Memberships

"Membership" is a broad term meaning "Gift Certificates," "Flex Passes," "Vouchers," "Other Income" or a variety of other forms. Since the name of the field is customizable, some organizations may retain the term "Membership," while others change it to reflect their own terminology such as "GC/Pass," "Gift Certs." or even "Other Income." The nomenclature in your database may be different than "memberships."

The Membership tab can be used to purchase passes, memberships, vouchers, coupons or other non ticket/donation related items. Membership types can be added under setup.

For more information on setting up Member Types click here.
For information on locating a membership using the Control Number click here.

Parts of the Membership Tab

Order	The unique number for this order.
Fiscal Year	Fiscal year the membership belongs to.
Description	The type of membership purchased. Membership types are setup in Code Tables. Click here for more information.
Redeem Use	The number of redemptions originally available for this membership.
Redemption Method	What type of membership this is. For more information on membership types, click here.
Control #	The control number for this membership used for redemption purposes.
Purchase $	The original purchase amount of the membership.
Issued Pass Amount	The value of the pass when issued.
Issued Quantity	The number of admissions on the pass when originally issued.
Remaining $	The remaining dollar amount on the membership.
Remaining Qty.	The number of remaining admissions let on the membership.
Date First Member	Date the membership has been valid since.
Date Renewed	Date the membership can be renewed on or till.
Last Renewed	Date the membership was last renewed.
Expire Date	Date that the membership will expire on.
Notes	This column displays any notes that are pertinent to the membership.
	Clicking this button allows buying a new membership. For more information on buying memberships click here.
	Clicking this button allows viewing the membership detail window. For more information on membership details click here.
	Clicking this button allows refunding a membership. For more information on refunding memberships click here.
	Adds a payment to the membership.
	When the membership preferences define, prints the selected membership. For more information on Print Memberships, Click here. For more information on setting up membership types click here.
	When the membership preferences define the ability to unprint, unprints the selected membership. For more information on setting up membership types click here.
	Use the Valid/Invalid filter to search for current or expired Memberships.
	Use the Date Filter to search for Memberships in specific years. Use this in conjunction with the Valid/Invalid filter.

Membership Detail Window

The following links contain specifics about the various tabs in a patron's Membership Detail Window.

Membership Details Tab

Most information in the Membership 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.
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.

Notes Tab

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.
	Transfer remaining unredeemed value to the write off G/L account.
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.

Redemptions Tab

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.

Parts of the Redemptions Tab

Patron #	Unique number associated to the patron.
First Name	First name of the patron who redeemed the membership.
Last Name	Last name of the patron who redeemed the membership.
Company	Company name for the patron who redeemed the membership.
Order #	The order number in which the membership was redeemed.
Date Received	Date the membership was redeemed.
Dep. #	Department number the membership was redeemed in.
Total Paid	Value of the membership redeemed within indicated order.

Renewal History Tab

For details on Renewing a Membership click here.

Parts of the Renewal History Tab

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

Letters Tab

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.

Transactions Tab

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.

Editing Memberships

Open the Patron Window.
Click here to learn how to access this window.
Click on the Membership tab.
Click here for more information on this tab.
Select the membership to be edited.
Single click on a membership to select it.
Click the Open button.
This will open the Membership Detail window.
Edit the data as needed.
Click here to view a description of all the data options under each tab.
Click the Save button when changes are complete.
The changes are saved and the membership window can be closed. Clicking the Revert button will abort any changes made to the membership.

Purchasing a Membership in the Orders Window

In the order window click the Membership button.
Click the New button.
This will open the Membership Detail window for the current patron.
Select the type of membership to be purchased.
The details of the member type will be displayed in the window. Click here to learn more about adding Member Types.
Edit the membership data as needed.
Click the Save button.
Close the Membership Detail window.
The Membership has now been added to the order and will appear in the Membership section of the Order Detail window.
Click the Payments button.
Enter the payment information.
For more information on accepting payments click here.
Click the Accept Payment or Print Tickets button.
The membership sale and the sale of any other items that have been purchased in this order is now complete. The screen will return to the Patron window.

Purchasing a Membership in the Patron Window

Find the patron purchasing a membership.
Click here to learn how to find patrons.
Click the Member tab.
Click here for more details on this tab.
Click the Buy button.
For more information on this window click here.
Select the Member Type from the drop down.
The details of the member type will be displayed in the window. Click here to learn more about adding Member Types.
Edit the membership data as needed.
Click the Payment button.
This will open the Payment for Order window.
Enter the payment information.
For more information on accepting payments click here.
Click the Accept Payment button.
The membership has been purchased and the Member Detail window will return. Additional functions can now be performed.

Click here to learn how to assign a pass holder card for the membership using the Cards button.

Click here to learn how a letter can be merged with the membership using the Letter button .

Finding a Membership using the Control Number

A membership can be located using the Control Number in the Contact List window. A Control Number is a number associated with a membership that Theatre Manager uses to identify and track the specific membership within the system. A control number must be assigned with each membership, and is defined in the EDITS tab of the Membership Setup.. For more information on Control Number setup click here.

Click the Contact List button in the toolbar.
This will open the Contact List window.
Change the search option to Control Number.
Enter the Control Number to search for.
Click the Search button.
The results fitting the parameters will be displayed.

To access the membership double-click on the patron and click the Membership tab.

Redeeming Memberships

A Membership can be redeemed when a ticket for a performance is ready to be purchased.

Find the Patron who wishes to use their membership to purchase tickets.
Click here to learn how to find Patrons using the patron lookup.

Click here to learn how to find Patrons using the Control Number on the Membership.
Click the Ticket tab.
Click the Tickets button.
Book seats for the intended events.
For information on booking seats click here.
Click the Payment button.
Select Pass as the Payment Method.

The Membership Payment window will open.
Enter the patron's membership number or use the Search button to bring up a patron lookup window.
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.
Click the Accept button to purchase the tickets and add the tickets to the batch print or click the Accept & Print Tickets button to purchase and print the tickets.
If the Accept button is selected the tickets will be added to the printed batch and the Patron Window will return. If the Accept & Print Tickets button was clicked the tickets will be bought and printed to the default ticket printer.

Redeeming Multiple Memberships In a Single Order

More than one pass can be redeemed for tickets in one order. For example, a patron may have two memberships 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 passes as payment for an order:

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

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

Enter the patron's membership number.

Or, use the Search

button to view all the memberships purchased by the patron.

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.

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.

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

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

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

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 three or more passes are being used, you can change the quantity and select from the remaining tickets the ones to redeem with the second pass just as above.

Printing Memberships

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.

For more information on Member Type setup click here.

For more information on creating ticket faces click here.

Find the patron who's membership is to be printed.
Click here to learn how to access this window.
Click on the Member tab.
Locate the membership to print.
Use the filters in the lower right corner to adjust for

Valid/Invalid/All Memberships, and

All Years/Specific Year/Future to locate a specific pass.
Select the membership to print.
Single click on a membership to select it.
Click the Print button.
The membership will be printed to the default printer.

Deleting Membership

Open the Patron Window.
Click here to learn how to access this window.
Click on the Membership tab.
Click here for more information on this tab.
Select the membership to be deleted.
Single click on a membership to select it.
Click the Refund button.
If the record cannot be deleted the following window will appear.

The following confirmation window will appear if the membership can be deleted.
Click the Delete button to confirm the deletion.
The membership is now deleted. A refund payment is still needed. For information on adding a payment to an order click here.

Refunding Membership

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.

Open the Patron window.
Click here to learn how to access this window.
Click on the Member tab.

Click here for more details on this tab.
Select a member type to refund.
Single click on the membership to select it.
Note the Order Number.
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.
Click the Delete button.
The membership will be deleted. A refund for the value of the Membership needs to be processed.
Click the Order tab.
Select the Order corresponding to the membership based on the Order Number.
Single click on the Order to select it.
Click the Payment button.
The Payment for Order window will open. Ensure all data is correct before processing.
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.

Renewing Membership

This feature is used when a member type has been set as renewable. Once the membership has expired the patron can renew it and Theatre Manager will maintain the same control number. Once a membership has been renewed, the History Tab in the Membership Detail Window will be accessible. The tab contains the history of membership.

In many cases, as with Flex Passes and Gift Certificates, Memberships are not renewed. A new Flex Pass or Gift Certificate is simply sold to the patron. In cases where there is an ongoing membership, such as a guild, league, or other membership for a special designation (generally "Can't Buy A Thing" or "Use Promotion" memberships), then renewing an existing membership is a viable option.

Locate the patron who's membership needs to be renewed.
For details on how to locate a patron click here.
Click the Membership tab.
Select the Membership to be renewed.
Click the Open button.
The Membership Detail window will appear.
Click the Renew button.
The renewal confirmation window will open.
Click the Renew button.
The renewal reminder window will appear.
Click the Ok button.
Click the Payment button.
Process the payment. For more information on processing payments click here.

Cards

Membership 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.

Cards can be printed on ticket stock, or can be magnetic swipe cards - which offer an even speedier payment method.

Originally conceived as a movie pass, Membership Cards have applications for all venues and patron types including Group Sales, Corporate Sales, Student body (campus) payments, and other marketing options.

Card assignment is available by clicking the button in the Membership Detail.

Examples of Card Use

As a "Film pass"

If the membership is a pass type (for example an "Average Dollar Per Admission") then the card can be used to simply pay for a ticket and will deduct one admission off the pass. If you have a "Family Pass" for a cinema, each member of the family can have their own access card to the Family Pass. A 20-pack of movies can then be accessed by anyone in the family who wants to go see a movie that night, using the card as a payment method.

As a group Gift Certificate

Say for example, a grandmother gives a $1,000 gift certificate to her 3 grandchildren. She tells them "You each have an access card to this account - use it as you will." Each membership card is then tied to the gift certificate, and each time any of the grandchildren use their membership card, the amount of the sale is deducted from the $1,000 gift certificate. The same can be true for Corporate Gift Certificates for employees.

Membership Cards List Window

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).

Member Card Window

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 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.

Adding Cards

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.

Open the Patron Window.
Click here to learn how to access this window.
Click on the Membership tab.
Click here for more information on this tab.
Select a membership.
Single click on a membership to select it.
Click the Open button.
This will open the Membership Detail window.
Click the Cards button.
The Membership Cards Window will open.

For a detailed description of this window and its functions click here.
Click the New button.
The Member Card Window will open.

Click here for a detailed description of this window and its functions
Enter the card number.
Enter the name on the card.
If the membership is being bought for another person, their name can be printed on the card.
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.
Click the OK button.
The new card information will be added to the member card window. Clicking the Cancel button will abort the card insertion.

Memberships - Editing Cards

To edit Mebership Cards, you perform the following steps:

Open the Patron Window.
Click here to learn how to access this window.
Click on the Membership tab.
Click here for more information on this tab.
Select a membership.
Single click on a membership to select it.
Click the Open button.
This will open the Membership Detail window.
Click the Cards button.
The Membership Cards Window will open.

For a detailed description of this window and its functions click here.
Select the card to edit.
Single click a card to select it or double click and the Member Card window will open.
Change the data as needed.
Click the OK button.
The changes to the member card are now saved. Clicking Cancel button will abort the editing of the card.

Assigning Cards

Once a card has been added to a patron's membership, the card can be assigned to one or more memberships.

Open the Patron Window.
Click here to learn how to access this window.
Click on the Membership tab.
Click here for more information on this tab.
Select a membership.
Single click on a membership to select it.
Click the Open button.
This will open the Membership Detail window.
Click the Cards button.
The Membership Cards Window will open.

For a detailed description of this window and its functions click here.
Select the card to assign to the membership.
Single click on a card to select it.
Click the Assign button.
The card has now been assigned to the membership.

Deassigning Cards

To deassign a card, you perform the following steps:

Open the Patron Window.
Click here to learn how to access this window.
Click on the Membership tab.
Click here for more information on this tab.
Select a membership.
Single click on a membership to select it.
Click the Open button.
This will open the Membership Detail window.
Click the Cards button.
The Membership Cards Window will open.

For a detailed description of this window and it's functions click here.
Select the card to Deassign to the membership.
Single click on a card to select it.
Click the Deassign button.
The card will be deassigned from the membership. Click here for more information about Assigning Cards to a Membership.

Deleting Member Cards

Deleting cards is preformed through the Membership Cards Window. Card deletion would 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.

Open the Patron Window.
Click here to learn how to access this window.
Click on the Membership tab.
Click here for more information on this tab.
Select a membership.
Single click on a membership to select it.
Click the Open button.
This will open the Membership Detail window.
Click the Cards button.
The Membership Cards Window will open.

For a detailed description of this window and its functions click here.
Select the card to delete.
Single click on the card to select it.
Click the Delete button.
The following confirmation will open asking to confirm the card deletion.
Click the Delete button.
The card will be deleted and removed from the Membership Card List window. Clicking Cancel button will abort the deletion of the card.