Important Information for Current Arts Providers

Hartford Performs Database Tutorials 

The How-To Guide for Arts Providers

Payment Voucher Process from booking to payment

  1. You received a booking confirmation with a voucher number.
  2. You’ve arranged a date or dates with the lead teacher for the booking.
  3. You enter the date/s of the program into the database calendar (see step by step instructions attached or video tutorial here.)*
  4. The day of the program arrives!
    1. You receive an email from Hartford Performs that a payment voucher is waiting for your approval.
    2. You complete the program and approve the voucher using the link in the email or logging in to the database. Video tutorial here.
    3. Next, the school site coordinator receives an email from Hartford Performs that your payment voucher is waiting for their approval.
    4. The site coordinator approves the voucher.
  5. The Program Director reviews all vouchers every Monday.
  6. The Finance Manage cuts checks for all reviewed vouchers every other Tuesday of each month. (see finance schedule below for  2018)
  7. The Executive Director signs checks and payment is sent out via mail that afternoon.

*If you do not enter in a date for your program into the database calendar, then you will not receive a payment voucher. This will delay you receiving payment in a timely manner for your program.

For assistance with entering in calendar dates, please contact Quiana Grant at or by calling 860-249-8675,  M – Th 8:00 am – 1:00 pm.

Entering Dates in Database Calendar

Step by Step Tutorial:

  1.  Go to
  2.  Scroll down and log into the database with your username and password.
  3.  When you log in, you will see your dashboard.
  4.  Next select the ‘booking list’ tab.
  5.  Make sure the correct school year is displayed in the ‘Program Year’ tab.
  6.  If it isn’t the correct year, change it to the appropriate year and select ‘apply filters’.
  7.  Then you will scroll down and see your bookings for the current school year.
  8.  You want to click ‘view booking details’ on one of your program bookings.
  9.  A small box will pop up with detailed information for the booking. When you scroll down you will notice it says in ‘Booking Times’: “No dates selected.”
  10. Click on the top date bar or calendar icon in the “Add a new date” section.
  11. You will then select the appropriate date and start time that your program is taking place.
  12. Click on the lower bar to enter in the end date and end time.
  13. Add notes below the date section to let the teacher know if your will be coming early to set up or the schedule of classes within the day.
  14. You will get a notification saying that your date has successfully been added to the calendar. You and the lead teacher will also receive an email notification that a date has been added.
  15. Download the date you added into your personal calendar by selecting “download" iCalendar.” This can be forwarded or shared with your lead teacher too.

Deleting or Changing a Date:

  1. Open the View Booking Details for the date you want to change or delete.
  2. Scroll down to Booking Times section.
  3. Find the date you want to delete and select “Delete Date”.
  4. You will receive a prompt that the date was deleted. Do not select “save” or the database will save the current date in the booking.

Frequently Asked Questions by Active Arts Providers about Hartford Performs....

Hartford Performs Updating the Database FAQ:

1When do all program updates need to be made in the database for my programs to be visible for 2018-2019?
Please complete all edits and Submit for Review by June 14, 2018. This will allow teachers to view the 2018-2019 program roster over the summer and it will allow HP staff to review programs for any errors or adjustments before the school year begins.
2I don’t have any edits I need to make to my programs from last year, is there still something I need to do in the database?
Yes, even if you do not have any edits to make to your program from last year, you still need to login and submit your program for next year. Right now your program is just a copy and draft sitting in the 2018/2019 Program Year folder. If you do not open the copy, delete the word COPY from the title and Submit for Review, then it will stay a draft and not be visible to teachers for the next school year.
3How do I copy my program over to be visible and available for the 2018-2019 School Year?
    See video tutorial at 4:35 or follow steps below.
    From your Dashboard
  • Change Program Year to 2018 – 2019 from the drop-down bar under your picture
  • Click Apply Filters
  • Find a COPY of your program in Your Drafted Programs
  • Click on the title to open the program and select Edit
  • Delete the word COPY from the end of your program title on Page 1
  • Make additional or required edits to standards or program description. (See below)
  • Review program description for any HTML coding and delete the coding.
  • In the Drop-down bar select “Submit for Review” and click Apply, when you are finished with all edits.
4Where do I enter new PE Standards that are now required for my PE program?
Page 4 of Edit Program, enter at least 1 and no more than 2 in the Core Learning Standards boxes.
5Where do I enter new Health Standards if they better align to my program?
Page 4 of Edit Program, enter at least 1 and no more than 2 in the Core Learning Standards boxes.
6Where do I edit my program description to include transferable skills?
Page 5 of Edit Program, you can include at least 1, but no more than 3 transferable skills to your program description. Please, include how students are learning that skill in your program, i.e. “In small groups students will choreograph a dance based on a poem. They will use cooperation to work with peers and determine the movements for their dance.”
7How do I change my Arts Provider Profile Picture?
From your Dashboard:
  • Delete current image
  • Choose File > select a picture file from your computer
  • Upload
The preview is what will be seen by all, make sure to follow the 200 X 200-pixel specs and max 1 MB size. Free online photo editing software at click here
8How do I update my contact Information or payment Information?
  • Chose Edit Profile
  • In the contact information section, update the information and/or payment information for 2018-2019.
  • Click Save User Data.
9How do I update my biography or organization description?
  • Chose Edit Profile
  • In the organization/biography description, update the information.
  • Enlarge the Bio box by clicking and dragging the bottom right hand corner of the box for more room to write in.
  • Click Save User Data
10How do I add Social Media links to my profile?
  • Chose Edit Profile
  • Add social media links in the spaces provided.
  • Click Save User Data
11Where can I add videos of my program?
  • Chose Edit Profile
  • Add to a YouTube video link in the space provided.
  • Click Save User Data
12Updating your Arts Provider Profile page
From your Dashboard
  • Select Edit Profile
  • Update all necessary payment and contact information in the spaces provided for 2018-2019
  • Enlarge the Bio box by clicking and dragging the bottom right hand corner of the box for more room to write in.
  • Add social media links in the spaces provided
  • Add a YouTube video link in the space provided
  • Click Save User Data
13Things to consider if you want more teachers to look at your program:
  • Could my program benefit both Classroom teachers and Arts & Wellness teachers? If so, answer on Page 1
  • Capacity must be filled in. For overall classrooms served 50 – 80 casts a big net. If so, answer on Page 2.
  • Minimums – Do not fill it in unless you must. Anything over 90 limits your availability to teachers. If so, answer on Page 2.

Click here to look at the 2017-18 School Year in Review:

2017-18 Arts Provider Year End Celebration

Hartford Public Schools District Focus and Supporting Documents for Hartford Performs Programs

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