Herald is an innovative app designed specifically to optimize fine arts programs by harnessing the robust capabilities of the Salesforce platform. This powerful tool allows fine arts educators to streamline admnistrative tasks and effectively manage their programs, enabling them to focus less on organization and more on their true passion: cultivating the talents of the next generation of musicians. By automating repetitive tasks, managing inventory management, and facilitating communication with students and parents, Herald empowers educators to create a thriving artistic environment. With less time spent on logistics, educators can dedicate their energy to inspiring creativity and fostering musical excellence in their students.
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Visit the Getting Started page to learn more about how to sign up!
Attendance Management
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Attendance feature automatically generates individual attendance records for each ensemble member, eliminating the need for manual setup.
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Ensemble members check in by scanning their personalized barcodes through the Herald mobile app or directly on inputting the rehearsal record in Salesforce.
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When an ensemble member scans in, they are automatically marked "Present". If the scan occurs after the scheduled start time, Herald logs them as "Late" and records their exact arrival time.
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Once check-in is complete, any ensemble member who was not scanned in is automatically marked as "Absent".
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Herald can be configured to automatically notify ensemble members when a rehearsal is missed.
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Budgets
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Effortless Budget Creation - Easily set up and manage budgets for any category or event within your program.
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Real-Time Financial Tracking - Each budget record displays key financial details at a glance, including the initial budgeted amount, the total spent to date, and the remaining balance. These figures are updated automatically as transactions are logged, giving you accurate, up-to-the-minute insight into your program's financial health.
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Automatic Calculations for Every Transaction - When you enter a new budget transaction such as a purchase, reimbursement, or expense transfer, Herald instantly updates the totals. This automation reduces errors and saves time by eliminating the need for manual calculations.
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Upload and Organize Supporting Documents - Attach files like receipts, purchase orders, invoices, and approval forms directly to each transaction or budget record. This keeps all important documentation centralized and accessible for audits, reporting, or internal tracking.
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Calendar
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Manage Multiple Calendars with Ease - Herald allows you to create and manage multiple calendars, perfect for organizing rehearsals, performances, sectionals, fundraisers, trips, and more. Each calendar can be customized by group, ensemble, or event type, so nothing gets lost in the shuffle.
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Share Calendars with All Users In Your Program - Calendars can be easily shared with other Herald users in your program, including directors, section leaders, and board members.
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Mobile Calendar Sync for Ensemble Members - Ensemble members can subscribe to ensemble calendars directly on their phones, syncing Herald events to their personal calendar apps (Google Calendar, iCal, etc.). Any updates made in Herald are reflected automatically, no need for manual re-entry.
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Contacts Management
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360° View of Every Contact - Herald provides a complete, centralized profile for each contact in your program giving you instant access to all relevant details in one place.
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Connected Across the Entire System - Every feature in Herald from rehearsal attendance to library checkouts is fully integrated with the contact record. No matter where you start, you can always trace information back to the people involved.
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Email and SMS Messaging
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Professional Templates, Personalized Messaging - Save time and ensure consistency by creating reusable message templates for common communications such as reminders, announcements, or form requests.
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Flexible Delivery Options - Choose to send your messages via Email, SMS, or both, depending on the urgency and preference of your audience. Herald ensures that your message reaches the right people, through the right channel, at the right time.
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Personalize Messages - Automatically include personalized details, such as first names, ensemble names, fee balances, or rehearsal info.
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Message Scheduling - Plan ahead by scheduling messages to be sent at a specific future date and time. This is perfect for reminders, announcements, or time-sensitive follow-ups, even when you're out of the office.
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Fee Management
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Streamlined Fee Assignments - Quickly assign fees to large groups of members with a single, efficient process. Herald allows administrators to apply fee schedules across entire ensembles, or sections in the choir, ensuring consistency and saving valuable time.
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Automated Fee Reminders - Stay on top of due dates with automatic notifications. Herald sends timely email or SMS reminders to members when fees are approaching or overdue, helping to reduce late payments and administrative follow-up.
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Real-Time Payment Calculations - The system continuously calculates the total amount paid and outstanding for each member. This real-time data enables administrators to instantly assess payment statuses without manual recalculations.
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Form Collection
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Smart Form Distribution - Start by creating a single form record and assigning it to an ensemble. Herald automatically generates an individual form assignment for each member of the ensemble, making large-scale distribution simple and consistent.
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Automated Form Collection via Email - When a completed form is emailed back, Herald automatically matches the attachment to the correct contact’s record, uploads the file, and checks the “Collected” box, no manual intervention needed.
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Real-Time Reporting on Form Status - Instantly generate reports that show which members have submitted their forms and who still has outstanding requirements. These reports can be filtered by ensemble, form type, or submission status for quick follow-up.
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Automated Reminders - Use Herald’s built-in automation to send email or SMS reminders to members who have not yet turned in their forms. Reminders can be scheduled or triggered based on due dates, helping you stay on top of deadlines with minimal effort.
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Library
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Robust Inventory System for Sheet Music - Herald offers a powerful library management system designed specifically for music programs. Easily organize and track your entire collection of sheet music, from full scores to individual parts.
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Detailed Cataloging - Each library record includes essential details such as the title, composer/arranger, box or storage location, instrumentation, and number of copies available.
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Attach Digital Sheet Music - Quickly drag and drop PDF files to attach digital versions of your music. Whether it’s a full score or individual parts, storing PDFs directly in the record allows instant access for directors, staff, and ensemble members.
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Track Individual Copies - Each physical copy of a piece is tracked with its own Library Copy record, allowing you to monitor who has which copy and whether it’s currently checked in or out.
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Barcode-Based Check In/Out - Music can be checked out to members using barcode scanning via the Salesforce mobile app or manually through the library page.
Rehearsal Management
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Organized Rehearsal Scheduling - Each rehearsal record in Herald captures all essential details, including the date and start time, end time, location, and associated ensemble(s). This ensures every rehearsal is clearly scheduled and easy to reference across your program.
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Attach Rehearsal Materials - Use the Files tab to upload and store related materials such as sheet music, warm-up exercises, seating charts, or rehearsal notes. Everything directors and members need is kept in one centralized location for easy access.
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Integrated Attendance Tracking - The Attendance tab on each rehearsal page provides a clear view of who attended, arrived late, or was absent. This integration allows you to monitor participation trends, follow up with members, and keep accurate records with minimal effort.
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Reports
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Herald’s robust reporting tools give you the data you need to make informed decisions and keep your program running smoothly. With real-time access to any field across the system, you can create custom reports that are meaningful, actionable, and easy to share.
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Real-Time Data Across the Entire System - Build custom reports using data from any Herald feature—attendance, fees, communications, forms, rehearsals, and more. You can filter by ensemble, date range, or contact type to drill down into the exact details you need.
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Herald’s powerful reporting tools allow you to track attendance trends, outstanding fees, and form collection status across various groups of members. Easily export or schedule reports for administrative use, booster updates, or internal planning.
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Tasks
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Herald’s task system helps you stay organized and on top of every detail in your program. Tasks can be directly linked to nearly every record type in the system, including fee transactions, form collections, library checkouts, rehearsals, and message communications, making it easy to tie action items to specific members or situations.
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You can assign tasks to yourself or other team members, set priorities and due dates, and add notes or files for context.
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This flexible system ensures that nothing gets overlooked and that every piece of your program stays moving forward—on time and on track.
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