc.) and a description for that specific fee.
- Fees classified as Discount give you the opportunity to set a discount code that your supporters will need to enter in order to be eligible for the discount fee. Discounted fees are displayed only after the registrant has entered the code.
- If you add an Other fee category, the page will allow a registrant to enter their own payment amount.
- Select the status of a fee.
- The fee status refers to whether a fee should be displayed as an option or not. You can set a fee as 'inactive' and it will no longer appear as an option (useful for expiring early-bird pricing).
- Click on ‘Save this fee’ to add the fee to your events.
Note that event fees cannot currently be re-ordered through the Salsa interface.
NOTE: If you need to remove American Express and Discover from the list of accepted credit cards, you can do so with some modifications to your template.
Use the options in this tab to automate follow-up communication with a new event registrant. From this step, auto-responses can be set up for successful registrants, waitlisted registrants, waitlist upgrades, and pre-event reminders.
Auto-Responses are email messages sent automatically upon completion of a page. Including at least one Reply-type auto-response confirming event registration by email is highly recommended.
You can configure any number of Autoresponses, in any combination of new and existing Autoresponses, on each different event page.
- Add a new response creates a brand-new Autoresponse on the fly.
- Add an existing response selects an Autoresponse you have already configured.
- Click "Add an existing response".
- Search among all Autoresponses in your Salsa account.
- Click "Select" to associate your chosen Autoresponse with this page. (Note: the Autoresponse will still remain in use for any other pages for which it has been selected.)
- The selected response appears in a shaded bar.
- If desired, edit the Autoresponse content just as you would a new response (above). (Note: editing the Autoresponse content changes its content for every other page that uses the response. When in doubt, create a new response instead.)
A note on autoresponses in events for chapters: To assign an autoresponder to an event that is at the chapter level, you will need to log in at the chapter level and then assign the autoresponse. If you are signed in at the organization- or national-level, then the autoresponder will not correctly be applied.
Reminders are a slightly different type of auto-response which are sent ahead of the event at a time of your choosing. They are only sent to event registrants, not to those on the waitlist.
- Create new or select existing [[Auto-responses]] to use as reminders, as described above.
- Set the Reminder Status menu to "Send Reminder".
- Specify how many hours before the event (defined as the event's start time, which Salsa interprets as U.S. Eastern time) you wish for the email to be sent.
- Tip: Enter an integer or a decimal for this value, but not a fraction. You could use a value like 1, 3, 12, or 24 to send the email out 1, 3, 12, or 24 hours before the event respectively; or, a value such as 2.5 to send a reminder two and one-half hours (150 minutes) before the event.
Second half of screen
Enlarge | See how this screen looked in the previous version of Salsa
Waiting list auto-responses
This automated email notifies the (prospective) registrant that s/he was placed on the waiting list due to size limitations of the event. It is only used for events that incorporate a wait-list, but it is highly recommended to use them for clear communication of their registration status.
Configure a waiting list auto-response as per regular email auto-responses above. When the event reaches capacity and begins allocating wait-list spots, the auto-responses defined here will be sent instead of (not in addition to) the email auto-responses.
Upgrade from waiting list auto-responses
This auto-response is important to inform the wait-listed registrant that a spot has opened up (due to a cancellation or removal of a previously-registered attendee). The steps to create this auto-response are the same as those above.
In the case of a paid event, it is extremely important to include a URL link to the event itself in this auto-response so that the supporter can finalize their registration. The supporter will not automatically be upgraded to the attendee list unless they revisit the event page and complete their transaction. (Free events, on the other hand, will automatically update the wait-listed supporter.)
To manually edit the status of your attendees and wait-listed supporters, navigate to the Full Attendee List.
This field allows you to specify the web address to which your registrant will be redirected after completing the event registration. This could be your website’s homepage, a donation page, a tell-a-friend page, or literally any other page on the web. You could even design a special landing page that tells the registrant to expect an email from your organization, or provides an event welcome package.
Use a full url -- e.g., http://www.salsacommons.org and not www.salsacommons.org
If a redirect path is not specified, the event will send registrants to a tell-a-friend page automatically configured with event details.
The attendees tab allows you to view, export, or manually add attendees to the event. You can also manually remove attendees on this tab.
Provides a heads-up at-a-glance view of event registrations. Click the Full Attendee List link to see and edit a complete list of registrants, with statuses, guests, and ticket prices.
Export your attendee list
- Select the export format in the drop-down menu.
- Click "Export Attendees".
- Alternatively, click "Print Labels" to generate a print-ready .pdf of all registrants' names. (Format of 14 per page, in two columns; suitable for use with 1 1/ 3"x4" label formats such as Avery 5162, 5262, 5522, 5962, 8162, 8252, 8462, and 8662 )
Add an existing supporter
This box allows you to register for the event a supporter who is already on your supporter list.
- Click inside the box below "select a supporter"
- Search for the supporter by using one of the supporter fields in the pop-up box
- Click "Select" to the left of the desired supporter
- Set the supporters status (Invited, Waiting List, etc)
- Click "save"
- The supporter appears in an attendee summary above the "add an existing supporter" box
Add a new supporter
This box allows you to create a new supporter (not previously on your supporter list) and simultaneously register that new supporter for your event.
- Enter the new supporter's first and last name, email, zip, and event registration status.
- Click "save".
- The supporter appears in the attendee summary (s/he has also been added to your supporter list).
Remove an event attendee
- On the Attendees tab, click Full Attendee List.
- In the list of attendees, there is a Remove column. Check the checkbox for all attendees which should be removed and then click the Update Attendees button.
The Full Attendee List page allows you view and change the status of your event's attendees, review the attendees' registration information, and add guest information to existing attendees.
On the right hand side of the page you will see the "status" drop down menu. The options are as follows:
- Waiting List - This status is applied when your supporter has registered for your event, but because the event has already reached the "max attendees" amount, the attendee is assigned to the wait-list. You can set the wait-list and attendee list sizes in the Description tab of your event.
If the event has fees (e.g. tickets), a supporter who is coming off of the wait-list will need to revisit the event page in order to submit their payment. Otherwise, you can manually set their status here if they have paid by another method.
- Viewed Invite
- Signed Up
- Not Attending
- Awaiting Payment
- Invoiced - This option will only appear if you have enabled the "invoice option" in the Event Fees Tab. This allows your event registrants to pay later.
If an attendee has registered to pay for an event via invoicing, you can click the the “Enter Payment” link under the "Donation Total" column to be directed to the supporter's record where you will then enter the payment information for the supporter.
For more on the invoicing feature, please read our blog post here.
To change an attendee's status, just set your dropdown to the event status and click the "update attendees" button at the upper right of the table (not to be confused with the "update" button at the bottom!). To remove an attendee from your event, just check the "remove" box on the same line as the attendee in question and click "update attendees".
An attendee can return to the event page at any point to add additional guests. However, there may be times you will need to manually add guests to a registered attendee.
Clicking the "Add guest" link to the right of an attendee's record, as seen below, will take you to a screen to enter the guest's information to be associated with the original registrant.
On the guest entry screen, you'll be able to choose from the following statuses:
- Already a supporter
Each of these is a manual designation useful for tracking your guest attendance, but are not related to any automated features in Salsa.
Because these guests are being added manually, there are no registration number limits applied to how many additional guests can be submitted.
As with other Salsa pages, it's up to you to determine how best to publicize your events -- whether to link them in email invitations, post them on your website, or invite only a select group of supporters.
If you run a large number of events, you may want to give your users the ability to search upcoming events with this link:
Simply replace YOURNODEURL with the base domain url your Salsa pages generate, and YOURORGNUMBER with the organization key number (you can find it at the bottom of your Salsa headquarters pages, or in the urls other Salsa pages generate).
To provide an equivalent search page but without the automatic Google map interface, use:
Similarly, you can provide a calendar-based event search interface using this url: