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Education Constituent Records

Sarah Herrera
$organization

Hi all!

Our power user group has been discussing how to manage records for constituents who are educators and purchase tickets to our school matinee programs, but may also be ticket purchasers to our regular season. How do you handle managing their records? What are the positives and negatives of keeping the records separate, or having all ticket history on one account. One of our main concerns is how to make sure we are properly managing what set of tickets get sent to which address: their school address or personal address. (Note: We are not using Contact Point Purposes - yet!) 

Thank you!

Sarah

  • $organization

    We have a lot of patrons who have "dual" roles in our system:  educators and patrons.  We always sell the tickets for our school programs onto the school account and make the teacher the initiator.  Most of the time in these situations, the school is paying for the tickets so it keeps things clean.  We also affiliate teachers with their schools.  Individual performances are sold onto their personal accounts.

    Keeps the records clean but allows us to see a teacher's full activity. 

    Another plus to selling onto the school record is that teacher's move around.  This keeps the history with the proper school.

  • $organization
    Thank you, Michelle. This is very helpful!
     
  • $organization in reply to Michelle Kosmatka

    We're looking into cleaning up our school and group files after many years of creating multitudes of school files for each teacher. Can you tell me if you have ONE main file for the School and then affiliate all of your teachers to that main file?

    If so, I have at least one further question that I would love if you could answer.

    • How do you manage contact points for the teacher? If we wanted to send an email to the teacher to remind them to make a purchase - do you rely on their personal contact points on their individual file? Or, do you add their email address to the School file (presumably their school email addy), set their preferences and then select this email address in the affiliation? Then when doing your extraction you are using the advanced stuff to pull those email addresses?

    I'm hoping to put a detailed plan in place here so that we can begin to clean up this mess we've created for ourselves!

  • $organization in reply to Michele Keutsch

    Hi Michelle, would love to see the plan that you wind up with, as this is definitely something I'd like to tackle in Pittsburgh this year as well. Would definitely appreciate your perspective.  mednis@trustarts.org

  • $organization in reply to Sarah Herrera

    Definitely want to follow your progress on this. Might help get some insight into ways we can better manage our community programs here at the ballet.

    Cheers, 

    Michaela 

  • $organization in reply to Kelly Mednis

    sorry I missed this. I haven't heard back from as yet.

    when you get a chance, I would love to hear your answers to my post.

    Thanks!