My museum participates in the CT Art Trail Passport program. This gist is you pay $35, we give you a physical passport which is good for over 25 museums in the state.
The problem is patrons can also buy them online or buy them from other museums. Online orders do not get given the physical passport, and if other museums don't have them (the physical passports) the other museums will send patrons to us with a receipt telling us to give them the hard copies.
The ones we sell ourselves in Tessitura I know how to track. We sell them as a Fee, so I run a "Ticketing Fee Revenue" report (a little wonky but it works for us). The issue we have is tracking the ones we don't sell ourselves but have to give out.
Our thought is to discount the Fee down to $0, so that we have a record of them in Tessitura as being given out, even if we did not take in the dollar amount for them. Is that possible?
If it is, I'm realizing that will screw up the "Ticketing Fee Revenue" report (because there will be no revenue), so does anyone have a workaround for that?
If I can't discount Fees...does anyone know of a trick that could work to keep track of how many physical passports we are giving out?
Hey Chelsea,
Could you make a GA "event" in Tessitura that is for that passport? You could then track it like you would an admission or something like that. This wouldn't affect your fees that you are taking in and would be a very easy way to see how many passports you gave out. You could even create "price zones" that are each of the places that the passport can be purchased so you know which organization didn't have any to give out. Where it gets a little tricky would be deciding if you wanted one event on each day or just one event for the fiscal year. Doing one event for each day just means that you'd see that event for every day of the year but the pro of that is you can easily track how many passports were distributed each day. If you do one event for the year, you would probably be best served using Analytics to track it the sales in a pivot table where you put the zones down the side and order dates across the top.
If I were in your shoes, I'd probably try the one event for the fiscal year and see how it went.
- Chris
So do what Anne said and create the performance? Or is an event different? We'd like to be able to report on them daily, since we sell them daily (and need to reorder them from the company almost monthly now).
Event and performance can mean the same thing, so creating the performance like Anne said would be what I would do. There are so many standard reports for performance based reporting. You can also easily make an Analytics dashboard to track this information. If you've not built an event, the Help information for performance build is really great and easy to follow. The biggest lift is making a seat map but being GA, it shouldn't be too hard. Feel free to email me (christopherc@dmpa.org) if you have questions. I'm always happy to help.