This page defines the basic "what, where, and when" of an activity, and provides a quick way to view the current state of the activity as far as attendance, expenses, and capacity.
The following fields are available:
•Activity Name - the name for the activity
•Location - lists all locations defined in your database. Values can be preloaded, but new entries can also be entered and you will be prompted to add the new entry to the list. See Maintaining Locations for more information. Note: When adding a new Location here, the system will use the default Location Type. If no default Location Type is available the system will be unable to create the new location because the type is required.
•Type - lists all Activity Types defined in your database. Activity types can be used as another way of categorizing your activities for quick reference. Values can be preloaded, but new entries can also be entered and you will be prompted to add the new entry to the list. See Maintaining Activity Types for more information.
•Description - general information about the activity
•Exempt* - indicates whether attendance of this activity counts toward the maximum allow attendance for a given status. For example, if Prospect status members are allowed to attend up to 5 activities before they have to join your organization, but you want anyone to be able to attend this activity regardless of that, you can turn off this setting and it won't count toward the total.
•Start Date/Time - the date and time the activity officially starts. They are both optional, though if you enter a time, you must also enter a corresponding date.
•End Date/Time - the date and time the activity officially ends. They are both optional, though if you enter a time you must also enter a corresponding date.
•Enforce Dates - indicates whether the system should require that the start/end dates of attendance records be within the start/end date range of the activity itself.
•Capacity* - indicates the maximum number of attendees allowed for the activity. A value of zero ( 0 ) indicates that there is no limit. If set to a non-zero value, then once the capacity is reached, no more attendees or guests can be added unless the Overbook option is turned on (see below).
•Overbook* - indicates whether the specified Capacity can be exceeded. For example, you may have a capacity of 50 attendees, but if you exceed it you know you can make additional space available, etc., to accommodate the greater headcount.
The right side of the window displays the Activity Summary*, and provides a quick reference for current counts, income/expenses, and capacity.
* Professional Version Only