Scheduling Unregistered Programs

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. Visitor Services can sell quantities of price types into these programs, which will be used for reporting. For example: 25 participants attended a public 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, hit the blue Search button to bring up a list of programs (You can also limit your search by selecting a Category, Location, or part of the Program Name and hitting Search)
4. Double click on the program you need to schedule
5. In the Name field, you can add a descriptor to the name that will show up on the organizational calendar by typing it in the Name Field (example: “B scene: Afrobeats”)
6. Fill in the date, location, and time
   1. For the location, hit the magnifying glass and then the 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 – capacity will be managed at the event since there are walk-ups
7. Click Save

Common Questions and What to Do

1. How can I view and update a scheduled program once it’s been created?
   1. Click the Web tab
   2. Go to Manage Program Forms
   3. Search for the event
   4. If you aren’t selling tickets online, click the green dropdown arrow and Disable Online Sales
   5. Make other changes, as desired
2. 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 and completely new, then contact an administrator for help.
   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.
3. I don’t see the location I need. Should I just add a new one? It looks like I can do that.
   1. All locations are already in Altru. Please look again, thinking about the formal name of the space (ex: Hite Board Room) and then contact an 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.

Examples of Unregistered Programs

• Soundspace
• Perspectives
• Beat the Rush
• Public Tours
• Internal Meetings
• B scene (we do sell tickets online, but purchasing a ticket online in advance is not required)