Adding event sign-ups to a key date

When viewing a person's profile in the Address Book or Children module you can easily see their "recent event sign-up" and "event invites" history. For certain significant events, it can also be helpful to record a Key Date to mark their participation. Key Dates are a powerful feature for maintaining lists of significant dates and milestones as people engage with your church or organisation - perhaps the date someone attended an Alpha Course or a training event, or the date they were accredited with a qualification or became certified (e.g. DBS). Key Dates are especially powerful when used as conditions in Smart Tags - ideal for drilling down into your data to identify those who have (or don't have) certain key dates, perhaps in combination with other Smart Tag conditions.

With this in mind, a useful administration practice is to record a key date for all those who signed up or attended your significant events. For example, if you run a training event, logging people's participation with a Key Date will make it much easier to identify when those people need a refresher after a certain period of time, or to identify those who have not yet received that training. You don't have to record a key date for every event - perhaps just significant events.

In this article we describe the Add to key date action on the Sign-Ups tab of an event's "View" page in the Calendar module, but note also the option to Add to key date on the Invites tab and Check-Ins tabs too. For example, you may prefer to only assign a key date to those people who have actually attended (checked in) the event.

For further information about Key Dates see the related support article.

Important

Only active people already in your Address Book or Children module can be assigned Key Dates. Event sign-ups by those not yet in ChurchSuite must first be added to the Address Book or Children module before key dates can be assigned. Subject to your organisation's Data Protection policy, and where you have a lawful basis for processing, it's easy to add those not yet in ChurchSuite to your Address Book and Children modules. Click the Action menu and then choose Add child to add a sign-up to the Children module or Add contact to add the contact to the Address Book. Once sign-ups have been added to ChurchSuite, they too can be assigned key dates as described in the article below.

Unlike Flows and Tags, where a person can only be active in a Flow once or assigned to a Tag once, the Add to key date action described in this article will add a new key date instance against the selected sign-ups each time you run the action. Consequently, to avoid unnecessary duplicates, you will likely only run the Add to key date action for each event once, perhaps after the event has taken place i.e. when the Sign-Ups or Check-Ins list isn't likely to further change.

From the event's "View" page in the Calendar module, scroll down to the Sign-Ups tab (or Invites tab or Check-Ins tab). Select Add to key date from the Add drop-down menu.

The Add to key date pop up provides options to further filter who key dates are to be assigned to, perhaps filtering just those with a particular sign-up Status, or who have provided a certain Question responses, or those who have Signed up between certain dates or to certain Tickets. Filter as appropriate - or leave the filters unchanged to select all active sign-ups. Click Proceed.

Next, search for and select the key date Name to be assigned to the selected People. The search box will auto-suggest from your existing key dates as you begin to type; or type a new key date name and press <Enter> to create it. Set the Date of the key date to be assigned and optionally enter a key date Description. You can also search for and select other People to be added. When you are finished with your selection click Add to Key Date to finish.

Now, when viewing a person's profile page in the Address Book or Children module, those added key date instances are listed in Key Dates history.

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