Is there a method to easily manage an activity which has a maximum allowed number of participants? The Kauffman Center provides hard hat tours to its under-construction building which have a maximum number of allowed participants. Activities are working great for this with the exception that it is difficult to determine how many slots are left when you have someone on the phone and are looking at a constituent record for them.
You could run the Summary of Activity History report for that activity to see how many people are scheduled to attend, but that is too many steps while you are in the middle of a phone call with a potential donor.
The only other idea we've had for this is to set up a ticketed event (with no cost on the tickets) and treat it like a performance for the purposes of limiting the number of people scheduled. But that seems like a lot of overhead for something that really should be tracked as an activity.
If not activities, is there something else short of a ticketed event that would give us that same function?
Just an off-the-top-of-my-head idea: schedule a job a few times each day to add up the num_attendees for each sp_act column in t_special_activity and update the description in TR_SPECIAL_ACTIVITY for that id with something like 'Sunday Tour 2/21/10 (8/10)' where 8/10 is the number of taken/available slots?
That's just crazy enough to work! Thanks for the thought Brian. I think that would just about take care of it.