Field Trip Reservations

Hillary Wells

We are planning on transitioning to the group sales to charge for field trips. We are planning on using Google calendar for the actual itinerary. What is the best way to add the schools as constituents?

Mary Sommer

@Hillary Wells

We enter a school as an Organization type of constituent. Then a teacher can be an Individual Constituent, and be linked to the organization as an employee.

Christina Beargie

@Hillary Wells We do the same thing the other person said- schools are organizations with teachers as constituents with an employee relationship to the school, and are also marked as a group sale contact type.

Be careful as you adopt group sales- the payment interface is very picky and not flexible. I advise that you not “Check in” a group until you've really verified that you have correct updated numbers and a final corretc payment. There's no fixing it afterwords. We never use the all-in-one step pay & check in feature for that reason.

Melissa Wersinger

@Hillary Wells We also create a school as an organization. We add the contact person in the relationship area. We do guided tours and use price types to be able to track how many come for certain tours. Keep in mind that resources can be a good way to add on prices for specific items.

I agree with Christina on the check-in feature. a group can add as many payments as they want in a booking and you can also refund if necessary. But after you check the group in, you can't make changes. After a group has visited/completed their event, we give it a few days to make sure there aren't any adjustments that need to be made and then check them in later. I hope this helps!