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!
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
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: