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CiviCRM Keeps a New York Community Connected to the Arts

Tadpole Collective helped ArtsW move away from expensive proprietary software systems used for tracking their contacts, mailings, donations, and membership. We replaced their original WordPress website with a custom theme, integrated CiviCRM, and added custom functionality to allow their members (artists and arts organizations) to share original content, add events to the public calendar, post announcements, and much more.

  • Background

    ArtsW was already using WordPress for website content management when they approached Tadpole Collective, but they were fast outgrowing some of the features that had been hard-coded into the original site’s design. They also wanted to simplify their internal processes; keeping data in sync between half a dozen databases to track memberships, event registration, donations, and outreach activities has become unwieldy and burdensome to their small staff.

  • Solution

    Because some of their data around membership, event registration, etc., was being collected via the ArtsW website, it fell to the webmaster to coordinate the flow of data and keep it in synch with all the disparate, internal systems used for tracking and reporting these activities . She was introduced to CiviCRM for WordPress at WordCamp NYC 2012, via a presentation by Tadpole founder Dana Skallman.

  • Functionality
    • ArtsW has a range of membership options – everything from a free account for Artists to a full, corporate sponsorship, to a limited-membership that allows venues to post their events to the ArtsW site for a one-time fee. Various levels of access to features required that Tadpole build a plugin to allow for synching between the CiviCRM and WordPress User tables. This plugin has since been adopted, and is now maintined, by Christian Wach.
    • ArtsW maintains an event calendar that contains both ArtsW sponsored and user-submitted events. Events can be one-time performances, open-ended exhibitions, limited-run workshops – every variety of arts activity running for any length of time. Tadpole installed and configured Event Manager, but then needed to add custom functions and CSS to display recurring events in the calendar format required for ArtsW’s web audience.
    • Tadpole recently configured Caldera Forms to handle ArtsW’s application for affiliate organizations. The process was previously handled by CiviCRM using a method where a temporary membership was set up. Now Caldera processes the form, creating the contact and associated relationships in CiviCRM and recording activities more seamlessly.
Logo for the Artswestchester organization

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Provided By: Tadpole Collective

Our founding members met at the WordPress NYC MeetUp in 2011 and a year later came together to form Tadpole Collective. We recognize the value of open-source software and the communities that form around it; we owe our existence and livelihoods to WordPress and are deeply committed to the CiviCRM for WordPress project.

We’ve been working with CiviCRM since its earliest integration with WordPress, contributing our efforts to multiple CiviCRM teams on enhancements, extensions, bug fixes and upgrades — and taking the lead on testing all new CiviCRM release candidates to ensure ongoing compatibility with WordPress. While there are many web shops that are competent with CiviCRM for WordPress, we work exclusively with WordPress, the internet’s most popular CMS. Tadpole members also organize CiviDay activities in New York City to provide a forum for local CiviCRM users to come together for educational presentations and collaborative work sessions

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CiviCRM is an open source project that develops and maintains software for nonprofits. Our mission is to ensure that any nonprofit organization, regardless of budget, size or mission, has access to a world-class CRM.

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