Employees, Users and Access

Employee access permissions, preferences, and notification setting all fall under the Users and Access Menu in System Setup.

Employee Setup

Employees can have various levels of access to control their ability to use the different modules of Theatre Manager. Access to Employee Setup is through Setup >> Users and Access >> Employee List

This will open the Employee List window where you can enter first and/or last name information to search for a specific employee, or simply hit enter while the search fields are blank to pull up a list of all employees.

For more information on the Employee List click here.

Employee List

The Employee List window can be accessed through Setup >> Users and Access >> Employee List and is used to quickly locate an employee record or to generate a quick list of employees that can be printed.

Parts of the Employee List Window
Opens the Theatre Manager online help.
This button is not accessible because new employees must be added through the Patron Window. It is on the window for consistency. For more information on adding employees click here.
Opens the selected employee record for editing. For more information on editing employee access click here.
This button is not accessible because new employees must be added through the Patron Window. It is on the window for consistency. For more information on adding employees click here.
Deletes the selected employee. This button is only accessible if the employee can be deleted (if they have no history tied to their login). For more information on deleting employees click here.
Generates a report of the employee list to the screen or default print location.
Exports out the employee list in a tab-delimited format.
Opens the Patron Window. For more information on the Patron Window, click here.
Open the selected Employee Preferences for the selected employee. For more information on Employee Preferences, click here.
Initials
Unique employee initials.
Last Name
Last name of the employee.
First Name
First name of the employee.
Address Line 1
Employee address.
Address Line 2
Employee address.
City
City the employee resides in.
Province
Province or State the employee resides in.
Postal Code
Postal or Zip Code for the employee.
Title
Job title of the employee.
Tran Source
Department within Theatre Manager the employee is assigned to.
Outlet-Owner
If using outlet edition, the outlet the user is assigned to.
Primary Phone
Primary telephone number for the employee.
Primary E-Mail
Employee's primary email address.
Primary Fax
Employee's primary fax number.
Web
Employee's web site.
Patron #
Employee's patron #.
The fields listed above are the default columns listed for the Theatre Map List window, but the columns can be changed to suit your needs. For more details on changing column preferences, click here.

Finding Employees in the Employee List Window

To find an employee, you would perform the following steps:

  1. Click Setup >> Users and Access >> Employee Setup

    The Employee List window will appear.

  2. Enter the search range for the employee in the From and To fields.

    To access all employees leave the From and To fields empty.

  3. Click the Search button.

    The results of the search will be displayed in the Employee List window.

    For more information on the Employee List window click here.

Employee Access Window

The Employee Window can be accessed in two different areas of Theatre Manager. It can be accessed through the Employee List at Setup > Users & Access > Employee List by selecting an employee and clicking the Open button. For more information on the Employee List click here.
Alternatively, the Employee Window can be accessed through the Patron List or Window. It can be accessed through the Patron List by searching for and highlighting the employee and then clicking the Employee button, or by opening the employee's Patron window and clicking the Employee button. For more information on the Patron List, click here. For more information on the Patron Window, click here.

Parts of the Employee Window
Opens the Theatre Manager online help.
This button is not accessible because new employees must be added through the Patron Window. It is on the window for consistency. For more information on adding employees click here.
Saves any edits made to the Employee Window. For more information on editing employee access click here.
This button is not accessible because new employees must be added through the Patron Window. It is on the window for consistency. For more information on adding employees click here.
Reverts changes made to the employee preference back to the last saved point.
This button is not accessible because employees cannot be deleted. For more information on removing employees click here.
Generates a report of the employee detail and access to the screen or default print location.
Spell checks any fields that can by typed in.
Opens the Patron Window. For more information on the Patron window, click here.
Opens the Password Window. For more information on the setting employee's passwords, click here.
Open the selected Employee Preferences for the selected employee. For more information on Employee Preferences, click here.
Allows access to be copied form one employee to another. For more information on copying employee access click here.
For more information on the Access tab click here.
For more information on the Data tab click here.
For more information on the Functions tab click here.
For more information on the Group tab click here.
For more information on the Box Office tab click here.
For more information on the Solicitor tab click here.
For more information on the Facility Management tab click here.

Access Tab

Simply entering the employee name does not provide the security you may require for the information you maintain in Theatre Manager. A Master User or Outlet Administrator must indicate which type of access a new employee will be granted. There are three primary choices, No Access, Master User, and Normal as well as Outlet Administrator for sites using outlets.

Sites set up with the Outlet Edition of Theatre Manager must have their Outlet Administrator perform employee setup functions. The Master User in the Outlet Edition is only intended for use in setting up the Outlet Administrator Employees.

Parts of the Access Tab

Access Id
The logon name for the employee when the default logon window is set to Access ID/Password. Refer to the PCI Security Tab of System Preferences for more information.
Hired
Date the employee was hired. The calendar lookup button can be used to select the date.
Resigned
Date the employee left the organization. The calendar lookup button can be used to select the date.

Logon Level

No Access
An employee with no access cannot use any aspect of Theatre Manager. Their user name will not appear on the login window, it will however appear on any employee list report unless specifically excluded. A user may be given no access because they have resigned, or the company wants a database of their employee's even if some employees never use Theatre Manager.
Master User
This employee can access any part of Theatre Manager. They are denoted by a bullet beside the user name in the login window. The Master User has unrestricted access to all modules of Theatre Manager, including the ability to change the access levels of other employees and themselves.
Outlet Administrator
Administrative access over an outlet. They are denoted by a percent symbol beside the user name in the login window. Outlet administrators have access to all modules of an outlet excluding system settings.
Normal User
Access can be restricted to various parts of Theatre Manager. These restrictions are set in the Data and Functions Tabs. The Normal User is not able to alter their own access levels.
Employee #
The employee # that is connect to all records in the database. This number is automatically assigned and cannot be changed, much like a Patron #.
Server User #
Internal number to references the employee in the SQL database. This number is automatically assigned and cannot be changed and is used for back-end database procedures.
Attempts
The number of times the employee has tried to login with the incorrect password since the last logon.

Data Tab

This is where a Normal employee's access to different data areas in Theatre Manager is set up. An employee can have various combinations of four (4) levels of access to particular areas of data within Theatre Manager. These level's are View, Insert, Edit and Delete. Uncheck all boxes next to an item to completely disable access (or just uncheck View, since no access to View precludes access to any of the other three actions).

The four levels of access are:
View The employee can only look at the information in a record
Insert The employee can add new information and change it as long as the window is open.
Edit The employee can edit information in the specified window.
Delete The Employee can delete the record.

List of Data Fields to be Accessed

Accounting A/P-Enter payables and expenses
A/P Write cheques
G/L Budget information Provides access to the setup of general ledger budgets for each general ledger account. Details on how each account is compared to the budgeted amount can be viewed
Chart of account set up
G/L Entries, whether manually created or generated by the system Provides access to the general ledger entries. For an employee who may need to 'close' or 'cash out' at the end of the day, it is recommended that 'view' access be granted. With 'view' access, the employee will be only able to view the sales and deposit entry created by the End-of-Day wizard, and if required print the desired reports.
G/L tax table setup - so they can be used for sales Provides access to setup tax tables, to define the table and enter/edit the percentage of tax levied and the g/l account tax will be allocated to
Attendance View and set patron attendance status to a performance
Coupons Set up discount coupon codes that can be redeemed at the box office or via the web
Credit Cards Patron Credit Card Tab
Default Data Company Policy information (manage rules about how the system works) Provides access to Default Data settings such as Company name, mandatory data fields, data appearances (custom labels on fields), default fees on ticketing etc.
Donor

Attach or remove pledge reminder letters to a Donation to be sent at a future date
Donation information for any donor record (on patron or order window-see function access)
Manage Donation receipts
Manage Donation soft credits
Employee Change personal preferences in the employee preference window
Manage employee data and access rights
Facility Management Edit the contents of a task such as date, time, and participants
Enter the resource component of a sale
Manage filters that are used to decide what is displayed on a particular calendar view
Manage projects and associated tasks
"Hot Seat" analyzer to determine which seats have been used the most
Manage task dependencies in a project using the Gantt chart
Manager tasks that will appear on the background of a calendar such as corporate holidays or special locations
Open/manipulate the calendar of events and to-do list items on the main calendar window
Set or edit an alarm on a task for themselves
Setup task resources that can be associated with a theatre or other tasks
Fees The fee component of a sale (eq mail fee, order fee, subscription fee)
Form Letters Create and change the form letters (anybody can use them) Provides access to the form letters module. Creating form letters and performing letter merges with information from Theatre Manager's database
Manage form letters and letter security from the pass/g.c. window
Manage form letters and letter security from the patron window
Mail Lists Saved results of a query against the database used in reports or finding patrons Provides access to the setup of mail lists and the patrons who are on each of the mail lists
Order Order information such as ticket printing status and comments
View and edit items in the order window
Outlet
 Creation of outlets (or departments) as a functional business entity Provides access the setup of the outlet locations and which employee is assigned to which outlet
Set up the Currency Exchange records for multi currency web usage
Setting up of the commission structure for sales at an outlet
Pass GC Pass/G.C. cards to assign any number of pass/g.c.
Patron Basic Patron information such as name and address
Favorite seats and season subscription packages, including on the order window
Manage and Relationships between one or more patrons Provides access to Relationship tab on the patron window, to establish relationships between two or more patrons
Media information in the tab on the patron window

Provides access to the setup of media information on individual patron's accounts

Pass/G.C.  detail component of a sale (on the patron or order window-see function access)

Pass/G.C.  detail component of a sale (on the patron or order window-see function access)
Patron payment information and prior payments on the order window Provides access to the patron payments after they have been created
Play Accounting information and setup for postings & taxes Provides access to the Accounting area in the play setup
Add task resources pertaining to Facility Management
Main window containing the play & date information Provides access to the Attendance area in the play setup
Performance dates & management of sales parameters Provides access to the Performance area in the play setup
Play maps and attendance information
Play revenue and cash flow information
Set prices and valid sales promotions Provides access to the Prices and Promotion area in play setup
Plug-in Code Import or edit Custom Plug-in Code modules into Theatre Manager Provides access to Plug-ins, custom coded prices strategies. A Plug in is a system table setting and custom coding by Arts Management Systems to manage unique pricing structures
Report Cards Manage report card templates to be used for course grading
Reports Create custom reports from the templates and edit the contents (e.g. Season Renewal Notices)
Create search criteria and ability to export generated reports
Items added to the report queue for later printing and customized report category detail windows Provides access to the setup of reports to be created and printed during non prime time hours
View and edit saved report criteria
Season Reservations 'Manage Favorite Seats' for all patrons via the subscription menu
Alter the contents of the season package for an individual patron
Setup the contents of the season packages that can be sold Provides access to the Season Subscription Renewal Notice process
Setup

City Lookup

 Manage values in the zip/postal code lookup table
Codetables Code Table data used to manage valid entry values in various tables Provides access to the setup of code table settings in the System Table area of Theatre Manager. This area is best restricted to Master Users of Theatre Manager
Donation Creation of donation campaign/funds to be used in the system Provides access to the set-up of Donation Campaigns and Giving Levels matrixes
Fees Creation of fee types that can be applied to orders
Merchant Account
 Creation of merchant accounts
Pass/G.C. Creation of Pass G.C. types that can be sold Provides access to setup Membership types, to enter/edit membership styles and g/l accounts associated with each membership
Sales Promotions Sales promotion codes used to managing discounting if tickets Provides access to the setup of ticket sales promotions and discount offers
Sales Rules Create and manage sales rules for the discounting of tickets
Standard Comments Standard comments that can be put on invoices, etc. Provides access to the setup of standardized comments for ticket invoicing
Workflow Workflow Notifications -  who receives an email when certain actions occur in the system Provides access to the setup e-mail notifications
Theatre Manage theatre capacity, layout and seating names
Ticket Faces The layout information for a thermal ticket printer Provides access to the setup of customized ticket face coding for the thermal ticket printers
Transaction Access transaction information on reports and windows
Volunteer Manage volunteer recognition awards
Manage volunteer time availability
Volunteer activity history - record of each instance of working in the position (from volunteer or play window) Provides access to the historical information for each personnel position. Such as each individual time the personnel was an actor, producer, or usher and the unique responsibilities for each position
Volunteer overview information and data entry window Provides access to the general personnel information on the patron window and on the personnel window
Volunteer positions - the activities that they will do when asked Provides access to the personnel positions each of the personnel may have held
Volunteer template setup that will be used to let people sign up for positions on the web
Web Sales Manage shopping carts for internet sales Provides access to Web Cart tab on the patron record
View and reset web performance statistics gathered from the apache server by the web listener

Functions Tab



List of Functions to be Accessed

The following fields are the various functions available in Theatre Manager:

Accounting 'Force balance' the G/L entries in end of day if the EOD balance is non-zero (not recommended).
'Force' a credit card deposit through TM only (not recommended-should balance to CC software).
Access or complete a till balance for another user.
Clear the 'order-in-use' flag when a ticket sale is aborted by mistake (eg force quit)
Create bank deposits for current payments received-Cash/Checks/Other
Create bank deposits for current payments received-authorized credit cards only (ie. allow settlement)
Create sales entries for tickets, donations and memberships
Export G/L entries to a tab delimited file (which sets the G/L entry exported flag)
Post sales and deposit to the G/L (that have already been created)
Run reports permitted for user in End of Day Wizard
Run the year end roll over to prepare for a new year
Unpost sales/deposit G/L entries and reverse them from G/L
Batch Functions Batch print any tickets that have not yet been printed
Mass update of patron marketing fields via direct SQL
Recalculate all patron balances based on existing order balances
Credit Cards Allow a refund to a credit card
Allow clearing/black listing a credit card so it can/cannot be used by a patron
Allow empty CID or CVV2 number even if required for credit card payments
Allow use of a black listed credit card
Change to a different merchant account in the payment window (if there are multiple merchant accounts)
Delete authorized credit card payments in TM instead of voiding on Server as well (recommended unchecked)
Delete credit card payments for auto-renewed subscriptions during End of Day deposit process
Deposit current/post dated credit cards (that have not yet been authorized) with authorizing the card
Display all digits of last used charge card on payment window (otherwise remove last 4 digits to force card completion)
Edit the credit card number on any existing payment that has not been deposited
Last used charge card # - display all digits on payment window (otherwise remove all digits - overrides other CC display options)
Over-ride the 'cash only' setting for the patron and accept a credit card
Search for a patron using a credit card number
Shred cards older than 99999 days on the patron window
Use 'force-duplicate' and cause a second charge for same amount for same card #/patron/batch
Use the lookup button on the payment window to see other credit cards for the patron
View entire card number (otherwise show **** and last 4 digits on most reports and screens)
Donor Add donations for a patron while in the patron window
Add donations to an order while on the ticket sales window
Clear date that commission paid for the donation
Print donation acknowledgments to the ticket printer
Print donation charitable receipts
Unprint donation charitable receipts for later reprinting
View donors summary information (all non private) at the top of the patron window
View donors summary information (marked PRIVATE) at the top of the patron window
Fees Change a fee used during a 'New Sale'
Change a fee used during an 'Exchange'
Change a fee used during the 'Refund' process
Change a fee used during the order 'Modify' process
Enter a negative value for a fee (ie. discount) if able to edit fees on the order window
Form Letters Merge letters from the form letter list or edit window
Print or Batch Print form letters or emails that had been previously assigned to print later
Outlet Sell tickets at All locations (regardless of Outlet that created event)
Pass/G.C. Able to renew the pass/g.c. if it is past its expiry date/renewal deadline
Add pass/g.c. for a patron while in the patron window
Add pass/g.c. to an order while on the ticket sales window
Change the full redeemable value of the pass/g.c. from the purchase price to confer benefits
Print pass/g.c. tickets
UnPrint pass/g.c. tickets
Outlet Sell tickets at All Locations (regardless of Outlet that created event)
Patron Change the primary address from one address to another
Change the primary email from one email to another
Change the primary phone or fax from one phone to another
Clear the 'cash only' flag so that patron can resume using credit cards
Clear the 'do not mail, telemarket, etc.' flags
Merge two or more patron records into the same person and delete the others
Merge/transfer two or more patrons into a common household
Send a patron their email address and web password in an email
Set the 'cash only' flag so that patron cannot use credit cards
Set the 'do not mail, telemarket, etc.' flags
View annual marketing purchase statistics on the patron window at the lower right
Payments Access and change 'Contractual Notes' on the payment screen
Delete post dated payments previously entered against the order
Use 'Gift In Kind' as payment method (means G/L account code needed)
Use 'On Account' as payment method on any order (closes without a payment & creates A/R)
Use 'Post Dated Payments' as a payment method which will appear in End of Day on appropriate future date
Use 'pass/g.c.' (current) as payment method
Use pass/g.c. (expired) as payment method
Plug-In Code Associate existing custom Plug-in code to any data record
Pricing Merge two or more pricing map records into the same theatre and delete the others
Reports Print invoices for a patron from the order window or batch functions
Run donation reports
Run general reports (the majority of reports)
Run sales summary analysis reports
Run ticket revenue reports
Sales View 'Transaction Monitoring' window
Season Reservations Print season renewal notices
Process a season ticket reservation using the book button
Process season subscription auto renewals (people who get same seats each year)
Unprint season renewal notices so they can be printed again
Tickets Change default ticket sale/reservation setting to allow tickets to be sold as reservation only (no A/R created)
Change the promotion/price code during a quick exchange for a performance that DOES NOT have the employee's security access privileges
Change the promotion/price code during a quick exchange for a performance that the employee has security access to
Confirm attendance at a performance using ticket scanner or entering ticket number
Exchange tickets by transferring them "en masse" from one performance to another on the attendance tab in the play window
Exchange tickets to a performance that DOES NOT have the employee's security access privileges
Exchange tickets to a performance that has the employee's security access privileges
Hold tickets to prevent selling them
Print tickets for fully paid order
Print tickets for partially paid order
Recalculate a specific order balance based on its contents
Refund tickets to a performance that DOES NOT have the employee's security access privileges
Refund tickets to a performance that has the employee's security access privileges
Refund tickets when the performance is no longer on sale
Refund tickets when the performance is over
Release all held tickets for a performance on ticket sales window
Sell COMP tickets (where a promotion was required to reduce the initial base price to $0.00)
Sell FREE tickets where the base price starts at $0.00 (these are not considered comps)
Sell from the patron screen using 'buy' button
Sell held tickets which are marked on maps as held with lowercase letter (but only to permitted hold codes in employee record)
Sell tickets to performance that is in the past
Sell using 'Before Event Sales' menu (no patron data captured)
Sell using 'Quick Buy' (sell tickets first, then transfer to a patron)
Set the price of a traveling troupe performance during the sales process
Unprint a ticket (so it can be reprinted later)
Use their personal setting for 'Reservation Only' ticket sales (means no transactions created until first payment)
Utilities Open the Data Verify utilities under 'Setup'
Purge historical data from the database
Open the Data Verify utilities under 'Setup'
Web Sales Add e-mails to patron correspondence history for mass emailing later
Start the web sales listener and become a web listener under their personal user id
View and manage emails pending on the web to resend or cancel them
View ticket scan statistics window

Adding and Removing Access to Functions

  1. Open the Employee Data window for the Employee.

    For information on how to access the Employee Data window click here.

  2. Click the Functions tab.

    When a box is checked an employee has access to the function. If the box is unchecked an employee can not access the function.

  3. Click on the box next to the function to change the status.
  4. Click the Save button.

    Changes to the Functions tab have now been saved.

Group Tab

The Group tab allows for the level of security access to be set for the employee.

Parts of the Group Tab

Letters & E-Blasts
Notes and letters access.
Task Notes
Access to Task notes.
Play Selling
Performance sales access.
Play Reporting
Report access.
Volunteer Evaluation
Volunteer History Access restrictions.
Queued & Saved Reports
Access to reports that have been saved

Security 1
Level of security the employee has access to. Each level can be renamed in the appearance tab of company preferences. For more information on changing the security level title click here.
Security 2
Level of security the employee has access to. Each level can be renamed in the appearance tab of company preferences. For more information on changing the security level title click here.
Security 3
Level of security the employee has access to. Each level can be renamed in the appearance tab of company preferences. For more information on changing the security level title click here.
Security 4
Level of security the employee has access to. Each level can be renamed in the appearance tab of company preferences. For more information on changing the security level title click here.
Security 5
Level of security the employee has access to. Each level can be renamed in the appearance tab of company preferences. For more information on changing the security level title click here.
Security 6
Level of security the employee has access to. Each level can be renamed in the appearence tab of company preferences. For more information on changing the security level title click here.
Security 7
Level of security the employee has access to. Each level can be renamed in the appearance tab of company preferences. For more information on changing the security level title click here.
Security 8
Level of security the employee has access to. Each level can be renamed in the appearance tab of company preferences. For more information on changing the security level title click here.
Security 9
Level of security the employee has access to. Each level can be renamed in the appearance tab of company preferences. For more information on changing the security level title click here.
Security 10
Level of security the employee has access to. Each level can be renamed in the appearance tab of company preferences. For more information on changing the security level title click here.

Box Office Tab

The Box Office tab sets an employees sales management and report processes access.

Parts of the Box Office Tab

Box Office and Sales Management
Initial Window
Window that Theatre Manager will automatically open first when an employee logs on. The initial window may be different for each employee.
Festival Seating Sales
Default for selling festival tickets as a one ticket per admission or one ticket per purchase.
Transaction Source
Department the employee works in.
Hold Letters
Hold letters the employee can set, release or hold tickets for.
Merchant #
Merchant account the employee processes credit cards to.
Merchant #
Merchant account the employee processes credit cards to.
User Initials
Unique initials for allowing access over-rides and scanner login.

Web Listener Auto Login
This section only applies if the employee is going to act as a weblistener. The settings will only be saved for the computer currently being used.
Clicking this button sets Theatre Manager to automatically login as the employee and open the web listener window when Theatre Manager is started on the computer currently being used.
Clicking this button clears the automatic login set by the button above.

Solicitor Tab

The Solicitor tab shows information about the donations which the employee has taken in. The "Allow Employee to be a Solicitor" must be selected to allow the employee to accept donations under there name.

Parts of the Solicitor Tab

Allow Employee to be a Solicitor
When checked an employee can accept donations under their name.
Prospects
Total amount of prospective donations generated by the employee.
Soft Pledge
Total amount of soft pledges solicited by the employee
Soft Credits
Total amount of soft credits solicited by the employee
Actual
Total amount of actual donation $ solicited by the employee
Total Donations
Total number of donations that have been solicited by the employee
Hard Pledges
Amount of hard pledges solicited by the employee.
Matching Gifts
Total matching gift donations solicited by the employee.
# Gifts Matched
Number of matching gifts solicited by the employee.
Written Off
Amount of written off donations solicited by the employee.
Balance Owing
Balance of outstanding donations solicited by the employee.

Facility Management Tab




Parts of the Facility Management Tab

Billing Information
These settings are used for costing/billing employees in the Facility Management module. More more information about Facility Management, click here.
Pay Period
The pay period for the employee. Can be Contract Rate, Day Rate, Hourly, Monthly or Weekly.
Pay Rate
An employee's rate of pay for projects/tasks.
Overtime Rate
An employee's overtime pay rate.
Internal Employee #
A payroll number or internal indentifier for an employee (could match external accounting software, etc)

Adding Employees and setting up access rights

The pages in this section detail how to set up Employees in Theatre Manager and grant them access to various areas of the program.

Adding Employees

  1. Login to Theatre Manager as a Master User, or Outlet Administrator where applicable.

    		2.

    Sites set up with the Outlet Edition of Theatre Manager must have their Outlet Administrator perform employee setup functions. The Master User in the Outlet Edition is only intended for use in setting up the Outlet Administrator Employees.
  2. Create a patron record for the employee.

    Click here to learn how to create patron records.

  3. Highlight the employee's patron record from the patron window

  4. Click the Employee button.

    A confirmation window will appear.

  5. Click the Yes button.

    The employee data window will appear.

  6. Click the Password button to set a password for the employee.
    For more information on setting an employee password, click here.
  7. Click the Preferences button to set the employee preferences.
    For more information on setting employee preferences, click here.
  8. Make any required changes to the Access tab.

    For more information about the Access tab, click here.
  9. Make any required changes to the Data tab.

    For more information about the Data tab, click here.
  10. Make any required changes to the Functions tab.

    For more information about the Functions tab, click here.
  11. Make any required changes to the Group tab.

    For more information about the Group tab, click here.
  12. Make any required changes to the Box Office tab.

    For more information about the Box Office tab, click here.
  13. Enter the information on the Solicitor tab.

    For more information about the Solicitor tab, click here.
  14. Enter the information on the Facility Management tab.

    For more information about the Facility Management tab, click here.

Adding and Removing Access to Data

  1. Open the Employee Data window for the Employee.

    For information on how to access the Employee Data window click here.

  2. Click the Data tab.

    When a box is checked an employee has the selected access rights to that data. If the box is unchecked an employee does not have the unchecked level of access rights to the data.

    For more information on the data tab click here.

  3. Click on the desired box next to the access level to change the status.
  4. Click the Save button.

    Changes to the Data tab have now been saved.

Copy Access from one Employee to another

When inserting a new employee record it may be decided the new employee should receive the exact same access levels to Theatre Manager as a pre-existing employee. If so, copy the access from the existing employee to the new employee. This is a time saving feature so access to data and function levels do not have to be hand-picked for each employee. This function is only used for employees who have Normal Access, as Master Users already have access to everything.

  1. Open the Employee List window.

    Click here to learn how to access the Employee Data window.

  2. Select the Employee to copy the access to.

    Single click on the employee line to select it.

  3. Click the Open button.

    The Employee Data window will open.

  4. Click the Copy Access button.

    The Employee List will appear.

  5. Click the Search button.

    These are the employees access can be copied from.

  6. Select the Employee to Copy Access from.

    Single click on an employee to select them.

  7. Click the Select button.

    This completes the process. The employee access has been copied.

Editing Employee Data

  1. Open the Employee List window.

    Click here to learn how to access the Employee Data window.

  2. Select the Employee to edit.

    Single click on an employee to select them.

  3. Click the Open button.

    The Employee window will open.

    For more information on the Employee Data window click here.

  4. Change the employee data as needed.
  5. Click the Save button to save the changes.

Changing Access Levels

The access level on an employee effects the ability to log into Theatre Manager as well as the areas of Theatre Manager an employee will have access to. It is recommended the Master User employee have Master User access and the remaining employees have variations of Normal access.

  1. Open the Employee Data window for the Employee.

    For information on how to access the Employee Data window click here.

  2. Click the Access tab.

    The current level of access is seen under the Logon Level and is marked by a bullet.

    For more information on the access tab click here.

  3. Click on the circle next to the logon level to change the status.
    The options to choose from are No Access, Master User, Outlet Administrator and Normal. Descriptions of the logon levels can be found to the right of the logon levels.
  4. Click the Save button.

    Changes to the Access Level have now been saved.

Reinstating Employee Access

 

If an Employee returns to work for your organization, you can reinstate their Employee account.

You will also need to do this when an Employee enters an incorrect password too many times as Theatre Manager will lock the Employee out of the program. This is designed to prevent people from accessing the database who should not have access.

Theatre Manager applies a resignation date to the Employee record and removes them from the login window.

This process will also work in cases where the Master User has been resigned/locked out. In that case, another Employee with Master User privileges can log in and complete the following process for the Master User account. We also highly recommend setting a primary email for the Master User on its patron account so that users can choose to have an email with the password sent to that email address in cases where the password is lost or forgotten

  1. Login to Theatre Manager as a Master User or Outlet Administrator.
    2.
  2. Open the Employee List window.
    3.

  3. Check the Resigned box in the upper left of the window.
    4.
  4. Search for the Employee.
    5.
  5. Single click on the resigned Employee to select them.
    6.
  6. Click the Open button.
    7.

  7. Clear the Resigned date field.

  8. Click the Password button to set a password for the Employee.
    9.
  9. Close the Employee Access Data window.
    10.

The Employee now appears in the login window again. They will be able to access Theatre Manager using the password defined above.

In some very rare cases, there will be no other Employees with Master User access to complete the above steps. In those instances, please enable Remote Assistance on the database server machine and contact support@artsman.com with the login id/pw combination so we can reinstate access.

Removing Employee Access

Since employees have important information tied to their accounts like transaction data, there is no way to permanently delete them from the system. You can remove their access which will remove them from the active employee list and prevent them from logging into Theatre Manager.

  1. Open the Employee List window.

    Click here to learn how to access the Employee List window.

  2. Select the Employee to remove.
  3. Click the Open button.

  4. Enter the resignation date.

    Enter the last day the employee worked.

  5. Click the Save button.

    The employee will not be removed from the active employee list and will no longer be able to login to Theatre Manager.

Setting Employee Passwords

 

An employee password can be set, changed or reset if forgotten.

  1. Log into Theatre Manager as a Master User or Outlet Administrator.

    2.  

  2. Open the Employee List window.

     

    Click here to learn how to access the Employee Data window.

     

    3.  

  3. Search for the desired Employee. .

     

    4.  

  4. Single click on the Employee to select them.

    5.  

  5. Click the Open button at the top of the window.

     

    The Employee Data window will open.

     

    6.  

  6. Click the Password button.

     

    The New Password window will open.

     

    7.  

  7. Enter the password in the New Password field.

    8.  

  8. Confirm the new password in the Retype Password field.

    9.  

  9. Click the Accept button.

     

    The new password is now set for the employee.

    10.  

Employee Preferences Window

The Employee Preferences Window is used to set defaults for an individual user. Employee preferences may be accessed by clicking the Preferences button on the Access Tab of Employee Setup. Preferences can also be accessed through Setup >> Users and Access >> Employee Preferences. Accessing Employee preferences through the Setup menu will only show the preferences for the currently logged on employee. Changing the preferences changes the preferences for that employee no matter where they log on to Theatre Manager.

Parts of the Employee Preferences Window
Opens the Theatre Manager online help.
This button is not accessible because new employees must be added through the Patron Window. It is on the window for consistency. For more information on adding employees click here.
Saves changes made to the employee preferences.
This button is not accessible because new employees must be added through the Patron Window. It is on the window for consistency. For more information on adding employees click here.
Reverts changes made to the employee preference back to the last saved point.
This button is not accessible because employees cannot be deleted. For more information on removing employees click here.
Generates a report of the employee detail and access to the screen or default print location.
Spell checks any fields that can by typed in.
Opens the Password Window. For more information on the setting employee's passwords, click here.
Ticketing and membership default search criteria. For more information on the patron tab click here.
Sales defaults for the employee. For more information on the box office tab click here.
Default ticket printer information for the employee. For more information on the ticket printer tab click here.
Reporting preferences for the employee. For more information on the reports tab click here.
Spell check default settings. For more information on the spell checker tab click here.
Status bar location. For more information on the windows tab click here.
Email setup for the employee. For more information on the Email tab click here.

Patron Tab

Parts of the Patron Tab

Default Ticket Search Criteria

Ticket Status

Choose the types of tickets to be displayed in the ticket tab. There are three choices: All Tickets, Printed Tickets, and Unprinted Tickets. If Printed Tickets was selected then all tickets displayed would be tickets that have already been printed, or marked as printed.
Year of Play
Choose the year of the tickets to be displayed in the ticket tab. There are 6 choices: The future year, the current year, previous year, two years prior, Current Year and All Years. If the current year was selected then all tickets displayed would be for events that take place in the current year.

Maximum Tickets
The maximum number of ticket to be displayed in the patron window when the patron record is loading. If a patron has more tickets than the number specified in this field, in this case 300, then a message will appear when you open that patron record informing you that 300 tickets have been found would you like to add 300 more. Clicking yes will display another 300 tickets, if there are that many more. If there are less then 300 it will just display the remainder of the tickets. By clicking no, then only the first 300 tickets will be displayed.

Default Membership Search Criteria
Status
Choose the types of membership to be displayed in the membership tab. There are three choices: All Memberships, Invalid, and Valid. If Valid was selected then all memberships displayed would be active and not yet expired.
Year
Choose the year of the memberships to be displayed in the membership tab. There are 6 choices: The future year, the current year, previous year, two years prior, Current Year and All Years. If the current year was selected then all memberships for the current year would be displayed.

Default Quick Find Sort Order
Maximum Each
Determines the maximum number of values displayed in each category.
Search in
Allows the user to choose (by Employee) what values are shown, and in what order they are displayed (drag and drop the listings to change their sort order).

Box Office Tab

Parts of the Box Office Tab

Quick Buy Patron

This field requires a valid patron number. The patron number entered should be for a patron who was specifically set up to act as a quick buy / before event sales patron. A quick buy / before event sales patron is a dummy patron account (not a real person), and because the patron is set in user preferences each user can have their own Quick Buy / Before Event Sales Patron.

Show Ticket Prices (when selling)

Base Price + Tax + Fee

Ticket price is displayed as the base price plus tax any any fees associated with the sales promotion.
Base Price + Tax
Ticket price is displayed as the base price plus tax.
Base Price + Fees
Ticket price is displayed as the base price plus fees associated with the sales promotion.
Base Price Only
Ticket price is displayed as the base price only.

Display Following Data In List
Closed orders
Fully paid orders will be displayed.
Closed and deposited payments
Payments for fully paid orders will be displayed.

Default Sales Mode

Sale
Purchases are recognized as an accounts receivable at the time of purchase. If payment is made the accounts receivable is cleared. If no payment is made the tickets remain on account until payment is received.
Reservation
Purchase is not recognized as an accounts receivable until the first payment or donation is received.

Managing the Sale

Single Tickets
Festival seating tickets are issues as one ticket per admission.
Group Tickets
Festival seating tickets are issues as one ticket per event.
Default number of days to hold Seats
Default number of days a patron seat request will be held for an event.
Display credit card authorization number
Credit card authorization number is displayed in the payment window before completing a sale.
Cash Drawer Port
If using an electronic cash drawer, the port on which it communicates.
Delay /60 Sec
The amount of seconds of delay before the cash drawer opens.

Ticket Printers Tab

Parts of the Ticket Printers Tab

Ticket Printer Configuration

Printer Type

Tickets can be printed to a Boca, Boca Dual, Practical Automation, Datamax Allegro or Datamax S-Class. Choose the default ticket printer the employee will print to.
Print Delay
Allows for a printer buffer to clear before printing the next ticket. This delay is hardware specific. If tickets are being printed on top of one another, tickets are not printed correctly, or if tickets are skipped during the printing process the print delay should be increased.

Ticket Cutting Options

If printer supports ticket cutting, there are three options to choose from: Cut ech ticket, Cut after last tickets for patron, or Do not cut tickets

Settings for Printer #1
Port #1 Name
The port the primary ticket printer is attached to.
IP Address
IP address of printer if using ethernet printer
IP Port
IP port of printer if using ethernet printer

Settings for Printer #2
Port #2 Name
The port the secondary ticket printer is attached to.
IP Address
IP address of printer if using ethernet printer
IP Port
IP port of printer if using ethernet printer

Reports Tab

Parts of the Reports Tab

Reporting Options

Show Page Setup for each report

When checked the user will always be given the opportunity to change the page orientation and paper size before printing a report even if the default destination is to the screen.
Show Report Window As Steps
Changes the criteria window to a series of Next/Previous windows rather then tabs. This assists infrequent users in entering relevant information.
Show Saved Criteria Options
When unchecked, will remove the Save Criteria buttons to reduce the number of buttons in the criteria window for simplicity.
Show Report in 'Page Preview' Mode
When checked, reports on screen are displayed is actual view with the paper outline.
Default Criteria Filter Level
Can change the default criteria filter level to make choosing fields for search criteria more simple. Options are: All, Frequently Used and Essential.
Default Destination
A drop down list allowing users to specify the default print location. There are five options: Clipboard, File, Page Preview, Printer, Screen.
Removes any saved report criteria.

Spell Checker Tab

Parts of the Spell Checker Tab

Ignore Options

Ignore capitalized words
Ignores capitalized words found in mid sentence. An example may be a day of the week or a country.
Ignore all-caps words
Ignores words completely capitalized. An example may be a radio station or acronym.

Ignore words with numbers

Ignores words that contain both letters and numbers. An example may be an event code.
Ignore words with mixed case
Ignores mixed case words. An example may be ArtsMan.
Ignore domain names
Ignores domain names for email or web sites. Often domain names are a combination of words that run together. An example would be artsman.com

Suggest / Report Options
Report doubled words
Detects same words typed side by side. An example would be the the.
Case sensitive
Locates words that should be capitalized but are not. An example would be canada.
Phonetic suggestions
Displays word suggestions that sound like the miss spelt word. Either phonetic suggestions or typographical suggestions must be selected in order for spell check to provide suggestions.
Typographical suggestions
Displays word suggestions that appear similar to the miss spelt word. Either phonetic suggestions or typographical suggestions must be selected in order for spell check to provide suggestions.
Suggest split words
Displays suggestions for words that appear to run together.
Auto correct
Detects words within the selected dictionary marked as Auto Change and correct them without prompting. An example may be teh changing to the.

Language
Select a language to spell check in. Choices are American English, British English, Dutch, French, German, Italian, and Spanish.

Accuracy
Fast but less accurate
A fast scan of the source document which may provide less accurate spell check results.
Moderately fast and accurate
A quick scan of the source document which moderate accuracy.
Slow but very accurate
A slow, accurate scan of the source document.

Dictionaries and Glossary
When ignore all is selected during spell check the words are stored for future reference. Clear ignores removes these words from the stored reference.
Edit the spell check dictionary. Exclude, Ignore, Conditionally Changes and Auto Changes can be adjusted in the dictionary.

Windows Tab

Parts of the Windows Tab

Main Toolbar Settings

 Settings for main Theatre Manager toolbar.
Icon Size
Choice between Small and Large icons.
Text Position
Can either have no text or text showing below icons.
Menu Position
Where you would like the menu positioned on the screen: None, Top, Bottom, Left, Right, Floating

Window Tooltips
Display tooltips on windows and buttons
Displays tips on windows and buttons when the mouse is hovered over top of the window or button
Display tooltips on a theatre map
Displays seat information when mouse is hovered over top of seat on a theatre map
Resets all window settings back to default settings when clicked.

Preferred Toolbar Icon Settings

 Settings for toolbars on top of each window.
Icon Size
Choice between Small and Large icons.
Text Position
Can either have no text or text showing below icons.

Windows Status Bar Position

 Where you would like Theatre Manager status bar positioned. This status bar displays information and any errors you may receive. Options are: Bottom, Top, or Operating System Default

Email Tab

Parts of the Email Tab

Email Setup

Primary E-Mail
Automatically generated from the primary email as set up on the employee's patron record.
SMTP Server
The company's SMTP server to send emails to/from this employee.
SMTP Port
Usually 25 - the port used to talk to the SMTP server for email sending to/from the web listener for this employee.
User Id
In cases where authentication is necessary, the employee's email user id login for the SMTP server.
Password
In cases where authentication is necessary, the employee's password for their user id for the SMTP server.
Needs Authentication box
Check this box if authentication is required to access the SMTP server. Encryption methods of NONE, LOGIN, PLAIN, CLEARTEXT, and CRAM-MD5 are supported.
Use SSL box
Check this box if the SMTP server requires SSL for connection. TLS (Transport Layer Security) is not supported at this time.
Click the Test Email button to send a test email using the SMTP settings as entered.
Click the RSS Feed button to open your web browser and go to the Arts Management RSS Feed to bookmark for future reference.

Facility Tab

In the Facilites tab of Emplyee Preferences you can effect users abilities to edit calendar items.

Parts of the Facility Tab

Unassigned Activity Patron Enter a default unassigned activity patron here as a placeholder for personnel assigned to specific project tasks to be used while those personnel are still being set up. It is also used in the volunteer/personnel tab in events and dates to bulk set up the people needed to work a performance.
Others who can edit my tasks Here you can assign delegates who can edit your calendar task information. This prevents others from changing your tasks by supplying a list. Use the green plus and red minus buttons at the bottom left of the table to add or remove patrons from this list.

Work Flow Notification - Introduction

Work Flow Notifications enable you to take common situations, such as donations being sold or changed, or patrons creating records via the internet, and send notification emails to certain employees who will be responsible for tracking changes to the database. You must have purchased the Web Sales Module in order to use Work Flow Notifications. Common notifications, such as donation sales or membership sales, can be assigned on a per campaign or membership basis.They are assigned in the setup of each patron, campaign, giving level, pass or membership.

Work Flow notifications can be accessed by clicking on Setup >> Users and Access >> Work Flow Notification.

This will open the Work Flow Notification window.

Creating a Notification

Work Flow Notifications enable you to take common situations, such as donations being sold or changed, or patrons creating records via the internet, and send notification emails to certain employees who will be responsible for tracking changes to the database.

You must have purchased the Web Sales Module in order to use Work Flow Notifications.

Creating a Notification

  1. To Access Work Flow Notification Setup, go into the Setup Menu - Users and Access - Work Flow Notification

    This will open the list of all notifications that are setup in your system.

  2. Click the New button.

  3. Select the Notification Type from the list.

    These notifications are setup in the Code Tables.

  4. Select an Form Letter to use for this notification by clicking the Letter button.

    For more information about Form Letters, click here.

  5. Select the form letter that corresponds to the notification that you are setting up.

  6. Click Select

  7. Select whether this email will be sent when the event is added, changed or deleted.

    This allows you to send emails to different employees for different situations. For example, not all employees will need to be notified if a donation is changed, but more will be on the list for donations being added.

  8. Enter any notes to describe what this notification is to be used for.
  9. Select whether the notification will be sent for Box Office, Internet Sales, or both.
  10. Click the Send Email To tab.

  11. Select the employees that will receive this notification.

    If an employee does not have an email address, you will need to enter one for them to be added to a notification. Click here for Employee Setup.

  12. Click the Save button.

Editing a Notification

  1. To Access Work Flow Notification Setup, go into the Setup Menu - Users and Access - Work Flow Notification

    This will open the list of all notifications that are setup in your system.

  2. Double click on the notification you wish to edit.

  3. Edit any of the fields as required.
  4. Click the Save button.

Deleting a Notification

  1. To Access Work Flow Notification Setup in order to delete a notification that is no longer necessary, go into the Setup Menu - Users and Access - Work Flow Notification

    This will open the list of all notifications that are setup in your system.

  2. Highlight the notification you wish to delete.
  3. Click the Delete button.

    The Delete Record confirmation window will appear.

  4. Click the Delete button.

    The notification is now deleted.

Employees Currently Logged In

The Employees Currently Logged In windows provides a list of all employees who are currently logged in to Theatre Manager. This can be useful to monitor access to the system at any given time. The window is automatically refreshed every 15 seconds. It operates by polling pg_Admin activity, and reporting that activity to the viewer.

The Employees Currently Logged In monitor is accessed via the Setup >> Users and Access >> Employees Currently Logged In menu.



Parts of the Employees Logged In window
Prints the current record.
Exports the log file in a tab or comma delimited file.
Pid
Process ID.This is the process ID assigned to the employee connection to the PostgreSQL database. If a user account becomes stuck in Theatre Manager, AMS Support personnel can remote in to the server and free the User based on the PID. This can also be used if a User is running an unusually large database query and uses up too much of the CPU resources. The PID can be used to stop the query and free the CPU resources back up again.
User Name
The Access ID of the User who is logged on. This value is defined in the Employee record.
Application
The application the User is logged into. Since this is provided by pg_Admin, the application will always be Theatre Manager.
IP Address
The IP address of the machine where the User is logged on from. This is useful to monitor not only what users are logged in, but to which specific workstation.
Port
The internal port that the User is currently using to access the database.
Query Start
When pg_Admin was last checked for activity status from this User.
Waiting
Indicates if the User is waiting for access to the database.
Current Query
The code line in pg_Admin used to monitor the log in status of the User.

Disable Access to Theatre Manager

The Disable Access function allows you to set a time to force users to log off Theatre Manager in order to perform scheduled maintenance and other functions that require exclusive use of the database. Theatre Manager will deny users access to the database until the pre-determined time in this window.

A Master User can always log on to the database to reset the values in this window, regardless of whether Theatre Manager is currently unavailable to other users.

The Disable Access function is accessed via the Setup >> Users and Access >> Disable Access menu.



Parts of the Disable Access window

Timed Logoff
Sets an immediate logoff in a specified number of minutes. For example, if you want to force all users off in 10 minutes, then enter the value "10" and click the Deny Login button. Theatre Manager will log all users off in 10 minutes.
Date Time Logoff
Sets a future date time during which all users will be logged off, and no users will be allowed access. This is useful if the IT department is planning a machine or systems upgrade during a specified time.
Message
Allows setting of a message to display to all users of an impending planned outage. This message uses Theatre Manager's Growl notification system.
Displays a list of users who are currently logged in.
Activates the outage as defined in the top portion of this window.
Cancels the planned outage, and allows users to log in normally.

Canceling a Disable Use of Theatre Manager session

If you need to cancel a Disable Use of Theatre Manager session because the planned maintenance took less time than was originally scheduled, you can easily do so by "Allowing Login" once again.

  1. Log on to Theatre Manager as a Master User
  2. Open the Disable Access function, located via the Setup >> Users and Access >> Disable Access menu.
  3. Click the button.
    4.

For more about the Disable Access function click here.

Access Audit Log

The Access Audit Log is a critical part of PCI Compliance. It provides a method of electronically tracking when users

  • Log in to the database
  • Log out of the database
  • Made too many attempts to log into the database and were subsequently locked out
  • Access credit card data
  • Use Manager overrides for payment acceptance
  • Ran specific payment reports containing secure data
  • And access other sensitive areas of the database

    • Specifically, the Access Audit Log establishes a process for linking all access to system components to each individual user – especially access done with administrative privileges. It allows you to track and monitor all access to network resources and cardholder data as per PCI requirments.

    For more on PCI Compliance click here.

    The Access Audit log is located under the Setup >> Users & Access >>Access Audit Log menu.

Access Audit Window



Parts of the Access Audit Window
Opens the selected transaction to view details. You may also simply double click on the transaction in the list.
Prints the list as shown.
Exports the list.
Displays the patron record to whom the transaction is attached.
Seq #
The Sequence number of the transaction.
Trans Date
The date and time of the transaction.
Journal #
If the transaction affected the General Journal, the Journal number that was affected.
Code
The transaction code used to identify the specific transaction.
Transaction Description
A translated description of the transaction code.
Order #
If the transaction affected a specific Order, the order number willbe listed here.
Play
If the transaction affected a specific play, the play code will be listed here.
Performance
If the transaction affected a specific performance, the performance code will be listed here.
Type
Whether the transaction is auditable.
Description of Entry
A more detailed listing of the transaction, including the User name who affected the transaction.

Transaction Detail Window



Parts of the Transaction Detail Window
Displays the patron record to whom the transaction is attached.
General Informtion
Displays the
  • Type of transaction
  • Patron name
  • Date of Creation
  • Employee name who created the transaction
  • Revenue and Journal date
  • Transaction #
Transaction Detail
Displays
  • What data was requested from the database
  • The Employee who permitted the data to be viewed (if it was an override from creating user)
  • What specific activity took place

Audit Search Options

There are many options for you to search for specific transactions. Using the drop-down list in the upper left corner, simply choose the criteria you wish to search by.



Options for searching the Transaction List

All Transactions
Displays all transactions. Click on any column header to sort by that column.
Code
The specific Transaction Code
Order #
A specific order number. This may be helpful when diagnosing ledger transactions.
Journal #
A specific General Journal number. This may be helpful when diagnosing ledger transactions.
Revenue Date
A specific date of revenue. This may be helpful when diagnosing ledger transactions.
Seq #
A specific Sequence number. This may be helpful when diagnosing ledger transactions.
Trans Date
A specific transaction date. This may be helpful when examining a specific day or range of days.
Play #, #Perf, Tix #, Seat Code
Use these to examine transactions based around a specific event.
Trans Patron #, Name/Company, Last Name, First Name, Company
Use these to search for transactions generated by a specific patron record.
Play Title, Play, Performance
Use these to search for transactions generated by a specific event.
Description, Campaign Name
These will search for transactions generated by a specific donation campaign.
Merchant #, GL#
These may be helpful when diagnosing ledger transactions.