What we need to confirm to move forward
One call that needs a reply, then the facts we need from each person. Drawn from the platform cards on the map; anything already answered is left off.
One call
Events: Eventbrite, Backstage, or Luma
What SikhRI needs from an events tool: free registration, volunteers checking people in from their own phones, registrations and attendance landing on the CRM contact, and some way for new people to discover events. Eventbrite gives the first and the last; check-in needs per-event organizer access and the CRM link comes from Zoho Flow. Backstage gives the CRM link natively but only on Premium, and Zoho One includes just one Premium event. Luma is the newer option: free, unlimited events and guests, a check-in staff role that needs no shared login, and a Zapier trigger that fires when a guest is checked in. Prices are list prices before tax; Backstage is quoted in Canadian dollars as Zoho shows it.
| Option | Cost | Volunteer check-in | Registrations and check-in to the CRM | Discovery | What it costs SikhRI |
|---|---|---|---|---|---|
| Eventbrite + Zoho Flow | C$0; Flow is in Zoho One | Per-event organizer access on the Eventbrite app; Simran to accept | Flow connector: attendee added, checked in | Eventbrite search, about 10% of registrations | Nothing; 71 events and 3,906 registrations stay where they are |
| Luma Free | $0 | Check-in staff role, own login, mobile app | Zapier: guest registered, guest updated (includes checked in). No Zoho Flow connector, so Zapier or a webhook into Flow | Luma calendar followers and WhatsApp-friendly pages; no public marketplace search | A new tool for Simran; history stays in Eventbrite; Eventbrite search share is lost |
| Luma Plus | US$59 a month billed yearly (US$708 a year) | Same | Same, plus API access and 5,000 invites a week | Same | Same; needed only for the API or heavy invite volume |
| Backstage Premium, subscription | C$291 a month billed yearly (C$3,492), or C$349 month to month | Organizer app | Native CRM sync, Flow, webhooks | None | Migrating 71 events; Eventbrite search share lost |
| Backstage Premium, per event | C$749 per event; 16 a year is C$11,984 | Organizer app | Native | None | Only cheaper than the subscription below five events a year |
| Backstage Free (in Zoho One) | C$0 | Organizer app | None | None | Caps at 100 attendees; four 2026 events exceed it |
Our read: Backstage is not worth C$3,492 a year for a link Flow gives for nothing. Eventbrite plus Flow answers every need except a comfortable check-in for volunteers, which per-event organizer access fixes if Simran accepts it. Luma is worth a trial on one event if she does not: it is free, check-in staff is built in, and the check-in trigger exists. What it loses is Eventbrite's search traffic.
To confirm with Harinder and Simran: Eventbrite plus Flow, or trial Luma on the next event. Either is free; Backstage is off the table unless one vendor matters more than the cost.
Facts we need, by person
Shevya
Fundraising · Funraise, receipts, targets. Each is a comment in SikhRI - Funraise Migration Plan v1
- The 53 Pending entries as each donor's pledge for the year, and whether non-charter yearly commitments are recorded the same way
- Tiers: a charter member's from the yearly commitment while it runs; a non-charter donor's from this calendar year's total
- Giving levels over the last 36 months
- The proposed New, Retained, Reactivated and Lapsed
- No SikhRI receipt for DVN, CanadaHelps and other platforms
- One charter commitment per couple, and CM_Family donations as non-charter
- The 13 other fund names counted as Unrestricted
- The exchange rate for each donation from Zoho Books
- Grants, employer matching and Gift Aid in the PIs, and donors to date counted once
- The Australian charter members in the 2023 and 2025 projections
- Where Gift Aid declarations are read today (Funraise Migration Plan v1, FR-25)
Manveer
Marketing · Mailchimp, Zapier, forms
- Lead source values
- Keep or replace, per active zap
- Who reads the request sheets and the Ask SikhRI queue
Simran
Events and Sidak · Eventbrite, Thinkific
- Is per-event organizer access for volunteers acceptable, or would she rather trial Luma on one event?
- Did the check-in backfill happen, and where?
- Which events are not on Eventbrite
- What the Singh/Kaur field means
- Sidak track and career lists
- With Manveer: what "attended" means for a self-paced course
Jaspreet
Operations · Zoho, Books, access
- How many Books organisations, and which Stripe account is which entity
- Were the 30 active recurring plans charged through the Stripe accounts Raah has connected?
- AUD giving now or later
- Who owns the Zapier account
- Re-grant Mailchimp access
Gurjot, Parwinder
Finance and fulfilment · Shopify, Books
- The Shopify payout bank account
- DVN and CanadaHelps report formats
Harinder
The call above
- Events: Eventbrite with Flow, or a Luma trial; Backstage only if one vendor is worth C$3,492 a year
Raah, separately
Build partner
- Whether Raah intends to use the single Funraise webhook slot
- The checks in the Funraise Migration Plan v1, Appendix B.3, before the build relies on them
Skyrocket
Our own follow-ups
- Thinkific sign-up fields
- BigMarker registrants in the overlap count
Skyrocket Digital for the Sikh Research Institute. The reasoning behind each question is on the platform cards of the map. Consent between Mailchimp, Funraise and Shopify is an engineering rule we set, not a team decision; Campaigns capacity is not a concern at this size.