Group Booking (storing individual constituent information)

Hi Levi

 

A key part of this specific process for us has been ALWAYS importing to an existing Constituent, but yes I think you’re correct in that you can use it to ‘import’ and create Constituents as well.

 

For us the full process cycle starts with an invite to an Activity, so everyone already has an ID established. Then eventually when all RSVPs are in we extract the IDs of those attending and how many tix they want, use an admittedly fairly elaborate spreadsheet to allocate seats (seat numbers based on a report of the Hold Code specified in the Order Import Set), then use the results of this to prepare the Order Import.

 

Because we work with existing IDs we never have to populate any of the const columns, so vast areas in the import are actually blank.

 

Peter

 

peter nelson business analyst

information systems

pnelson@sydneyoperahouse.com

T+61 2 9250 7180  F+61 2 9251 7821 

 

SYDNEY OPERA HOUSE BENNELONG POINT

GPO BOX 4274, SYDNEY NSW 2001, AUSTRALIA

SYDNEYOPERAHOUSE.COM

 

 

Doesn't the Order Import add a constituent if an existing account isn't found?  You would need to have both the order and constituent information in the import file but this would save a couple of steps in the process.

If I remember correctly, the Order Import actually call the Constituent Import process prior to uploading the orders themselves.

Hi Keith

We've just started using the new order import stuff to deal with bulk allocation of opening night comps, which is a similar situation. You might want to look at my colleague Peter Nelson's recent response in the ticketing forum, but basically we're getting the opening night coordinator to do their usual shuffling of invitees in a spreadsheet, and then when they're ready (on the day, probably) importing the spreadsheet using order import. That relies on the invitees having been created as constituents, of course, but you could import them as well.

Might require some clever excel work, but would give you individual orders, which is the best final result, really.

I think you would have to:

Put the block on a special Hold, rather than reserving them.

Get the list of invitees from MoD, import them into constituent records in Tess

Return a spreadsheet to MoD with constituent ID's, and get MoD to do an allocation in the spreadsheet and return it to you. (or just do your own allocation, of course)

Import the spreadsheet into new orders

Print the tix as normal and distribute, or hold for collection.

That's more or less the process we're following - I'm sure Peter would be happy to talk about the details, if you're interested in going down that path.

Ken

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