Altru Events Workflow

Scheduled Programs

  • Typically, events that recur daily, weekly or monthly at a defined time, such as a tour or performance
  • These are events that you do NOT need a list of attendees or roster for. You can still get a list of people who bought tickets but not who each ticket is for. The scheduled event ticket detail report is best for this.
  • When should scheduled programs be used as opposed to daily admissions?

Advantages Disadvantages

Apply discounts No attendee list

Print Tickets No revenue report for specific events in program

Reserve multiple locations Unable to sell via back office

Supply/Equipment Resources

Staffing Resources

Sell in Advance, Daily, Group & Online Sales

How to:

  • Create Scheduled Programs
  • Configure On-Sale Information
  • Configure Program Ticket Prices
  • Manage Program Discounts
  • Manage Program Ticket Template
  • Manage Program Fees & Taxes
  • Manage Program Resources
  • Create program description for web forms
  • Schedule program events
  • Create button for daily sales page

How to (misc):

  • Mark Program as Inactive
  • Mark Program as Active
  • Copy Programs
  • Delete Programs

Pre-registered Programs

  • Typically, events that recur daily, weekly or monthly at a defined time, such as a tour or performance
  • These types of programs require the Patron to purchase tickets and is considered the Host and will need to enter the names of each person they are buying tickets for
  • These are scheduled programs that require registration, such as a seminar or workshop.

Advantages Disadvantages

Apply discountsUnable to sell via back office

Print Tickets No revenue report for specific events in program

Reserve multiple locations cannot delete registrants. Must refund order

Supply/Equipment Resources Must mark registrant cancelled after refunding

Staffing Resources Cannot send invitations

Sell on the web Cannot track seating

Attendee List Cannot sell in Group Sales

Use Registration Information (Ex. Meal preference, Shirt Size, Allergies, etc)

Can update attendance on program (Attended, Cancelled, etc)

Mobile Check-In App

Flexibility on web to reorder price types & disable certain price types

Ability to cancel tickets when refunding a transaction to be added back to inventory

How to:

  • Create a Pre-Registered Program *Mark the checkbox in step 7*
  • Configure On-Sale Information
  • Configure Program Ticket Prices
  • Manage Program Discounts
  • Configure Program Registrant Preferences (if applicable)
  • Manage Program Ticket Template
  • Manage Program Fees & Taxes
  • Manage Program Resources
  • Create description for web forms
  • Schedule program events
  • Create button for daily sales page

How to (misc):

  • Mark Program as Inactive
  • Mark Program as Active
  • Copy Programs
  • Delete Programs

Special Events

  • Typically these events occur once a year, like Gala or Auction
  • Patrons can purchase tickets and are considered the Host and will need to enter the names of each person they are buying tickets for
  • These types of events have the ability to track very detailed information, like lodging options, expenses and event speakers
  • Special Event tickets can be purchased through Advance, Daily or Online Sales (group sales in not available). You can also register Patrons via add a payment in the back office

Advantages Disadvantages

Attendee List Cannot sell in group sales

Create multi-level events Cannot use discounts

Track tasks & coordinators Cannot print tickets

Track Event Speakers Cannot reserve multiple locations

Track Preferences Unable to take donations directly for an event.

Track Expenses Must set up a designation with same event name and add revenue together to get total

Track Lodging options

Can send invitations

Can enter payments via back office & sales

Seating chart

Use a portion of event fee as a charitable contribution

Benefits

Mobile Check-In App

How to:

  • Add Events
  • Add Multi-level Events
  • Event Setup Checklist
  • Event description on web forms
  • Configure button on daily sales page

How to add special events in Altru

Recorded Trainings on Special Events

Configuring Special Events

Sending Invitations for Special Events

Registering Event Attendees

Reporting on Event Attendance and Revenue