Churches,  Heritage,  Information Technology,  The Churches Conservation Trust

Knowing the Numbers

Historic-Church Administration System

Posted on  by Graham W

Management information was essential when embarking upon the project to develop Holy Trinity Goodramgate into a world-class visitor attraction, leading to its status as Number 1 attraction in York on TripAdvisor within only a few years.

Volunteers working on visitor-welcome duties could record invaluable information about those who came to the church. Volunteers cashed up the donations box daily, registered group visits, discerning between free-flow visitors, guide-led groups (fee-paying or otherwise), educational groups and pre-arranged visits. Retail sales in the small on-site gift-shop were also recorded, stock-control data being maintained by the program. It was invaluable for the accounting and banking of donations and gift-sale income.

Information retrieved from the system at the click of a mouse button facilitated effective planning for opening times, scheduling volunteer and staff duties and for the wholesale purchase of retail items.

The ‘Merchandise’ system was built in-house and from the ground up, using Microsoft Access as a platform. Developed over two years it eventually empowered CCT staff to make decisions which would see Holy Trinity Goodramgate’s visitor offer grow into the charity’s most successful site in terms of visitor-engagement and income generation. 

Here are some screenshots.

Main Menu
Recording a gift-shop sale
Daily income report
Gift sale report between specified dates
Report selection
Gift shop catalogue/inventory administration
Automatic gift-shop price-list generator
Recording a security incident