Events

Events allow you to share your events online, accept online registrations and keep attendance.

This screen shows upcoming events. Historical events can be displayed through a link on the sidebar. View Public Event List links to Events set to show online and allow online registrations. 

User permissions must allow access to view, edit or delete Events.

Create a New Event 

Event Information

• Event Title - name for the event
• Event Overview - internal description of event 
• Event Details - description of event shared with registrants 
• Event Date - date of event 
• Event Time - start time for event 
• Event End Time - event conclusion time 
• Max Number of Participants - number of event registrants that can attend event (optional)
• Message to Show when the Event is full - message displayed on Public Event List when registration capacity is reached
• Days before Event to Cutoff Registration - limit registration activity prior to event (optional)
• Message to Show when Cutoff Date - message displayed on Public Event List when registrations can no longer be accepted
• Show Event in Public Listing - sets this event to be shared online with other upcoming events
• Event Requires Login - sets requirement for event registrants to login. Registrants must have a client record in SAM.
• Forms to Use - allows registration forms to be entered by external users, like families, volunteers, or others that will register for the event. See our Event Registrations guide for more details.
• Event Fee - cost to attend event
• Event Fee Calculation
• Event Address Line 1, 2, 3 - address of event
• Event Address Link Text - wording replacing Event Address Link URL
• Event Address Link URL - URL to additional event details 
• Event Address Secondary Link Text - wording replacing Event Address Secondary Link URL
• Event Address Secondary Link URL - Secondary URL to additional event details 

 Event Title and Event Date are the only fields required. All others are optional. 

Event Detail Form 

This screen shows information entered about the selected event. 

Actions on the sidebar

• Add Event Attendees - enter registrants/attendees manually
• Edit the Event - update Event Information
• Access more event details
• Templates

Public Event List

Use this link to share upcoming events on your website. 

Styling is managed by the Public Forms Default Style. 

Share Events 

Events can be shared online through SAM's Public Event List or via individual events. 

Track Event Registrations & Event Attendees

• Add client records manually to the event
• Allow people to register for the event online

Add Event Attendee Manually 

Add event attendees manually for attendance collected on paper or when multiple entity types can join an event.

Online Registrations

When setting up an event, you can link a Public Form to accept registrations online.

Online registrations are limited to one entity (client record) type because Public Forms are entity/record type specific. For events where multiple entity/record types can attend, like a picnic, your team will need to decide if online registrations are more important from one entity type vs another. Other record types can be added manually. 

Public Form Settings for Events

Set Public Form as Event Registration Form

Public Forms used for Events must be set as an Event form to be available during event setup. Event Details will be shown at the top of the Public Form to users who are registering. 

When connected to an event, SAM passes the Event ID, so the same form can be used for multiple events. 

Login for Existing Records or Create New Records

Public Forms allow SAM Leads to specify if end users should login or not. Your Event Details and whether records exist in SAM when the event is shared for registration will help you determine your needs. 

When event registrants are already in your system - set form to require a login. End Users will need to enter their email address and password to login and register. 

If you want new records created in SAM - set form to not require a login. 

When users register and their address matches an existing record - set Auto-Match / Duplicate-Matching Enabled (Public Forms Only) = Yes 

Event Attendees 

Attendees are listed at the bottom of the Event Details screen. 

Users can notate whether they actually attended the event and the Total number of people in that record's group.

Total Number of People in Group

This number is manually entered by a user or calculated from individual participants entered through an online registration. 

The totals in this field are summarized in the Registered Participants Number on the Event Details form. 

To request information about individual participants, your public form will need to include the Event | Main Entity Participant subform.