Imagine Better Implementation

Getting started with a new technology partner

What would implementation look like for your organization?

Talk to an expert

A true partnership, from day one

As soon as you decide to join Spektrix, we’re on hand to make your journey to Go Live a success. With the support of a dedicated Project Manager, an experienced data migration team, and trainers on hand to guide you through every aspect of the system, Go Live is far more than switching on a new system - it’s a chance to reimagine the way you work.

Whether you’re eager to streamline your existing processes, or to completely review your customer segments, communications strategy and website design, we’ll help you enjoy a better approach to ticketing, marketing and fundraising in as little as twelve weeks. Over twelve years' experience with myriad data sets has proven that our approach to new user implementation is secure, supportive and transformational.

Download: 12 weeks to Go Live

  • 600 clients migrated successfully from all comparable CRM systems
  • A knowledgeable Project Management Team dedicated to your success
  • Never any extra costs for consultation, support, data migration or training
  • An opportunity to review, improve and automate work right across your system

     

Implementation is more than just the time to rebuild your existing systems.

It’s an opportunity to reimagine how you work across teams, how you talk to your audiences, and how you maximize the value of your investment, calling on your Project Manager’s expertise to explore ideas for improvements or efficiencies.

Gardening supplies to help clients nurture their organizations success

It’s a consultative process in which you’ll gain insight and inspiration from cultural organizations right across the country, while we build a complete picture of your team and priorities, helping us suggest the best possible outcomes for your audiences, donors and teams.

Hands working together to dig in the dirt with spades

It’s collaborative, drawing together colleagues from across your organization to reimagine what your CRM could do, supported by experts in fundraising, data, communications, web integrations and patron experience.

A thriving garden full of beautiful produce

And once you’re part of the Spektrix Community, that opportunity to consult, collaborate and improve never ends. Contact us after six months or six years and we’d love to share our expertise, working alongside you and your team to explore your data, identify your goals and establish the tools you need for success.

Timeline

It’s usually possible to go live with Spektrix within 12 weeks - so if you were to commit to the change in August, you’d be live in time for your crucial winter events. Every organization is unique, and every implementation process starts with a kick off meeting to plan a timeline based on your specific needs - but this timeline gives a sense of a typical, 12 week implementation process, assuming you have web developers already lined up to integrate Spektrix with an existing site.

Talk to our in-house implementation experts about what Go Live could look like for you.
 
Talk to an expert

WHO'S INVOLVED?

How we'll work together to drive success

 
YOUR TEAM

Decision Makers 

Agree who's responsible for each area of focus, where you have autonomy and what needs leadership approval.

Spektrix for Leadership & Boards

Wider Team 

Involve colleagues in key administrative tasks like event set up, data checking and go live.

Web Agency 

Talk to your web agency early, so they can be fully invested partners in the project. If you don't have a web agency lined up, we can help.

Imagine Better Websites

Finance

Finance team members will be involved in setting up new bank accounts and aligning financial reports. 

Spektrix for Finance Teams

IT 

It shouldn't prove onerous, but we’ll need IT support for key setting changes and integrations. 

Spektrix for IT Teams

SPEKTRIX TEAM

 

Project Manager 

For the weeks ahead, your Project Manager will become part of your team. Bringing extensive experience of arts organizations, web integrations and Go Lives, they'll be your dedicated contact, there to guide you every step of the way.

Data Migration

You may not meet them, but our data team will be busy in the office mapping your historic system data into Spektrix, with years of experience in transferring data from numerous other ticketing systems.

Client Success and Training

As you get closer to Go Live, our expert team will be looking forward to getting to know you better through system training, post go-live support and long term investment in your success.

Now

Before we begin

We'll work with you to fully understand what you need from a ticketing and CRM system and to ensure that Spektrix is the right fit for you. Because we're investing in your long term success, we want to be just as confident as you are that the decision's the right one for your organization, and for ours.

Once we’ve agreed that Spektrix is right for you, we’ll work out a more detailed schedule for implementation. However short or long a time you decide to take, we’ll work with you to understand your other commitments and ensure you have the time to manage the day-to-day alongside your work with us - you won’t be expected to drop everything until you’re live.

Week 1

Kick Off Meeting 

 

The first step to every Spektrix migration is to bring everybody involved into one room to make introductions, align our ambitions and set out a plan for the weeks ahead.

We'll agree a schedule that fits with your wider commitments and make sure you know exactly what to expect. Along the way, we’ll use online project management tools and calls at least once every week to make sure you know exactly how the work’s progressing and what needs to happen next.

Weeks 2 - 3

Payment service providers

 

You’ll select one of our integrated payment service providers to work with, and we’ll support you to set up new bank accounts ready to accept credit card transactions through Spektrix.

Weeks 2 - 3

Weeks 2 - 4

Web kick off meeting

  

We'll spend time with you and your web developers, ensuring you both understand the outcomes you want to achieve and how your responsibilities align.

We’ll continue to meet regularly throughout the implementation journey, providing support and documentation to help keep web development on track for launch day.

 

Hardware order

 

Spektrix works with most modern browsers, but it's likely you'll need to replace or reset your chip and PIN devices, ticket printers and scanners. Your Project Manager can help you source Spektrix-friendly models at affordable prices and to order equipment in good time.

 

Data Run 1

 

Our migration team wastes no time in getting the first of three data runs underway, giving you plenty of time to check records using clear step by step guidance provided by your Project Manager to make sure nothing's missed.

Weeks 5 - 8

Reimagine Better

  

Beginning with a period of consultation about your organization’s needs and ambitions, we’ll work closely together to achieve your goals. We'll learn what you and your audiences need from segmentation, collaboration and booking pathways, and we'll share best practice and practical advice to help you make that vision a reality.

This is an exciting opportunity to streamline your practices, improve audience experience, and use the new tools at your disposal to boost earned revenue and donated income. With your Project Manager as a dedicated consultant, we’ll work with you to put your new CRM system at the center of organizational change; and our ongoing, inclusive consultancy offer means we're always there to help you review progress, explore opportunities and take the next step towards success.

Weeks 5 - 8

Midway

Weeks 5 - 7

Website design and integration

 

Supported by our team, your web developers will start incorporating the Spektrix booking pathway into your website, keeping patrons on your domain and streamlining the booking journey from event listings to cross-selling and donation prompts.

Alongside our regular web milestone check ins, we provide comprehensive documentation and direct support for web developers, with experienced team members ready to share ideas and solutions with developers and partners as well as your immediate staff team.

Weeks 5 - 7

Weeks 5 - 8

Data Runs 2 and 3

 

We take no chances with your most important information, completing at least three detailed data runs and checking processes to ensure everything's perfect. Generally, the checking process is quicker each time, with the final run just providing confirmation that every customer record is exactly as you need it to be.

Weeks 8 - 9

Hardware testing

 

Once your new box office equipment arrives onsite, we’ll work with your IT team to ensure everything's working as it should.

Weeks 8 - 9

Weeks 8 - 10

Website staging and testing

 

It's time to start seeing your website in action, testing out event set up and user experience, and making sure your brand styling and language is applied in your system and across the site.

Your web developers and team should be able to carry out most of this work, with ongoing support from Spektrix and oversight from decision makers on key changes.

Week 9

Data sign off 

Once our data migration team's done their work, and your colleagues are confident that everything's as it should be, it's time to sign off your data and prepare for Go Live day.

Week 9

Week 10

System training

 

It's time to meet up with other Spektrix users at a similar stage of their Go Live journey for shared online system training delivered by our expert team. Sessions usually run over several days and are divided into themes so that everyone from event teams to senior management can attend the sessions that are useful to them.

Throughout the training you’ll have access to a test system to put your new knowledge into practice, and opportunities to ask and learn from our team alongside other users. As part of the Spektrix Community, you never need to struggle on your own.

Week 11

Final checks and Go Live prep

Your Project Manager will help you double check that everything's in place, and will work with you to develop a plan for Go Live day.

This week gives time for final snagging and allows you to communicate with patrons to let them know that ticket sales will be unavailable for a few hours next week.

 

Website sign off

Once everything's running smoothly, it's time to sign off the site and let your web developers know they can line things up for Go Live day

Week 11

Week 12

Go Live

   

The big day is here! When it’s time to go live, we’ll work alongside you and your team to make sure everything runs smoothly. Generally, you’ll need to allow two days to switch systems, get things up and running, and check through all your live events and links to ensure everything’s where you need it to be – but as ever, we’ll provide a clear schedule to make sure we’re all working to plan.

There'll be a short period in which you're unable to process transactions, but this is often as little as a few hours.

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