Hi All,
It sounds like we use a similar spreadsheet tracking system but without any auto-populating calendar invites. Whenever a school or organization requests to schedule a program (via a form on our website, call or email) we add their details into a planning spreadsheet. As we get more information we update this spreadsheet and use it to keep all of our ducks in a row. Once the program happens we finalize the data (how many students/chaperones came vs. how many were estimated) and then copy and paste the row into a final tracking spreadsheet. The planning spreadsheet is on Google Drive so we can access it anywhere easily, and the spreadsheet we use for tracking and reporting is in Excel on our server.
Columns we use include: Type of program (virtual, traveling, on site), date, time, program title (content), grade, school/org name, group type (school, homeschool coop, org etc), leader/teacher name email and phone, # students, # adults, # classes, # programs (sometimes 3 classes come for 2 programs), volunteer info, city, state, county the group is coming from, scholarship info, title 1 status, invoice status, and then columns to track what pre-visit resources have been sent or need to be sent.
Hope this is helpful, good luck!
Carolyn Taber, Missoula Butterfly House & Insectarium
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Carolyn Taber
Museum Educator
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Original Message:
Sent: 12-15-2023 12:20 PM
From: Kristin Morris
Subject: Tracking School Tours
The Computer History Museum has been using AirTable for all kinds of tracking and program planning purposes. It works generally like Excel but has much more functionality for consolidating, sorting, and reporting information. And because it is online it is easy to share with all stakeholders and contributors. I haven't seen it used for this particular purpose but it might be worth looking into.
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Kristin Morris
Cisco Archivist
Computer History Museum
Mountain View CA
Original Message:
Sent: 12-08-2023 01:24 PM
From: Kaitlynn Anderson
Subject: Tracking School Tours
When school tours are booked are my organization, we send an Outlook calendar invite to staff with the tour information. For end-of-the-year numbers to see how many tours and students have visited, does anyone have a good way to track those numbers? Is it as simple as creating an Excel document and updating the information? I'm also trying to consolidate the information so have the teacher's contact information in the tracking as well. If anyone has any suggestions or specific things they use, please let me know! Thanks!
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Kaitlynn Anderson
Curator
Latah County Historical Society
Moscow ID
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