Tracking Meeting Attendance for Board Members

We use activities quite successfully for this. In TR_SPECIAL_ACTIVITY we added Board of Directors Meeting. We run the Manage Special Activity report (in the Data Management folder) using the following parameters:

Activity Type: Board of Directors Meeting

Activity Date: [insert date of board meeting here]

Host: [you can add the host as a solicitor or user in the security module, if you need to list a host here]

Status: Invited

Number of Attendees: [leave blank]

Performance: [leave blank]

Notes: [whatever you need to say about the particular meeting, if it applies to all invitees]

List: [use your current board list here]

Mode: Insert

When you run this, it inserts the activity into every board member’s record. You can then change individual activity statuses to “Accepted” or “Declined” from “Invited” as people  RSVP, and, after the meeting, track the no-shows as well. You can track the meeting, or a year’s worth of meetings, using the Patron Activity Report (in the Development folder).

We use data from activities on our custom board report, which tallies how many meetings within the fiscal year the board member was invited to, versus how many he/she attended.

Lucie

___________________________________

Lucie Spieler

IT Development and Training Manager

Editor, Season Program

Florida Grand Opera

8390 NW 25th Street

Miami, FL 33122

305.854.1643 x 1521

Box Office: 800.741.1010

To Give a Gift: 305.403.3315

www.FGO.org

2010-2011 | 70TH SEASON | THE MYSTERIES OF LOVE

Turandot | The Tales of Hoffmann | Don Giovanni | Cyrano

We use activities quite successfully for this. In TR_SPECIAL_ACTIVITY we added Board of Directors Meeting. We run the Manage Special Activity report (in the Data Management folder) using the following parameters:

Activity Type: Board of Directors Meeting

Activity Date: [insert date of board meeting here]

Host: [you can add the host as a solicitor or user in the security module, if you need to list a host here]

Status: Invited

Number of Attendees: [leave blank]

Performance: [leave blank]

Notes: [whatever you need to say about the particular meeting, if it applies to all invitees]

List: [use your current board list here]

Mode: Insert

When you run this, it inserts the activity into every board member’s record. You can then change individual activity statuses to “Accepted” or “Declined” from “Invited” as people  RSVP, and, after the meeting, track the no-shows as well. You can track the meeting, or a year’s worth of meetings, using the Patron Activity Report (in the Development folder).

We use data from activities on our custom board report, which tallies how many meetings within the fiscal year the board member was invited to, versus how many he/she attended.

Lucie

___________________________________

Lucie Spieler

IT Development and Training Manager

Editor, Season Program

Florida Grand Opera

8390 NW 25th Street

Miami, FL 33122

305.854.1643 x 1521

Box Office: 800.741.1010

To Give a Gift: 305.403.3315

www.FGO.org

2010-2011 | 70TH SEASON | THE MYSTERIES OF LOVE

Turandot | The Tales of Hoffmann | Don Giovanni | Cyrano