Do any organizations use a form that marketing fills out for the box office to request discounts be built? We are looking to find a way to standardized and streamline how discounts are built in the system through our Box Office. A lot of time some of the specifics get lost through translation, so we were thinking a specific template to request discounts / build would be helpful. Thanks.
Hi Michael - we've got a blank discount request template that gets set up as an Outlook email signature to easily toss into an email. There's no fancy formatting to it, but here are the data pieces it requests:
- Show(s)
- Name of Discount
- Offer (10% off, 20% off, etc.)
- Valid for specific performances only?
- Valid for specific zones only?
- Valid for which purchase paths? (web, phone, walk-up)
- Web promo code word (if applicable)
- Internal or external list? (i.e. lists we pull ourselves vs. distributed by an external partner)
- Source code (if using an internal list)
- Due date (for Tessitura build)
- Reviewers (who to send link for testing once discount is built)
Hope this is helpful for getting started!
Evan
Hi Michael,
We have an Excel template, which allows us to use dropdown menus that our Marketing team can select from. This ensure no details gets missed! I'm happy to email it to you if you'd like.
I don't have a request form for building discounts, but I do use a Wufoo form in my department when people need to request performances to be built. I like that system because it allows you to show or hide questions based on answers to other questions, and when you view a submission you can make comments on the side to keep track of where you are in the process of building what they asked for.
Hope this helps!
-Anne
Hey Michael --
We have a standard request form that we've always used for setup that I'm happy to share with you as well. Recently, we've also started including all the setup information in our shared campaign timeline document which everyone from Box Office, Marketing, Development, etc. all reference - it lets me quickly take a look at what's coming up and still needs to be done without having to chase anyone (most of the time).
-- Gabe
In my previous job at the National Theatre we set up a Jira Servicedesk for Box Office CRM team so that both Offers and event setups could be requested, was also used by the Tessitura DBA team (new reports, data requests, reset passwords etc) and by Development for merges etc as just gave a better way of sending/tracking/processing the requests.As it is a service desk it also allowed and tracked comments on the request so that that whole conversation was held in one place.
I am looking at setting up something similar here as it just makes tracking requests easier esp if there is more than one person who can process the requests, and also lets you see the volume and regularity of requests as well as allowing you to track how much time it takes to do them.
Used Jira as Atlassian software is free for NPO's if you use there Server (as opposed to Cloud) software and host it on your own servers.
Mark