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Tracking Volunteers in Tessitura

John A. Moskal II
$organization

Hello Everyone!

Just wondering who is tracking volunteers in Tessitura, how you are doing it, and how you like it.  Are you just tracking who IS and is not a volunteer via constituency/attribute?  Are you tracking their schedules via Bookings/Resource Scheduling?  Did you decide to a whole custom thing?

Just pondering moving forward and want to hear successes/failures before we start building our own brick wall against which we will eventually smash our heads.  Thanks!

John A. Moskal II

  • $organization
    John,
     
    We have our own brick wall we’ve been smashing our heads on for several years lol. It’s a home grown Volunteer Management application written in Microsoft Access by our retired House Management Director. It’s very, very robust and does everything you could think of, but it’s Access and the developer is no longer here. Hence, head smashing.
     
    We have 600 volunteers to manage and it takes a good system to make sure everyone gets fairly assigned, managing availability, requests for specific performances, all that stuff. I really don’t think Tessitura can handle all that, although for a simple implementation it might be OK to use attributes and resource scheduling. I would look into a cloud based volunteer management system if you have to start from scratch. It’ll give you the benefit of $millions$ in development dollars and hopefully provide the features and flexibility you really need. We’re embarking on a similar mission soon, but I don’t have any recommendations yet.
     
    Good luck!
     
    Jerry Boutot | Manager, Information Technology - Data
    O: 813.222.1097 C: 352-428-4199
     
  • Former Member
    Former Member $organization

    Hi John!

    We have all of our Volunteer management in Tessitura and they sign up for shifts on our website. We have a custom screen in the Constituent Records for Volunteer Tracking. We use Content Types on performances and events to control the number of shifts that are available on the web and we use Constituencies to determine which Volunteers have access to which shifts, for example trained docents may not be trained to user and vice versa. We have several custom reports and hefty stored procedures a few jobs and a custom web portal that was built by Adage. If you (or anybody else) want to see what we have going on I would be happy to do a demo. Just email me at nkeating@arshtcenter.org.

    Take care!

    Nicole

  • $organization

    Hi John,

    We used to track volunteers and their schedules in Tessitura, but we've switched now to just noting who is a volunteer in Tessitura with a constituency and then all the scheduling and shift management is done using Volunteer Scheduler Pro. It doesn't integrate with Tessitura which is a bummer, but it does make the it easier to schedule shifts at the beginning of the season, and then there's an app that the volunteers can use to switch around their schedules or pick up new shifts as they become available. It did take some time to set up and figure out how to get it to work the way we needed it to, but once we got past that hurdle I think it's been working well.

    Our previous method was using Tessitura, and we created a separate volunteer facility and performances, so each "ticket" to the volunteer performance was a volunteer shift. This method worked fine, but the volunteers always had to call the box office to reschedule and it was more of a pain creating the initial schedule for each season.

    Hope this helps!