GROUP SALES 101 - Blackbaud · •Two parts to every Group Sales reservation: 1- Setting up...

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GROUP SALES 101 Altru®


• Setting up and adding reservations.

• Scheduling Program Events.

• Customizing Itineraries.

• Making Changes to the Itinerary.

• Adding Resources to a Reservation

OBJECTIVES


• Any suggestions ( guesses welcome!)

BEFORE WE START – WHAT IS GROUP SALES


• Field Trips, Tours, Parties, even Outreach

• Logistics (scheduling, contracts)

•Do not collect individual data of attendees

BEFORE WE START – WHAT IS GROUP SALES


•Difference between Group Sales and Facility Rentals

• Key parts of a Group Sales:

1- The Scheduled Event (connects to Program)

2- The Reservation (connects to Group Sales)

GROUP SALES RESERVATION COMPONENTS


• In Altru Group Sales connects to Programs via Scheduled

Program events.

• Facility Rentals connect to the Location using Custom Item.

GROUP SALES VS . FACIL ITY RENTALS


• Two parts to every Group Sales reservation:

1- Setting up Scheduled Event

This sets up your activity and delivers program data.

2- Setting up the Reservation

This organizes the tour/trip and details of group.

• “Similar” to Individual Sales:

We create a program and then sell tickets, so two parts!

Difference is we set this at the same time.

RESERVATION COMPONENTS – IMPORTANT!


• Scheduled Programs can be for both group and individual sales,

typically we have separate programs for groups.

•One-time, configuration tasks: pricing method (per ticket or flat),

discounts (not for flat rates!), price types, etc.

•Recommend “group-based” price types to help with reports.

• Set up the scheduled event through Tickets area.

STEP 1 : SET UP THE PROGRAM -EVENT


• Fill in the particulars of the program occurrence and Save.

• Tip! Add the name of the group to the event so you can

reference the group in the program calendar.

• Your program event is now set up!

•Now onto the reservation….

SET UP THE PROGRAM-EVENT (CONT’D)


• Tip! Use a duplicate tab to open the reservation so you can

reference the program event.

• Sales > Daily Tasks: Group Sales

• Tip! In the reservation calendar navigate to the date first so you

do not have to enter it later.

•Click Add to enter your group reservation particulars.

STEP 2 : SET UP THE RESERVATION


•Check the date is correct for your reservation.

• Tip! Add the name/reference to the program to the reservation

name to reference the program in the reservation calendar.

• Important! Use the Quick Itinerary to select your scheduled

program event (name in program comes handy!)

•Make sure Price Types match the program.

SET UP THE RESERVATION (CONT’D)


•Check the Due Dates and Pricing Structure to confirm the

particulars match your reservation

• Your reservation is now set up and connected to the program.

• You can confirm this by checking the pricing is accurate.

SET UP THE RESERVATION (CONT’D)


• The reservation page is arranged in panels so you can update

various areas of the reservation through the process.

RESERVATION PAGE


• Use Manage Itineraries panel to make changes to the itinerary.

•Use the Dropdown and then Edit.

CHANGES TO THE IT INERARY


• You can change the Itinerary Name.

•Change the Leader

• Adjust the Group Type (only if not set)

• You can change Count and the Price Types of the group.

CHANGES TO THE IT INERARY (CONT’D)


• To add a custom item such as a lunch break:

Manage Itineraries: Add

• Add a name such as Lunch.

•Click on the name Lunch to access the Itinerary Page

• Click Add: Custom Item

CUSTOMIZING THE IT INERARY- CUSTOM ITEM


• Enter particulars related to this Lunch activity.

You can also add a price to this activity (like a facility rental)

IT INERARY - CUSTOM ITEM (CONT’D)


• This new item is now displayed on the Itinerary page.

•Click on the name of the reservation at the top to navigate back

to the reservation page.

• You have now added another item to the Itinerary!

IT INERARY - CUSTOM ITEM (CONT’D)


•One can use Resources to keep track of furniture, media

equipment, art materials.

•Can also be used to add additional charges such as Lunch

Items.

•Click on the name Lunch to access the Itinerary Page

• Select the Resources tab in the upper left

ADDING RESOURCES


•Click on Schedule Resources and select your Resource

Enter the quantity of resources you need. Click Save.

• The resources have been added. Click on the name of the

reservation at the top to navigate back to the reservation page.

ADDING RESOURCES (CONT’D)


• The resource is now added to the reservation and the price is

also displayed and added to the reservation.

ADDING RESOURCES (CONT’D)


• We set up and added reservations.

• Scheduled a Program Event.

• Customized an Itinerary.

• Made changes to an Itinerary.

• Added Resources to a Reservation

IN CONCLUSION

GROUP SALES 101 - Blackbaud · •Two parts to every Group Sales reservation: 1- Setting up...

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