Video Course: Marketing Module Level 1 Lesson 2: Preparing your system data for accurate reporting in the Marketing Module : Bravo Support Hub

This lesson discusses effective data management within PatronBase, including data security and privacy. You will learn how to set up Patrons and Company Patrons and relate those Patrons to each other. Learn about the Patron window in Marketing and how it differs from and is similar to the other modules. Prepare your system data for accurate reporting in the Marketing Module.

Links:

Fixing Duplicates of a Patron

The Player Tab in the Patron Window - Understanding it and setting it up

The Player Filter: How to report on data collected via the Player Tab in the Patron Window

The New Patron filter tells us how many new patrons a production or productions brought in and who they are. You may report on a date period selected or by a particular selected production. You may also report by sale patron or by attending patron, or by Book Type or Book Types purchased. You may report on patrons who were created during a specific date period or last updated within a specific date period.

If you are creating a contact list for data collecting purposes or for communications in relation to transactions you may find it best to make sure Exclude Contacts With No Address is deselected. Otherwise, all patrons without a physical address will be excluded. The Privacy checkboxes may also be deselected if you are only collecting data or wishing to communicate with patrons in relation to their transaction or transactions (and not marketing campaigns.)

The Range of Tickets/Spend filter tells us who our most regular attendees are. You may search for range of patrons by payment value, ticket count or attendances during a selected date period

The Donor filter will tell us who our organisation’s donors are. Our options include reporting on Any Amount, patrons in a particular donor class, or by a specified amount. Search by the donation total made in a specific date range on or after, on or before, or enter in a number to search the last few or more donations. You may search by All donation types or for a particular donation product, or by a particular donation campaign.

The filters up the top of the filter window are what are described as ‘Built-in Attributes’. These may otherwise be called ‘Internal Groups’. They’re built into the system and patrons get added to these groups by the system.

If your organisation is selling memberships, each member group a patron can be subscribed to will also be an internal group that can be queried.

Patron Attributes offer an internal group filter that may be customised by your organisation. Commonly referred to as ‘Patron Custom Attributes’ they are created under Administration > Setup > Patrons > Attributes. Patrons can answer set questions online at registration sign-up or newsletter sign-up which are recorded under these Patron Attributes. Existing Patrons can be forced to update their answers to the questions at checkout. For sales made through Box Office, answers can be given over the phone or in person and entered into the Attributes Tab of the Patron Window in either the Box Office or Marketing Module or via the Patron Details form in WebHub.

Patron Attributes are set up under Administration > Setup > Patrons > Attributes > New. The Type Column allows us to select the type of answer Patrons will need to provide as Text, Date, Integer, Lookup or Number. Lookup > Options > Names added as values > Web Control Panel > Web Module Settings > Patrons > Sign up attributes > Drag the newly created self-opt attribute to Sign Up Patron Attributes > the names in the lookup will appear in the dropdown menu. Check the Required box, save changes, and all Patrons signing up will need to select one of the lookup options from the dropdown.

If your organisation is using the embedded newsletter sign-up form it is also possible to include Patron Custom Attributes as a sign-up Patron Attribute in the embedded newsletter sign-up form. In the Web Control Panel under PatronBase API > Embedded Newsletter Sign Up Form > Sign Up Attributes, Drag the Patron Attribute from Available Self-Opt Patron Attributes to Sign Up Patron Attributes and save settings.

The Patron Attributes Filter allows you to select the Patron Custom Attribute you wish to report on. For example, with a look-up Patron Attribute you will be able to select each option from the lookup in the Value Column, so you can report on it.

In the Patron Window on the Attributes tab, Patron Attributes appear on the right whilst Group Attributes appear on the left. Group Attributes may contain the default newsletter group, depending on your organisation’s setup. As a default, all new newsletter sign ups under available mailing lists > newsletter will be signed up to this group.

Group Attributes are customised by your organisation with limitations based on the type of Group Attribute used: normal, member or self-opt.

Normal or self-opt group attributes are set up in the marketing module or WebHub.

Staff can add Patrons into normal groups via the Patron Window Attributes Tab in both the Marketing Module and Box Office Module.

The PatronBase team can import Patrons into groups when there is a large number in question, or you are migrating from another system. Contact support@patronbase.com if your organisation thinks this is something you might need to pursue.

You may also export a large number of Patrons to a normal group using the Add Patrons to Group option - but be careful with this feature

You can define as many normal groups as you like, using characteristics of your patrons that you deem relevant or important. Then when it comes to producing queries, you can use these groups as a filter - identifying who is in each group.

If self-opt groups are set up as sign up groups in an organisation’s Web Control Panel under Web Module settings > Patrons > Sign up options, Patrons may opt themselves into groups - for example, interest groups under mailing lists at registration or when updating details.

Staff may opt patrons into self-opt groups in the same way patrons are opted into normal groups via the Patron Attributes Window in the Marketing Module or in Box Office. Checkbox and save. In order to do this staff must have written or verbal consent from the Patron.

Self-opt group attributes can also be used as a filter in the Reporting Window.

If a Patron purchases a membership either via the Web or via Box Office, they are added to the appropriate member group as long as the membership product setup has happened correctly.

Member Group Attributes are listed beneath the built-in or internal filters in the filter window.

To set up a new Normal Group Attribute in the Marketing Module click > Maintenance > Attributes > New > Enter Description > Select ‘Normal’ in the Member column

We can use normal, self-opt and member groups to restrict online sales to patrons in specific groups. This can be done in the Web Control Panel under Page Styling > List or production details > Edit > Production Restrictions > Production is bookable for the following groups > select a group > select a date that the production is on sale for the group > click ok > make the on-sale different for different groups > save changes.

If you are looking for a list of current members the PatronBase team recommend using the Members List Extract Report under the Reporting Module > Extracts > Members list > choose a date period > choose relationships. From there you may export a CSV.

If you are seeking an email contact list for Patrons attending or who have purchased tickets to a specific performance, in the Marketing Module go to the Reporting Window > Select the Performance filter > include patrons in ALL of > Select Find Production by Name > Type the name of the production in the search field > double click the selected production to add it to the selected box > How Many ALL selected if there is only one production > Make your choice of Sale Patron, Contact Patron or Attending Patron and then only select the ‘Sold on the Web’ option if you are wanting to report on tickets sold via the web only. Otherwise leave it deselected. Click the next button, select the relevant performance/s or session/s you wish to produce a report for, then click OK. This will create the query for the selected performance/performances or session/s.

To report on Patrons who have purchased tickets to and/or have attended or are about to attend Productions, select the Production filter and the Production Attendance window will appear. Select Name to find a production by Name > How Many - at least 1 of the productions selected > Select the productions you wish to report on > Make your choice of Sale Patron, Contact Patron or Attending Patron and then only select the ‘Sold on the Web’ option if you are wanting to report on tickets sold via the web only. Otherwise leave it deselected. If Attending Patron is selected with ‘Export other patrons’ both the Sale Patron and the Attending Patron will appear in the report. > Click OK and the query will be loaded.

To report on current season subscribers, select the Season filter > click the include criterion arrow > Select the season in question > only subscribers to this season > include patrons in ALL of > the query is ready to go.

Administrator Course Videos

Video Course: Administrator: Lesson 1: The Administration Module - An Overview

Video Course: Administrator: Lesson 2: The Administration Module: How to navigate the toolbar

Video Course: Administrator: Lesson 3: How to set up an operator with Administrator Security Privileges

Video Course: Administrator: Lesson 4: Understanding the Hierarchy: Venue, Production, Performance

Video Course: Administrator: Lesson 5: How to set up a venue - Step 1 - Form Filling

Video Course: Administrator: Lesson 6: How to set up a venue: Step 2: Defining a seating plan for a venue - setting up a section

Video Course: Administrator: Lesson 7: How to set up a venue: Step 3 - Setting up an Area

Video Course: Administrator: Lesson 8: How to set up a venue - Step 4 - Defining a seating plan for a venue - How to create seats

Video Course: Administrator: Lesson 9: How to set up a production (or event): Step 1 - Creating a new production from scratch

Video Course: Administrator: Lesson 10: How to set up a production: Step 2 - Setting up a pricing plan

Video Course: Administrator: Lesson 11: How to set up a Production - Step 3 - Creating Performances