Managing Curatorial Programs in Altru (Unregistered Programs)

Owned by Shelby Lakins
Sep 03, 2024
4 min read

An Unregistered Program is a program where guests are not required to register online before the program to attend.  We want to track attendance, but do not need to know the names of the folks that attended (for attendance tracking purposes).  Visitor Services can sell quantities of price types into these programs, which will be used for reporting.  For example: 25 participants attended an “Art with an Expert” or 5 participants attended a Curatorial Tour.

 

How to Schedule

  1. Open Altru and click the “Tickets” tab

  2. Under the Program section, click Schedule Program Events

  3. When the search pops up, go to “Category” drop down list (click on arrow) and select “Curatorial Program”.  Then click blue Search button.

  4.  

    1. This will bring up a list of Results for all of the Curatorial Programs that have already been created in Altru.

    2. These results should be general enough to select from.  You can always add more details at the next step.  If you think you need to add a new program name, consult with the database administrator first (Membership and/or the Deputy Director of Operations)

  5. Under Results, click on the program Name you want to schedule. (For this example, we will schedule a Curatorial Tour.)

    1. This screen will then pop up:

  6. In the Name field:

    1. The program name should always remain but you can also add a descriptor after it.

      1. For example: “Curatorial Tour” – this should always remain

    2. If you want to add a descriptor:

      1. “Curatorial Tour: Colleagues from Whitney”

      2. OR “Curatorial Tour: Prospective donor to Modcon Gallery”

  7. In the Description field, enter any relevant info/details (ie name of the museum point of contact, expected number of participants/attendees, etc.)

  8. Fill in the date, location, and timeframe

    1. For the location, click on the magnifying glass and then the blue search button to bring up a list of all of Blanton locations

    2. If the event has multiple locations, click on the Multiple Locations tab and select the additional locations

    3. For these programs, you may “ignore” the capacity field

  9. Click “Save”

  10. Go to Organization Calendar to double check that the Curatorial Program is showing on the calendar.  If it is not, double check that “Program Events” is checked under the list of filters on the left side of calendar.

  11. If your event requires gallery access outside of our normal work hours which would be anytime on Monday, or anytime weekly before 10am or after 5pm, you must complete and submit the Blanton Access Form to Security.  This form must be sent at least 5 days in advance so that security can schedule accordingly.  Find the form here: https://docs.google.com/forms/d/e/1FAIpQLSfjyfkO3gP4zrdgcycOMLn8glaHGnct-e-TvEn0mrdSiOVhJw/viewform . 

 

**Updating attendance after the event**

After the event you must enter the number of participants who attended.  This is IMPORTANT for attendance tracking and must be done!  Please note that Visitor Services pulls attendance reports on a Monday-Sunday work week.  If your event is on a Sunday evening, you will need to enter the attendance that evening before you leave.  Events on other dates can be entered the following day.

 

  1. In Altru, select “Sales” tab from the top blue header, then select “Daily Sales”.

  2. Next you will select “Scheduled Programs” shown in green on the picture below:

  3. When you select “Scheduled Programs” a new box will pop up where you will select the following information:

    1. Date of the event

    2. Program Name

    3. Start Time

    4. Price Type: Always select Participant

Quantity: Enter the number of Participants who attended the event

  1. Click “Save” at the bottom of the box.

 

Common Questions and What to Do

  1. I don’t see the program I need. Should I just add a new one? It looks like I can do that.

    1. If you are confident that this is a new program, then yes! Follow the instructions for Adding New Scheduled Programs. If you are not confident that this program is unique new, then contact a database administrator for help (Membership).

    2. If we accidentally duplicate programs, we run the risk of reporting errors. Example: Public Tour and Tours for Public are the same program, just with different names. Altru will see these as different programs, and when we pull reports, we could be missing half of the attendance numbers if we only pull information on one.

  2. I don’t see the location I need. Should I just add a new one? It looks like I can do that.

    1. No. All locations are already in Altru. Please look again, thinking about the formal name of the space (ex: Hite Board Room) and then contact a database administrator if you do not see your location on the list.

    2. If we accidentally duplicate locations, we run the risk of scheduling conflicts. Example: Hite Board Room and Board Room are the same place, just with different names. Altru will see these as different locations and allow events for both to be scheduled at the same time.

    3. If you need help or there is a new space you think should be added, contact a database administrator.

  3. What if I had more people attend my event than the capacity of the room?  For example, the capacity of the capitol room is 60, but throughout your event you had 72 people come in/leave early.  If this happens, you will need to go back to your event and adjust the capacity for the room.  If you do not have that option, you can add another location to your original event, such as “All Galleries” to allow you to update the attendance to the correct number.

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