Good morning all -
We are relatively new to using Tessitura for our student academy, and I am struggling with finding the best way to pull a list of student rosters and emails for students enrolled in a specific class (performance) or student level (production season). The performances are dated the first week of Sept 22 when our classes began, and they go through May 23.
Some things to consider:
1. The students are the recipient of the performance, but I would like to pull all emails of the household to make sure all parents are included.
2. Orders are a mix of single tickets and packages. More advanced students with a prescribed curriculum take packages, younger students can take one or two classes as single performances. (this has made it difficult to find a report that encompasses all of the performances).
3. Orders are a mix of paid and unpaid - scholarship students are paid and students who paid upfront at the beginning of the year have no balance, but the rest of the kids are on payment plans (again this has made it hard to find a report that encompasses all performance orders, regardless of payment or "attendance" status).
I haven't had much luck with list manager - there is no criteria available based solely on orders. (Can I build my own criteria)? And I do not seem to understand the rhyme or reason to which email from the household a list will pull.
I also haven't found a good report for listing out the list of classes (performances) with the recipient name to use as class rosters. The performance seating book is ok, but is there a way to configure it with extra criteria I want, and take away the stuff I don't? (for instance the instructors don't need to see "paid v unpaid" on the report, and I would prefer the full performance description at the top versus just the code).
Thank you all for your help!
Katie J. Toomey said:I haven't had much luck with list manager - there is no criteria available based solely on orders. (Can I build my own criteria)? And I do not seem to understand the rhyme or reason to which email from the household a list will pull.
I did create a custom criteria set for Order details we wanted to search on. List Criteria (and Output Sets) can be extended by organizations, though it requires at least a little SQL knowledge.
We use a custom report for our class roster. I will see if I can figure out how to share it with you. I'm not sure if it would work for you, but it's worth a try!Another option that might work for you is building a pivot table in analytics. It wouldn't help with pulling multiple emails though...that might be something extraction manager would be able to do for you.
Thanks Kanani. I would love to look at the report if possible. Did someone in your organization build it, or did a Tessitura consultant make the custom report?
That's kind of what I thought. I'm slowly learning SQL. I wasn't sure how easy it would be to add my own criteria and output data points, or if it's something they would steer towards consulting.
It mostly depends on your comfort level and familiarity with the database itself. And certainly deadlines and budget when it comes to whether you want to punt it to consulting, which I still do from time to time if projects are building up.
Generally the hardest part of building a new criteria set is if you need to pull together information that isn't currently organized in that fashion in the database: that is you need to create a new view in the database. Adding a new criteria set for orders would generally be on the easier end of things, since you would just need to know your way around the orders table (T_ORDER) and just do the setup in System Tables (T_KEYWORD and T_KEYWORD_CATEGORY).
It was originally made by a non-Tessitura consultant report writer, but this most recent version was revised by a Tessitura consultant. When we overhauled our website we moved where a lot of our student data was stored over to attributes, so we had to fix this report to pull it from the new location.Here is a screen shot of our report:
The information on the left side under student info and emergency contact are all attributes on the child record. Student concerns are recorded as CSIs and include allergies and such. Notes are order notes and are used to record internal notes like if they have a sibling in another class or are staying for extended care. All of the parent/guardian info in the middle is pulled from the A1 and A2 on the child's household. Everything on the right hand side under 'other info' are also attributes on the child record.
We have some older custom reports that we don't use anymore, but here's another example format if you're looking for options to bring to a report writer.
We also have a custom report built. What's your email? I can share the script with you and you can see if you can run it in your system. It pulls student names and caregiver emails which we track as a relationship.
Do you have the education registration plug-in? We're using a combo of the Education Roster Report which was installed with that plug-in and a list (with the Ticket History Performance as criteria) with an output set with some filters to bring in class specific info. I've put a screenshot of our output set below in case that's helpful.
Thanks, Kristi :) We are not usually the Education Plug-In, but we have a demo in the works.
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