Use this link to share with your colleagues:
Your Operational Date: https://help.pm.leapevent.tech/a/1253681
You've almost reached the finish line! Throughout your implementation, your Project Manager has been asking you to meet deadlines for each work item. All of those deadlines were set with one goal in mind: to get PatronManager account live and operational! Now that you've reached that goalpost, let's define what it means.
What does "Operational" mean?
It's time to start working in PatronManager! While you won't have tickets on sale to the public until your Tickets on Sale Date, your Operational Date marks the time when you and your staff should begin internally entering transactions directly into PatronManager.
Being "Operational" means that your PatronManager account is ready to do business. Specifically, this means that the following items are set up and ready for use:
1. Legacy Data Imported
Your legacy data (patrons, donations, and tickets) is imported into your PatronManager account and has been reviewed and approved.
2. Payment Processor
Your Payment Processor setup is complete and you've received, activated and tested your credit card terminals.
3. Venue Maps
All venue maps for the upcoming season have been built, the design has been approved, and the map has been loaded into your PatronManager account.
4. Training
Your team has completed (at minimum) training on Building Events, Selling Tickets, and Processing Donations.
What should I do on my Operational Date?
Actively encourage your staff to log in and start using the system
Early adoption from all departments at your organization will be crucial to your success in the database. While some staff members may already have specific tasks that they can start working on in the system (see below), now is the time to make sure that each department has a reason to log in. We've seen organizations do something as simple as a company-wide chatter post in PatronManager, to hosting a lunch-hour pizza party to celebrate their hard work and generate excitement for their new system!
Begin to build out your events, subscriptions, memberships and campaign hierarchies
At this point, you've built test events, subscriptions, memberships, and campaigns in your sandbox. Now it's time to take what you've learned and start to build these out in your production account!
Start manually entering donations and memberships
While you may not have your Donation form live to the public on your website yet, now is the time to take the leap into processing internal transactions through PatronManager.
Your Development and Membership departments will need to have a plan of action in place for manually transferring any donations or memberships that may still be coming in online during this transition. We recommend setting a schedule for running a report of all online transactions in your legacy system(s) each day and assigning those transactions to your team for manual entry. These also make great training material for your staff to get used to the system!
Finish manually transferring any subscription sales from your legacy system
If you're transitioning midway through your season, your Box Office may need to manually enter subscription packages that were sold in your legacy ticketing system, in order to continue fulfilling them for future shows that are sold through PatronManager. This will need to be completed before your organization can go live with your Public Ticketing Site.
Submit your gap data
Now that your staff is actively entering transactions into PatronManager, you can run the final export of records that were created in your legacy system(s) since your initial data migration! Read more about the requirements for submitting your gap data here.