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Email Login for Front of House Staff

Laura Purvis

I would love to know some of your best practices for creating staff Altru accounts. We have a sizable contingent of seasonal and part time staff who currently do not have a work-based email account. We're debating between setting up a work email account for everyone that will require an Altru login, or continue to let folks use their private email. Have any of you had discussions about this issue and created a policy? J Kiku Langford McDonald‍ Susan Hudlow‍

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Susan Hudlow

Laura,

We have a very similar set-up. We schedule 2-3 guides per shift and they operate off of a shared computer. For this reason, we set up a general Altru login for all guides selling tickets which only allows for the processing of tickets in Daily and Advance Sales. One person per shift is responsible for opening and closing drawer, entering their initials on the transaction reports. We close the drawer at shift change so that each shift has it's own drawer. It has been a fairly easy process.

J Kiku Langford McDonald

It's not ideal, but we do something similar to Susan, mostly because of the cash drawer situation. We have two different desks and sometime people switch between the two in a given day. It's just too much to have to open/close drawers and count cash multiple times a day, so each desk has its own login credentials. The staff all have their own work emails, so that's not even a part of why the decision was made to set things up that way.

John Ryan

We create gmail accounts
for volunteers and others who do not have email addresses on our
network. These are only used for the purpose of them signing into
Altru and they do not have access to them as actual email accounts.
We did this by creating an institutional gmail account and then
adding all of the others within it. That way one manager can manage
all of the accounts.

You can remove the
requirement for signing in via gmail so that they can simply sign
is with the gmail address as a user name on the normal Altru log in
page.

John Ryan

General
Manager

Nassau County Museum of
Art

One Museum Drive, Roslyn
Harbor, NY 11576

P- 516.484.9338, ext.
45

https://nassaumuseum.org/

Host Your Wedding or

Special Event at the Museum

Breanne Leach

We create email accounts for all staff members (FT, PT, and PT seasonal). The email and the Altru account are both deactivated when they leave.

We briefly discussed whether we wanted them to use their personal email, but we decided that work emails would be cleaner. It would also eliminate any potential of logging into the wrong database (as we had some employees at multiple Altru-using institutions at the time and we weren't sure what they had decided with regard to personal emails).

We don't do shared drawers or generic drawer names for PCI compliance and cash-handling security reasons. On the occasions that we have long hours that require a shift change, the second person starts with a brand new cash drawer from the safe that gets counted in.

Laura Purvis

Thank you so much for this information! It is really helpful to know how you've set it up this way and why. I'm going to be sharing this discussion with other staff to help us talk through all of the different aspects of the logins for front desk staff!

Laura Purvis

Wow, this is a great solution in order to address that issue - thank you! I will be sure to mention this to our other staff, particularly with any volunteers that may eventually need access to ticket sales for some of out events.