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In-Person Chapter Event Data Collection - Coggle Diagram
In-Person Chapter Event Data Collection
Merchandise Purchase
Attendee wants to purchase chapter merchandise at the event.
Chapter table attendant rings them up for the total amount of their purchase using the
Shopify POS mobile app and credit card swiper
.
(Cash and check merchandise transactions can and
should
be processed through the POS app as well to aid in totaling sales and adding customer info.)
Customer Info
(Name, Email, City, and State required)
must be looked up or manually created in the app and linked to the transaction in order for it NOT to be anonymous.
:warning:
If this is not done, no contact data will pass to the system.
Transaction processes, and their contact record is created or updated in the system.
NEW contacts who have never used the store before will be created
, will be recorded as using the online store, and will start receiving emails from an appropriately targeted engagement studio.
If they already exist
, they will continue on the engagement path they are already on. However, if it is the first time they have used the store, that will be recorded.
Customers may, of course, decline to provide this information.
Funds processed via credit card
for the event will be totaled, reported, and the Net Sales Amount transferred to the chapter account.
Funds collected via cash and check
can be directly deposited to the chapter petty cash account, and should be included on the chapter's monthly/quarterly petty cash report the Treasurer sends to the Wild Montana Accounting Manager.
A sales summary report
by date range can be created, if needed, upon request. Contact the Wild Montana Database Manager.
Donation/New Membership/Renewals
If an attendee wants to simply
make a donation, or create/renew a Wild Montana membership
Online
- (Credit Card, Bank Account, ApplePay, GooglePay, PayPal, Venmo)
Attendee uses their phone to scan the
"Support Wild Montana"
QR code on the table placard
This brings up a mobile-friendly Classy donation page where they can easily complete their donation using any of the above payment methods.
Table attendants are right there to answer any questions about the transaction.
Contact and transaction data is automatically entered into the system and flagged as originating at your chapter event.
System creates new memberships or processes renewals automatically.
NEW members
will be mailed out a special welcome packet and start receiving emails from an appropriately targeted engagement studio.
RENEWING members
will continue on the engagement path they are already on.
Chapter receives a
monthly report of donors
who used their specific event donation form.
Offline
(Cash/Check/Offline Credit Card)
Chapter table attendant receives cash/check/offline credit card info, and has the donor fill out the
Donation Information slip
completely
.
Donation Information slip (and check) are sealed for security in a generic envelope, and all envelopes are mailed to the Helena office for processing post-event.
Helena Staff manually enter the transaction into the system.
:moneybag: All
Cash donations
should be totaled and deposited into the chapter's petty cash account and a
check for the total amount
sent to Helena for processsing with the rest of the envelopes.
:warning: The
amount
of each
Cash donation
must
be recorded on the Deposit Slip so we know who gave what amount.
Email Sign-Ups
(Attendance)
No donation or merch purchase. Simply to sign up for our list emails to show they attended and are interested in learning more.
Those
already
on our email list can also quickly use this form to
simply indicate their attendance
of the event.
Attendee uses their phone to scan the
"Stay Connected"
QR code on the table placard
.
(If the attendee does not have a phone, the table attendant may bring this up on their own phone and enter the data for the attendee.)
This brings up a mobile-friendly
form
for them to fill out with their contact details.
If they have previously opted-out of receiving our emails, they are given the opportunity to opt back in.
Contact data is automatically entered into the system and flagged as originating at a chapter event
(The specific event is not recorded, but could be determined by the date the form is used.)
:warning:
Info entered on this form will UPDATE existing records, and affect ALL communications with the contact.
Contact
(if new)
starts receiving emails from an appropriately targeted engagement studio
. Otherwise they continue on the engagement path they are already on.
Chapter receives a
monthly report of attendees
that used their specific sign-up form.
Attendee fills out the
handwritten attendance sheet
completely, and a chapter volunteer enters the information through the mobile-friendly chapter form post-event.