volunteer management

Dan- Jon Ballinger, our Database administrator, presented on what he just developed for volunteer management  at the conference.  We're just launching it this fall.   Feel free to reach out to him directly for more information.

Hello Dan,

Adding to Annie's response. We are launching our volunteer web portal in 2 weeks.   Our volunteer system is managed all through tessitura.  There is a custom screen on the customers account that allows maangers to manaully update there records.  There is also a custom screen that creates and manages schedules.  Then we have our volunteer web portal which uses the web api to make all of the custom calls. 

The web portal allows the volunteer to manage their profile and sign up for volunteer activities.  The web login is is the same login that is used for ticketing. 

I would be more than happy to discuss this further with you.

Regards,

Jon

I forgot to mention that the name of the session I presented this in is "Do You Believe in Magic? Tessitura Magic on the Web".  If you do a search here for that you can view the session hand out.

Dan,

We have been tracking our volunteers through Tessitura for a number of years.  Would be happy to share the custom screens and reports.

Lea Ann Reed
Kansas City Rep

We (The Kalamazoo Civic Theatre) are currently in the process of a Tessitura Volunteer Customization.   Currently we track all Volunteer Information and Experience through a Microsoft Access Data Base.

Where I am getting stuck/confused on how to track/record items is with the following:

In Access there is an Experience Table which tracks the following:

Production:        Text field that is used to track the specific performance (Hairspray, South Pacific, etc.).      Every season I create a drop down for this field that lists are current season.   This helps with consistency of data and reduces errors and keystrokes.   However this field can also be manually entered when I need to track volunteer experience outside of our organization.   I also use a “generic/dummy” show each season (example: 1617KCT) to track volunteer activities that aren’t show specific.

Position:              Text field that is a drop down of 13 categories (Academy, Auditioned, Committee, Crew, Guest Artist, Instructor, Interest, Performance, Pit Musician, Production, Staff, Ushering, Volunteer) which indicate the type of volunteer activity or interest.

Role:      Text field that is used to track the specifics of the volunteer experience (examples: listing a specific role “Mama Rose” or instrument played “Flute” or date and time of ushering “1/8/16 7:30 PM”)

Notes:  Text field to use for recording specific notes on the experience (Example:  “Dropped out after the first rehearsal”, “Had issues running the sound board”, etc.)

Theatre:               Text field used to track what theatre the experience occurred.   I have this defaulted to show “KCT” (Kalamazoo Civic Theatre) but again this can be typed over to show other theatres.

Year:      Text field to indicate the season in which the experience took place (example 2016 2017)

Hours:   Text field to track the number of hours volunteered for the specific experience.  (example 1.25, .5, etc.)

Does anyone currently use Tessitura to track this type and detail of Volunteer experience?   If so how do you do it?

Thanks for the help!

Preston Misner

Director of Volunteer

269.343.2280

pmisner@kazoocivic.com

We (The Kalamazoo Civic Theatre) are currently in the process of a Tessitura Volunteer Customization.   Currently we track all Volunteer Information and Experience through a Microsoft Access Data Base.

Where I am getting stuck/confused on how to track/record items is with the following:

In Access there is an Experience Table which tracks the following:

Production:        Text field that is used to track the specific performance (Hairspray, South Pacific, etc.).      Every season I create a drop down for this field that lists are current season.   This helps with consistency of data and reduces errors and keystrokes.   However this field can also be manually entered when I need to track volunteer experience outside of our organization.   I also use a “generic/dummy” show each season (example: 1617KCT) to track volunteer activities that aren’t show specific.

Position:              Text field that is a drop down of 13 categories (Academy, Auditioned, Committee, Crew, Guest Artist, Instructor, Interest, Performance, Pit Musician, Production, Staff, Ushering, Volunteer) which indicate the type of volunteer activity or interest.

Role:      Text field that is used to track the specifics of the volunteer experience (examples: listing a specific role “Mama Rose” or instrument played “Flute” or date and time of ushering “1/8/16 7:30 PM”)

Notes:  Text field to use for recording specific notes on the experience (Example:  “Dropped out after the first rehearsal”, “Had issues running the sound board”, etc.)

Theatre:               Text field used to track what theatre the experience occurred.   I have this defaulted to show “KCT” (Kalamazoo Civic Theatre) but again this can be typed over to show other theatres.

Year:      Text field to indicate the season in which the experience took place (example 2016 2017)

Hours:   Text field to track the number of hours volunteered for the specific experience.  (example 1.25, .5, etc.)

Does anyone currently use Tessitura to track this type and detail of Volunteer experience?   If so how do you do it?

Thanks for the help!

Preston Misner

Director of Volunteer

269.343.2280

pmisner@kazoocivic.com

Unknown said:

We have 100 volunteers and we are interested in using tessitura to manage them. Does anyone out there manager volunteers via tessitura.

We do all Volunteer scheduling and management via a complex customization, i.e. a TNEW customization completed via TNEW consulting + several custom tabs, reports, and other elements created in-house. It's been live since approximately 4/1/2015 and is going well.

I seem to recall Marty Jones (our TNEW consultant on the project) may have presented on this customization at TLCC2016, or elsewhere.

Unknown said:

Chris – are you willing to discuss/share your customization process with us? We were also looking at TNEW as our portal for managing volunteers.

 

Sure, I'll reach out offline.

We (The Kalamazoo Civic Theatre) are currently in the process of a Tessitura Volunteer Customization.   Currently we track all Volunteer Information and Experience through a Microsoft Access Data Base.

 

Where I am getting stuck/confused on how to track/record items is with the following:

 

In Access there is an Experience Table which tracks the following:

 

Production:        Text field that is used to track the specific performance (Hairspray, South Pacific, etc.).      Every season I create a drop down for this field that lists are current season.   This helps with consistency of data and reduces errors and keystrokes.   However this field can also be manually entered when I need to track volunteer experience outside of our organization.   I also use a “generic/dummy” show each season (example: 1617KCT) to track volunteer activities that aren’t show specific.

 

Position:              Text field that is a drop down of 13 categories (Academy, Auditioned, Committee, Crew, Guest Artist, Instructor, Interest, Performance, Pit Musician, Production, Staff, Ushering, Volunteer) which indicate the type of volunteer activity or interest.

 

Role:      Text field that is used to track the specifics of the volunteer experience (examples: listing a specific role “Mama Rose” or instrument played “Flute” or date and time of ushering “1/8/16 7:30 PM”)

 

Notes:  Text field to use for recording specific notes on the experience (Example:  “Dropped out after the first rehearsal”, “Had issues running the sound board”, etc.)

 

Theatre:               Text field used to track what theatre the experience occurred.   I have this defaulted to show “KCT” (Kalamazoo Civic Theatre) but again this can be typed over to show other theatres.

 

Year:      Text field to indicate the season in which the experience took place (example 2016 2017)

 

Hours:   Text field to track the number of hours volunteered for the specific experience.  (example 1.25, .5, etc.)

 

Does anyone currently use Tessitura to track this type and detail of Volunteer experience?   If so how do you do it?

 

Thanks for the help!

 

Preston Misner

Director of Volunteer

269.343.2280

 

pmisner@kazoocivic.com

From: Patrick Schley <bounce-patrickschley1590@tessituranetwork.com>
Sent: 9/1/2010 11:00:44 AM

We’re about to enter that foray using a series of custom screens on both the constituent record and in ticketing setup. I know there are several other organizations out there tracking volunteers in various different ways—I bet a search of conference materials archives will give you some results.

 

-p.

 

PATRICK SCHLEY | Marketing & Sales Manager | Milwaukee Repertory Theater
Patty & Jay Baker Theater Complex | 108 East Wells Street | Milwaukee, WI 53202
414.290.0710 tel | 414.224.9097 fax | pschley@milwaukeerep.com
Website: www.milwaukeerep.com | Facebook: www.facebook.com/milwrep | Twitter: twitter.com/milwrep

 

Tickets to our exciting 2010-2011 season are on sale now!

Visit www.milwaukeerep.com or call 414.224.9490 for the best seats!

 

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