Quick Ticket Exchange

Quick Exchange

The Quick Exchange process allows you to quickly exchange tickets from one performance to another without creating a buy list, selecting the tickets to purchase, and creating a payment. The simplified process gives you the power to enter in the play code and series code the ticket is being exchanged for. The same price code and sales promotion will be used for the new ticket. If there is a price difference between the two tickets, then the payment window will open otherwise no payment is required.

1. Find the patron wanting to exchange tickets.

    Click here to learn how to find patrons.

2. Highlight the tickets to be exchanged.

    

3. Select the Quick Exchange button.

   The Exchange Tickets window will open displaying the first ticket selected to be exchanged.

    

4. Enter the play code for the new ticket.

   If you do not know the event code click the Lookup Button

    

   Search for the performance for the new ticket, double click on the selected performance. The event code and series code will now be displayed on the Exchange Tickets window.

5. Enter the Performance Code for the new ticket

   For Reserve Ticket Sales the quantity display field will be replaced by a Seat Code field. 

   

6. If Reserved Seating, Enter the Seat Code for the new ticket

    If you do not know the seat code click the Lookup Button to search for available seats.

    

   Search for a seat code for the new ticket, double click on the selected seat. The seat code will now be displayed on the Exchange Tickets Window.

7. Select the correct ticket print date

   

•  Keep Printed Date
  • Makes the exchange ticket have the same ticket print date as the original ticket.
• Clear Printed Date
  • Makes the exchange ticket have no ticket printed date. This will enable you to reprint the new ticket.
• Mark As Today’s Date
  • Makes the exchange ticket have a ticket print date of the current date.
8. Click Save and Next Exchange

   If there is a price difference from the original tickets to the exchanged tickets, the Payments window will open and ask for the payment information. Refer to the Payment section for more information on this process.

   This will finalize the ticket exchange and update the database with the exchange. If there are more tickets to be exchanged, then the next ticket will be displayed.

9. Repeat steps 4 - 8 for all tickets that are being exchanged

   When all tickets have been exchanged, the Ticket Exchanges window will automatically close.

To abort the exchange and start over

1. Click Start Over

   This will display the original values of the ticket you were just exchanging. If any tickets have already been exchanged, they will not be effected.

To skip the exchange and move to the next ticket

1. Click Skip and Next Ticket

   This will ignore the changed values of the ticket you were just exchanging and display the next ticket. If any tickets have already been exchanged, they will not be effected.

   

Finding a Patron From the Contacts List Window

Finding a Patron Using the Contact List

1. Click the Patron   button in the tool bar. The Contact List window opens.

   You have the option to choose a search option from the drop-down list.

2. Enter the last name of the Patron you are searching for into the "From" field. Click the Search    button or hit enter. The results of the search will appear in the contact list.

As you can see in this example, the search was by:

• Name/Company
• Like SM

Returning all Patrons starting with the last name or Company name of SM.

The listing is displayed by Company, then Name (alphabetic) and when the last names are the same, by alphabetic on the first name.

To change the order of the listing, clicking other column headers will sort the list by that column. For example, to change the listing to Patron Number:

• Click the Patron # column header.

Parts of the Patron Window

Parts of the Patron Window

Patron Display

The Patron Display gives pertinent information about the Patron, including other household members, telephone, email and address information.

Double click the name of the person in the Household List or click the underlined Hyperlink in the details portion of the display will open the contact card.

Contact Card

1. Clicking any of the following in the Patron Display will open the Contact Card.

• Double click the name of the person in the Household List

• The underlined Hyperlink in the details portion of the display

• The Contact Card  button.

  

  For more information, see:

  • Patron Contact Card

  Patron Ribbon Bar

  

  The Patron Ribbon Bar gives you quick access to the following functions:

  	Opens the online Theatre Manager Help www.theatremanagerhelp.com
  	Opens the New Household window, where you can add a new patron. For more information, see: Adding A New Patron
  	Saves changes and additions to the Patron record.
  	Discards any changes that you have made to the record up to the last time the record was “saved”.
  	Deletes the current Patron. You will not be able to delete a patron if it is referenced by other files.
  	Prints the selected record.
  	Opens the Spell Checker dialog to spell check the selected record.
  	Opens the Patron Contact Card to add a new Patron to an existing Household.
  	Opens a list allowing you to choose the Patron you want to delete from the Household.
  	The Volunteer Window will open with the data of the patron. Click for more information on Adding Volunteer Information
  	Adds the Patron as an Employee.
  	Toggles the view of the Patron displayed in the window to show marketing information, sales information or both at the same time.

  Patron Tabs

  There are two different sets of tabs on the patron window. There are the Patron Detail Tabs which harvest information about the actual patron, their personal details, and other information that relates to them as a person. Whereas the Patron Account Tabs carry information significant to the patrons account, their tickets, orders, contact history, and transactions.

  Patron Detail Tabs

  

  The patron detail tabs are located in the upper right hand corner of the Patron window. The Marketing Tab is automatically selected when Theatre Manager is started.

  

  In some instances, one of the tabs may have a bullet prior to its name. The bullet lets the user knows that there is information stored in the tabbed field.

  For example: in this graphic, there is information in Media, Contact Info, Address and Patron.

  	The Marketing tab displays the major marketing details for the current patron.
  	The Profile tab displays the personal profile of the current patron.
  	The Household Patrons displays the patron's within the household.
  	The Contact Info tab displays the patrons contact details.
  	The Address tab displays the patrons address information.
  	The Web tab displays a brief overview of the patrons internet sales history.
  	The Patron tab details basic account information including how much money they owe and the last time they purchased tickets.
  	The Donor tab displays the patron's total donations and the last year of activity.
  	The Media tab displays members of the media and their status.
  	The Volunteer tab displays information about a patron volunteering or working for the company.
  	The Credit Card tab displays all credit cards on file for a patron. This tab is visible to employees with access.
  	The Household tab displays account information for all members of the household.

  Patron Accounts Tab

  

  Clicking on a tab will turn the tab blue, in the graphic, Ticket tab is blue. This lets the user know the tab is selected and its contents are displayed in the window below.

  In some instances, one or more of the tabs may have a bullet prior to its name-meaning there is information contained in that section.

  The tickets tab shows a summary of all tickets bought by the patron. They may be shown by different types and years using the pull down bar in the bottom left corner. Click for more information on: Tickets Tab-Patron Management

  This tab is used to purchase and view all donations belonging to a patron. Click for more information on: Donations-Donations List Window

  The Plays Tab is used to keep track of which events a patron has shown interest in. Click for more information on: Plays - Plays Tab

  This tab is used to view all of the mail lists that a patron belongs to. It is also used to manually add or remove patrons to or from a mail list. You can also access the mail list criteria window from this tab. Click for more information on: Mail List Tab

  The Member Tab tracks data for memberships, gift certificates and/or event passes for a patron. Click for more information on: Membership Tab

  The relationships tab shows the relationships that this patron has with other patrons in the database. Relationships can be categorized and contain personalized notes. The viable columns in the Relationship tab could be any column that is relevant to an organization and it's relationship management. When a relationship is created under the relationship tab an entry is created in the current patron as well as the other patron in the relationship. When a relationship is altered or deleted from one patron's record the same changes will affect the other patron in the relationship. Click for more information on: Relationship Tab

  The order tab allows the user to view a summary of all previous purchases the patron has made. Click for more information on: Order Tab

  The payment tab allows the user to view a summary of all payments the patron has made toward previous purchases. Click for more information on: Payment Tab

  This tab is used to keep track of all letters written to a patron. This tab allows a user to attach individual letters to individual patrons and to customize letters that can be attached to individual donations, payments, ticket transactions, or passes. Click for more information on: Letter Tab

  The Transaction Tab displays a listing of transactions that have been created because of the current patron's actions. Click for more information on: Transaction Tab

  View Statistics for the selected Patron Click for more information on: Statistics Tab

  This tab displays the web shopping carts for the selected patron. Click for more information on: Web Cart

  This tab is used to view the Donation Giving History for the Patron. Click for more information on: Donation Tab

Adding A New Patron

	Cheat Sheet (1 page pdf)
	Screencast

Patrons are added to the database as an individual or as a member of a household.

A household, groups together common buying units or patrons that share some of the same contact information. A household might be workers in a company, members of a service group or a family in a home.

The word household can be customized under Appearance tab in Company Preferences. For more information.

When you add a patron, Theatre Manager creates a unique Patron number for each new Patron record entered. Patron numbers cannot be reused if a patron is deleted or merged. The amount of mandatory fields (meaning they must contain a value) required to be entered is defined by your organization.

• Company Preferences

To add a patron, you perform the following steps:

1. Click the Patrons   button in the Ribbon bar or select Patron Sales>>Patrons from the windows menu.

   The Contact List for Company window opens.

2. Click the New button.

   The New Household window opens.

   

3. Enter the appropriate information into the patron fields.

   If you have NOT entered all the mandatory information, Theatre Manager displays a message in the status bar at the bottom of the window or an error message describing what needs to be completed.

   

4. When you have finished entering the new patron’s information, click the Save button.

   The patron’s record is saved in the database and a patron window opens.

   

   This Patron now appears on the Contacts List window.

   Click for more information on:

   • Parts of the Patron Window

Merging Patrons

Merging Patrons

Theatre Manager is designed to keep all information about a patron on one record. If a user duplicates a record by mistake, the duplicate records may be combined. Merging patron records will combine the detail information stored in two separate records into one of the original records. Because merging is such a powerful task, it is recommended that this function be limited to specific individuals within your team. The process of merging is actually two tasks:

1. Finding the duplicate records
2. Combining the duplicates into a single Patron.

Searching and Merging is particularly important when Patrons have the opportunity to buy tickets online. If tickets have been sold to each of the duplicate patrons, the merged patron will now have all the ticket purchases. As well, donation, personnel, media, and membership information are similarly combined.

For example, Jim Smith purchases some tickets online, and enters his work address, telephone number and email, as he will be using the receipt for his expense account. However, when Jim enters this information into the on-line system, he has added himself as a new patron. This can be troublesome for both Jim and you.

To keep accurate patron records, you periodically check and merge these duplicate patron records.

As you can see by the above graphic, you must carefully consider each patron before merging them.

Finding Duplicate Records

1. From the main window, click the Patron  button. The Contact List opens.
2. Enter the search criteria to locate duplicate Patrons and click the Search button. The Patrons matching the search are displayed.
3. Click the Duplicates  button. The Duplicate Search Options window opens.

   

4. From this window, you can choose to search by the:
   • List–this list is made up of the search criteria displayed in the Contact List dialog, or
   • Database—this will search the entire database looking for any possible duplicates and then display them in the list.  

   For example, Jim Smith’s partner has a different last name, but shares the same address, telephone and contact information, you may want to merge them into the same household.

    

   

5. As you can see in this example, Jim Smith has been added as James Smith through on-line ticket purchase. There are now two Patrons (Jim and James) to be merged into a single Patron record.

    

6. Once you have identified your duplicates, highlight them and click the Merge button.

   The Merge button gives you the option of combining the highlighted patrons: Into a common household (for example you searched for the same address and are merging patrons into a household record) or Into a single patron.

    

   7a. You choose combining the selected patrons into a common household.

   

   1. Select the Patron to remain and click the Merge button. The Merge Records dialog opens.
   2. The dialog asks you to confirm your choice. Click the Merge button. You are returned to the Contact List window and the Primary patron remains.

   7b. You choose to combine the selected patrons into a Selected Patron.

   

   1. Select the Patron to remain and click the Merge button. The Merge Records dialog opens.
   2. The dialog asks you to confirm your choice. Click the Merge button. You are returned to the Contact List window and the Primary patron remains.

   <	In our example, there is now a single patron record for Jim Smith, containing the data added and tickets purchased with the other Patron number. This makes both, your corporation and the Patron’s, record keeping easier.

Accessing The Patron Contact Card

Patron Contact Card

Accessing the Patron Information

Occasionally, you may need to change or add information in a Patron's record (e.g. if the Patron changes their contact information, gets married, etc.). Changing a Patron’s information is simple and done through the Contact Card.

Some Patron Data may be marked as mandatory fields within the Company Preferences. These pieces of information must be entered in order to save changes to the contact card. The Contact Card can be access in 2 different ways:

From the Contact List ribbon bar, click the  Contact Card  button.

From inside the patron record you can choose:

1. Clicking on the name of a household member.
2. Clicking on the hyperlinked title of the Patron’s contact information.
3. Clicking on the Contact Card button on the Contact Info tab.

Deleting Existing Patron Information

You use the following steps to Delete Existing Patron information.

Click for more information on:

• Removing Tickets(Archiving Events)

Employee access to deleting records can be controlled when employees are created in Theatre Manager.

Click for more information on:

• Employee Access

1. Find the patron to be deleted in the contact list.

   Highlight/click the patron you want to remove.

   

2. Click the Delete button.

   If the patron record contains financial history the message below will appear.

   

   If the patron record does not contain financial history a confirmation window will open.

   

3. Click the Delete button.

   When the deletion has been successfully completed the patron record and patron number will be removed.

The patron number will not be re-assigned to another patron. This number is no longer available for use as it was a unique identifier to that specific patron.

Deleting a Scheduled Change

Delete a Scheduled Change

1. 1. Open the Patron Window.

   2. Click the Contact Info in the patron window.

   3. Click the Contact Card button. The contact card window opens.

   4. Click the Schedule Changes button. The Contact Card window opens. The Patron Address and Contact Change window opens.

      

   5. Highlight the line of the Change you want to delete.

   6. Click the Delete button. The Delete contact schedule confirmation dialog opens.

      

   7. The Change has been deleted.