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.

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