Organisation Bookings and Segmentations

Rachael Norris
Rachael Norris
  • Updated

This article will explore how to process, and report on, Orders placed by Organisations. Organisations in Spektrix represent groups such as companies, businesses or schools.

In this article we’ll cover:


How Orders for Organisations work

When an organisation, such as a school or group, purchases tickets, it is possible to assign the Organisation as the Customer (or Owner) of the Order. Every Order placed by an Organisaton needs to have a Facilitating Individual. This must be an individual who has a Relationship with the organisation.

Reasons you might want to assign Organisations to Orders include:

  • To manage relationships with Organisations.
  • To process Organisation specific Orders for things like corporate Memberships.
  • To attribute fundraising income to Organisations such as trusts and foundations
  • To manage relationships with multiple individuals at one Organisation.
  • To send invoices to an Organisation.
  • To measure loyalty from Organisations who may have changing facilitating individuals.


How to add an Organisation to an Order

Follow these steps to add an Organisation to an Order.

TIP: You can process any items (Memberships, Gift Vouchers, Merchandise) in an Order and set the customer record as an Organisation. In this example we use tickets.

  1. Search for the Event and add the tickets you would like to the basket. (Follow this Quick Guide to Performing a Sale for specific steps).
  2. In the Customer search tab, select the Organisation radio button. 
  3. Here you can search for Organisations by their Name, Customer ID or Postcode / Zipcode. If the Organisation you want to add does not exist yet, you can create a Customer Record for the organisation.
  4. Select the blue basket button to attach this Organisation to your Order. 
  5. You will then be prompted to choose your Facilitating Individual or create a new one. Creating a new facilitator will require you to select an individual record and create a relationship between that Organisation and the individual. Take a look at Customers and Relationships to find out more.
  6. Once you have selected a Facilitator, continue with the sale as normal. The basket will show the Organisation with its address. It will also show the Facilitating Individual, their relationship to the Organisation and their email address.


How to Use Primary Contacts

Primary Contacts are a way to set a default Facilitator to receive communication on behalf of an Organisation.

If there is only one Facilitator for an Organisation, then that Individual becomes the Primary Contact.

If there are multiple Facilitators available then you can choose to assign a Primary Contact to be the main person you want to communicate with at an Organisation.

By default, marketing communications sent to Organisations will go to the Primary Contact.

To assign a Primary Contact...

  • Go to the Details tab of the Organisation's Customer Record.
  • Under the Primary contact drop down you should see all individuals that hold a relationship with the organisation.
  • Choose the preferred contact and save your changes.


How to include Organisations in Customer Lists

You can choose to include or exclude Organisations in Segments based on the booking history for the whole Organisation

When using the Segment to create a Customer List for a Mailing, the mailing will be sent to the Primary Contact. This is regardless of whether the Primary Contact was the Facilitator of any of the bookings made by the Organisation. 

There are a number of reasons you may wish to include Organisations when creating Segments for Customer Lists. 

For example, let’s imagine we want to create a Mailing to promote our upcoming production to local schools that have attended similar events in the past. First, we'll create a new Booking Segment to find similar Events and group this by Owner. Then we'll create a Customer Segment to only look for Organisations that have the Tag "School".


Main Filter

  • Start by creating a new Customer List in the Insights and Mailings Interface.
  • Use the Pre-Filter to exclude any customers before further segmenting in the Main filter. For example, you may want to exclude everyone who has not agreed to receive emails before segmenting based on purchase history.
  • In the Main Filter, create a Booking Segment based on similar previously booked Events. 

  • When looking at Purchasing Statistics, you can choose to group Orders by Order Owner (Organisation ID), Order Facilitator (Facilitator ID), or Household. Because we want to include all bookings made by the Organisation, choose grouped by Order Owner. 

  • Add this Segment to your Customer List.
  • Next, create a Customer Segment based on Organisations with the exact Tag you use to group schools.

Your Customer List might look something like this:

REMINDER: The Organisation owns the Order. The Individual facilitates the transaction.


Output Columns

When you move to the Output Columns tab, you’ll want to return details of the Organisation. Choose the Contact Address wrapper.

If you have an address registered for the Organisation in your system then the postal address metric will return the address of the Organisation.

If you do not have an address registered for the Organisation then the postal address metric will default to the address of the Primary Contact.

The Contact Address Name and Email Address will always return details of the Primary Contact. 

REMINDER: The email address for an Organisation returned in a Customer List will always be those of the Primary Contact rather than the Facilitator of a specific Order. This is because multiple facilitators may process Orders and integrated email campaigns addressed to Organisations would then be duplicated.


Running a Customer List through a Report

You can use Customer Lists in conjunction with Reports to find out information relating only to customers in a specific Customer List.

Running a Customer List which contains Organisations through a Report allows you to look at all of the data related to that Organisation regardless of who facilitated the Order. 

For example, if you were to run a Customer List based on Organisations through a Behaviour Analysis Report, information regarding all past bookings for the Organisation would be displayed - not just those facilitated by a specific contact.


Further Reading

To continue learning about Understanding and Using Customer Data in Spektrix, we recommend the following articles on the Support Centre.