Daily schedule that shows multiple group names AND scheduled programs in an itinerary

Rachel Jackson

Hi everyone,

We are in the beginning phases of our Altru implementation and are well-known in our community for providing school group field trips. In our busiest times of the school year, we can handle anywhere between 2 and 6 schools (and their subgroups) all moving around the different locations of our building for their scheduled classes, planetarium shows, lunch, gallery tours, etc. on any given day.

Before we moved over into Altru, we used Office Tracker, a scheduling software that had a visual chart of each location in our building and that allowed us to make an entry on it for every school that visited that place during the day. Altru does not seem to have an equivalent report. We would print out these visual schedules for every department involved in the visit. Back then, our reservations staff also built each school's confirmation and itinerary from scratch using a Word template. Now that we are in Altru, we are looking to keep as much of the process for scheduling and payment inside Altru as possible so as not to have too much software and systems in use at once. We do still also use a Google calendar/spreadsheet to keep track of group movements, but even this has its limits.

What are some of the ways that all of you are keeping everyone in your building informed of which schools are doing what, and where? What other software, systems, or calendars (if any) are you using in addition to Altru? I'd be so grateful for any suggestions or feedback! Thanks!