Special Activities - Configuration Options
The following configuration step-through provides detailed information for every option available for Special Activities.
You have control over how Special Activities are presented, tracked, and integrated with Tessitura and Google Sheets. You can configure all aspects of Special Activity management from invitee registration, to the addition of guests, along with collecting attendee details, and sending out an acknowledgement receipt. These are thoroughly customizable and responsive to the specific needs of the Special Activity being managed.
Looking for an overview of Special Activities?
For a broader overview with examples of five different ways to use Special Activities including accepting payment with a Special Activity, read this article.
Looking to integrate your Google account to access our Google Sheet integration?
For a step-by-step setup guide to our Google Sheet integration read this article.
REST User Permission Requirements
To use Special Activities, we require some updates to your REST user permissions. You can learn more about that here: https://help.donate2.com/article/758-special-activity-rest-permissions
Where do I find Special Activities?
Special Activities are part of the Enhanced Questions available on many form types. Dropdown and select "Special Activity" and then select the "+Add Option" button.
Multiple Special Activities on a Form
It's possible to include multiple Special Activities on a form. However, it's crucial to make sure that identical Special Activities have different dates. It's the date that makes them unique in Tessitura.
For example, a form may have 6 Board meeting Special Activities. One for each Board Meeting of the year (February, April, June, August, October, and December). This would allow the board member to respond to all 6 meeting on one form.
Conditional Logic and Multiple Special Activities on a Form
Some functionality will not work correctly when more than 1 Special Activity is on a form.
- The %if_sa_qty<4% %/if_sa_qty% won't know which Special Activity to use so it only applies to the first Special Activity on the form.
- In the message manager email, the %if_special_activity_positive% %/if_special_activity_positive% will not know which Special Activity to use so it only applies to the first Special Activity on the form.
Special Activity Configuration
Special Activity Statuses
Dropdown Multi-Select - Tessitura options
The options in this dropdown may be customized by your organization and will be imported from your Tessitura integration for display and selection.
- For a registration form, you would choose (multi-select) the options that indicate "Accept" and "Decline".
- For an onsite attendance form, you might select Attending and No Show as the options.
Positive Response(s)
Dropdown Multi-Select - Tessitura options
The options listed in this dropdown can be customized by your organization and are imported from your Tessitura integration for display and selection purposes. The values in the dropdown are simple text labels without intrinsic value or IDs. Therefore, you need to identify which statuses you consider to be positive from those available. For instance, in the provided example, "Accepted" is designated as a positive status. This identification allows us to trigger additional functionalities on the forms, such as revealing hidden sections for required payments when attendance is confirmed.
Special Activity Type
Dropdown - Tessitura options
The options in this dropdown are based on your organization's Special Activities and will be imported from your Tessitura integration for display and selection. Simply select a Special Activity that you want to use.
Include Invitee in Quantity
Dropdown - Yes/No
When calculating attendees, remember that the invitee is automatically counted as one of the attendees, not as a guest. Additional individuals brought by the invitee are classified as guests. If you’re utilizing the Enhanced Questions Group with the Smart Repeating feature on the Special Activity Count, this setup is beneficial. For instance, if an invitee indicates they are bringing 3 guests, the Smart Repeating function will activate four repeaters, accounting for a total of four attendees—including the invitee. While you might already have the invitee's details such as name and contact information, if you plan to export this data to a Google Sheet, or if you need comprehensive details for all attendees, including names, emails, food preferences, etc. and you are using the CSI feature, setting this to "Yes" gathers all the data you are needing. This functionality, enabled by a simple toggle, proves to be exceptionally effective for managing event data seamlessly.
Special Activity Date
Date Selector - Date for the Special Activity.
It's crucial to ensure that if multiple instances of the same Special Activity are included on a form, each one has a unique date. This date is one of the factors used to identify a unique Special Activity in Tessitura.
Special Activity Performance ID
Number Field - Tessitura Performance ID Text (20 character max)
Enter a Tessitura Performance ID that you would like to associate this Special Activity.
Google Sheets Column Title (Requires the Google Integration)
Input - Text (50 character max)
The name entered in this field will be used as the Sheet column name in the created Google Sheet.
Once you set this and go live, do not change the name unless you manually change the name in the Google Sheet as well.
Special Activity Status Mapping
Presenting the statuses to a patron can sometimes seem awkward, as responses like "Accepted" or "Declined" don't naturally answer the question, "Are you attending?" To create a more user-friendly experience, we require a field where you will customize the options presented to your patrons. You can keep it simple with choices like "Yes" and "No," or opt for more expressive responses such as "Yes, I would love to attend" and "I'm sorry, I can't make it."
Status Mapping
Input - Text (50 character max)
Special Activity Content
This section allows you to provide a detailed description of the special activity. Use the Headline to capture attention and the Body Copy to offer more comprehensive details about the event. This is an excellent opportunity to include descriptive elements that highlight what makes the activity unique and engaging.
Headline
Text Area - Supports HTML
Sample Code <hr><h4><strong>EVENT NAME</strong></h4><hr>
Headline Color
Input - Enter an 8 digit Hex value to include transparency
Body Copy
Text Area - Supports HTML
Sample Code <h5>Tuesday, February 2, 2222 at 2:22 p.m.<br> Tutu Room inside Prospect2 Café<br> The Arts & Culture Building</h5><hr>
Body Copy Color
Input - Enter an 8 digit Hex value to include transparency
Special Activity Status
This section allows you to customize the presentation for the Status aspect of a Special Activity.
Google Sheets Column Title (Requires the Google Integration)
Input - Text (50 character max)
The name entered in this field will be used as the Status column name in the created Google Sheet.
Once you set this and go live, do not change the name unless you manually change the name in the Google Sheet as well.
Label Text
Input - Supports HTML and conditional logic
Sample Code with conditional personalization
[[%d2fn%, will|| Will]] you be attending?
Label Text Color
Input - Enter an 8 digit Hex value to include transparency
Status Dropdown Placeholder
Input - Text
If you want your patrons to make a choice, you can enter prompt text here. The form won't be submitted unless a status is selected, as it is automatically validated.
Sample Text
Select an option
Free Registration Mode
Dropdown - Selection of a $0 based pricing configuration
This feature enables Free Registration mode for the form. To activate it, create a pricing configuration set to $0 or Free and assign it in the dropdown menu. If you don't select a $0 pricing configuration, payment will be required to register for the Special Activity. In some cases, you might prefer the form to always require payment for Special Activities.
Status Width
Input - Supports lengths of measurement: px, %, rem are the most common.
To override the default width of the status drop down menu, you can enter specific values. Mobile will always be full width.
Status Display
Dropdown - Show or Hide
You can choose to Show or Hide the status option from the patron. Most of the time you will want this set to Show so the patron can indicate that they are or are not attending. See the note below for an explanation on why you may want to hide the status.
Why would I ever hide the Status option?
Automatic Special Activity Registration with Payment
If you want the Special Activity to automatically process "Attending" with a payment, you can:
- Hide the status, quantity, and notes options.
- Set "Accepted" as the only available status and as the positive response, making it the default.
- Do not select a Free Registration Mode pricing configuration.
This setup will ensure the form requires the payment specified in the pricing configuration and processes the Special Activity registration for the patron.
Special Activity Quantity
This section allows you to customize the presentation for the Quantity aspect of a Special Activity.
Google Sheets Column Title (Requires the Google Integration)
Input - Text (50 character max)
The name entered in this field will be used as the Quantity column name in the created Google Sheet.
Once you set this and go live, do not change the name unless you manually change the name in the Google Sheet as well.
Label Text
Input - Supports HTML and conditional logic
Sample Code <strong>How many guests will you be bringing?</strong>
Label Text Color
Input - Enter an 8 digit Hex value to include transparency
Quantity Drop Down Placeholder
Input - Supports HTML
If you prefer not to show the Default Quantity and require patrons to make a choice, you can enter some prompt text here. The form cannot be submitted unless a quantity is selected, as it is automatically validated.
Quantity Width
Input - Supports lengths of measurement: px, %, rem are the most common.
To override the default width of the quantity drop down menu, you can enter specific values. Mobile will always be full width.
Quantity Display
Dropdown - Show, Hide or Hide/Count
You can choose to show, hide, or Hide/Count the quantity option from the patron. For example, if you don't want guests to be an option, you can hide it so patrons cannot invite any guests.
Additionally, you can set the dropdown to Hide/Count. This will hide the quantity option but use the count value assigned to the pricing configs (buttons) on the form.
Example:
- Suppose you have 4 buttons representing tickets to the Gala: 1 Gala Ticket, 2 Gala Tickets, 3 Gala Tickets, 4 Gala Tickets.
- Each button has a corresponding count value: 1, 2, 3, and 4.
- If you select the 3 Gala Tickets button, the Attending value in Tessitura will be 3.
This setup ensures that the quantity selected is accurately reflected in Tessitura based on the button count.
Why would I ever Hide/Count the Quantity Display option?
To set the Attending value in Tessitura for a Special Activity using the Button count.
If you want the Special Activity to use the Button count:
- Hide the status and quantity options. Optionally, hide the notes.
- Set "Accepted" as the only available status and as the positive response, making it the default.
- Do not select a Free Registration Mode pricing configuration. (Unless it is Free)
- Make sure your Pricing Configurations have the correct values in their Count fields.
- Set the Quantity Display to Hide/Count
This setup will ensure the form requires the payment specified in the pricing configuration and processes the Special Activity registration for the patron and uses the Pricing Configuration count value as the Attending value.
Low Quantity
Input - Number
Enter the lowest option in the drop down you want presented to the patron.
Quantity
Input - Number
Enter the highest option in the drop down you want presented to the patron.
Step Quantity
Input - Number
Examples best illustrate this feature. Typically, you'll set this value to 1, allowing patrons to choose between 0, 1, 2, 3, 4, or 5 guests. For events requiring pairs, set the step to 2 and the default to 2 so patrons can choose 2, or 4 guests. It stops at 4 because the Quantity field i this example is set to 5, and the next step (6) would not allowed.
Default Quantity
Input - Number
Set this to a valid value, typically 0, and that option will appear in the dropdown presented to the patron.
Special Activity Notes
This section allows you to customize the presentation for the Notes aspect of a Special Activity.
Google Sheets Column Title (Requires the Google Integration)
Input - Text (50 character max)
The name entered in this field will be used as the Notes column name in the created Google Sheet.
Once you set this and go live, do not change the name unless you manually change the name in the Google Sheet as well.
Label Text
Input - Supports HTML and conditional logic
Sample Code <strong>Comments/Notes</strong>
Label Text Color
Input - Enter an 8 digit Hex value to include transparency.
Placeholder Text
Input - Supports HTML
If you would like to display any placeholder text in the Notes text are you can enter it here.
Placeholder Text Color
Input - Enter an 8 digit Hex value to include transparency.
Notes Width
Input - Supports lengths of measurement: px, %, rem are the most common.
To override the default width of the notes text area, you can enter specific values. Mobile will always be full width.
Notes Display
Dropdown - Show, Show if Declined, Hide if Declined, or Hide
You can choose to show or hide the Notes option from the patron. For example, if you don't want notes to be presented, you can hide it so patrons cannot invite any guests. If you only want to show Notes if the patron declines, that is an option as well.
Maximum Registration Configuration
Something to note about the maximum registration feature. We base this on the total number of attendees. Attendees are calculated as follows: Invitee + Guests = Attendees
Registrations
Auto-Calulated
This number is based on the number of attendees.
Maximum
Input - Number
Enter the maximum number of attendees you are going to allow.
Remaining
Auto-Calulated
This number displays remaining spots available and is based on the the Maximum number you entered minus the Registrations.
Max Alert Header Text
Input - Supports HTML
Customizable alert message when the maximum is reached.
Max Alert Header Color
Input - Enter an 8 digit Hex value to include transparency.
Max Alert Body Text
Text Area - Supports HTML
Customizable alert message when the maximum is reached.
Max Alert Body Color
Input - Enter an 8 digit Hex value to include transparency.
Max Alert Color
Input - Enter an 8 digit Hex value to include transparency.
Max Alert Border Color
Input - Enter an 8 digit Hex value to include transparency.
Guest Full Configuration
Something to note about the Guest Full Configuration feature. This will only display to the invitee when their is a registration available for the invitee, but there are no more registrations available for guests.
Full Alert Header Text
Input - Supports HTML
Customizable alert message when the maximum is reached.
Full Alert Header Color
Input - Enter an 8 digit Hex value to include transparency.
Full Alert Body Text
Text Area - Supports HTML
Customizable alert message when the maximum is reached.
Full Alert Body Color
Input - Enter an 8 digit Hex value to include transparency.
Full Alert Color
Input - Enter an 8 digit Hex value to include transparency.
Full Alert Border Color
Input - Enter an 8 digit Hex value to include transparency.
Registration with the same email address
When a patron uses a form that uses a specific Special Activity, date, and email address to respond more than 1 time, the registration quantity is maintained.
This allows the patron to:
- Increase the number of guests at a later time
- Decrease the number of guests at a later time
- Change from "Yes, I can attend" to "No, I cannot attend"
- Change from "No, I cannot attend" to "Yes, I can attend"
Each of these options will affect the remaining Maximum Registration Configuration number.
Maximum Registrations - Conditional Content
You can use conditional content to display messages on a form that contains a Special Activity. These conditions are based on the remaining Maximum Registration Configuration number.
Less than < %if_sa_qty<4%Only %sa_remain% spots remain! RSVP today%/if_sa_qty% or %if_sa_qty_not_zero<4%Only %sa_remain% spots remain! RSVP today%/if_sa_qty% %if_sa_qty=0%Sorry, we are full. Check back for openings%/if_sa_qty% Greater than > %if_sa_qty>4%Over %sa_remain% spots remain! Take your time%/if_sa_qty% Equals = %if_sa_qty=4%Only %sa_remain% spots remain! RSVP today%/if_sa_qty% Less than or Equals <= %if_sa_qty<=4%Only %sa_remain% spots remain! RSVP today%/if_sa_qty% or %if_sa_qty_not_zero<=4%Only %sa_remain% spots remain! RSVP today%/if_sa_qty% %if_sa_qty=0%Sorry, we are full. Check back for openings%/if_sa_qty% Greater than or Equals >= %if_sa_qty>=4%Over %sa_remain% spots remain! Take your time%/if_sa_qty%
Are there Special Activity configuration errors showing up on your form?
Once you add the Special Activity to your Enhanced Question set, you may see 2 errors when you try and render the form. These errors are there to inform you that you still have some setup to do.
This error displays at the top of the form. You may see this along with Fund, Source, On-Account configuration errors.
This error is displayed at the exact location that you are trying to render your special activity
