Event Commerce Items

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Add and manage any Commerce Items associated with Events, including Tickets.  Event Registration Fees/tickets should use Registration Fee Dropdown or Registration Commerce Item .

A Commerce Item field type will also be available on Events, Membership Campaigns, Donation Campaigns and Commerce Forms. This field can be used to sell a t-shirt along with a membership purchase or to offer parking passes on an Event. This field functions the same as the Registration Commerce Item.  The main difference is that the Commerce Item field does NOT drive registration.  It just simply offers the constituent a field to enter a quantity for an item.

NOTE:  Fair market value is not offered with this control on Memberships, Donations and Commerce Forms.

TABLE OF CONTENTS

Add New Commerce Item

  • Click  Add New Commerce Item to add a ticket or merchandise item for this Event.
  • Enter the information for the item.

Registration Field (if applicable)
If this is an Event or Activity Registration, and there has not yet been a Registration Field added, then the option to make this the Registration Field will appear.  Enabling this checkbox for this particular field sets it as the driver for all Registration counts and limits, the Attendee List and all related reporting.

NOTE:  There is only one Registration Field allowed per Event or Activity.  

Field Name - Name of the field being added.

You will no longer be able to create fields with names that include - debit, credit, routing, bank, cvv, security, ssn, card, route, ach(exact match), social, code, account, ccno, ccnumber, cc_month, cc_year, expires, expiration, exp_month, exp_year, expdate, expiry, or any any field that fits the XXX-XX-XXXX format.  Please contact App Support if you need to create a field using this information.

    • These rules apply to Field Name, Display Name, Search Name, Export Header Column Name, and Custom Profile Label.
      • These rules will only apply to existing fields if one of the above fields is being modified.
    • These rules will not apply to the rich text field type

Display Name - This is the field prompt that members will see on the form.

Make this field required - Indicate whether this will be a required field.

Associate a Role with this Field:  Based on the value they choose for the field, users will be placed in a role.

To customize content on steps for different types of members, fields and categories can be role-based.  For example, a form/campaign/event can be designed so only accountants would see information on an accounting seminar, only information technology people would see a software class, etc.  However, to create a good user experience, you need to make sure everyone sees something on every step (so some roles are not taken to a blank page).


Show Advanced Options:

Search Name - The name to be used in Directory or Data Viewer searches.
Export Column Header Name - The name of the data column, for exporting / import synchronization with offline databases.
Allow export of this field- (Only applies to Profile fields) Check the box to allow export of this field.  The field is checked by default.  Uncheck the box to prevent all admins except Super Admins and Privacy Protected Records admins from exporting the field
NOTE:  Unchecking the box will remove the field from showing in Data Viewer. No queries can be built with the field.  No Groups can be driven off of the field. The field will also be excluded from the “Select Field” area when building an Export or Report.  Only Super Admins and Privacy Protected Records Admins will be able to utilize non-exportable fields in the above scenarios.

Form Field CSS Class - This option allows administrators with knowledge of CSS to add classes to the form field wrapper (i.e. the wrapper around the element and its label) to style the look of the field. 

NOTES:

    • The Form Field CSS Class field is only displayed if flexible forms is turned on for your site. 
    • This does not handle multiple instances of instance fields.  This means that the if you change the CSS class on an instance field the change will be applied anywhere the field is used.

Custom Profile Label - Use this for a custom name of the field for display on a Profile Form

Token Name - Name of the token for use in Email Marketing and site personalization.
Allowing cloning of field - Indicate here if this field will be able to be cloned for use in other Form / Events / Campaigns. (Dual Dropdowns cannot be cloned.)
Active Date Range
- Assign a date range that this field will be available.

Audience - Define the audience role(s) that will and/or will not be able to see this field.  You can allow everyone or only certain members to view the information in the field.

    • Everyone - Audience does not need to be logged in to view this field.
    • Logged In- Members must be logged in to view this field.
    • Role - Only members who fit the criteria for a certain role (i.e., Class of 1992, Current Students, or Female alumni) will be able to see this field.  Choose from the previously created list of roles in the dual list box and use the arrows to select.

Deny Access to the following:  You may also exclude certain groups from the Audience by using this checkbox.  Then, choose from the previously created list of roles and use the arrows to select a group to exclude.  For example, you could include Everyone in the Audience except the Class of 2008:
                         - Select Everyone in the first list box.
                         - Click the checkbox to Deny Access to the following.
                         - Select Class of 2008 in the second list box.

To customize content on steps for different types of members, fields and categories can be role-based. 

For example, a form/campaign/event can be designed so only accountants would see information on an accounting seminar, only information technology people would see a software class, etc.  However, to create a good user experience, you need to make sure everyone sees something on every step (so some roles are not taken to a blank page)

Data Field Type - There are a number of different types of data fields that can be added to this Form.  Use the dropdown to select the one best suited for the type of data you wish to collect.  Click on the help icon next to the dropdown see an explanation of each of these data field types.

Data Storage Mode options (the options shown depend on the field type):

    • Normal – Standard field creation that allows new data to overwrite old data (default setting)
    • Instanced – An instance field will save each change a member makes to a field as an "instance" and will not overwrite the previous data.
    • Reusable Instanced  - Allows this data field to be re-used within the same form type


Event Registration Field Settings (if applicable)
If this is an Event Registration Form the following options may or may not be available depending on current status of the Event Form.  If the Event or Activity already contain a Registration Field then the following option for Is Registration will not be available.

Is Registration - Indicate here if this field will determine if a user is registered for an Event - included in the Attendee List,  and count toward for registration reporting and limits.

Description - Brief description of the field (for display to members).

Include in Required Purchase Grouping - Checking this box for a commerce item will tell the system to make sure that a user purchases at least one of a set of commerce items within an Event or Activity (category).  This is different than marking Make this field required which would require a user to purchase that specific item.

For example: You have various types of dinner tickets for a charity dinner (Benefactor, Friend, Student).  The user only needs to purchase one type of ticket to attend, but not a specific one.

Member Limit - The total number that a given member can purchase.

Overall Limit - The total number that are available for purchase by all members.

Custom SKU - Assign a custom code to this item for record keeping.

Utilize Fair Market Value - Collect the fair market value of an event plus a donation in the total cost of the event.  For example, this allows you to set up a golf tournament that actually costs $25 per person and charge constituents $100.  The fair market value for that event would be the $25 and the remainder would be considered a tax donation that can be written off.

Price options:

Free - The price is set at 0.00, and no price is shown to the user.  On the event form there will just be a text box for the user to enter the number of items they want.
Single Price - Assign a single price for the life of the field.  If applicable, enter Fair Market Value.
Multiple Prices - Assign multiple, date-driven prices for the field (i.e., discounted price for early registration; regular price after that).
  • Pricing Label - Name of the item
  • Price - Enter an amount
  • Fair Market Value - Enter an amount for the actual market value of the item
  • Member Limit - Maximum number a constituent can purchase
  • Overall Limit - Maximum number of items available to purchase
  • Start Date [Required] - First date the item can be purchased
  • End Date - Last date the item can be purchased
  • Click Save.
  • Click Next to save.

Edit a Commerce Item

  • Check the box beside an item.
  • Click Edit to edit the configuration of the Commerce Item.
  • Click Next to save your changes.

Delete a Commerce Item

  • Check the box beside an item.
  • Click Delete to edit the configuration of the Commerce Item.
  • Click OK to confirm the deletion.
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