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How to Sync Event Participants to Raiser's Edge NXT

In this article, we'll explain how you can use Raiser's Edge NXT Events and Trellis to streamline your event management and save time.

Overview

The Events feature in RE NXT tracks event details like participants, RSVP status, fees, and payments.

Participant records show attendance, but cannot store contact details directly. To display a participant’s name, they must be linked to a constituent.

  • If linked to a constituent, the participant’s name and contact info appear.

  • If not linked, the participant is shown as a “Guest of [Host Name]”.

Please note: Hosts cannot be non-constituents.

How to Sync Participants to RE NXT Events

  1. Ensure auto-sync is enabled in Trellis
  2. In your fundraiser's Integration Settings, select an RE NXT event from the dropdown.

  3. Select if you would like any Event Tickets or Items for Sale to appear as fees in RE NXT.

  4. Make sure your Campaign, Fund, Appeal and Package settings are complete.
    1. Gifts cannot sync if Fund is missing.
  5. If you are running an event with free or complimentary tickets:
    1. Ensure Free Purchaser is selected under Advanced Constituent Sync


    2. If your entire event is free, and you do not want $0 gifts to appear on purchaser's gift history, select Do Not Sync as Gifts for Event Tickets under Gift Sync Settings.

How Synced Transactions Appear in RE NXT

When an event ticket is assigned through Trellis, our integration conducts the three sync processes:

  1. Constituent Match
  2. Gift Sync
  3. Event Participant Sync

Assigned Tickets

When a ticket is Assigned in Trellis, this means the ticket has a First Name and Last Name, and a unique Email Address, and is therefore linked to an account on Trellis. Tickets can be assigned from the purchaser's account and from the Check-In Tool.

Once the ticket is assigned, our integration:

  • Attempts to match the attendee to an existing constituent using your constituent match settings.

  • If a match is found, the participant is linked to that constituent.

  • If no match is found, Trellis will create a new constituent record to link to that participant.

Please note:

Trellis prioritizes matching with a constituent over a non-constituent. We can only create non-constituents as a relationship to the Host.

Unassigned Tickets

If tickets are not assigned during checkout, the participants are still created in RE NXT but appears as a “Guest of [Host Name]” with no contact information.

Important Details:

  1. If auto-sync is enabled and the ticket is assigned or reassigned later, our integration will automatically update the participant. If auto-sync is disabled, our system will not update the participant.

  2. Unassigned attendees as part of a grouped ticket (such as a Table of 10) cannot be synced as "Guest of [Host]". Those attendees will not appear in RE NXT as participants until they are assigned.

Frequently Asked Questions

Q: Who becomes the Host of the party in RE NXT?

The purchaser always becomes the Host in RE NXT. If the purchaser is not assigned a ticket, they are marked N/A under RSVP status. This includes Company/Organizations who purchase event tickets.

Q: How are non-constituents created for guests?

We can only create non-constituents as a relationship to a full constituent. If we need to create non-constituents, they will be relationship records to the Host of the party in RE NXT.

Q: A company purchased a table but why don't I see any guests for the table in RE NXT?

For grouped tickets (table of 10, etc) we can only sync the attendees within the group once they are assigned, rather than "Guest of [Host Name]". Once the tickets are assigned, those participants will appear in RE NXT.

For this reason, it is best to use Trellis as your source of attendees leading up to the event, rather than RE NXT.

Q: If attendees are updated or reassigned in Trellis does that automatically update the participants in RE NXT?

Yes, if attendees are reassigned from the Check-In Tool or by the purchaser, our system will redo the constituent match process and update the event participant to the new attendee.

Q: Why is there an attendee in Trellis that isn't in RE NXT, and vice versa?

This is often because when the purchaser made their purchase, they assigned the ticket to someone, and then later reassigned the ticket to someone else. When they reassign the ticket, if they do not enter that person's email, then we do not initiate updating the event participant.

This is based on RE NXT best practices, where we do not sync constituent data on Full Name alone.

Q: We sold event registration via RE NXT and now need to bulk upload attendees into Trellis. How can we prevent duplicate gifts and event participants from being created?

Under gift sync settings, you can choose which data from an attendee bulk upload syncs to RE NXT:

  1. Constituents, Gifts, and Event Participation
  2. Constituents & Event Participation, NOT gifts (Default)
  3. Nothing

If you already have event participation data in RE NXT, then unfortunately you will either need to delete those existing participation records, or sync "Nothing" from the bulk upload. This is because RE NXT does not allow a constituent to participate more than once on an event, and we cannot match to an existing event participation record.

Q: What if we don't know an attendee's email?

If you do not have complete attendee information, leave the email address field blank, rather than adding a dummy email or a staff member's email.

This ensures the name and email always match on an attendee, which prevents errors with account creation on Trellis and from incorrect data from syncing to RE NXT.

Q: How are fees and payments handled on event participants?

If you want to learn more about how to show fees and payments in the Events, check out this article.

Q: How are custom fields handled for event participants?

We can sync the following custom fields on Trellis as participant options in RE NXT:

  1. Radio buttons, multiple choice, or open text
  2. Asked of event ticket purchasers or event ticket holders

The responses will appear when viewing the party in RE NXT.

If custom field responses are updated for attendees, those updated responses push to RE NXT.

Did this answer your question?

If not, please reach out to our Product Engagement Team via the blue chat icon or email support@trellis.org.