We need an easy (or sort of easy) way of pulling a list of names/emails of patrons who attended a specific performance for us to do target marketing. For example, we would like to pull a list from our last Museum After Dark party in order to target e-blast just to that crowd for our next Museum After Dark party coming up. Any ideas?
So far I've tried an Order Export Utility, but no matter how specific I make the parameters, it still pulls other performances in with what I want. And it also pulls all of the orders, not just the ones from people who attended.
We also tried created a list in List Manager, but that doesn't work right either (when we export to Excel it still pulls our opening date and mixes that in with all the other dates, which are all out of order), also it won't let me configure it properly. When I go to "Add Criteria" and check "Attendance Performance," it will pop up, but once I try to click in any of the boxes to change "IN" and "Please Select" it freezes up and won't let me click on anything. And this also has the issue of pulling all the orders, not just those who actually attended.
If there is an easier way let me know.
Hi Chelsea - have you tried using the Attendance by Performance report & saving the results as a list?
Tried that, but then in List Manager it's not giving me the emails, just name and home address. And it won't let me add criteria to add the email addresses in.
Hi! We do this frequently, primarily by using the criteria "Ticket History: Performance" (or Production Season, depending on the build).
I also use the Attendance By Performance report as noted in the previous comment. Does your Output Set for that list include emails? You may need to play with that part of it.
The Output Set for Attendance by Performance doesn't give emails in the set. And when I try to add email as criteria it won't let me do it (literally it is grayed out when I try to add any type of criteria).
Hi Chelsea, I think you might be mixing up two different concepts. An Output Set doesn't have criteria. It has elements. You choose what to output. A List does have criteria (or not, if it's a manual list) and is just a collection of constituents. When you view the List's contents, it does give a brief summary of some of those constituents' info. To get those folks' email, you'd need to either find an Output Set that contains email, or create one. Then execute the Output Set against the desired List. That will give you emails for the people in the List.
If you're saving the report output from Attendance by Performance, it's true that won't contain the constituents' emails. I believe the shortcut folks were referring to above with that report is that instead of using List Manager's criteria to find the constituents who should be in the List, you'd run the report, click Save as List from there, but then you'd still need to have an email-containing Output Set to execute against that List, regardless of which method you used for creating the List.
Ah, yeah that makes sense. What I was doing was "Save As List" from the Attendance By Performance report. Then when I tried adjusting the criteria it wouldn't let me.
How do I create or run an Output Set?
This should get you started: www.tessituranetwork.com/.../Output Set Builder.htm
Also there is a nice walk through in the online training here https://www.tessituranetwork.com/Support/Training/Intro-Courses/Lists-and-Output
If the above doesn't make sense and you need a quick zoom walk through just holler. Coincidently I'm running an all-staff onboarding Lists and Output sets in a couple of hours over here.
Chelsea - Hopefully the clarification around lists and output sets got you unstuck. I'm going to drop in some screenshots from my set up though, in hopes the illustration is also helpful.
This is dynamic for our automated post-show, so it's not precisely what you asked about, though it's not far afield. In English, it's yesterday's performance in the main season, valid email, permission, and not otherwise an internal contact... plus seed list. Note that, for criteria like this, you do have to use the "double" entry of the Date, otherwise (if you did "=") it'll only return results related to midnight. And because we use NScan, my criteria is based on patrons who scanned in rather than just having tickets.
Then, because as mentioned above, a List isn't worth much outside of Tessitura until you've got an Output Set to accompany it, here's the matching output set. Most of what's here are custom items, but they're very common ones these days and I think you can track down a fair portion of what you need in the Recipe Book documentation. You may also not need them for your current project, if you don't need to dynamically include the details in the email body.
However, I'm including here bc there's a pretty key thought that might have been part of your confusion last week when the results weren't what you wanted. The little funnel symbol means that there are parameters/filters in play:
For my situation, these are essential because, without them, the results will be *every* piece of perf data on the constituent record. Someone qualifies for the List because of Perf X, but they can also have data for Perf A-W and Perfs Y and Z. Without filtering, your results will cover A-Z. The List doesn't influence the Output, nor vice versa, so you have to manage both.
School is in (gets chair)
Ok, this kind of helped. I just built a brand new Output Set with the Elements being Email Address and First/Last Name. Then I created a brand new list with the Criteria being the "Perf Date" and "Attendance Performance." Now my problem is when I try to run it, it says I have 0 results (which is impossible because 400 people came to this event. What did I do wrong?
I'm not sure how automated you need it to be, but one quick way is to use Tess analytics. Create a pivot table that has the performance code as a dimension and the attended count as a value. If the widget is set to jump to constituents you can click on the attended count and generate and save a Tess list of just those attended constituents.