All About: Trips & Meetings

What are EverTrue Trips & Meetings?

Planning your next trip or meeting in EverTrue is easier with EverTrue's Trips & Meetings! This feature helps traveling fundraisers prioritize, schedule, coordinate, and take quick meeting notes with prospects and donors while on the road or right from home. It removes the need for printed research profiles, printed point-to-point directions, or even a notebook. The modern gift officer now has everything they need on their mobile phone, tablet, or laptop. 

In this new world of increased meetings hosted on Zoom and Google Meet, we wanted to give fundraisers a way to keep track of their virtual donor visits. You can now schedule and manage virtual and phone meetings in EverTrue in addition to local meetings and trips. We also make calendar syncing with EverTrue possible to help you stay on top and keep track of all of your meetings and trip events! 


Creating a Trip

To create a trip in EverTrue, head on over to your Trips & Meetings tab in the left-hand navigation bar. If this is your first time creating a trip, click the Create a Trip button in the center of the page to begin. If you've already created your first trip, use the Actions dropdown and click Create Trip to start the process.

A Create Trip pop-up box will appear in which you will be required to enter a trip name, select your travel dates, and add collaborators if applicable (you can learn more about trip collaborators here!). Click Create once all details are entered to be taken to a view of your new trip.

Do you think your travel dates might change in the future? We've got you covered! If you need to edit these after creating the trip, you can do so by opening the trip, clicking the Actions dropdown, and selecting Edit Trip Details

Understanding Trip List

When viewing your new trip, you will see the page is devoted to two main components: Trip List and Meeting Itinerary. 

Trip List is where you will add the constituents you are interested in or are already planning to meet with. You can add constituents to your trip by clicking the Add Constituents dropdown and either using a list or searching for them by name. 

Understanding Meeting Itinerary

Once you've added constituents to your Trip List, navigate to Meeting Itinerary. This is where you will see the days of your trip and any events you've added. EverTrue will also display the time between events and the approximate travel time to and from event locations.

You can start building out your Meeting Itinerary by clicking Add Event and then choosing between two types of events to add to your schedule: 

  • Time Blocks - Schedule time for air travel as well as built-in breaks during the day for driving to and from meetings.
  • Meetings -  Schedule dedicated time for connecting with constituents while on your trip.

When adding a Time Block, you will be required to include a title, time, and location for the block. You will have the option to add additional solicitors (if applicable) and a description. 

When adding a Meeting using the Add Event button, you will also be required to include a title, time, and location. You will have the ability to add constituents, additional solicitors (if applicable), and a description, and will see an option to mark the event as an anchor meeting (i.e., a significant event around which the trip is focused). If you mark it as an anchor meeting, you'll see a star appear next to the event within your Meeting Itinerary!

Meetings can also be created by dragging and dropping a constituent from your Trip List to an Add Event block found under a specific date of your Meeting Itinerary

Please keep in mind some additional insights regarding the creation of events within your Meeting Itinerary:

  • Only fellow EverTrue users marked as solicitors can be added under Additional Solicitors when filling out this field.
  • Time selected for events added to your itinerary is restricted to the days of the trip. Setting the event location will determine the time zone of the event, even if your typical location falls within a different time zone.  

Emailing an Itinerary

Once you've created a trip, you can quickly and easily share your trip itinerary with anyone you'd like to loop into your trip details! 

To email your trip itinerary in EverTrue, head over to your Trips & Meetings tab in the left-hand navigation bar and click on the name of the relevant trip to open it. Open your Actions dropdown, select Email Trip Itinerary, and enter the emails of any contacts you'd like to share the itinerary within the pop-up box. 

Itinerary emails contain the title, date, time, and associated constituents' name details for all events and meetings on your trip. Recipients of your trip itinerary do not have to be EverTrue users. If the recipient does happen to be an EverTrue user, they'll find a link at the bottom of their itinerary email to view your trip in EverTrue. 


Creating a Meeting

Meetings can either be scheduled as part of an existing trip (as shown above), or as a stand-alone local, virtual, or phone meeting! For all meeting types, we recommend entering an interaction immediately following your conversation by clicking directly on the meeting name from your Trips & Meetings tab. Doing so will ensure the interaction is connected to and viewable within the constituent's profile.

Creating Local Meetings

Adding local meetings to EverTrue is a great way to track one-off constituent coffee meet-ups and on-campus meetings, allowing you to stay on top of your visits without having to create an entire trip. 

To create a local meeting in EverTrue, head on over to your Trips & Meetings tab in the left-side navigation bar. Using the Actions dropdown, click Create Local Meeting and fill out the Local Meeting form. You will be required to add a title and time and will have the option to include location details, constituent names, additional solicitors (if applicable), and a meeting description.

Creating Virtual Meetings

To add a virtual meeting in EverTrue, head to your Trips & Meetings tab in the left-side navigation bar. Using the Actions dropdown, click Create Virtual Meeting and fill out the Virtual Meeting form. You will be required to add a title and time and will have the option to include meeting platform and link details, constituent names, additional solicitors (if applicable), and a meeting description.

Once your virtual meeting is scheduled, you can launch the video call right from EverTrue if you included a meeting link when filling out your form! Just head on over to your Trips & Meetings tab and click the Join In button within the meeting to connect with your prospect via your virtual meeting platform.

You can use Zoom, Google Meet, Microsoft Teams, Skype, or any video conferencing service of your choice for your virtual meeting. 

Creating Phone Meetings

Planning on having a chat with a prospect over the phone? From quick check-ins to formal conversations, we've got you covered. You'll be able to schedule those one-off connections in EverTrue and stay on top of your correspondences without having to create an entire trip.

To add a phone meeting in EverTrue, head to your Trips & Meetings tab in the left-side navigation bar. Using the Actions dropdown, click Create Phone Meeting and fill out the Phone Meeting form. You will be required to add a title and time and will have the option to include the relevant phone number, constituent names, additional solicitors (if applicable), and a meeting description.


For any other questions reach out to EverTrue Support at genius@evertrue.com.

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