Discussions - Recent Threads

Credit / Debit card reporting

Chris Campbell — Mon, 08 Apr 2024 14:31:21 GMT

Hello, folks!

Can I ask how you separate out your card payments into credit and debit cards, if that's something you do? We pass on transaction processing fees to the promoters, and so we're rather dependent on understanding this figure carefully.

At present, this is something we do using payment methods: but it looks as though Adyen / Tessitura Merchant Services will not be able to proceed in this way.

All isn't lost: I think a custom report is straightforward enough, and I'm proceeding along those lines. I also think it's better that out Payment Methods will not be as cluttered by this level of detail as they are currently, which is good news! But before I start re-inventing the wheel, does anyone have any smart suggestions about how they manage this currently?

Thank you in advance!

C.//
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RE: Credit / Debit card reporting

Gill Tasker (she/her) — Fri, 12 Apr 2024 10:51:05 GMT

Hi Chris thanks for posting! You might also want to cross-post to the Payments & Transactions community - hopefully you'll receive a response or two over there.

Tessitura webinar 'First look and Q&A: Direct debit extension' on 24th April

Gill Tasker (she/her) — Mon, 08 Apr 2024 11:04:42 GMT

Hello everyone,

I wanted to let you know that we have an upcoming Tessitura webinar on the new direct debit extension for UK members on Wednesday 24th April at 3pm. Details here:

Are you interested in adding direct debit sign-up functionality to your TNEW site as part of your Version 16 upgrade? In this session for organisations in the UK, we will take an in-depth look at the direct debit extension's functionality. This will include the online sales path and how it integrates data into Tessitura. Bring your questions! We'll have ample time for Q&A. A panel of Tessitura leadership representatives are ready to discuss this extension and answer questions about direct debits and Tessitura functionality.

Please note: this is the same session that some of you may have seen at TLCC Gateshead in March - you'd be very welcome to attend again!

Register for the Zoom webinar here.

We look forward to seeing you and/or your team attend.

TLCC Gateshead! Meet up

Laura Scott — Thu, 29 Feb 2024 17:50:30 GMT

We’re excited to be meeting as a group soon at TLCC Gateshead! Here’s some key information ahead of the conference:

When: 2:30-3.15pm on Wednesday 6^th March

What: A quick round of conversation-starters to connect attendees, followed by a full group discussion Gift Aid best practices

Check out the conference app here to see full details of the session.

Hope to see some of you there, regards Laura

Gift Aid - purchase dates & attendance dates

Dawn Yates — Wed, 31 Jan 2024 16:52:30 GMT

Hi
I'll cross-post this with Fundraising

How do others use the Performance Date on the Gift Aid report? Eg if you are running the report for transactions during July 2023, what would you put as the performance date, given people may be buying tickets some time in advance of their visit/performance? Tessitura have advised us to consider the potential refund situation, which would obviously make the gift aid claim on that ticket ineligible. As a daily admission venue, the majority of our tickets are on the day or close to the day of visit, but some people do buy 3 months or more in advance. Thoughts welcome!

Many thanks
Best wishes
Dawn

Encrypted Telephone (payments) Service

Kayla Newton-Willems — Mon, 15 Jan 2024 10:38:51 GMT

Hi all!

Some of our North American members would like to know what telephone encryption services others in the EU are using. Preferably one that have the dial tone masking feature. Let me know if this doesn't make any sense!

RE: Encrypted Telephone (payments) Service

Paul Thompson — Tue, 16 Jan 2024 09:26:29 GMT

Good morning! Hi Kayla, yes, we use the 3rd party service from PCIPal (pcipal.com) and integrate it with Tessitura using our own Middleware, as Chris rightly says. Our friends at Royal Opera House, Science Museum Group, Royal Shakespeare Company and National Portrait Gallery have all take it and been experimenting with it too. PCIPal's service is global so our USA cousins are very welcome to make use of it too. I've been working with Chuck and the team to get the service integrated into Tessitura Merchant Services, but this is going very slowly their end - they clearly have other priorities in v16 right now. I'd be delighted to give you a demonstration and more detailed explanation sometime :-)

Best wishes,

Paul.

RE: Encrypted Telephone (payments) Service

Chris Campbell — Mon, 15 Jan 2024 16:32:50 GMT

I shall set that up now!

C.//
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RE: Encrypted Telephone (payments) Service

Kayla Newton-Willems — Mon, 15 Jan 2024 16:10:07 GMT

Hi Chris :)

It may be useful as I'd like to find out what regions PCI Pal cover!

RE: Encrypted Telephone (payments) Service

Chris Campbell — Mon, 15 Jan 2024 10:49:07 GMT

Hey, Kayla Newton-Willems! We use PCI Pal, and have developed some middleware we call TessPal to link Tessitura to it. There are a few other venues that now use the same system. I'd be happy to put you in contact with Paul Thompson to chat about it further, if you'd like? He's our Subject Matter Expert on this one!

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Professional development opportunity: Could you co-lead the EU Finance Tessitura Community?

Gill Tasker (she/her) — Fri, 12 Jan 2024 13:38:10 GMT

Are you looking to develop professionally and personally, and deepen your connection with Tessitura – the technology, the members, and the wider arts and culture industry?

In case you missed my previous post, we're seeking 1 member to volunteer as Community Chair and co-lead the EU Finance Tessitura Community. You’ll be surprised by the impact you can have on people’s lives, careers, and institutions!

The Role

Tessitura members come to community groups to expand their networks, share their expertise, and connect with peers around common interests. Community Chairs volunteer their time to build and lead these groups, and host meetups that bring members together to share best practices and build relationships. You'll:

- develop and refine critical leadership skills
- build valuable new networks
- take back tangible ideas and learnings to your work
- access training and professional development opportunities
- be recognised for your contribution internally at Tessitura and in the wider community

… and more!

Each Community Group is led by 2-3 co-chairs - you'll join Laura Scott and Chris Campbell. Previous experience in group management or facilitation is not required.

Tessitura provides initial onboarding, followed by on-going support and various resources. These include a dedicated Community Manager and invitations to events led by the community team, enabling you to connect with our other 140+ Community Chairs globally.

Pictured above: Community Chairs at TLCC London

Learn More

Please visit our Get Involved page for more information about the Community Chair role. Have questions or want to learn more? Drop us an email at community@tessituranetwork.com.

Apply Here

Are you ready to co-chair the EU Finance Tessitura Community? Then please submit your interest. We review each interest form as they are received; a Community Manager will be in touch with you via email to set up the next steps.

Could you be a new leader for the EU Finance Tessitura Community in 2024?

Gill Tasker (she/her) — Thu, 07 Dec 2023 09:44:59 GMT

Are you looking to develop professionally and personally, and deepen your connection with Tessitura – the technology, the members, and the wider arts and culture industry?

We are seeking 1 member to volunteer as Community Chair and co-lead the EU Finance Tessitura Community in 2024 and beyond. You’ll be surprised by the impact you can have on people’s lives, careers, and institutions!

The Role

… and more!

Each Community Group is led by 2-3 co-chairs - you'll join [mention:6cee61d9c44245bcb629450206f84704:e9ed411860ed4f2ba0265705b8793d05] and [mention:08499c21f53c422380818ec949b59d60:e9ed411860ed4f2ba0265705b8793d05]. Previous experience in group management or facilitation is not required.

Tessitura provides initial onboarding, followed by on-going support and various resources. These include a dedicated Community Manager and invitations to events led by the community team, enabling you to connect with our other 150+ Community Chairs globally.

Pictured above: Community Chairs at TLCC London

Learn More

Please visit our Get Involved page for more information about the Community Chair role. Have questions or want to learn more? Drop us an email at community@tessituranetwork.com.

Apply Here

Stepping down as EU Finance Co-chair at end of December!

Ethan Lumb — Wed, 06 Dec 2023 09:37:25 GMT

Firstly, a big thank you to all those who attended the EU Finance meeting on Monday at the Mayflower Theatre in Southampton, and thank you to Chris for hosting us.

Secondly, a BIG thank you to all in the group who I have had the chance to support, advise, meet and communicate with over the past 14 months or so. I am hanging up my hat as a co-chair for this group alongside Chris and Laura, as I'm leaving for pastures new in the new year for a new position at the University of Bristol.

I hope you have all gained and learnt from this group as much as we have. But I think we still have work ahead with getting Finance teams involved in Tessitura on a wider scale.

I wish you all the best for the future. And thank you for making me welcome as a co-chair of this group.

I'll still be around for the next couple of weeks to respond to questions.

Kind regards, Ethan

RE: Stepping down as EU Finance Co-chair at end of December!

Gill Tasker (she/her) — Wed, 06 Dec 2023 09:52:05 GMT

Thanks for posting this update Ethan, and for all your fantastic work as co-chair with Chris and Laura. The Community Team wish you all the best for your pastures new!

Tomorrow I will post some information about the co-chair role to the EU Finance group inviting expressions of interest for co-chairing in 2024.

And huge thanks to Chris for kindly hosting Monday's meetup, and to everyone who attended.

RE: Microsoft Dynamics and Other Finance Systems

Gill Tasker (she/her) — Mon, 20 Nov 2023 16:12:02 GMT

Hi Dara thanks for your question! It could be beneficial to cross-post to the global Payments & Transactions group here? Hopefully you'll receive a response over there.

- Gill Tasker, Community Manager

Microsoft Dynamics and Other Finance Systems

Dara Hogan — Tue, 14 Nov 2023 11:31:51 GMT

Hi All,

Hope you are all keeping well.

Do any of you use Microsoft Dynamics 365 as a finance system?

If so do you have any feedback on pros and cons, and would you be willing to do a call with our Finance team here?

If you guys have any other suggestions on Finance systems you are happy with, feel free to chime in with those too please.

Many thanks,

Dara

Deadline this Thursday: Apply for Diversity or Emerging Leader Scholarships for TLCC Gateshead

Gill Tasker (she/her) — Tue, 14 Nov 2023 15:26:41 GMT

Hello all! Our scholarship application period for TLCC Gateshead (5-6 March 2024) closes this Thursday 16th. Please help us spread word and pass this on to any members of your team who may be interested.

We have five scholarships available:

x3 Diversity
x2 Emerging Leader

Scholarships will cover the full conference registration fee, but awardees will be responsible for their own travel expenses and lodging.

Applications coupled with letters of recommendation are due by COB Thursday 16th November - more details regarding eligibility and online application links can be found on our website here.

If you have any questions please email scholarships@tessituranetwork.com or direct them to me personally.

Many thanks - we look forward to receiving your applications!

Gift Aid declarations storage

Anna Maria Foster — Mon, 23 Oct 2023 10:46:45 GMT

Hi All,

Happy Monday!

I’m about to carry out a review of our Gift Aid processes, including how we store members’ declarations. When we first implemented Tessitura we were recommended not upload our declarations on the system and to save them on a special secure drive. However, this is no longer fit purpose as it is really difficult to manage as well as impossible to check for those people who do not have access to it.

I was wondering what the recommended best practice is and whether it is possible to upload these documents without affecting the running of the system. Any insight/ suggestions would be much appreciated.

All the best,

Anna

RE: Gift Aid declarations storage

Karen McCarthy — Tue, 24 Oct 2023 10:50:59 GMT

Hello

We do have the physical scans of the paper declarations stored on a seperate secure drive. On Tessitura we just have the declaration line in the transaction tab with the details and contact method written to show that there is a stored document existing. We find that the information in Tessitura is sufficient for most users and only those staff involved in the auditing and claiming process need access to the drive with the stored documents.

The only issue this system causes us that we haven't found a resolution to yet is data retention and how to identify where we no longer need to store the documents when sufficient time has passed after they have died or cancencelled the declaration and it has been more than seven years since our last claim.

Hope that helps!

Karen

RE: Gift Aid declarations storage

Chris Campbell — Mon, 23 Oct 2023 15:00:13 GMT

Hi, Anna Maria - happy Monday to you too!

In previous organisations, I’ve always held digital copies of physical documents stored on Tessitura using the documents section on the consitituent record, and that’s never been too much of an issue. We even had an HMRC audit during my time there and they didn’t bat an eyelid at it… Mostly this is beomcing a non-issue as declarations made online are also acceptable, but I’d still use that documents screen as the place to store anything relevant like that.

I wonder if Karen McCarthy might have any wisdom or insight here? This is an area of expertise for her, I’m sure!

C.//

2024 Community DEAI Advisory Committee applications open

Ethan Lumb — Thu, 19 Oct 2023 07:07:53 GMT

Hello all,

The application period for the Community DEAI Advisory Committee is now open.

For 2024, Tessitura will seat 4 new members on the committee to join 4 current members (Chloe Burton, Clayton Dickson, Carlos García León, and Shenette Swan). They are seeking a broad range of representation and lived experiences, including a representative from Australia/New Zealand, to join in this work.

Commitment

Committee members will serve a two-year term beginning in January 2024. Members are expected to:

Attend and contribute to six meetings held bi-monthly each year (length of meetings ranges from 90 minutes to two hours)
Respond to group emails and collaborate asynchronously in online forms and documents
Participate in DEAI content curation and/or creation meetings
Participate in Tessitura affinity groups as a co-chair of a group or active participant
Monitor the DEAI Forum and respond to forum posts
Agree to and follow our code of conduct for community leaders
Compensation for time and emotional labour will be US$500 per year, paid bi-annually. To learn more about the advisory committee’s aims and structure, please review our charter.

Eligibility

To be eligible for the advisory committee, members must:

Be an employee at a Tessitura member organisation
Have participated in the Tessitura community for at least six months. This could involve contributing to forum discussions, attending community group events, and/or attending a Tessitura Learning & Community Conference
Have at least six months of experience at an organization live with Tessitura

Applications close on Thursday, November 9. Full details about the application and review process are available here.

Ethan

Reconciliation for Tessitura Merchant Services

Chris Campbell — Tue, 22 Aug 2023 13:48:49 GMT

Are you thinking of making the move to Tessitura Merchant Services and want to know more? At the next virtual EU Finance Community Meetup on 25th September at 2pm, we’ll be joined by EU Payment Specialist [mention:c453ac31472a46edaba53ccbc76cd63a:e9ed411860ed4f2ba0265705b8793d05] from the Tessitura Network, who will be delivering a presentation on the following:

Getting started with reconciliation for Tessitura Merchant Services

Financial reconciliation is a daily task, but it shouldn’t be a daily headache. Discover the recommended method for reconciling your Tessitura system with Tessitura Merchant Services, including a look at the Tessitura-developed helper spreadsheet that automatically compares transactions between the systems. You’ll find out how the payout process works, and how to resolve reconciliation issues when they arise, such as duplicated or missing transactions.

Key takeaways:

Understand how the payout and reconciliation process works with Tessitura Merchant Services
Understand how to use the reconciliation helper tool to reconcile daily batches
Understand how to handle common errors and issues in the reconciliation process, such as missing or duplicated transactions

Don’t miss out - register for this virtual event here: https://community.tessituranetwork.com/topical_groups/eu-finance-tug/c/e/1332

C.//
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Gift Aid - how do you run yours...?

Chris Campbell — Thu, 15 Jun 2023 13:47:58 GMT

Well hello!

Gift Aid reporting is crucial for those of us here in the UK, and Tessitura are looking to understand the problems and points of friction we face with the existing systems. As every venue manages these Gift Aid claims processes slightly differently, [mention:3e43eac0951c434288cc7987daa4ac72:e9ed411860ed4f2ba0265705b8793d05] is looking to sit alongside anyone willing to spare him the time when we're running our latest claims.

If you're interested in helping him out in this way, please drop him a line at lloyd.stringer@tessituranetwork.com. I can recommend his company, for sure - and if nothing else, I think it's really important he gets a wide view of all of our processes as much as possible, so we're hoping for a good response.

Happy Thursday to you all,

C.//
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Agenda for EU Finance Community Meetup at Southbank Centre (June 13th)

Gill Tasker (she/her) — Thu, 25 May 2023 12:58:46 GMT

Hi all,

Co-chairs [mention:6cee61d9c44245bcb629450206f84704:e9ed411860ed4f2ba0265705b8793d05] [mention:08499c21f53c422380818ec949b59d60:e9ed411860ed4f2ba0265705b8793d05] and [mention:85fb6f270d764f8393b3b89635f0e065:e9ed411860ed4f2ba0265705b8793d05] have compiled a great agenda for the in-person meetup in London next month:

Welcome
Presentation: ‘Streamlining Financial Process’ – Ethan Lumb, Welsh National Opera
1. Q&A and discussion
Reconciliation and Reporting
1. What are your ‘Go-To’ Reports?
2. Processes for Monthly/Quarterly reconciliation
3. What do the basic Finance reports do? (Lloyd Stringer, Tessitura Network)
Gift Aid
1. Reports to use (and how they are changing)
2. Tips for increasing declaration signup
3. Good practice and things to consider
What’s Next for the EU Finance Community Group?

More details here and please RSVP via the 'register' button to secure your place in advance.

We hope to see you there!

Gift aid on memberships within the UK

Robert Phillips — Thu, 20 Apr 2023 12:02:23 GMT

Hi,

The centre I work at is currently relooking at Gift aid and how we claim it on memberships and how we attach benefits to memberships to ensure we are within HMRC guidance within the UK.

After lots of research into this, it is still not 100% crystal clear so I'm hoping that someone might be able to give me some pointers on how your own organisation offers discounts and benefits to members within Tessitura and how you ensure that these benefits and discounts don't exceed the original amount gifted.

I would love to get some feed back on this so we can look at how we can use tessitura to supply added benefits to members who want to gift aid to us.