Most information in the Membership, Pass, G/C Details tab is predetermined during the setup of the Member Type. For more information on:

• Member Type Setup click here.
• Finding a Member Type click here.

Parts of the Membership Details Tab

Membership Details
Type	Drop down menu allowing the selection of the pass type to be sold. Click here for more information on setting member types.
	Clicking the button brings up any sales notes about this type of pass.
Purchase Amount	Total purchase cost of the membership.
Issue Date	Date the membership was purchased or last renewed.
Expiry Date	Date the membership is no longer valid.
Control #	Unique number used to define the membership.
Pass Use Method	The method of redemption for the pass type.
Fiscal Year	Fiscal year the membership is associated with.
	Pass recognition status indicating if the pass was purchased by the individual or the company associated with the file.
Source	Editable text field defining why the pass was purchased.
Member Since	The date that the pass was purchased.
Printed Date	Date the pass was printed.
Printed By	Employee initial of who printed the pass.
Play Pass Information
Full Issued Amount	Cost of the pass including expenses.
Issued Passes	Number of admissions issued at time of purchase.
Used Passes	Passes previously redeemed.
In Cart Passes	Passes currently in carts online.
Remaining Passes	Number of admissions still to be redeemed.
City	Dollar value of the city tax.
State/PST	Dollar value of the State tax or PST.
Federal/GST	Dollar value of the Federal tax or GST.
Total	Total cost of the membership including expenses and taxes.
	Accesses the Order Payment window.

The Notes Tab contains any information which is relevant to the member type. This information can be accessed by clicking the Notes tab in the Membership Detail window.

Parts of the Notes Tab

G/L Account #	General ledger account the money from this member type is posted to.
Manual Redemption	Dollar value of the redeemed portion of the membership.
	Takes the unredeemed portion of the Pass G.C. and puts it in an unearned revenue account. Click here to learn more on writing off unused balances.
Date Last Redeemed	Date the membership was lasted used.
Date Fully Redeemed	Date the membership was fully used.
Membership Notes	Notes or details about this membership.

The Redemptions Tab contains a list of redemptions that have occurred for this membership. It is useful for identifying who - if other than the purchaser - has redeemed admissions or used a portion of this gift certificate. This information can be accessed by clicking the Redemptions tab in the Membership Detail window.

Click here to learn how to Redeem a Membership, Pass, G/C.

Parts of the Redemptions Tab

Patron #	Unique number associated to the patron.
First Name	First name of the patron who redeemed the Membership, Pass, G/C.
Last Name	Last name of the patron who redeemed the Membership, Pass, G/C.
Company	Company name for the patron who redeemed the Membership, Pass, G/C.
Order #	The order number in which the Membership, Pass, G/C was redeemed.
Date Received	Date the Membership, Pass, G/C was redeemed.
Dep. #	Department number the Membership, Pass, G/C was redeemed in.
Total Paid	Value of the Membership, Pass, G/C redeemed within indicated order.
Pass Used Qty	Shows the total number of passes used as assigned to the payment. Is is only set if the pass is of the type that limits redemptions by quantity.
Count	Shows the total number of passes assigned to tickets for any type that limits redemptions by quantity. If this does not match the Pass Used Qty, is means that tickets have been refunded or exchanged for others tickets some time after the pass payment was deposited. In other words, a discrepancy is ok with the understanding that it is because tickets were refunded or exchanged that were formerly paid for by a pass - and the pass cannot be refunded.
Order Notes	Shows any specific internal order notes that were entered at time of the pass redemption.

For details on Renewing a Membership, Pass, G/C click here.

Parts of the Renewal History Tab

Description	Name of the Membership, Pass, G/C that was renewed.
Date Renewed	Date the Membership, Pass, G/C was renewed.
Expiry Date	The new expiry date for the Membership, Pass, G/C.
Purchase Amount	Amount paid for the renewal.
Patron #	Patron number that the Membership, Pass, G/C is associated with.
Household	Household number that the patron belongs to.

For instructions to create, edit and manage form letters Click here.

The Letter Tab displays a list of letters or emails that have been sent or are scheduled to be sent to the patron.

Parts of the Letters Tab

Status	Status of the letter/email. See the key at the bottom of the Membership Detail window.
Seq #	Internal Sequence number of the letter/email.
Status	Not Done/In Progress/Done status of the letter/email.
Type	How the letter/email was added to the membership record.
Requested By	The User who requested that the letter/email be sent.
Notes	Title of the letter/email.
RecordsFile Connection	The data file the letter/email was drawn from.
Date Begin	Date and Time the letter/email was requested.
Date End	The Date and Time the letter/email task status was set to 'Done.'
Date Printed	If different than the date/time the task was completed, the Date and Time the letter was actually printed.

The Valid Plays tab allows you to indicate which events this specific pass/gift certificate can be redeemed for. Leave the list blank to restrict the events to anything specified on the pass type.

Note the following general rules:

• You cannot select events lays here if the pass type does not allow them to be over-ridden for the individual passes/GC's
• If the pass setup has
  • no events specified, you can select any events for each specific pass
  • specific events in its list, them you can only choose from that subset for the individual passes

Parts of the Valid Plays tab for Individual Pass/GC

Play #	Sequence number of the event within Theatre Manager.
Year	Season year of the event.
Play Code	The Event Code as defined in the Event Setup.
Play Title	The title of the event as defined in the Event Setup.
# Perf.	Total number of performances for this event.
	Allows you to add an event / play to the list.
	Deleted the selected play/event from the list.

To Add an Event / Play to the list, you perform the following steps:

1. Click the button.

   The Event List (lookup) opens.

   

2. Click the icon to generate a list of events.

   

3. Highlight the events you want to allow for this membership.
4. Click the button.
5. Continue adding events as appropriate.

The Transaction Tab displays a listing of transactions that have been created because of the current patron's actions.

Parts of the Transactions Tab

Seq #	Unique number associated to with this transaction line.
Trans Date	Date the transaction took place.
Journal No	Journal number assigned to this transaction.
Code	Theatre Manager defined code for transaction tracking.
Transaction Desc	A brief description of the transaction.
Order #	Order number the transaction took place in.
Play Code	Play code associated with the redemption of the membership.
Performance Code	Performance code associated with the redemption of the membership.
Type	Membership type.
Description of Entry	A short description in regards to the transaction generated by Theatre Manager
Debit	The amount debited.
Credit	The amount credited.
User	The user who handled the transaction.
Qty	The quantity purchased.
Total	The total amount of the transaction.
First Name	The first name of the patron associated with the transaction.
Last Name	The last name of the patron associated with the transaction.
Company	The company name associated with the transaction.
Patron #	The patron number associated with the transaction.
Campaign	The donation campaign the transaction was assigned to.
Member Type	The Membership type associate with the transaction.
Promotion	The promotion used in conjunction to the transaction.
Merchant	Credit Card Merchant associated with this transaction.
Play Title	The play title associated with the transaction.
Play Code	The play code associated with the transaction.
Outlet Owner	The name of primary outlet.
Outlet - Other	The name of the outlet the transaction was handled at.
G/L #	The G/L number the transaction was associated with.
Fee	The fee charged in conjunction to the transaction.

Redeeming a Gift Certificate (or membership/pass) Online

If a Gift Certificate has been setup to allow online redemption, patrons can use the online web sales system to redeem any available balances. This assumes the patron has purchased (or been gifted) the Gift Certificate or Pass/Membership and it has been fully paid for. Please see Redemption Rules for further details on setting up Passes/Gift Certificates for online redemption.

Option 1 - Logging Into Their Online Patron Account

1. Have the patron log into their online account

2. Click on the My Passes/Gift Certificates button under the My Patron Services column

Option 2 - From Their Shopping Cart

1. During the ticket review, have the patron select Redeem My Passes/Gift Certificates

2. Click the Apply button for any available Pass/Gift Certificate with a balance

Option 3 - From the Payment Window

1. During the Payment process, click Redeem My Passes/Gift Certificates

2. Click the Apply button for any available Pass/Gift Certificate with a balance

How Theatre Manager Displays the use of the Pass/Gift Certificate

Once the Apply has been click, the system will take the patron back to the Ticket Review page and reduce the Amount of the Order by the value of the Pass/Gift Certificate.

A pass/gift certificate can be redeemed if all the following are true: there are still redemptions available on the pass or gift certificate. (eg there is money on a dollar value pass or an admission on other passes) the pass has not yet expired the pass is marked active in the pass/gc setup window (making a pass type inactive stops all sales and redemptions immediately) the patron redeeming it is allowed to do as per the pass redemption rules (eg patron only, household or any patron) the pass/gift certificate must be fully paid for prior to redemption at the box office (unless user is permitted to use unpaid passes). All passes must be fully paid for before online redemption is allowed (optionally) for online redemption only, the pass/gc type is marked as redeem via the internet

More than one pass can be redeemed for tickets in one order. For example, a patron may have two Memberships, Passes, G/Cs good for 6 tickets each but will order 8 tickets at once. Or a patron may one have one redemption left on one pass, and another pass that has not yet been used.

To redeem multiple Memberships, Passes, G/Cs as payment for an order, you perform the following steps:

1. Select tickets for the order.
2. On the Payment screen, select Pass as the payment method.

   

3. You are prompted to enter or lookup the patron's pass control number.

   

4. Enter the patron's membership control number.
   • use the Search button to bring up a gift certificate lookup window.
   • Use lookup to search for the membership via the patron's name (or other such criteria) or to look up a different patron if the membership was received as a gift.
   • When a membership is selected and the Select button clicked or the control number is manually entered it's details will appear in the Membership Payment window.

   By default, Theatre Manager will populate the total number of tickets in the order in the "Redeem" text box. You can change that number to reflect the quantity of tickets to redeem using the selected pass.

   

5. Click the Accept Button to accept the pass payment and put the tickets in the print batch or click the Accept & Print Tickets Button to accept the pass payment and print the tickets.

   No matter which Accept option you choose, Theatre Manager will prompt you that you have changed the quantity and will need to select which tickets to redeem with the selected pass.

   

   A window opens showing all of the tickets in the order which have not been selected for payment.

6. Select the tickets to redeem using the selected pass and click either Accept or Accept & Print.

   

7. Theatre Manager will prompt you to enter another payment for the remaining tickets in the order.

   

8. Click the button.
9. Enter Pass as the payment method again.

   

10. You will again be prompted to either enter or lookup the patron's pass control number.

    Once the pass is entered, you'll notice the quantity to redeem has been reduced by the quantity paid for in the initial payment (there were 4, we paid for 2 with the first pass, there are only 2 left to redeem).

    

    In cases where more passes are being used than there are tickets purchased that qualify, you can change the quantity and select from the remaining tickets the ones to redeem with the second pass just as above.

Use the patron lookup to search for the membership by the patron's name or to look up a different patron if the membership was received as a gift.

When a membership is selected and the Select button clicked or the control number is manually entered it's details will appear in the Membership Payment window.

Rules for showing anything in the lookup list

• Show expired passes for grace period of 1 month (unless the employee can use expired passes, in which case show 6 months). Even if the pass is fully redeemed, let it show for the grace period to assist with problem resolution
• Cannot have 'cant buy a thing' type pass in the lookup list
• Cannot have the historical renewed memberships in the list
• Do not include written off passes as conscious decision made to get rid of them, regardless of age or expiry date
• Exclude passes in orders that have order balances. They can'y be used anyway, so no point in showing them
• Exclude those that are currently in a cart for checkout so user can't call in while shopping online and try to use them simultaneously

How to change the limit between 1 month and 6 months on a per-employee basis???

Search for the employee preference indicated below on the Employee Access->Functions tab. If the item is not checked, then Theatre Manger only shows the current ones. The user can go to the actual patron window if they want to see more and resolve a dispute.

it is possible that you can get errors redeeming passes and gift certificates. In general, the message looks like the one to the right. It often means that there is some other ticket that has the pass number on it.

The general cause of errors are

:

• You have no passes left to use
• You have used the maximum redemptions of passes on each event
• You have used the maximum number of redemptions on each performance
• The price codes are excluded from use on the tickets
• In some cases, PASSES (average dollar per admission), the pass was used as a payment previously and then the pass payment was deleted before depositing it. In this case, Theatre Manager:
  • does not take the pass redemption number off the tickets that the pass was used for
  • This is because it has already reduced the price of the tickets - making it an error that the pass cold be used again.
  • The only way to use the pass again is to Exchange or Reprice the tickets containing the pass back to the original price .. and then use the pass

 

Fixing tickets used on passes where the pass payment was deleted

If

• you are told that deleting a pass means that you need to reprice tickets, or
• you find out that you cannot use the pass on tickets because it has been used already and you are sure it has not because the pass payment was deleted.

Then, find the order containing the tickets, select them, and then change the price of the tickets to put them to what you want them to be... and then use the pass.

You must fix the price of these old tickets otherwise yo'll find that you gave the discount twice to a patron and Theatre Manager will not let you do that.

When a patron has redeemed part of a Membership, Pass or G/C and still has an outstand amount to their credit, you may wish to print an update. To print an update, you perform the following steps:

Click here to learn how to sell a membership.

Once a Membership has been purchased it can be printed through the Membership tab. Only memberships with a ticket face association will print, and the ticket face must be based on the Member Data file.



1. Find the patron who's membership is to be printed.

   Click here to learn how to access this window.

2. Click on the Member tab.

   

3. Locate the membership to print.
4. Select the membership to print.

   Single click on a membership to select it.

5. Click the Print button.

   A new ticket will print with updated values to the default printer.

Alternatively, you can print to a Form Letter.

1. In the Membership, Pass, G/C tab, open the selected Membership, Pass, G/C.

   

   The Pass G/C Details window opens.

2. Click the Letter tab.
3. Open the selected Membership by clicking the Open button.

   

4. To View the selected updated letter, click the Document button.



5. To print the letter, click the Print Letter button.

   The updated Form letter is printed.

Occasionally, you may need to refund membership. If a membership was purchased incorrectly, or for the incorrect amount, it may be refunded. Memberships can only be refunded if they have not been used to purchase tickets.

1. Open the Patron window.

   Click here to learn how to access this window.

2. Click on the Member tab.

   

   Click here for more details on this tab.

3. Select a member type to refund.

   Single click on the membership to select it.

4. Note the Order Number.
5. Click the Refund button.

   If the record cannot be refunded the following window will appear.

   

   The following confirmation window will appear if the membership can be refunded.

   

6. Click the Delete button.

   The membership will be deleted. A refund for the value of the Membership needs to be processed.

7. Click the Order tab.
8. Select the Order corresponding to the membership based on the Order Number.

   Single click on the Order to select it.

9. Click the Payment button.

   The Payment for Order window will open. Ensure all data is correct before processing.

10. Click the Accept Payment button.

    This refund may also be converted into a donation or ticket sale by clicking the Open button rather than the Payment button in step 9.

Sometimes it becomes important to refund a previously redeemed pass in order to keep the audit trail consistent and allow easier tracking of funds within the transaction history. In order to accomplish this we will need to perform the following steps

First - void the pass used to purchase tickets with so we zero out the balance owing on the pass
Second - Edit the pass to enable Sold for Zero Dollars & Pass Can Be Edited At Time Of Sale
Third - Apply the donation or value of the pass on the Order to reallocate the funds.

1. Void the Pass payment
   Open the patron record and go to the Payments tab. Select the payment that has the partially used pass and click the Void button in the lower toolbar.A confirmation window will appear, click Delete/Void to move on to the next step.
2. Edit the Pass

Go to Setup -> System Tables -> Pass Types, then go to the Edits tab. On the Edits tab we want to make sure the following 3 check boxes are enabled:

• Value can be changed during purchase

• Sell in even multiples of original value

• Can be sold for a zero value

Once the check boxes are checked, click save and close out of the Pass Type setup. Now that the pass is "editable" (as we've turned on "Can be changed during purchase" we are ready to go back to the patron record and edit the value of the previously redeemed pass to zero.

Apply the donation or value of the pass

Open the pass in question and on the Pass GC Details tab, change the purchase amount to zero. When you do this, the Issued Passes and Quantity will reset to zero as well.

Use the Balance for other purproses
Now that the pass has been "zero'd out" yoou will notice the balance of the pass is available for other uses such as a donation or gift certificate.

Membership, Pass/G.C. Cards can be used to grant access to a membership by multiple people. Much like checking into a hotel, when the clerk asks how many keys you want, Membership Cards (room keys) allow use of a particular membership (or memberships) by a group of people.

Passes are created and access from the patron window, Pass/GC tab

You can only assign a pass card to a pass/gc/membership that has use of cards enabled in the edit tab of pass/cg setup

Parts of the Membership Cards Window

Ribbon Bar
	Adds a card. For more information on adding new cards click here.
	Opens the Member Card window allowing for the details of the card to be edited. For more information on editing cards click here.
	This function is not currently available.
	Deletes the currently selected card. For more information on deleting cards click here.
	Generates a report displaying the information in the membership card list.
	Exports out the data seen in the membership card list.
	Assigns the currently selected card to the membership.
	Removes the selected card to the current membership.
Card Detail
Card Association Icon	Whether the card is Assigned (green checkmark) or Unassigned (no checkmark).
Card Number	Number for the card.
Name on Card	Name to be printed on the card.
Description	The status of the card (active or inactive).

Parts of the Member Card Window

Card Number	The number to be printed on the card. This number identifies the properties of the memberships the card is assigned to. This number is assigned by the user and must be unique.
Name on Card	Patron name to appear on the card.
Card Status	The status of the card. Click here for more information on the Card Status code table.on Card Status Types.
Member Type	Type of membership the card is assigned.
Control #	Number of the memberships the card is assigned to.
Expire Date	Date the membership will expire.
Description	The status of the membership associated with the card.
	Removes a membership from the card.
	Cancels any changes made to the card details.
	Saves changes made to the member card and closes the window.

Pass holder cards allow access to different memberships which have been purchased by one patron. For example - the Smith family may have purchased adult memberships for Mr. & Mrs. Smith and student memberships for their children Billy and Sally. Each member of the family can have their own card printed for their individual memberships. This will allow Mr. & Mrs. Smith access to their adult memberships but not the student memberships of Billy and Sally and visa versa.

1. Open the Patron Window.

   Click here to learn how to access this window.

2. Click on the Pass/G.C. tab.

   Click here for more information on this tab.

   

3. Select a Pass/G.C..

   Single click on a Pass/G.C. to select it.

4. Click the Open button.

   The Membership Detail window opens.

   

5. Click the Cards button.

   The Membership Cards Window opens.

   

   For a detailed description of this window and its functions click here.

6. Click the New button.

   The Pass/G.C. Card Window opens.

   

   Click here for a detailed description of this window and its functions

7. Enter the card number.
8. Enter the name on the card.

   If the membership is being bought for another person, their name can be printed on the card.

9. Select the card status using the pull down menu.

   The entries in this drop down menu are set in Member Card Status in the Code Tables. For more information on setting Member Card Status click here.

10. Click the OK button.

    

    The new card information will be added to the member card window. Clicking the Cancel button aborts the card insertion.

    

To edit Mebership Cards, you perform the following steps:

1. Open the Patron Window.

   Click here to learn how to access this window.

2. Click on the Pass/G.C. tab.

   Click here for more information on this tab.

   

3. Select a Pass/G.C. or membership.

   Single click to select it.

4. Click the Open button.

   The Pass/G.C. Detail window opens.

   

5. Click the Cards button.

   The Membership Cards Window will open.

   

   For a detailed description of this window and its functions click here.

6. Select the card to edit.

   Single click a card to select it or double click and the Pass/G.C. Card window opens.

   

7. Change the data as needed.

   

8. Click the OK button.

   The changes to the member card are now saved. Clicking Cancel button will abort the editing of the card.

Once a card has been added to a patron, the card can be assigned to one or more memberships, Passes or G.C.s.

1. Open the Patron Window.

   Click here to learn how to access this window.

2. Click on the Membership tab.

   Click here for more information on this tab.

   

3. Select a membership or Pass GC.

   Single click to select it.

4. Click the Open button.

   The will open the Pass/G.C. Detail window.

   

5. Click the Cards button.

   The List window opens.

   

   For a detailed description of this window and its functions click here.

6. Select the card to assign to the membership.

   Single click on a card to select it.

7. Click the Assign button.

   The card has now been assigned to the membership.

To deassign a card, you perform the following steps:

1. Open the Patron Window.

   Click here to learn how to access this window.

2. Click on the Pass/G.C. tab.

   Click here for more information on this tab.

   

3. Select a Pass/G.C.

   Single click to select it.

4. Click the Open button.

   The Pass/G.C. Detail window.

   

5. Click the Cards button.

   The Cards List opens.

   

   For a detailed description of this window and it's functions click here.

6. Select the card to Deassign to the membership.

   Single click on a card to select it.

7. Click the Deassign button.

   The card will be deassigned from the membership. Click here for more information about Assigning Cards to a Membership.

Deleting cards is preformed through the Pass/G.C. Cards window. Card deletion is usually be preformed when a card is no longer being used by a patron or if the renewal period for the membership has been exceeded.

1. Open the Patron Window.

   Click here to learn how to access this window.

2. Click on the Pass/G.C. tab.

   Click here for more information on this tab.

   

3. Select a membership, or Pass or G.C.

   Single click to select it.

4. Click the Open button.

   The Pass/G.C. Detail window opens.

   

5. Click the Cards button.

   The Cards List opens.

   

   For a detailed description of this window and its functions click here.

6. Select the card to delete.

   Single click on the card to select it.

7. Click the Delete button.

   A Delete confirmation dialog opens.

   

8. Click the Delete button.

   The card is deleted and removed from the Membership Card List window. Clicking Cancel button aborts the deletion of the card.

If you have created cards, associated them with membership/pass types that allow admission, then you can scan patrons into a venue. To do so, you will need to:

• have already assigned a 'pass' to a membership for that patron (or family).
• Open the pass scanning window using Accounting-> Scan Pass/GC (see to the right) which will open a window that you see below
• When patron walks in and presents their bar-coded access pass, either they (or you) can scan the pass using a scanner (or type the pass number in)
• The system will respond with their picture and some details about the status of their access card, remaining uses (or what have you) so that you can decide if they are permitted to enter.