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An Introduction to Implementation: https://help.pm.leapevent.tech/a/1253730
Welcome to PatronManager! We're thrilled that you and your organization have decided to take this step forward into your brand new system. We understand that making this transition can feel overwhelming on top of your day-to-day operations. Our Implementation Team has led hundreds of organizations through the implementation process and we've created this guide to offer clarity as you and your team transition to your new home over the coming months.
Project Management and Communication
At the beginning of your implementation, you'll be introduced to our Implementation Team. Throughout your implementation, you'll primarily be working with your Implementation Manager; this individual will be managing your overall implementation and data migration timeline, gathering all of your organization's pertinent details, and making sure that the lines of communication are open between your team and ours at all times.
We'll be covering quite a bit of ground during your implementation, and it will be important that your team is aware of the full scope of the project. Our team uses an online project management tool that gives you the ability to view the real-time status of all remaining tasks for your implementation project. This link will be provided to you in the early stages of your implementation, but can also be found on the homepage of your PatronManager account.
Communication is essential as we move through this project together. If you ever anticipate that your team won't be able to meet a deadline, please communicate the need for an extension with your Implementation Manager as soon as possible; our team will work with you to adjust dates and ensure that your operational date is not jeopardized.
Implementation Phases
1. The Kickoff Call
This initial video meeting gives us an opportunity to meet the key players on your team. During the call, we'll walk through an overview of what to expect during your implementation and solidify your critical go-live date. We request that a senior executive from your organization as well as any members of your team who will be responsible for major setup decisions during the project are included in this call.
2. Discovery
Our team will schedule meetings and provide surveys to gather information about how your organization does business, so we can configure your system to your organization's needs.
3. Account Configuration
Based on our findings from the Discovery step, our team will configure your PatronManager environment to accommodate your organization's specific Development, Ticketing, Membership, and Email Marketing needs. We will require your approval on several items throughout this process.
4. Building Venue Maps
The "Venue Map" within PatronManager is a graphic representation of your reserved seating space. Our Implementation Team will consult with you to build this map and ensure its complete accuracy.
5. Historical Data Migration
Your Implementation Manager will work with you to transfer your historical patron, donation, membership, and ticket purchases into PatronManager, allowing you to run reports on data that was collected in your legacy system alongside the data that you collect in PatronManager moving forward.
6. Training
Your Implementation Manager will provide resources in the form of Help Tab articles, webinars, or group training sessions to give your team a foundational understanding of how to use PatronManager.
7. Project Completion
Our team will commit to an Operational Date by which your account will be completely set up and ready for use internally. Your organization will be responsible for converting all of your website links to the new ticketing site for your agreed-upon Tickets on Sale Date.