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Question RE: Reporting Guests from Elevated Event

Brian Parker (Past Member)
$organization

First-ever forum question as a Tessiturian; here goes!

Our organization uses Elevated Events for our large annual fundraising gala.  In recording patron donations for tables at the event, the donor/household/company responsible for purchasing a table receives the primary listing for the record in Tess, and the individuals sitting at the table are listed as guests under that primary entity.  This past year, we even established a Level for the Elevated Event to denote individuals as a Guest, specifically for tracking purposes.

Unfortunately, while it is possible to run an Event Listing report which only pulls attendees tracked with that Guest Level (listing them out under the heading of the primary entity of their table), it is not possible to export those attendees into a List so that I can run an Output Set and pull their address and contact information (something currently being requested by our Board Members).

Put another way, we had nearly 700 individual patrons attending the event; 460 of these were tagged with a Guest Level.  When I try to save the Event Listing report as a List, the count only pulls over 66 constituents (the primary entities which are tagged as having purchased tables at the event).

Is there any Tess-savvy way to handle this?  Obviously the database holds the information on the constituents tagged with a Guest Level who have Constituent IDs, but I'm not finding an immediate way to transfer those mailing addresses, phone numbers, and email addresses into Excel or some other file to share outside of Tess.  Failing this, I'm looking instead at the very manual labor of referencing a spreadsheet with the guest IDs and copying address information into that spreadsheet from Tess, one constituent at a time.

Thank you in advance for any assistance!

  • $organization

    The only way I've found to do this is to save the Event Listing Report as a CSV file, which has a column for Guest ID #, and then Import that CSV into a list in List Manager. Then you can run that list against whatever report you like to get contact info (I like the User Defined Format from a List but you have lots of choices). It's still kind of roundabout and time consuming, but at least you don't have to do them all one by one!

  • Former Member
    Former Member $organization

    You're almost there!  At City Center we also use the Event Listing report.  But since saving the report to a list only gives you the Event holders, we have to save the list to Excel, where we can find the separate column that has IDs for all constituents, guest and host.  We then copy and paste that column into a CSV document, go to List Manager, and Import that document as a new list.  You don't have to manually enter those IDs because you have the Import button.

    We have only used our guest list in lists and extractions where it doesn't matter guest vs. host, so everybody gets the same event level. This lets you see the level on the events tab, which our Special Events team likes to see.  We also either leave the guests as individual IDs or Replace with Primary Household as needed.

    -- Mike

  • $organization in reply to Former Member

    Thank you Kristina and Mike!

    Now, I have saved the Event Listing Report as a .CSV and attempted to Import in List Manager.  When I do this, however, I have received the following error:

    The following error occurred during import:

    Invalid input. This is usually caused by non-numeric characters customer numbers.

    (-4)

    Any insight as to what it's not liking here?

    I've made no changes to the .CSV, so the columns are:

    • event
    • event_dt
    • evex_no
    • customer_no
    • recd_amt
    • num_attendees
    • notes
    • guest_name
    • guest_cust_no
    • status
    • table_no
    • seat_no
    • lname
    • fname
    • level
    • perf_seat
    • sort_name

  • $organization in reply to Former Member

    Thank you Mark; now it works, so I'm golden!

    Appreciate all the help, and in such a short amount of time!

  • $organization

    This is a multi-step process, but better than cut and paste:

     

    1)      Export the event report as a .csv doc

    2)      Import  the column with the guest IDs back into Tess, as a list

    3)      Use an output set to run a report on the new list.

     

    Jane Voytek

    Donor Database Coordinator

    Berkeley Repertory Theatre

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Brian Parker
    Sent: Monday, May 11, 2015 1:10 PM
    To: Jane Voytek
    Subject: [Tessitura Development Forum] Question RE: Reporting Guests from Elevated Event

     

    First-ever forum question as a Tessiturian; here goes!

    Our organization uses Elevated Events for our large annual fundraising gala.  In recording patron donations for tables at the event, the donor/household/company responsible for purchasing a table receives the primary listing for the record in Tess, and the individuals sitting at the table are listed as guests under that primary entity.  This past year, we even established a Level for the Elevated Event to denote individuals as a Guest, specifically for tracking purposes.

    Unfortunately, while it is possible to run an Event Listing report which only pulls attendees tracked with that Guest Level (listing them out under the heading of the primary entity of their table), it is not possible to export those attendees into a List so that I can run an Output Set and pull their address and contact information (something currently being requested by our Board Members).

    Put another way, we had nearly 700 individual patrons attending the event; 460 of these were tagged with a Guest Level.  When I try to save the Event Listing report as a List, the count only pulls over 66 constituents (the primary entities which are tagged as having purchased tables at the event).

    Is there any Tess-savvy way to handle this?  Obviously the database holds the information on the constituents tagged with a Guest Level who have Constituent IDs, but I'm not finding an immediate way to transfer those mailing addresses, phone numbers, and email addresses into Excel or some other file to share outside of Tess.  Failing this, I'm looking instead at the very manual labor of referencing a spreadsheet with the guest IDs and copying address information into that spreadsheet from Tess, one constituent at a time.

    Thank you in advance for any assistance!




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

  • Former Member
    Former Member $organization

    To import into a list, you should only have the Tess IDs in the CSV file.  No headers, no text.

     

    Mark Frey  |  Woodruff Arts Center  |   P: 404.733.4277

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Brian Parker
    Sent: Monday, May 11, 2015 4:45 PM
    To: Mark Frey
    Subject: Re: [Tessitura Development Forum] Question RE: Reporting Guests from Elevated Event

     

    Thank you Kristina and Mike!

    Now, I have saved the Event Listing Report as a .CSV and attempted to Import in List Manager.  When I do this, however, I have received the following error:

    The following error occurred during import:

    Invalid input. This is usually caused by non-numeric characters customer numbers.

    (-4)

    Any insight as to what it's not liking here?

    I've made no changes to the .CSV, so the columns are:

    • event
    • event_dt
    • evex_no
    • customer_no
    • recd_amt
    • num_attendees
    • notes
    • guest_name
    • guest_cust_no
    • status
    • table_no
    • seat_no
    • lname
    • fname
    • level
    • perf_seat
    • sort_name

    From: Michael Mariano <bounce-michaelmariano2458@tessituranetwork.com>
    Sent: 5/11/2015 4:26:57 PM

    You're almost there!  At City Center we also use the Event Listing report.  But since saving the report to a list only gives you the Event holders, we have to save the list to Excel, where we can find the separate column that has IDs for all constituents, guest and host.  We then copy and paste that column into a CSV document, go to List Manager, and Import that document as a new list.  You don't have to manually enter those IDs because you have the Import button.

    We have only used our guest list in lists and extractions where it doesn't matter guest vs. host, so everybody gets the same event level. This lets you see the level on the events tab, which our Special Events team likes to see.  We also either leave the guests as individual IDs or Replace with Primary Household as needed.

    -- Mike




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!