Nonprofits and Data

last person joined: 5 days ago 

This group is for those interested in learning and sharing about all things data-related for nonprofits. The Nonprofits and Data group is for people using data to serve a mission, either directly or by improving nonprofits and the nonprofit sector. That includes everything from collecting data and managing databases to analytics, data visualization and data mining. Here are some examples of topics we discuss: using data to improve organizational effectiveness, measuring impact, using data for storytelling, tools for data management and analysis, figuring out the “right” data to collect, and learning skills to help us use data better.

Event Management & Data Capture/Migration

  • 1.  Event Management & Data Capture/Migration

    Posted Mar 21, 2019 15:59
    I'm curious how other organizations are capturing/storing their event data.  These would be events that your organization hosts where your constituents sign up ahead of time to attend.  Are you using an existing event management tool and collecting/migrating the data into your CRM system?  If so, what tools are you using for the event management itself as well as the data migration?  If you host events at venues that require the use of their own ticketing system, do you also load from flat files provided post event by the venue?  If so, do you load it in an automated way which requires the modification of flat files to meet a standard structure?  For those of you using Salesforce for your CRM, what data structure are you using to capture/store this data?  Is there an app exchange app that you use in some way or did you build out custom objects/functionality?

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    Tamara Vose
    American Public Media
    St. Paul, MN
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    Tech Accelerate


  • 2.  RE: Event Management & Data Capture/Migration

    Posted Mar 22, 2019 09:46
    We maintain this kind of information in a CRM built with FileMaker.  For events we aren't hosting ourselves entirely,  I get the content as Excel files and import.  I can do this programmatically if the worksheet is formatted correctly.  Am working on using SharePoint to enable sites to upload an Excel file for Filemaker to consume.

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    Julia Sheehy
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    Tech Accelerate


  • 3.  RE: Event Management & Data Capture/Migration

    Posted Mar 22, 2019 11:17
    Edited by Emilio Arocho Mar 22, 2019 11:17
    Hi Tamara,

    My organization is on Salesforce, and we use the Fonteva Events app to keep all event registration data and processing in Salesforce. Full disclosure, I am on the Fonteva Customer Advisory Board.

    It's great (actually crucial) for us to have all of our event data in our CRM, although we are still not 100% satisfied with the event registration process for users, and conducted user testing earlier this year to begin improving it.

    We also have a custom Salesforce object set up for tracking conference proposals and committee nominations.

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    Emilio Arocho
    Director, Technology and Digital Strategy
    Food and Drug Law Institute

    Community Organizer, NTEN Nonprofits and Data group.
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    Tech Accelerate


  • 4.  RE: Event Management & Data Capture/Migration

    Posted Mar 22, 2019 12:41
    Edited by Medha Nanal Mar 22, 2019 12:44
    Hi Tamara,

    I've helped a few organizations with this scenario. Specifically, for Salesforce, there are several event management/ticketing apps that directly put data into Salesforce, and this data can be valuable in providing additional prospects or engagement information to the organization. It is always a good idea to see how this data relates to existing constituent data within the organization.

    A second approach is to use an independent, third party app such as Eventbrite - for simple event management, and either set up an integration to bring the data automatically in CRM, or manually export/import to bring the data into the organization. Depending on how frequently these events are conducted, and the availability of time to do this, this can be a viable approach.

    If you do such a manual export/import regularly, then it might be a good idea to look into ways to reduce the manual effort via automation or scripts. Often, the data files exported are in a format that is different from what your CRM needs and in this case, a little bit of massaging to this data, to bring it in an easily importable format , is needed.

    Among event management apps, there is a wide variety of what they accomplish and prices differ. If your event management needs advanced features such as table allocation, content management etc. then something like Fonteva would be great. If your needs are easier, with just ticketing, something like Eventbrite would work just as well.

    Lastly, the most typical Salesforce structure where this data would go, is either Leads, Accounts or Contacts. This is because we are talking about attendees here. That said, several other items such as ticket transactions can go into Opportunities/Payments, and Campaigns can be used too, but then again, it all depends on what you plan to do with this information, and how much detail you need. My strong recommendation is to compile what type of data you collect from events, and then develop a data strategy within Salesforce to do store it so it is reportable and linked to appropriate elements, so that the relationships between the elements of data are preserved.

    Hope this helps.


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    Medha Nanal
    Strategic Data/Database Consultant for Nonprofits (Fundraising, Operations, Programs)
    www.topcloudconsult.com
    medhananal@topcloudconsult.com
    650.600.9374
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    Tech Accelerate