Subscription Windows

The following describe the different areas in the subscription module and what they are used for.

 

Manage Favorite Seats Window

 

You use the Manage Favorite Seats window to edit, update and maintain patron subscriptions to a season package.

Parts of the Manage Favorite Seats Window
Opens the Package Detail window. Click here for more information on the Package Detail window.
Opens the Package Subscription List window showing all patrons that are currently subscribed to the season package. Click here for more details on the Who's In button.
Reviews the season subscriptions within the season package and validates the seats.Click here for details on how to Verify Holds.
Renews the selected season packages on mass. Click here for more information on the Renewal Notices.
Begins the process for issuing renewal notices for the selected season package. Click here for more information on the Renewal Notices.
Renews the patrons favorite seats for the events within the season package. Click here for more information on booking a patron's subscription.
Holds all favorite seats for the performances in the selected season package.Click here for step by step instructions on how to use the Held Season Seats.
Removes the Notice Printed status for the selected season package for the purpose of reprinting the renewal notices.
Alters the Price and Promotion structure from Last Years Control House to meet the requirements for the coming year. Click here for more information on the Alter Subscriptions process.
Season Package Section
The Season Package section of the window allows for switching between season packages. Click here for more information on the Season Package section.
Pricing Section
The Pricing section of the window displays the name of the favorite seats listed for the selected patron. It allows for the price and promotion of the tickets to be altered and indicates errors in the seating. It can also be used to remove seats from the season package. Click here for more information on the Pricing section.
Patron Section
The Patron section of the window shows the patrons currently in the Season package. It allows for adding, removing and editing of the patrons season package. Click here for more information on the Patron section.
Seat Section
The Seat section of the window displays the wait list for seats. Any patrons who have been allocated a priority, other then first, for seats will appear in this area. Click here for more information on the Seating section of the window.
Venue Map Section
The Venue Map section of the window shows Last Years Control House and the seats that are available for subscription.

Package Management Section

 

You use the Package Management Section to select the package patrons are being added, edited or updated to.

Parts of the Package Management Section

Package
A drop down menu for selecting the active season package to alter.
Subs. Assigned
The number of subscriptions currently assigned to the package.
Renewed
The number of subscriptions currently renewed in the package.
Seats Assigned
The number of seats currently assigned in the package.
Renewed
The number of seats that have been renewed, as part of the package. This counts seats that are actually booked.
Performance
The performance code for the control house being used.
Date
The date of the performance for the control house.
Time
The time of the performance for the control house.
# Held (BO)
The number of seats currently being held by the box office in the control house.

Seat Management Patron Section

You use the Seat Management Patron Section to add or edit patrons subscribed to the season package.

 

Parts of the Seat Management Patron Section

Patron Name
Name of the subscriber.
Renewal Status
The current status of the patron's subscription.
Date Renewed
The last date the patron renewed their subscription
Change Date
The last date a seating change was requested.
Change Location
The location of the seating change that was requested.
Performance
The performance code for the control house they are part of.
Seats Since
The date that the subscriber first subscribed.
Seat Count - Current
The number of seats currently held as part of the subscription.
Seat Count - Desired
The number of seats the subscriber would like to have.
Seating Request Comments
Any comment added for a seating request.
Priority of Seating
The priority given to the seating change request.
Patron #
The patron's record number.
First Name
The first name of the patron.
Last Name
The last name of the patron.
Company
The company the patron works for.
Adds a new patron to the season package. For more information on adding a patron to a season package, click here.
Opens the patron's subscription record.
Deleted the patron from the season package. If the patron already has booked seats, the tickets will need to be refunded also.

Seat Management Pricing Section

You use the Seat Management Pricing Section to select the promotion and price code used with the seats the patron is subscribing to.

Parts of the Seat Management Pricing Section

Promotion
A drop down menu to select from the available promotions.
Code
The price code to use for the seats being subscribed.
Description
The description for the price code as entered by the user.
Price
The price for the seat.
Use?
Indicates if the price code is active for use or not.

Seat Management Seating Section

You use the Seat Management Seating Section to add or alter the seats the patron is subscribed or wait listed for.

Parts of the Seat Management Patron Section
When you select a seat on the graphic map, this button becomes active. Clicking the button opens a context menu. The context menu shows the patron currently subscribed to the selected seat. Clicking the button a second time makes select the patron from the patron section.
This button works like the button in the order window. If an improper price code or promotion is selected, then highlight the ticket(s), set the proper promotion and price code, and click this button. The subscriber seats will now be set to the new price code and/or promtion.

Subscriber Seats
Quantity
The number of seats that patron has.
Price Code
The price code used for the seats.
Section/Row/Seat
The section, row and seat for the seats the subscriber has.
Promotion
The promotion for the seats the subscriber has.
Error Message
Any error messages in regards to subscribing a patron to these seats.
Primary Seat
The primary seat of the patron.
Section
The section of the seat.
Row #
The row number of the seat.
Seat #
The seat number of the seat.
Seat Code
The seat code for the seat.
This button is unavailable in this section.
This button is unavailable in this section.
This will remove the seats from the patron. This will not remove the patron from the season package.
Select a held seat and then click this button to release it for sale. Do not do this for subscriber seats.
This button allows for setting holds on seats on the graphic map. This is more for seats that are not properly held than for holding for a subscriber. For example, in improperly held wheelchair seat.

Wait List Seats for Selected
Section/Row/Seat
The section, row and seat number for the wait listed seats.
Patron Name
The patron who is on the wait list for the seats.
Change Date
The date the patron on the wait list requested the seating change.
Change Location
The location the patron on the wait list requested.
Priority of Seating
The priority of the patron in the seating change request.
Seating Request Comments
Any comments in conjunction with the seating request change.
Promotion
The promotion for the seats.
Renewal Status
The renewal status of the patron on the wait list for the seats.
Primary Seats
The primary seats for the patron.
Section
The section of the seats.
Row #
The row number of the seats.
Seat #
The seat number of the seats.
Price Code
The price code for the seats.
Last Name
The last name of the patron on the wait list for the seats.
First Name
The first name of the patron on the wait list for the seats.
Company
The name of the company of the patron on the wait list for the seats.
Quantity
The quantity of seats the patron is requesting.
This button is unavailable in this section.
This button is unavailable in this section.
This will remove the wait list seats from the patron. This will not remove the patron from the season package.

Subscription Patron Detail Window

 

The Subscription window is used to select the favorite seats for the patron and manage additional information about their season package. Click here for information on adding a patron to a season package.

 

Parts of the Subscription Window
This button is unavailable in this window. Patrons can have one Subscription Detail per season package. Additional Season packages are added through the Season tab in the patron window, the Season tab in the Order window or the Manage Favorite Seats window.
Saves the changed information in the Subscription Patron Detail window.
This button is unavailable in this window as patrons can only have one Subscription Detail per season package.
Alters the information in the Subscription Patron Detail window back to the last time it was saved or opened.
Deletes the Subscription for the patron removing them from the season package all together.
Generates a report of the patrons favorite seats for the season subscription package.
Checks the spelling for all text fields in the Subscription Patron Detail window.
Begins the order process by adding all seats in the package to an order, changing the status of the package and take the user to the payment window to complete the sales process. Click here for more information on booking tickets.
Can indicate a patron has intends to renew but does not wish to renew in the current location. Creates an Order with a Payment for a value entered at the time of processing while updating the status of the package to Change Requested but not booking seats for the patron. Can be used to collect deposits towards renewal requests.
Opens an Order window to allow for individual selection of performances for the season package. This feature can be used when a new subscriber books after the season renewal deadline. Seats can be chosen per performance based on availability.
Holds the seats for each performance within the season package to prevent selling. A payment is not required to hold the seats.
Series
The Performance Code for the day that the patron will be attending. Use the drop down menu to change the performance code if necessary.
Season Since
The date the patron was first added to the season package.
Desired Seats
The number of seats that the patron requires as part of the season package.
Subscription #
The Season Subscriptions reference number.
Status
The status of the subscription package. The drop down menu allows for manual changes to the status of the subscription.
Notice Printed
The date the renewal notice was last printed for the patron.
Renewed
The date the patron renewed their subscription to the season package.
Order #
The order number of subscription was renewed in.
This tab is used for setting the patron's favorite seats as part of the season package. Click here for more information on the Favorite Seats tab.
This tab is used to manage seating change requests for the patron. Click here for more information on the Change Requests tab.
This tab is used for managing the patron's auto-renewal of their subscription to the season package. Click here for more information on the Auto Renewal Settings tab.
This tab lists the tickets that have been booked as a part of the season package. Click here for more information on the Favorite Seats tab.
This tab indicates the transaction details for the season subscription. Click here for more information on the Favorite Seats tab.

Subscription Favorite Seats Tab

You use the Subscription Favorite Seats tab to select the seats for the patron's subscription to the season package.

Parts of the Subscription Favorite Seats Tab
You use this tab to manage seating change requests for the patron. Click here for more information on the Change Requests tab.
You use this tab to manage the patron's auto-renewal of their subscription to the season package. Click here for more information on the Auto Renewal Settings tab.
You use this drop down list to select the appropriate price code for the subscription.
You use this drop down list to select the appropriate promotion for the subscription.
Status Icon
This icon shows the status of the seats in the subscription.
Quantity
The number of seats.
Price Code
The price code used for the seat.
Section/Row/Seat
The section, row and seat number of the seat.
Promotion
The promotion used for the seat.
Error Message
Any messages in regards to booking the seat for the subscription.
Primary Seat
The primary seat in the subscription.
Section
The section of the seat.
Row
The row of the seat.
Seat
The seat number of the seat.
Seat Code
The seat code for the seat.
Venue Map
The graphic map is used for selecting the seats for the subscription. It works similarly to the Order window graphic map, however, once the seats are highlighted, double click on one of the seats to add them to the subscription. Alternately, double click on each seat to add them to the subscription.
This button is unavailable in this window.
This button is unavailable in this window.
Removes the selected seat from the subscription.

Subscription Change Requests Tab

You use the Subscription Change Requests tab for tracking outstanding seating change requests for the patron.

Parts of the Subscription Change Requests Tab
This tab is used for setting the patron's favorite seats as part of the season package. Click here for more information on the Favorite Seats tab.
This tab is used for managing the patron's auto-renewal of their subscription to the season package. Click here for more information on the Auto Renewal Settings tab.

Seat Change Requests
Change Request Priority
The number of the priority level given to this change request between 1-9.
Date Change
A drop down menu listing the available date changes for the season package. The list of dates are adjustable by the organization in the System Tables >> Code Tables data.
Seat Change
A drop down menu listing the available seat changes for the season package. The list of seat change options are adjustable by the organization in the System Tables >> Code Tables data.
Keep original seats
When denoted, if the seat change request is not able to be exactly matched, the patron will retain their existing seats.
Willing to take the next best seat
When denoted, if the seat change request is not able to be exactly matched, the patron will take the next best seats available.
Call before making the changes
When denoted, if the seat change request is not able to be exactly matched, the patron should be called before making any changes.

Seat Change Request
An area for notes related to the patron's seating change request.

Subscriptions Auto Renewal Settings Tab

You use the Subscription Auto Renewal Settings tab to set the patron's payment information for auto renewing their subscription.

Parts of the Subscription Auto Renewal Settings Tab
This tab is used to set the patron's favorite seats as part of the season package. Click here for more information on the Favorite Seats tab.
This tab is used to manage seating change requests for the patron. Click here for more information on the Change Requests tab.
Auto Renew Subscription
When checked, the subscription is set to be automatically renewed and to use the payment information listed below.
Renewal Date
The date that the subscription is auto renewed.
Credit Card
The number of the credit card charged with the renewal of the subscription.
Opens the Credit Card Lookup List window to find credit cards attached to this patron. A new card can also be added from this window.

Subscriptions Tickets Tab

Subscription Transaction Tab

Season Package Detail Window

The Season Package Detail window displays the components of the package. It highlights the Control House, the Events within the package and where the package is available for sale.

 

 

Parts of the Season Package Detail Window

 
Opens a new Season Package Detail window in order to setup an additional Season Package. Click here for more information on creating a new Season Package.
Saves the changes made to the existing Season Package Detail window.
Reverses any changes or updates to the Season Package Detail window back to the last time changes were saved.
Deletes the current open season package.
Generates a report when columns are present based on the information selected.
Reviews the fields currently displayed within the Season Package Detail window and displays any presents spelling errors.
Checks, clears or sets holds on reserved seating performances within the Control House. Click here for more information on Verifying Holds in a Season Package.
Renews Selected Season Subscriptions for Patrons within the Package and places balances on account. Click here for more information on Season Package Rollover.
Prints Renewal Notices for the Selected Patrons or all Patrons within the Season Package.Click here for more information on printing Season Subscription Renewal Notices from the Subscription Detail Window.
Books all available seats within the Season Package for the selected patrons. This button is only active when one or more patrons are selected under the Patrons tab of the Season Package Detail window.
Holds seats for each Performance in the Season Package for the selected patrons. This button is only active when one or more patrons are selected under the Patrons tab of the Season Package Detail window. Click here for more information about holding season seats through the detail window.
Changes the selected patrons season subscriptions status from Notice Printed to Not Started and removes the previous Season Renewal Notices. This button is only active when one or more patrons are selected under the Patrons tab of the Season Package Detail window.
Contains details on the Season Package. Click here for more information on this tab.
The Events that will be booked as a part of the Season Package. Click here for more information on this tab.
Detailed notes regarding the Season Package. Click here for more information on this tab.
List of Patrons within the Season Package. Click here for more information on this tab.

 

Edits Tab

The Season Package Detail Event tab is used for adding events to a season package.

Parts of the Season Package Detail Event Tab
The Events tab is used for entering the desired Events to be booked as a part of the season.Click here for more information about the Edits tab.
The Sales Notes tab is used for sales notes on the season package that the clerks will see when in the Order window. Click here for more information on the Sales Notes tab.
The Patrons tab is used to see all patrons that are a part of the season package and to add and remove patrons. Click here for more information on the Patrons tab.
Last Year
The Control House from last Season indicating favorite seasons from last year.
This Year
The Control House for this season. As patrons are renewed into the Season Package they will also be booked into the Control House. This Years Control House is prepared during the current season to be used in the following years season as the Last Years Control House. It's prepped to become the favorite seats for next year.
Can Be Sold At Box Office
Allows the Season Package to be purchased by employees with access at the box office.
Can Be Sold Via Internet
Allows new Subscriptions to be purchased under the Season tab in the online sales.
Can Be Renewed At Box Office
Allows Season Subscriptions to be Renewed by employees with access at the Box Office.
Can Be Renewed Via Internet
Allows patrons to renew their existing Season Subscriptions under the Season tab in the online sales.
Print Performance Date On Renewal Notices
When checked the date of the Performances within the patrons season package will print on the renewal notices for this Season Package when printed through Theatre Manager.
Plug In
The sequence number for custom code written by the Development Team to provide strict rules and guidelines to the behavior of the Season Package.

Events Tab

The Season Package Detail Event tab is used for adding events to a season package.

Parts of the Season Package Detail Event Tab
The Edits tab is used for entering and adjusting information about the season package. Click here for more information about the Edits tab.
The Sales Notes tab is used for sales notes on the season package that the clerks will see when in the Order window. Click here for more information on the Sales Notes tab.
The Patrons tab is used to see all patrons that are a part of the season package and to add and remove patrons. Click here for more information on the Patrons tab.
Event #
The sequence number of the event.
Event Code
The event code for the event.
Event Title
The title of the event.
Year
The fiscal year that the event falls under.
Theatre Name (Internal)
The internal name of the venue that the event takes place in.
Adds an event to the list of events in the season package. Click here for more information about adding an event to a season package.
Deletes the selected event from the season package. This only removes it from the season package.

Patron Tab

The Season Package Detail Patron tab lists the patrons currently within the Season Package. Patrons season packages can be managed from this window.

Parts of the Season Package Detail Event Tab
The Edits tab is used for entering and adjusting information about the season package. Click here for more information about the Edits tab.
The Events tab is used for entering the desired Events to be booked as a part of the season.Click here for more information about the Edits tab.
The Sales Notes tab is used for sales notes on the season package that the clerks will see when in the Order window. Click here for more information on the Sales Notes tab.
Patron Name
Name of the patron the Season Subscription is booked under.
Renewal Status
Current state of the Season Subscription within this package
Date Renewed
Date the patron renewed their season subscription. This field is blank if the patron has not yet renewed.
Change Date
Series date within the Season Package the patron wishes to relocate to.
Change Location
Desired location the patron wishes to relocate to.
Performance
Current series code the patron is booked into.
Seats Since
Date the patron first became a Season Subcriber
Seat Count-Current
Number of seat currently assigned in the patrons Season Package.
Seat Count-Desired
Number of seats the patron wished to have for the Season Package.
Adds patrons to the season package.
Opens the Season Subscription Detail window for the patron.
Removes the selected patron or patrons from the season package.
Opens the Patron Window for the selected patron.
Search option drop down for viewing patrons within the season package.
Searchs the Season Package by the desired search option.

Sales Notes Tab

The Season Package Detail Sales Notes tab is used for entering any sales notes about the season package. These notes are viewable by users when selling a season package.

Parts of the Season Package Detail Sales Notes Tab
The Edits tab is used for entering and adjusting information about the season package. Click here for more information about the Edits tab.
The Events tab is used for the additional or removal of events from the season package. Click here for more information on the Events tab.
The Patrons tab is used to see all patrons that are a part of the season package and to add and remove patrons. Click here for more information on the Patrons tab.
Text Field
Area to enter detailed sales notes pertaining to the season package.

Season Package List Window

The Season Package List window provides a detailed list of current and historical season packages.

 

Parts of the Season Package List Window
Opens the Season Package Detail window in order to create a new Season Package. Click here for more information on creating a new Season Package.
Opens the selected season package for the purpose of editing in the Season Package Detail window.
Creates a duplicate of the selected season package.
Deletes the selected season package.
Prints the season packages in the Season Package List window.
Initializes the selected season package by clearing all patrons from the package. Click here for more information on initializing a Season Package.
Rolls over the selected season package to the current year. Click here for more information on Season Package Rollover.
Verifies the selected season package to ensure that all counts are correct.
Merges the selected season packages together. All records will also be merged together.
Shows a listing of which patrons are part of the selected season package.
Begins the process for issuing renewal notices for the selected season package. Click here for more information on the Renewal Notices.
Holds all favorite seats for the performances in the selected season package.
A drop down menu listing the available ways to search for a season package.
The Search button to begin a search for a season package.
Seq #
The sequence number for the season package.
Active
Shows whether the season package is active or not.
Year - Fiscal
The fiscal year to which the season package is currently set.
Subscriptions
The total number of subscriptions in the season package.
Desired Seats
The number of favorite seats that were desired by patrons for the season package.
Assigned Seats
The number of favorite seats that were able to be fulfilled for patrons in the season package.
Renewed Subs.
The number of subscriptions that are renewals from the previous fiscal year.
Renewed Seats
The number of seats that were renewals from the previous fiscal year.
Venue Name
The name of the venue that the season package is a part of.

 

Book Season Subscription Options

You use the Book Season Subscription Options window to hold Season Subscription Seats within the Events of the Season Package. This is determined by the details of the window.

For more information on how to access the Book Season Subscription Options window click here.

Parts of the Season Package List Window
Choose the assignment option.

You can choose to create a generic hold with no release data and time or create a hold assigned to the patron.
Determine the Date and Time the seats are released.

Theatre Managerautomatically releases the holds on the date and at the time entered or at the set Auto Release time.

Enter any comments about the holds.

 

Season Subscription Auto-Renewal Window

The Book Season Subscription Options

 

The Season Subscription Auto-Renewal window renews selected season subscriptions where the status of the subscription is or Notice Printed. For more information on how to access the Season Subscription Auto-Renewal window click here.

 

Only subscriptions with the status Not Started or Notice Printed can be autorenewed. Subscriptions in any other status are ignored so that you can not renew the same subscription twice.

Parts of the Season Subscription Auto-Renewal
Make your selection for some or all tje patrons in a package.
Auto-Renewal Choose to include all (un-checked box) or only those subscriptions marked as auto renew (checked).
Make your selection from the list.