Patron Management

Quick reference information for Adding a New Patron

Reference Guide(pdf)

CheatSheet (pdf)

Flash Screencast

MP4 Screencast

Find a Patron using the Patron List

Click the Patron button in the main toolbar / ribbon bar.
The Contact List window opens.

For more information on the Contact List window click here.
Select a search option.

In this example the Name / Company search option was selected. The Name / Company search option searchs for what you type in the First Name, Last Name or Company fields. This search option is special because it will search anywhere in the field, meaning the name or company does not need to start with what you type in, it can be in the start, middle or end. For example, if you search for Don, the search will return Don, Macdonald and Mastadon.
Type the last name into the "Like" field.
Theatre Manager allows the use of the '%' wildcard when searching. The % wildcard substitutes for normal characters in a search string. For example, to search for people that sound like 'Smith', you could use 'Sm%th'. To search for all people who live on Main, you could use '% main' (this could find 123 Main Street, 895 Main Avenue, etc).
Click the Search button.
The results of the search will appear in the contact list.
Click the Patron # column header.
This button is located at the top left hand corner of the patron list window. When it is selected the list of patrons will sort by patron number. Clicking other column headers will sort the list by that column. An underlined column header indicates the column that the list is sorted by. Sorting in reverse order is also possible. Hold down the <CTRL> key (Windows) or the <OPTION> key (Mac) while clicking the column header. You can also sort by more than one column at once by holding down the SHIFT key (Windows and Mac) and clicking on the additional column(s) you wish to sort by. You can sort by up to nine columns.
Single click on the patron searched for.
Click the Open button.
The patron record will open. For more information on the patron window click here.

Finding a Patron using Quick Find

Every patron in the Theatre Manager database has a unique patron number assigned to them. If a patron is deceased, the patron number is retired and never used again. Searching by a patron's number ensures you will locate the specific patron each and every time. Additionally, almost all Reports and Mail Lists contain the patron number for each patron within the report. This makes identification and location of the patron quick and easy.

When you are searching for a patron record based on information in a Report or Mail List, it is recommended you use the QuickFind/Patron# method. However, because of web sales and box office errors, multiple patron records may exist for a single patron, until they are merged during your regular cleaning of the database. This means that there may be multiple John Smiths in your database. Consequently, if you are looking for Patron #123 from a report, you are sure to get Patron #123 by using QuickFind.

To find a Patron using Quick Find, you perform the following steps:

Click the button in the toolbar.
The Quick Search window will open.
Enter a key search item for the patron.
This can be the patron number, patron name or a company name.
Click the enter key on the keyboard.
The Quick Search window will populate with all records where part or all of the key search can be found.
Double click on the desired record
The patron record will open.

Patron Management - Volunteer Tab

Volunteer Tab

This tab is used to keep track of a patron's volunteer or work history with the company. For more information on tracking Volunteer or Personnel information click here.

Parts of the Volunteer Tab

Status	This field displays the patron's status with the company. i.e. are they Active, Inactive, Unknown, etc. The status list can be adapted inside the Volunteer Status Tab of Code Tables. Click here for more information.
SIN #	Social Insurance Number of the patron. The authority to collect and use the SIN is to provide them with Records of Employment and T-4 slips for income tax purposes.
Passport #	Passport Number of the patron.
Equity #	Equity Number of the patron. Equity Association represents professional artists including performers.
Height	Height of the patron. This may be relevant for filling actor roles in upcoming productions.
Weight	Weight of the patron. This may be relevant for filling actor roles in upcoming productions.
General Volunteer Notes	Notes specific to the volunteer or employee.
Last Activity	Last year an activity was performed.
Total Hours	Total number of hours completed by the patron.
Awarded Hours	Number of awarded hour the patron has received for their time.

Finding Duplicate Patrons and Merging Them

On the patron list window is a button called 'duplicates'. Clicking on that will show some fields that can be used to find possible duplicate patrons in the database that can be used to merge patrons together. This is helpful if:

You have done a recent import of patrons and have a number of duplicates
You need to identify people who have added themselves multiple times online using different email addresses and need consolidated into one patron record

The find duplicate process also has a feature to auto-merge the patrons that are found according to various criteria. Because merging patrons cannot be reversed, the merge feature should only be used if you really know what you are doing and are:

planning on merging a lot of patrons -and-
Have made a backup of the database -and-
you are the only person using the database (sales have stopped

Find Duplicate/Merge Process

If you are going to merge patrons, we recommend doing it in a two step process as follows:

Use the duplicate finding routine to identify possible duplicates (but not merge)
Look at the list of patrons manually. If there are any obvious patrons that need removed (which duplicate process found), then 'remove' them manually from the list by selecting the rows and right-clicking and picking 'remove from list'.
The run the duplicates process a second time and search the list (not the database) and merge from the names in the list. This is a lot safer
Alternately, if you only have a handful to merge, you can use the 'prompt' feature in the auto-merge to identify up to 25 matches at one time.

Search the database or the List

You have a choice of searching the database for duplicates or the current contents of the patron list. You might want to search the database to generate a preliminary list of all people with first, last and address that matches.

After that, you may want to search the list and add more fields to hone the matching criteria. You cold also search the list if you have just pulled up a large range of people such as all those whose last name starts with 'S', for example.

Select the option you wish and then click 'Step 2'

Select Fields to Match

The next step is to pick some database fields that you want to use to actually match patrons. You can use one, or more than one. For example, you could use Last Name, First Name and Address to create matches -- and ignore company if you do not consider the company field important for this particular search.

The fields above are used to IDENTIFY possible groups of patrons. They will appear in the list as highlighted.

When done, click step 3.

Indicate if You Want to Merge (or Not)

If you do not wish to merge, then click 'Manual'. You might choose this option the first time to identify records that might be possible duplicates and review them. Even if you only identify the possible duplicates, you can use the 'merge' button on the patron list to manually merge them.

However, if you wish to automatically merge patrons that are IDENTIFIED as matching using the fields in step 3, you can click the 'Automatic Merge after Records Identified'. If you select this option, the lower part of the screen changes so that you can specify other options to use for matching records before a merge is possible.

The important thing is that step 2 IDENTIFIES records that MIGHT match (say using last name and address) and Step 3 indicates from those in step that a merge can only occur if last, first, address, zip, patron type and phone number match. Step 3 should generally indicate MORE fields than step 2.

After selecting fields to match on (or ignore), then at the bottom indicate if you want TM to

prompt you for each match (this process can only open up to 23 windows) due to memory constraints) -or-
you can have Theatre Manager automatically merge data that matches and it could do a lot of records. Use this option if you have fairly conservative matching criteria (i.e. use a lot of fields) and you have a lot of data that you might have just imported.

If you want TM to automatically merge, then indicate how you want TM to pick the patron number to merge into. The general rules for merging a group of possible duplicates are:

TM will always merge into an employee if one is in the group -or-
If no employee exists, then TM will look for any patron that is marked as 'do not delete' and try to merge into that patron
If neither scenario above exists, then TM will merge into the lowest, highest, or patron with the most recent change, depending on what you selected.

Review the Process

Finally, TM will show you a description of exactly what it its going to do including:

If you are searching the database or the list
The last known backup date
The fields used to IDENTIFY possible duplicate records
What fields are used for merging patrons together -and-
How TM will decide which patron to use to merge into

The Patron Window

The Patron window is the main interface used in Theatre Manager. The patron window can be opened in the following two ways:

Clicking on the Patron button in the main Theatre manager toolbar / ribbon bar.
Use the Patron Sales menu and clicking on Patron.

The main sections are listed below. Click on a link to learn more about the features.

Patron Window Buttons

	Inserts a new Patron. Click here to learn more about inserting new patrons.
	Saves changed made in the patron window.
	Creates a Duplicated record of the patron. Click here for more information.
	Reverts the patron window data back to the last save point.
	Deletes the patron. For more information click here.
	Prints the selected record.
	Completes a spell check of the patron record.
	Inserts a new member of the current household. Click here to learn more about inserting new household members.
	Deletes a member of the current household. Click here to learn more about deleting household members.
	Changes the current view or layout in the household portion of the patron window.
	Opens the volunteer history for the selected patron. To learn more about this feature click here.
	Clicking the Employee button, makes the current patron and employee. To learn more about adding employees click here.

Patron Data

For more information on Patron Data click here.

Patron Window 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 and Account Tabs

Click here for more information on the tabs.

Detail and Account Tabs

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.

Clicking on a tab will turn it blue. If the tab is blue, the Marketing Tab for instance, then that tab is currently selected and its contents display in the window below.

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, entering information in the donor module causes a bullet to appear in the Donor Tab.

	The Marketing Tab displays the major marketing details for the current patron. Click here for more information.
	The Profile Tab displays the personal profile of the current patron. Click here for more information.
	The Household Patrons displays the patron's within the household. Click here for more information.
	The Contact Info Tab displays the patrons contact details. Click here for more information.
	The Address Tab displays the patrons address information. Click here for more information.
	The Web Tab displays a brief overview of the patrons internet sales history. Click here for more information.
	The Match tab allows you to indicate that a particular patron record is that of a Matching Gift Company. Click here for more information.
	The Donor Tab displays the patron's total donations and the last year of activity. Click here for more information.
	The Media Tab displays members of the media and their status. Click here for more information.
	The Stats Tab displays statistics on the donations the patron has made.Click here for more information.
	The Volunteer Tab displays information about a patron volunteering or working for the company. Click here for more information.
	The Credit Card Tab displays all credit cards on file for a patron. This tab is visible to employees with access. Click here for more information.
	The Household Tab displays account information for all members of the household. Click here for more information.
	The Match Tab displays account information for all members of the household. Click here for more information.

Patron Account Tabs

Clicking on a tab will turn the tab blue. If the tab is blue, the Tickets Tab for instance, then that tab is currently selected and its contents display in the window below.

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, the Transactions Tab in the above picture has a bullet prior to its name meaning there is information contained in that section.

	The Ticket Tab displays information about the patron's ticket buying history. Click here for more information.
	The Donation Tab displays a listing of subscription for the patron and their favorite seats. Click here for more information.
	The Play Tab displays a list of events that the patron has bought tickets to. Click here for more information.
	The Mail List Tab displays a list of mail lists that the patron belongs to. Click here for more information.
	The Membership Tab displays information about a patron's membership. Click here for more information.
	The Relationships Tab displays information about a patron's relationship to other patrons. Click here for more information.
	The Order Tab displays information about orders that belong to the current patron. Click here for more information.
	The Payment Tab displays a record of all payments made to the current patron's orders. Click here for more information.
	The Letter Tab displays a list of letters that have been sent to the current patron. Click here for more information.
	The Season Tab displays a list of the current patron's Season subscriptions. Click here for more information.
	The Transaction Tab displays a listing of transactions that have been created because of the current patron's actions. Click here for more information.
	The Statistic Tab displays the patrons statistic history. Click here for more information.
	The Giving Tab displays the patrons giving levels as they are combined in reports. Click here for more information.
	The Web Cart Tab displays a listing of the patrons web activity. Click here for more information.

Detail Tabs

Marketing Tab

The Marketing Tab displays the marketing details for the current patron. These fields are useful in capturing additional ‘specific’ yet common information about patrons that can be used in the future to create a target market group. Often these fields are used to record information about a patron origin to the database, status, programming preferences, organization affiliations etc.

At the end of the day this information can be used in a query to collect this group of patrons for a direct market purpose.

Personalized Marketing Fields	There are restrictions on the content of the marketing fields. This is not customizable. These fields are not intended to capturing large amount of information on any given patron but rather short “common denominators”. It is necessary to restrict these fields to that data collected is consistent throughout each patron file. The following list details the restrictions of each marketing field.
Marketing Field One	This field is a numeric field, restricted to 30 numbers and is searchable.
Marketing Field Two	This field is a numeric field, restricted to 30 numbers and is searchable.
Marketing Field Three	This field is an alphanumeric field, restricted to 10 letter/digit combination and is searchable.
Marketing Field Four	This field is an alphanumeric field, restricted to 10 letter/digit combination and is searchable.
Marketing Field Five	This field is an alphanumeric field, restricted to 60 letters/digit (including spaces) and is not are readily searchable.
Age Code	This field contains a pull down menu, which can be edited in the Age Codes tab in Code Tables. For more information on adding/editing code tables please refer to click here.
Marketing Field Six (Pop-up)	This field contains a pull down menu, which can be edited in the Marketing #6 tab in Code Tables. For more information on adding/editing code tables please refer to click here.
Marketing Field Seven (Pop-up)	This field contains a pull down menu, which can be edited in the Marketing #7 tab in Code Tables. For more information on adding/editing code tables please refer to click here.
Marketing Field Eight (Pop-up)	This field contains a pull down menu, which can be edited in the Marketing #8 tab in Code Tables. For more information on adding/editing code tables please refer to click here.
Patron Contact Flags
Do Not Mail - Theatre Requested	Used when the company decides it will not mail particular patrons. i.e. The company may have lost contact with a patron. The company decided there is no point in mailing its board members.
Do Not Mail - Patron Requested	Used when a patron asks the company not to mail them.
Do Not Telemarket	Used when a patron requests not to be Telemarketed.
Do Not E-mail	Used when a patron does not want to be contacted via E-mail.
Do Not Delete	Used when the patron is never to be removed from the database. This also prevents the patron from being merged with other patrons.
Deceased	Used if the patron has passed away.
Do Not Trade	Used when the patron does not want their contact information traded with other sources.

Uses for custom Marketing Fields

There are 9 marketing fields in all, 8 of which are customizable. Of these 8 fields, 2 are alphabetic, 2 are alpha/numeric, 1 is a Text field and 3 are drop-down list type. The last field is “Age Code” and predefined in Theatre Manager.

These fields can be custom labeled to reflect the information chosen to record. For more information on customizing the marketing field label please click here.

It is not always easy to initially define a use for these marketing fields. The following examples come from practical uses that our customers have made of them.

Source: Most users will set aside one field for 'source'. Specifically, a code that indicates how the customer first came to be in the database. This can be useful when analyzing marketing efforts. For example; if the local paper is called 'The Rag' and the organization advertises in it weekly, number the ads as 9701, 9702, etc. for each ad in 1997. If the customer first came to be in the database because of ad #4, their source would be TR9704. This allows examination of the effectiveness of different media, ad placement, size, etc.

Year Youngest/Year Oldest: For our children's theatre venues, some keep track of the year when the youngest was born. This allows them to manage the transition of their 'little' customers through the theatre seasons. There comes a point when children feel they are to old to come to shows and would rather be with their friends ... until they have children of their own and the cycle begins again and the organization can now market to Grandma!

Government Officials: City/municipal, Provincial/State, Federal. This could be a marketing field to record the patron’s political affiliation. At a glance the system can produce a list of all patrons who are Federal Officials. Create a mail list of these patrons for special invite purposes etc.

Genre: Comedy, Drama, Musical - useful to record a patron overall preferences or type of performance they generally like to attend. However, using a Mail List to maintain this information is more beneficial.

County/Township: A marketing field used to record the county for patrons. Information that is not readily recorded in the address section and could be useful for grouping patrons based on their location.

Patron Type: A marketing field used to record the type of patron account. For example, corporation, foundation, granting agency, individual, school, etc.

School District: A marketing field used to record the school district and age category for patrons. Information that is not readily recorded in the address section and could be useful for grouping patrons based on their location and age category.

This is really general but certainly there is no limit to the types of marketing fields that can be created.

Marketing Ideas

Marketing to the Customer

Marketing really depends on the buying habits of the customers. Good things to assist the process are:

Sell the next season during the last show of the previous year. If the organization had a good show/season , it is easy to pick up 20% or more subscribers for the next year. Make sure that the price that the subscriber can buy for is the lowest possible (e.g. do not invent a discount to be used later in the year that makes the early subscriber think that they should have waited). Typical discounts for early season subscriptions is 20-25% or 5 shows for the price of 4. Something that will enhance those sales is a deadline where regular subscription prices are only 10-15% discounts.
There is usually a local paper section that everybody reads for movie listings, entertainment guides, upcoming events. Choose that paper and advertise in it. A suggestion for a season that starts in the fall is to put something in the paper that coincides with early renewals -- it can usually be included with advertising for the last show of the previous year.
Decima Research (A Canadian study in the arts industry in the early 1990's) indicated that 50% of the people make their buying decision 4 weeks in advance of the show. So for a 4 week run, start advertising 4-5 weeks in advance and throughout the show. Also, most people read a specific days newspaper. In Calgary, the 'Scene' comes out on Friday - so Friday is an extremely good day to advertise; followed by a Tuesday advertisement.
People listen to radio on the way to work; so a contract deal with a local radio station for a few free tickets for a caller as long as the giveaway is done during the morning driving hour is a good thing. Depending on the type of theatre, give away a show package that is less than the average number of attendees - so that they will be compelled to buy one or more tickets. (e.g. For children's theatre, the average attendance is 3.5 (one adult and 1-3 children, so give away only two tickets).

Getting names in the database is very important for direct mail. Good 'guerrilla' tactics are:

Have a draw for a meal for two at a local restaurant - but the patron must provide name, address, telephone number, etc. Drawing is done on the last performance. Now the names can go into the database. Chances are the local restaurant will give the organization the meal in exchange for some tickets.
Use a 2 for 1 coupon book and make the coupons valid for slow performances (e.g. Wednesdays or Thursday). Some people will do anything for a discount and the organization gets their name.
Do some co-op advertising with a local business and use their mail list. A clothing store or electronics place where they record names is a good thing - ideas may include 10% off a tie with purchase of a ticket or 10% of a ticket with purchase of a tie -- they do the mailer with the theatre's flyer and everybody wins.

Organize some special days where the people get to interact with the production people. Examples are:

Talk back to the director day.
Special award night.
Autograph day for the kids where actors sign for the kids in the lobby.
Sleep-overs in the theatre (the organization can charge a bundle for the tickets).
Theatre Tour and wine tasting night.

Remember to use a mail list. Once people buy, target them for similar shows and they will buy again. They just need to be asked. A telemarketing campaign to people on the list who have not yet bought subscriptions during the last show and before the early discount arrives is a very good thing. Best time to get people is between 5:00-8:00pm. And the caller needs to have a good script like:

Noticed you came to our show for the first (or second) time...
How did you like it...
Anything that would have improved your experience and made it more enjoyable...
Would you like to be our partner next year and come to all shows...
etc., etc., etc.,

It's all about building a personal relationship with the customer.

Determining When the Customer will Buy

The ideal time to sell tickets is dependent on the customer base purchasing habits. Evaluate if the customer base plans out their activities, or whether they wait until the last minute to make a purchase decision. Once the organization determines the purchasing habits, then determine the most effective time to advertise the event, at which time, be prepared to start selling tickets. There is no need to advertise unless the customers are in a situation to buy.

The organization may find that people typically buy tickets first thing in the morning (e.g. 9:00 am), over an extended lunch hour (11:30 am - 2:00 pm) and there is always a rush before 5:00 pm. In the hour before the event, there will be walk up sales so plan on having the box office open at least an hour and a half before the event starts.

For a large community or city where there is competition with other events, start advertising and selling tickets 6 to 8 weeks in advance to insure that they purchase the organization's tickets first before another organizations tickets. For a smaller community or town where there is less competition with other events, start advertising and selling tickets 3 to 4 weeks in advance.

If the event adverting is focused for children, the organization may find that many tickets will be purchased at the last minute, as children get sick; go to birthday parties; have recreational activities (soccer, hockey, baseball) and the parents may not make a decision to go until the event is within the next few days. With events focused on adults, the organization normally can count on them more, so the organization may see that they will purchase tickets more in advance as they plan what they will be doing in the upcoming weeks.

Again, the key to determining when the best time to sell tickets has to start with knowing the purchasing habits of the potential customers and knowing the audience that the organization is trying to attract.

And remember to use Theatre Manager to assist in finding out purchasing trends. Theatre Manager's cash flow report tells when people buy for a show. It's very important because the organization should see two or three major humps. One at early season renewal, one in the fall when the season subscription campaign occurs, and sales start to rise about 4 weeks in advance of the show. There should be mini spikes after a prior day's advertising. (e.g. Friday should see some extra Saturday sales, or a Tuesday advertising should see some Wednesday sales). If not, move around the advertising to different days, or move around to different advertisers.

Profile Tab

This tab provides a place to save some more personal information about the patron

Parts of the Profile Tab

Formal Name	The patrons formal name. The formal name is a combination of the Salutation, the First name, the Initial and the Last name.
Greeting	Displays the name the patron likes being called in every day life. It is quite often the patron's first name or a version of it.
Gender	Select female or male by clicking in the circle next to the gender.
Birthday	Date of the Patrons Birth. Use the Calendar button to select a date or type a date in the field provided.
Anniversary	Patrons Anniversary date. Use the Calendar button to select a date or type a date in the field provided.
Spouse	Patrons Spouses birthday. Use the Calendar button to select a date or type a date in the field provided.
Notification	Select an electronic notification from the drop down. This will send an electronically generated letter to a designated employee alerting that employee of activity in the patrons record. For more information on notifications click here.
Image	You can drag and drop an image of the patron onto the patron's record. For more information on image size and types click here.

Resizing images to fit into Theatre Manager

Pictures require a lot of disk space to store them, and todays cameras have ever increasing 'mexapixel' ratings. Similarly, snapshots of a desktop with millions of colours results in large sized images. While images with high resolution are ideal for printing beautiful snapshots, they are not practical for storage in database applications for the following reasons:

Placing full resolution pictures into a database rapidly increases the size of the database and affects backup times. For example: a single 5 magapixel picture takes as much room as approximately 5000 patrons in the database.
Sending emails or eblasts with large images affects the delivery of the eblast to customers with slow internet connections or who like to receive their emails on mobile devices.
Sending high resolution screenshots to our support team was filling our database and affecting support

We've chosen to assist you in managing your database size by limiting the size of images that can be put into the Theatre Manager database. In order to fit pictures into the image space on the PROFILE tab of the patron record, they need to reduced to under 500kb in size. Ideally, 100kb is a good target size for most images. The question is how to change a high resolution picture or screenshot into a lower resolution and then place it in a Theatre Manager database or send it as an e-blast or email attachment.

Using Image Converters

There are tools available for you to use and a fairly common shareware application is GIMP. The following describes how to use gimp on Windows. GIMP on the Mac OS requires xWindows to be installed. However, on the Mac, you can use Apple-Shift-4 to capture a specific area of the screen or use a tool like Snapz Pro (not free) which we use for our documentation.

GIMP (GNU Image Manipulation Program)

GIMP is a free download from the internet and the web site contains information about downloading, installing, using, and enhancing it. This site also serves as a distribution point for the latest releases. To use GIMP to capture a screen image and reduce its overall memory size:

In the Main Palette:

Go to the FILE menu
Choose CREATE, and then Screen Shot
Click the GRAB A SINGLE WINDOW
Use the +hand tool to grab the active window where your image resides (you will crop the window in the next step

To crop the image, you will use the Toolbox Palette

Use the selection tools (the dotted rectangle or dotted lasso) to highlight the desired area.
You can also manipulate the image in any way you see fit, including flipping, rotating, or airbrushing.

Back in the Main Palette

Go to the IMAGE menu
Click CROP TO SELECTION
Proceed to the FILE menu
Choose SAVE AS
Use the SELECT FILE TYPE to change the file format to JPG. JPGs are the only file format that will import into the PROFILE tab in Theatre Manager.
Click SAVE
A window will pop up that allows you to change the Image Quality. Quite simply:
High Quality = More KB and more storage space
Low Quality - Fewer KB and soemthing that is better for storage in databases or use in eblasts
Use the slider to adjust the image quality so that the final image is under 500KB.
Click SAVE

Household Patron Tab

This tab is used to view all members of the household.

Parts of the Household Patrons Tab

Patron #	Unique number used as reference for the patron.
First Name	First name of the patron.
Last Name	Last name of the patron.
Household #	Unique number used as reference for the household.
	Adds a new member to the household. For more information on adding a member to a household click here.
	Opens the patron contact card. For more information on the patron contact card click here.
	Deletes a member of the household.
	Changes the primary contact person for the household. The primary household person is recognized by the symbol.

Contact Info Tab

This tab is used to store multiple pieces of contact information for a patron.

Parts of the Contact Info Tab

Type	An image representing the type of contact information represented on this line.
Location	The location for the patron information. This is a customizable field. Click here to edit the options.
Phone/Email/Website	The detailed contact information.
	Opens the patron contact card. Click here to learn more about the contact card.
	Adds a piece of contact information to the patrons record. Each selection opens another flyout to select. When you make your selection, the patron's Contact Card opens to the field selected.
	Removes the highlighted piece of contact information from the patron record.
	Changes the highlighted information to the primary contact information for the patron. The primary information is recognized by the symbol.
	Send the personal web password via email to the selected patron

Patron Contact Card

Patron Details	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. Click here for more information.
Type	The type of patron record that is being entered. For information on how to edit this drop down field click here.
Salutation	Formal salutation for the patron. For information on how to edit this drop down field click here.
Name First	First name of the patron.
Name Init	Middle initial of the patron.
Name Last	Last name of the patron.
Suffix	Suffix for the patron if applicable. For information on how to edit this drop down field click here.
Company	Company the patron works for.
Title	Title within the company the patron works for.
Formal	The formal name of the Patron (including saluation) usually used for donation requests.
Greeting	Agreeting (or familiar name) for the Patron..
Patron	A Custom Identification Field. For more information on customizing this field in the code tables, click here.
Address Details	There can be as many locations within the address area as are needed. Location types can be customized to meet needs. Some address information 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. Click here for more information.
Location	Location of the patrons address. For information on how to edit this drop down field click here.
Address	Address of the location. There are two address lines available for more complex addresses.
City	The city or town for the address provided. To assist in quickly adding a patron, a default city can be displayed when adding new patrons.
Province/State	The province or state where the city is located. To assist in quickly adding a patron, a default province or state can be displayed when adding new patrons using the Data Edits Tab in Default Data. Click here for more information. The screen is able to display either "Province" or "State". The tab name "Province" or "State" may be renamed in the Appearance section of Setup, Default Data. Click here for more information.
Country	The country where the province or state is located. To assist in quickly adding a patron, a default country can be displayed when adding new patrons using the Data Edits Tab in Default Data. Click here for more information.
Postal Code/Zip Code	The Postal Code or Zip Code field records the patron's postal identification number. Postal codes format automatically to capital letters. Zip codes format automatically to add hyphens when 9 numbers are entered. Edit checks warn if numbers or letters are entered incorrectly. The screen is able to display either 'Postal Code' or 'Zip Code'. The tab name "Postal Code" or "Zip Code" may be renamed in the Appearance section of Setup, Default Data. Click here for more information.
	Links another address to the Patron Click here for information on Adding.
	Removes a location from the address area. Click here for more information.
	Allows you to perform operations on this address.
Contact Details	There can be as many lines of contact information within the contact area as are needed. Location types can be customized to meet needs.
Type	Type of contact information for the patron.
Location	Location of the contact. For information on how to edit this drop down field click here.
Contact	Contact information for the patron.
	Adds a new location to the address area. Click here for more information.
	Removes a location from the address area. Click here for more information.
	Performs an operation on the selected contact method. Click here for more information.

Link Another Address

Open the Patron Window.
Click here for information on opening the Patron Window.
Click the Address in the patron window.
Click the Contact Card button.

The contact card window will open.
Click the Add button in the lower left corner.

An address location drop down will appear. Select the new address location.
Enter the new address information.
Close the contact card to save the information ot the patron record.

The new address is now added to the contact card.

Remove Linked Address

Open the Patron Window.
Click here for information on opening the Patron Window.
Click the Address in the patron window.
Click the Contact Card button.

The contact card window will open.
Click the Remove button in the lower left corner.
Select the address to remove.

A warning message will appear.
Click the Yes button.

A confirmation message will appear.
Click the Delete button.

The contact information is now removed from the contact card.

Using the Operation Buttons

Using the Operations

buttons, you can specify that address and phone information may change at any time in the future. These can be a one-time change, or allow you to flip between summer and winter addresses, or any number of address changes throughout the year. With these buttons you can:

Schedule the removal of a phone, fax, email, website or address.
Schedule setting the primary phone, fax, email, website or address as a one-time occurance.
Schedule setting the primary phone, fax, email, website or address as a recurring item on a given day every year.

You use the operations buttons on the contact card you use to schedule changes.

The Address operations button also incorporates a previous buttons function for showing a map, the weather and copying it to the clipboard.

Schedule a Future Change

To schedule a change, you perform the following steps:

Click the Operations button beside the phone number, email addres or webpage you want to change.

The selection flyout opens.

Choose the operation you want to perform.

In this example, Schedule a future..., and the following flyout opens.

Choose Primary Phone Change and the Address or Contact Change window opens.

Make the appropriate changes and click the Save button.

Address Tab

This tab is used to store address information for a patron.

Parts of the Address Tab

Location	The location for the patron information. This is a customizable field. Click here to edit the options.
Addr-Line 1	Patrons street address or P.O. Box.
Addr-Line 2	Additional line for patron address details if needed.
Addr-City	City of the address.
Province	Province or state of the address.
Postal Code	Postal code or zip code of the address.
Country	Country of the address.
	Opens the patron contact card. Click here to learn more about the contact card.
	Clicking Add, opens a flyout to select the address type you want to add (Home, Others, Summer, Winter, Work). Making a selection, opens the Contact Card with the correct tab for that address added for data entry. Click here to learn more about the contact card.
	Removes an address from the patrons record.
	Changes the primary address for the patron. The primary address is recognized by the symbol.

Web Tab

The web tab is used to keep track of a patron's history of purchases over the internet.

Parts of the Web Tab

Total Web Sales	Total value of sales over the web.
Pages Accessed	Number of pages accessed by the patron.
First Login Date	The first time the patron logged into the website.
Last Login Date	The last time the patron logged into the website.

Patron Tab

This tab gives a brief overview of the patrons financial history with the company.

Parts of the Patron Tab

Patron Special Needs	A high priority note employees need to be aware of during sales. i.e. Patron requires wheelchair seating. This note appears in the orders window during purchasing.
Tax number	If this patron has a Tax Exempt number, you may enter it here. If entered, and you charge taxes on sales of any item, Theatre Manager will deduct the tax appropriately from the sale.
Default Sales Promo	An option to select a default sales promotion when this patron purchases tickets (if the sales promotion is available). If the Sales Promotion is not available, the default sales promotion on the performance will be used. If neither promotion is available, the default for the Sales Promotion window will be used. If none of these are available, the employee must manually select a Sales Promotion to use for the sale.
Remind Employee of Notes	When checked causes the patron window to open to the patron tab instead of the default marketing tab.
General Patron Notes	Notes about the individual patron.
Ticket Balance	Amount of money due from or to the patron. A red number means the patron owes the company, a blue number means the company owes the patron.
Total Tickets	Total amount of money spent on tickets by the patron.
Total Memberships	Total amount of money spent on membership items by the patron.
Last Ticket	Last year the patron purchased tickets.

Donor Tab

The donation tab provides a brief look at the donation history of a patron.

Parts of the Donor Tab

Publication Name	How the patron generally wishes to be recognized.
Giving Capacity	Expectation of the patrons giving range within a specific time frame.
Don't solicit by: Mail Phone Email	If flagged the patron does not wish to receive mail. This flag can be used to remove the patron from mail campaigns. If flagged the patron does not wishing to receive phone calls. This flag can be used to remove the patron from phone lists. If flagged, the patron does not want to recieve emails. This flag can be used to remove the patron from email lists.
Solicitor	Assigns a specific employee as solicitor for this patron.
Donor Tab #2	The Donor #2 can be edited in the code tables click here to learn more.
Moves Mgt Date	Use to track the date a patron reached a selected level within the moves management structure. The calendar button can be used to select a date.
	Donor level. Allows you to choose a donation selections level.
Last Match Co.	The company and individual who last matched the donors gift.
General Donor Notes	Any general notes about the donor that are not related to a specific donation.
Private	Restricts the view of the patron's donation info from general users of Theatre Manager. For more information on restricting access to donor information click here .

Stats Tab

This tab displays statistics on the donations the patron has made. If you are tracking planned giving, a list of assets owned by the patron can be displayed.

Click the new, edit or delete buttons under the asset list to edit various aspects of the assets, including the value and when it was valued. A total of all assets is displayed to the right at the bottom of the statistical information column.

A user must have access to the asset data in their employee permissions, otherwise this list is not displayed in the window. You can choose to have only key development staff members see this information.

For a description of how to change an employee's security to view the assets, click here.
For a description of how to change the Donor Assets Code Table, click here.

Media Tab

The Media Tab is used to keep track of patron's who are member's of the media and the marketing materials they could best but to use.

Parts of the Media Tab

Media Information
Media Type	Record the type of media that the patron works with. To select a media type, open the drop down list and click on the desired choice. The list of media type can be altered in the Media Types Code Table. Click here for more information.
Community	The area in which the media type spans. Television for example would span the entire city, so the user might put a city name in the community field, or the media could be a community paper and it only spans one or two communities, so the user would put the community name(s) in the field. The Community defaults to the City entered in the patron window.
Last Contact	Last time the media member was contacted.
Lead Time	Number of days (in advance) the media members need to be aware of an event in order to advertise it.
Priority	Rating media contacts for accurate distribution of limited advertising materials.
Notes	Relevant notes about the media contact.
Send Following	This is what the media member requires in order to properly advertise the event. Add a check mark by clicking in the box next to the required items.
Media Release	Does the Media Member require a Press Release?
Invitation	Does the Media Member receive an Invitation?
Poster	Does the Media Member receive a Poster to display?
PSA	Does the Media Member require a Public Service Announcement?
Photo Call	Does the Media Member receive Photo opportunities?
Media Kit	Does the Media Member receive a Media Kit?
Brochure	Does the Media Member receive a Brochure?
Calendar of Events	Does the Media Member receive a Calendar of the Theatre's Events?
Comp. Tickets	Does the Media Member receive Complimentary Tickets? By placing a check mark in the Comp Tickets box another field will appear alongside Comp. Tickets which allows room to define the number of tickets the media member is to receive. Enter the standard number of complimentary tickets for this contact. This is a security feature. When the media member calls to request their complimentary tickets, check this field to see how many tickets they are to receive. An entry in this field does not actually reserve complimentary tickets for the media patron.

Volunteer Tab

The Volunteer Tab is used to show which patrons are volunteering for an play. Click Here for more information on setting volunteers.

Parts of the Volunteer Tab

Status	Select the appropriate one of the following: Status-Active Status-Inactive Status-Unknown
Passport #	The Passport number of the individual
Equity #	The equity number of the individual
Height	The height of the individual
Weight	The weight of the individual
General Volunteer Notes	General notes about the volunteer
Last Activity	Displays the year the individual last volunteered
Total History	The number of times the individual has volunteered
Awarded Hours	Number of hours the volunteer has worked that have been awareded
Total Hours	The total number of hours the individual has worked as a volunteer

Credit Card Tab

This tab stores the patrons credit card history for records and auditing purposes. This tab is visible to an employee if they have been granted access under Employee Setup.

Parts of the Credit Card Tab

Type	Credit card type. e.i. Visa, Master Card, American Express.
Name on Card	Name printed on the credit card used for added security when processing the card.
Credit Card	The credit card number
Expiry Date	Date the card will expire.
Uses	Once a card has been used, a count of the number of times it is used is retained. This is the number of payments records with this credit card number on it.
	Adds a new credit card to the patrons file. Click here for more information on Adding New Credit Cards.
	Opens the credit card detail window for editing. Click here for more information on Editting a Credit Cards.
	Deletes a credit card from the patron file. Once credit cards without transaction history can be deleted from the patron record. Click here for more information on Deleting a Credit Card.
	Shred the selected credit card records if they exceed the minimum retention policy of # days. Theatre Manager can implement either Schedule "C" or "D" for the SAC. You can define a retention period for credit card information. Click here fro more information.
	Determines the state of the card and if it can be selected to process credit card transactions. Expired, lost or stolen cards can be set to an inactive state.

Add New Credit Card

Credit Cards can be used for a number of purposes., including thise designated by the patron. These can include 'Subscription Auto Renewal' or 'Keep Forever'. Once a card has been used, a count of the number of times it is used is retained. This is the number of payments records with this credit card number on it.

Open the Credit Card tab.
Click the New button.
The Credit Card detail window will appear.
Enter the credit card number.
Theatre Manager will determine the card type and populate the type into the Card Type field.
Enter the Expiry Date for the credit card.
Type the name from the card exactly how it appears.
This is an optional process all though it allows for stronger security when processing the card.
Enter any comments about the card as needed.
The Use Count will increase as the patron uses the card over and over.
Click the Save button.
Close the Credit Card detail window.
The card information now appears in the Credit Card tab.

Changing a Credit Card Number

Open the Credit Card tab.
The Credit Card tab is located on the Patron Window.
Select the Credit Card to be edited.
Click the Open button.
The Credit Card detail window will appear.
Make changes as needed.
Click the Save button.
Close the Credit Card detail window.
The card information has now been updated in the Credit Card tab.

Delete a Credit Card

Open the Credit Card tab.
The Credit Card tab is located on the Patron Window.
Select a credit card.
Select a credit card by single clicking on it.
Click the Delete button. One of two messages will appear:
The message below indicates the card has been used for previous transactions within Theatre Manger. For record and auditing purposes the card can not be removed from the patrons record.

This message indicates the card has no previous transactions history within Theatre Manger.It can deleted from the system.
Click the Delete button.
The credit card has now been removed from the patrons file.

Household Tab

This tab stores information related to all members of the household. Changes to this tab will effect all members of the household.

Parts of the Household Tab

Tax Exempt Certificate	When entered Theatre Manager will not charge taxes to the patron.
Household General Notes	Notes about the household. Notes entered in this field will be viable in the household tab of each household member. Notes changed in one record will effect all records.

Match Tab

The Match tab allows you to indicate that a particular patron record is that of a Matching Gift Company.

Parts of the Match Tab

Matching gift company	A checkmark indicates that this patron record is of a Matching Gift Company.
Match gift ratio	The ratio of the donor's gift that the company will match.
Minimum amount	The minimum threshold below which the company will not match (if applicable). This field is optional.
Maximum amount	The maximum threshold above which the company will not match (if applicable). This field is optional.

Account Tabs

Tickets Tab

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. Refer to Examining Purchases if the user cannot view patron tickets. For a description of the buttons on this window and the procedure to sell a ticket are described in Selling Tickets.

Parts of the Ticket Tab

Order #	The order number is a reference number for the order.
Play Code	A unique code used to define the event.
Performance Code	A code which describes which day the event took place on.
Section/Row/Seat	Section/Row/Seat provides the location of the Patron's seat.
Qty	The number of admissions the ticket allows. Theatre Manager allows "Group Tickets" for festival seating events.
Total Cost	Displays the amount paid for the ticket. The price includes markups, discounts, and taxes.
Pc	Pc pertains to the "Price Code" selected when the ticket was purchased.
Promotion	Displays the "Sales Promotion" used when the ticket was purchased.
Date Printed	Date the ticket was printed on.
Performance Date	The date the performance will take place.
Performance Time	Time the performance will take place.
Play Title	The name of the event the ticket was purchased to.
Used?	The status of the ticket can be marked as used if attendance is tracked within Theatre Manager.
	Clicking the Tickets button opens a popup that allows you to: Purchase New Tickets for the Patron, Click here for more information. Add new tickets to the selected order, Click here for more information. Exchange the selected tickets. Click here for more information. Change the selected tickets price or promotion. Click here for more information. Return the selected tickets to the box office for resale. Click here for more information. Pay for tickets in the first selected order. Click here for more information. Assign ticket as a gift too... - opens a sub menu. Click here for more information.
	Detail opens the ticket transaction. Click here for more information.
	Returns tickets back to a sales state and allows a refund or transfer of patrons funds to another form. For more information click here.
	Prints unprinted tickets. For more information click here.
	Unprints tickets that already have a printed date. For more information click here.
	Map to patrons address. For more information click here.
	Changes the tickets viable under the ticket tab of the patron window. Click here for more details.

Patron Ticket Purchases

The tickets a patron has purchased are displayed using the Tickets Tab in the Patron Account. Refer to the appropriate links for more in depth descriptions.

To Display Tickets

Select the Tickets Tab in the Patron record.

Theatre Manager will display a summary of all the non-archived tickets which fall under the parameters set using the two pull down menus on the bottom left of the tab.

Detailed Ticket Information

Double click on a line of ticket information

The ticket detail window opens and displays detailed ticket information. There are four tabs within the Ticket Detail Window. Depending on the type of ticket these tabs may or may not be available to view.

Ticket Detail Tab

Play Information
Play	The name of the play the ticket is for.
Venue	The name of the venue that the play is located in.
Code	The ticket code which includes the play code, performance code, performance date and performance time.
Seat	The seat that the ticket is for.
Order Information
Promotion	Promotion that this order was sold under.
Sold By	The name of the clerk that handled the order.
Quantity	The quantity that the ticket admits.
Price	The gross price of the ticket.
Discount	The amount of the discount received for the ticket.
Ticket Fee 1	The amount of the ticket fee that was included.
Ticket Fee 2	The amount of the ticket fee that was included.
Ticket Fee 3	The amount of the ticket fee that was included.
City Tax	The amount of tax that was charged.
State/PST Tax	The amount of tax that was charged.
Federal/GST Tax	The amount of tax that was charged.
Ticket Cost	The net ticket cost after all discounts, fees and taxes.
Auction Item	If this was an auction item, then the description of the item appears here.
Patron Information
Name	The name of the patron that purchased the ticket.
Attended Status	The status of the ticket as whether it was used for attendance yet.
Order #	The order number that this ticket was sold under.
Ticket #	The number of the ticket.
Tax Code	The tax code that was used.
Bought	The date that the ticket was purchased.
Journalized	The date that the ticket was entered in the general journal.
Printed	The date that the ticket was printed.
Print By	The last user that printed the ticket and the number of times that it was printed.

Transactions Tab

Seq #	The sequence number of the transaction.
Transaction Date	The date the transaction occurred.
Journal No	The journal number for the transaction.
Code	The code for the transaction type.
Transaction Desc	A description of the transaction.
Order #	The order number that the transaction was a part of.
Play Code	The play code that the transaction was a part of.
Performance Code	The performance code that the transaction was a part of.
Type	The type of ticket that was used.
Description of Entry	A description of what the transaction did.
Debit	The amount debited in conjunction with the transaction.
Credit	The amount credited in conjunction with the transaction.
User	The user who entered the transaction.
Qty	The quantity of items in conjunction with the transaction.
Total	The total amount for the transaction.
First Name	The first name of the patron that the transaction is attached to.
Last Name	The last name of the patron that the transaction is attached to.
Patron #	The patron number who the transaction is attached to.
Campaign	The campaign used if this was a donation.
Member Type	The membership type that used.
Promotion	The promotion that was used on the transaction.
Group
Merchant
Play Title	The title of the play that the transaction affected.
Play Code	The play code that the transaction was attached to.
Outlet Owner	The owner of the outlet that made transaction.
Outlet Other	The outlet that the transaction took place at.
GL #	The G/L number that the transaction affected.
Fee	The fees that were charged in conjunction with the transaction.

Order Notes Tab

Ticket Handling
Hold for Pickup / Taken	Denotes that patron will pick up ticket from the Box Office prior to performance.
Mail to Patron	Denotes that ticket should be mailed to patron.
Hold for Will Call	Denotes that the ticket will be picked up at Will Call prior to the performance.
Hold @ Door for Coupon	Denotes that ticket should be held. Patron needs to present a coupon in order to receive ticket.
Order Notes	Listing of any order notes entered by any user.

Donations Tab

A Donation would be any item given to an organization without intention of receiving a benefit. Most donors receive a tax receipt for their donation. Donations can be Inserted, Modified, or Deleted depending on the need. To learn more about Donation Features click here.

Parts of the Donation Tab

Status
Order #	The order number is a reference number for the order.
Prog Yr	Program Year.
Use	Use
Campaign Name	Name of the campaign.
Fiscal Year	Fiscal Year of the donation.
Donation Date	Date the donation was made.
Pledge Amount	The amount the patron pledged.
Actual Amount	The amount recieved to this date.
Giving Level	What level of giving the donation is at.
Balance	Outstanding balance of the pledged amount remaining.
Total Receipted	The amount of the donation that has been issued receipts.
Soft Credit	Soft Credits that have been applied to the donation.
Program Name	The name of the program.
	Add a new donation. For more information, click here.
	Opens the highlighted donation. For more information, click here.
	Deletes the highlighted donation. For more information, click here.
	Opens the Payment window for the highlighted donation. For more information, click here.
	Prints the highlighted donation. For more information, click here.
	Opens the Set Donation Name dialog for the highlighted donation. For more information, click here.
	The Donations search filter.

Relationships 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 effect the other patron in the relationship.

Parts of the Relationship Tab

Patron #	The patron number of the other patron in the relationship.
First Name	The first name of the other patron in the relationship.
Last Name	Last name of the other patron in the relationship.
Reason	A description of what this relationship is. The relationship can be viewed from both patrons and Theatre Manager automatically adjusts the terminology displayed in the column based on the code tables. For example: under patron one, the relationship may indicate that patron one is the 'child' of patron 2. On patron 2, it will indicate that patron 2 is the 'Parent' of patron 1 to help understand the relationship easier.
Donation Amount Pledged	The pledge amount of the other patron in the relationship. This information could be helpful to soliciting donations of the current patron.
Donation Amount Soft Credit	Value of Soft Credit the other patron has. This information could be helpful in soliciting donations of the current patron.
Donation Count	The number of donations the other patron has made
Hours	Number of hours the other patron has contributed through work or volunteering. This information could be helpful in filling in volunteer or work schedules.
Relationship Notes	The notes allow for an additional description of the relationship. This could be useful for describing relationships of people in partnerships or business.
Outlet	The outlet identification number.
	Adds a new relationship to the patrons record.
	Edits a current relationship.
	Removes a relationship from a patrons record.
	Opens the patron record for the other patron in the relationship.

Adding a Relationship

Open the Patron window.
For details on how to access the Patron window click here.
Click the Relationship tab.
Click the Add button.
The Patron Relationship window will open.
Click the Patron button.
The Contact List will open.
Search for the other patron in the relationship.
For more information on searching for patrons click here.
Click the Select button.
Choose a Relationship from the drop down. The drop-down is populated from the Patron Relationships Code Table. For more information about how to set those values, click here.
Enter any applicable notes.
Click the Save button.
Close the Patron Relationship window.
The new relationship now appears in the relationships tab.

Editing a Relationship

Open the Patron window.
For details on how to access the Patron window click here.
Click the Relationship tab.
Select the relationship to be edited.
Click the Edit button.
Edit the relationship information as needed.
Click the Save button.
Close the Patron Relationship window.
The new relationship now appears in the relationships tab.

Deleting a Relationship

Open the Patron window.
For details on how to access the Patron window click here.
Click the Relationship tab.
Click the Delete button.
A warning message will appear.
Click the Delete button.
The relationship is now deleted from both patrons records.

Event / Play Tab

The Event / Play tab is used to keep track of which events / plays a patron has shown interest in.

Parts of the Tab

Play #	The unique number used to distinguish between events / plays.
Year	The year the event / play is associated with.
Play Code	A unique code used to distinguish between events / plays.
Play Title	The title of the event / play.
Outlet-Owner	The outlet the created the event / play.
	Adds an event / play to the Plays tab. See below for more details.
	Shows the details of a selected event / play.
	Removes an events / plays from the Event / Plays tab.

Adding an Event / Play to a Patron

Open the Play tab.
Click the Add button.
The Play List window opens.
Click the Search button to view a list of all active events / plays.
Select the Event / Play to add to the Patron.
Highlight the event / play to add to the patron. Hold the control or apple key for multiple events / plays.
Click the Select button.
The events / plays have been added to the patrons record.

Deleting an Event / Play from a Patron

Open the Play tab.
Select the event / play to be removed.

Highlight the event / play to remove the patron from by single clicking it. Hold the control or apple key for multiple events / plays.

Click the Remove button.
The event / play has been removed.

Editing an Event / Play

Open the Play tab.
Highlight an event /play..
Single click on the event / play.
Click the Detail button.
This will open the Plays and Dates window for the highlighted event / play. Click here for more information.

Mail List 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.

Parts of the Mail List Tab

List #	This is the number that was assigned to the mail list when it was created.
Source	How the patron was added to the mail list.
Mail List Name	This column displays the names of the mail lists that the patron belongs to.
Mail List Description	This is a brief description of the nature of the mail list.
Date Added	This is the date that the patron was added to the corresponding mail list.
Date Updated	The date the mail list was last ran or updated.
Outlet-Owner	The outlet the mail list belongs to.
Mail List Active?	Displays the current active or inactive state of the mail list.
Web?	Shows the mail lists status on the web site.
Changed By	The last person to edit or update the mail list.
	Clicking this button allows the user to attach a patron to any mail list manually. For more information, Click here.
	Clicking this button opens the mail list criteria window. For more information on mail list criteria and how it can be edited click here.
	This button removes a patron from the selected mail list. For more information Click here.

Pass G.C. Tab

The Member Tab tracks data for memberships, gift certificates and/or event passes for a patron. For more information on memberships click here.

"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."

Parts of the Pass / G.C. Tab

Order	The unique number for this order.
Fiscal Year	Fiscal year the membership belongs to.
Member Type	The type of membership that was purchased. Membership types are setup in Code Tables. Click here for more information.
Date First Member	Date the membership has been valid since.
Control #	The control number for this membership used for redemption purposes.
Purchase $	The value of the membership at the time of purchase.
Issued Qty	Number of admissions the membership was valid for at the time of purchase.
Remain $	Remaining dollar value the membership can be redeemed for.
Remain Qty	Remaining admissions for the membership.
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.

Orders Tab

The order tab allows the user to view a summary of all previous purchases the patron has made.

For more information on Order management, click here.

Parts of the Orders Tab

Order	A unique number used to define the order.
Date	Date on which the order was made.
Tix Qty	Number of tickets in the order.
Tix Amount	Value of the tickets in the order.
Donation Amount	Value of the donations in the order.
Membership Amount	Value of the memberships in the order.
Fee Total	Value of the fees in the order.
Order Total	Combined total value of the donation.
Balance	Displays the amount the patron owes.
Final Date Due	Date which the outstanding balance on the order is due.
Outlet	The number representing the outlet responsible for the order.
	Opens a new order window. For more information, Click here.
	Opens the selected order. For more information, Click here.
	Opens the payment window. Click here for more information on Payments.
	After placing an order for a patron, an invoice for the order can be created and printed from the patron window. Click here for more information.
	Transfers the selected order to another patron including payments. Click here for more information.
	Opens a print dialog, to print the selected order.
	Opens the Transaction history record for the selected order. Click here for more information.
Include Closed Order(s)	This box should be checked to show orders which have received payment and been closed.

Order Tab - Transaction History

The Transaction History window is used to review transactions associated with a Patron. This window displays details of the transaction. These include the date the transaction was create or updated, journal numbers, transaction descriptions and a Theatre Manager code representing the type of transaction. Use the search drop down to specify the type of transactions to display. Uncheck the include boxes to limit the view of the transaction.

Parts of the Transaction History Window

	This function is not available in this window.
	Opens the Transaction Detail window for further detail about the transaction.
	This function is not available in this window.
	This function is not available in this window.
	Prints a copy of the information in the window.
	Exports the information in the window for importing into another program.
	Opens the Patron record of the patron associated with the transaction.
	Attempts to unpost the transaction where applicable. This function is not yet available
	Creates a reverse debit or credit for the transaction. This function is not yet available.
	Analyzes the TS transactions to verify that they are in balance.
	A drop down menu of the available search functions.
	Initiates a search based on the parameters in the To and From fields.
Include	The items checked will be included in the search. Uncheck an item to remove it from the search.
Seq. #	The sequence number of the transaction.
Trans. Date	The date of the transaction.
Journal No	The journal number of the transaction.
Code	The transaction code associated with the transaction.
Transaction Desc	A description of the transaction.
Order #	The order number the transaction was part of.
Play	The event the transaction is associated with.
Performance	The performance the transaction is associated with.
Description of Entry	An entry description.
Debit	The amount of the debit associated with the transaction.
Credit	The amount of the credit associated with the transaction.
User	The user who handled the transaction.
Qty	The quantity of items in the transaction.
Total	The total 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 associated with the transaction.
Patron #	The patron number associated with the transaction.
Campaign	The donation campaign associated with the transaction.
Description	A description of the donation campaign.
Promotion	The promotion that used with the transaction.
Group	The report group of the promotion.
Merchant	The merchant that was used to process the transaction.
Event Title	The event title associated with the transaction.
Event Code	The event code associated with the transaction.
GL #	The general ledger number associated with the transaction.
Fee	The fee associated with the transaction.

Payments Tab

The payment tab allows the user to view a summary of all payments the patron has made toward previous purchases.

Parts of the Payments Tab

Payment Order #	The number given to the payment to tie it to the order.
Date Received	Date the payment was received.
Recd By	Employee who took the payment.
Srce	Represents the payment source.
Payment Method	Method received for payment.
Total Paid	Value of the payment.
Deposit	Deposit number for this payment.
Date Printed	Date the receipt for this payment was printed.
Seq #	Merchant Account number applicable to credit cards processed through Theatre Manager.
Merchant	Name of the merchant account used to process the payment.
Outlet-Owner	Outlet responsible for collecting the payment.
	Opens the Payment Data window for the selected payment. For more information Click here.
	Voids the selected payments. Click here for more information on voiding payments.
	Deletes the selected payments. Click here for more information on deleting payments.
	Allows printing a receipt for the payment if a receipt ticket face has been assigned in the Company Preferences. Click here for more information.
	Unprints the receipt for the payment.
	Allows a transfer of a payment. Click here for more information.
Include Payments for closed Order(s)	This box should be selected to show orders which have received payment and been closed.

Payment Data Window

The Payment Data window opens when you select a record in the payment window and click the

Transaction Tab

Click the Open button, to open the Transaction Detail window.

The Transaction Detail displays all information pertaining to a specific transaction. To view the detail of a particular transaction, select the transaction tab on a Patron's record and double click on the transaction. For more information on accessing the Patron Transaction tab, click here.

in order to make a correction to transactions the user MUST have a Master Users status in Theatre Manager.

The same transaction history list can be accesses from many places in Theatre Manager such as the End of Day wizard, Plays & Dates, GL Entry Window, etc. The contents of the transaction list varies depending on the route used to access it.

Letter 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. For more information on letters click here.

Parts of the Letters Tab

Status	This column displays the printed status of the letter, whether it is done or not.
Type	This column displays the type of the letter, if it was a single letter or was it a merged letter.
Priority	Displays the priority level of the letter. This can be used to help asses printing needs.
Requested by	The user who added the letter to the patron.
Note	This column displays notes associated with the letter.
Records/File Connected to Correspondence	It is very important to pay attention to this field when printing a form letter from the Letters Tab. This field displays the items the Theatre Manager currently has in memory... Donor Data, Member Data, Personnel Data, etc. To print a form letter from the letters tab, ensure Theatre Manager has the correct information in memory to print the letter. For example, To print a donation letter from the letters tab, the Items Connected should list donation information about the donation that is being merged. If it does not, load that information into memory. To load a file into memory before printing it, consult a support technician to do so. Click here for more information.
Date Begin	Date the letter was added to the patrons record.
Date End	The last date the letter was updated.
Date Printed	The date which the letter was printed.
	A letter can be added to a patron record using this button. A letter added this way will only draw on the patrons contact information. For more information on creating letters click here.
	Opens the letter selected in the patrons record. Click here for more information.
	Opens the merged form letter with any attached documents. Click here for more information.
	Deletes the selected letter.Click here for more information.
	Limits the letters viewed in the letters tab. Once an option other then All Letters is selected a search field will appear to the right of the field. Search criteria can be entered and the Search button clicked to refresh the list.

Patron Notes - Adding Patron Notes

All patron notes will have a printed date assigned to it immediately after the note has been created.

To add a patron note, you perform the following steps:

Find the patron you wish to add a note to
Click Here to learn how to find a patron.
Click on the Letters Tab
This will open the Patron Letters Window.
Click the Add Note Button
This will open the Patron Notes Window.
Select the note type
You can have titles for different notes. The type of note can be set in Code Tables. Click Here to learn how.
Select the period to which the note applies
Select the security level of the note
If the note is personal or deals with private information you can set the security level so only selected employees may view it. Click Here to learn about security levels.
Enter the note content
Click OK once all the note information has been entered
You will return to the Patron Letters Window. The note will now be displayed in the table.

Deleting a Note

To delete a patron note, you perform the following steps:

Find the note you wish to delete
Click Here to learn how to find a note.
Select the note(s) you wish to delete
Do this by single clicking the note(s).
Click the Delete Button on the toolbar
The following confirmation window will appear
Click Yes to confirm the deletion
Click No to cancel the deletion

Note: You can also right click on the note you wish to delete and select delete from the pop - up menu instead of clicking the delete button.

Patron Notes - Editing an Existing Note

To edit a patron note, you perform the following steps:

Find the note you wish to edit
Click Here to learn how to find notes.
Once you have found the note double click it
The Patron Notes Window will open displaying the note information.
Make the changes to the note
Click OK
You will return to the Patron Letters Window. In the Date Printed column (you may need to expand the window to view this column) you will see the last time the note was updated.

Patron Notes - Finding an Existing Note

Since notes are specific to a patron you must first find the patron to which the is note attatched.

Find the patron you wish to add a note to
Click Here to learn how to find a patron
Click on the Letters Tab
This will open the Patron Letters Window

There are limited entries sort the list by type to separate the letters from the notes. If there are many entries you will need to use the search parameters.
Select the field you which to search by
You have the following choices
Enter the search information into the From and To fields
Click Search
All the results maching your parameters will be returned. You can now view the note contents by double clicking it.

Season Tab

This tab keeps track of a patron's season subscription package information. Refer to Seasons Subscriptions to learn how to book a subscription.

Parts of the Season Subscription Tab

Ref.#	This column displays the reference number that was assigned to the patron's favorite seats. This number can be used for internal tracking purposes.
Year	This column displays the year the that season subscription was purchased.
Season Package	This column displays the season subscription that was sold to the patron.
Series	This column displays which series the patron has booked their season subscription for. The picture above shows that the patron has booked his subscription for the first Saturday performance for each show.
Printed	This column displays the date that the patron's season tickets were printed.
Renewed	This column displays the date that the patron's season subscription package was renewed.

Task Tab

Under Construction Notes to come soon!

Patron Management - Transaction Tab

The Transaction Tab shows all the transactions that have occurred for the patron.

Parts of the Transaction Tab

Seq#	A unique number used to track the transaction
Trans Date	Date and time the transaction took place.
Journal No	A unique journal number for tracking the transaction line.
Code	The transaction code used to describe the type of transaction.
Transaction Desc	Description of the transaction.
Order #	The order number for the transaction. This number can be used to track the transaction by order.
Play Code	Play code is only displayed if the transaction effects and event.
Performance Code	Performance code is only displayed if the transaction effects a performance.
Type	The type of transaction.
Description of Entry	Detail on the the purpose of the transaction.
	Can be used to manually enter a transaction.
	Opens the detail window of the transaction.
	Deletes the selected transaction.
	Used to search for specific transactions.

Searching Transactions

Open the Transaction tab.
The Transaction tab is located on the Patron Window.
Select a search field from the menu.
Fill the To and From fields with the parameters to search.
Click the Search button.
The results of the search will be displayed in the table.

Statistic Tab

Clicking the Statistic tab on the Patron Window will open the Patron Statistic window.

Parts of the Statistic tab

Year	The fiscal year range the statistic belongs to.
# Tix	The number of ticket bought within the fiscal year.
# Member	The number of membership items bought within the fiscal year.
# Donation	The number of donations made within the fiscal year.
# Fee	The number of times a fee paid within the fiscal year.
Regular	The dollars spent purchasing tickets using standard ticket sales procedure.
Subscription	Dollars spent on Subscription ticket sales based on show setup.
Other Type1	Dollars spent on Other Type 1 ticket sales based on show setup.
Other Type 2	Dollars spent on Other Type 2 ticket sales based on show setup.
Other Type3	Dollars spent on Other Type 3 ticket sales based on show setup.
Donation Total Actual	The dollars spent by the patron on donations.
Pass Value	The dollars spent by the patron on the purchase of passes, memberships, Gift certificates or other items.
Fee Total	The dollars collected from the patron for fees on ticket orders.
Outlet	The Outlet control number.
Outlet-Owner	The Outlet reporting the transactions.
Fiscal Year	The year based on account setup within Company Preferences. Click here for more information.

Cart Tab

The shopping cart tab on the patron window lists all of the internet shopping experiences that a patron has had. You can look at the cart status to see if they checked out the cart. You can also open up the details about the shopping cart. If the cart is active and the patron calls you for assistance, it is also possible to take over the shopping cart on their behalf and check them out.

Parts of the Web Cart Tab

Cart #	A unique number representing the patrons web shopping cart.
Patron #	The Patron identification number.
First Name	Patrons first name.
Last Name	Patrons last name.
Company	The name of the company the patron belongs to.
Status	The status of the shopping cart.
Cart Value	Total value of the patrons cart.
Tix Qty	Number of tickets the in the cart.
Pass Qty	The number of passes in the cart.
Donation Qty	Number of donations in the cart.
Checkout Date	The date the patron paid for the iteams in the cart.
	Not available - only web listener can create shopping carts.
	Opens an existing shopping cart so that you can view the web logs, contents and possible 'check out' an active cart on behalf of a patron.
	Deletes a shopping cart for the patron.

Giving Tab

This tab is used to view the Donation Giving History for the Patron. For more information on Donation Giving Levels, click here.

Parts of the Giving Tab

Combined Pledge	Total value of pledges within this level of giving.
Number Gifts	Number of donations made to reach the Giving Level.
Includes Matching	To reach the level did the matrix include matching gift totals.
Combined Giving Amount Matching Gift	Total value of matching gifts contributing to the patron reaching this level of giving.
Combined Giving Amount Soft Credits	Total value of soft credits contributing to the patron reaching this level of giving.
Giving Level	The level in the giving matrix the patron reached.
Giving Level Matrix	The name of the matrix the giving capacity is assigned to.
Outlet-Owner	Outlet the giving matrix belongs to.

Adding a Patron to a Giving Level

Click the Reports button.
The Report window will open. Select Donation Reports & Receipts in the left column. On the right hand column, choose between:

Donor Program Insert - Giving Level

Donor Program Insert - Giving Level with $$$ Totals
Click the Print button.
The criteria window will open. Enter the criteria as needed.
Click the Insert Summary Options tab.
Select the Add Soft Credits check box, choose the appropriate option for the giving level breakdown and select the matrix to run the report for. Check the box next to Create Donor Summary While Calculating the Combined Giving Level. This will populate the information into the Giving tab.
Click the Done button.
The report will generate to screen or the designated print location. Once complete the giving details will appear in the Patron Record.

Adding a New Patron

Patrons can be 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, a family in a home. The word household can be customized under the Appearance tab in Company Preferences.

When inserting a patron, Theatre Manager creates a unique number for each new record that is entered. This number is the patron number. Patron numbers cannot be reused if a patron is deleted or merged. The amount of information that is to be entered upon initial patron insertion is determined by the user. Using the Mandatory Data Tab found under the menu System Preferences, the user is able to set mandatory fields for patron insertion. This means that the user decides which patron fields must be entered before the new patron record can be saved. In other words, if fields have been made mandatory, then Theatre Manager will not save a new record if one or more of the mandatory fields are not filled in.

There are two different ways to insert a patron. The first is via the Contact List and the second is the Patron Window.

Quick reference information for Adding a New Patron

Cheatsheet

Video

To add a new patron, you perform the following steps:

Click the Patron button on the main Theatre Manager toolbar / ribbon bar.
The Contacts For Window will open.
Click the New button.
The New Household Insert window will open.
Enter mandatory patron fields.

The patron's basic information should be filled in. For more information on setting mandatory fields click here. All mandatory fields must be filled in or Theatre Manager will display a message in red at the bottom of the window describing which fields must be completed before the patron can be saved.
Click the Save button.
The patron record is saved in the database and a patron window will open for the new patron. The new patron has now been added to the database. They will now appear on the Contacts List window.

Inserting a New Household from the Patron Window

In the patron window click the New button.
The New Household (Inserting) window will open.
Enter mandatory patron fields.
The Patron's basic information should be filled in. For more information on setting mandatory fields Click here. All mandatory fields must be filled in or Theatre Manager will display a message in red at the bottom of the window describing which fields must be completed before the patron can be saved.
Click the Save button.
The patron record is saved in the database and a patron window will open for the new patron.

Inserting a New Household Member from the Patron Window

Use the Contact List to locate a member of the existing household.
Click here for more information on the Contact List.
Single click on the existing member of the household and click the Open button.

The patron window for the selected patron will open.
Click the New Household Patron button.
The Patron Contact Card (inserting) window will open.
Enter the mandatory patron fields.
For more information on setting mandatory fields Click here. Each patron must have one address and one piece of contact information. Deselect the addresses or contacts that are not connected to the patron. This can be done by clicking once on the check box. The check mark will disappear. All mandatory fields must be filled in or Theatre Manager will display a message in red at the bottom of the window describing which fields must be completed before the patron can be saved.
Click the Next button.

The contact card for the new patron will open. Details such as marketing information, donor history and patron details can be added to the record.
Click the Close Window button.

The new patron record is now saved in the database. The patron now appears in the household.

Contact List Window

The Contact List can be used to produce a listing of patrons in the database. This list can also be narrowed to only patrons on a specific grouping by using select criteria.

Contact List Buttons

	Inserts a new Patron. Click here to learn more about inserting new patrons.
	Opens the Patron window for the selected patron.
	Creates a duplicate record of the patron. Click here for more information on duplicating patrons.
	Deletes the patron. Click here for more information on deleting patrons.
	Prints a report the of the patrons in the contact list to screen or default print location.
	Exports the data from the contact list into a tab delimited format and saves it to a selected location.
	Opens the Orders window for the selected patron in the contact list. Click here for more information on purchasing tickets.
	Opens the Contact Card for the selected patron in the contact list. Click here for more information on the Contact Card.
	Opens the volunteer history for the selected patron. Click here for more information.
	Use this to manage the employee logon information for this patron.Click here for more information on adding employees.
	Assigns a donor solicitor to the patron record. Click herefor more information.
	Searches the contact list for duplicate patrons. Click here for more information on duplicate records.
	Merges two or more selected patrons from the contact list.
	Use address information to copy to clipboard or show in a browser, dhows a map of the patron's address or the weather at the patron address.Click here for more information.
	Displays a list of scheduled address or contact listing changes. Click here for more information on how to scheduled contact changes.

Contact List Search

Search options require parameters to search within. The most common search parameter is From To. This option allows for a start and end range to be entered for the search. It can limit down the list quickly and can be as specific as needed. The second most common search parameter is Like. Like returns results containing the value entered for the search.

Patron #	A patron number starting from one number to another. If the exact number is know this can be entered in both fields. The patron assigned that number will appear as the result.
Name/Company	Enter a part of the patrons first name, last name or company. All three fields in the database will be searched for a record containing like information. i.e. Ab returns Blaine Abel, Julie Abel and Lauren MacIntosh of ABC Book Store.
First Name	The first letter, part of or a complete first name. The more entered the more accurate the results will be.
Last Name	The first letter, part of or all of the patrons last name. The more entered the more accurate the result. This field only searches the last name field within the database.
Phone/Email/Website	Part or all of a telephone, fax number, email address or website. Spaces, dashes and brackets are not needed when entering phone or fax numbers. They will be automatically formatted.
Balance-Tickets	A balance owed to or by a patron within a ticket purchase. A minus in front of an entered number will result in money owed to the patron.
Credit Card	Part or all of a credit card number.
Addr-Line 1	A number, street or full address to be searched by that would have been entered in the first address field provided.
Addr-Line 2	A number, street or full address to be searched by that would have been entered in the second address field provided.
Addr-City	First letter, part or all of a city name. The more entered the more accurate the results.
Province/State	First letter, part or all of the province or state. The more entered the more accurate the result.
Postal Code/Zip Code	Part or all of the postal code or zip code. The more entered the more accurate the result.
Balance-Donation	A balance owed to or by the patron with a donation contribution. A minus in front of an entered number will result in money owed to the patron.
Date Entered	Enter a date range to view patrons entered into the system within that range.
Date Updated	Enter a date range to view patrons with updated records within that range.
Marketing #1	A customizable numeric range to search by.
Marketing #2	A customizable numeric range to search by.
Marketing #3	A customizable character range to search by.
Marketing #4	A customizable character range to search by.
Mktg #6 (Pop-Up)	Search from one of the options listed in the marketing pop-up. Marketing #6 is a customized field. For more information click here.
Mktg #7 (Pop-Up)	Search from one of the options listed in the marketing pop-up. Marketing #7 is a customized field. For more information click here.
Mktg #8 (Pop-Up)	Search from one of the options listed in the marketing pop-up. Marketing #8 is a customized field. For more information click here.
Match Gift Company	Search for company's who are or are not flagged as matching gift givers. Matching gift company's are designated under the Donor tab. This search is either 'Yes' to indicate the list will contain records that are flagged as Matching Gift Companies, or 'No' to indicate that the list will contain records that are NOT flagged as Matching Gift Companies. For more information click here.
Patron Donor Giving Capacity	Select a giving level. The donor tab of the database will be searched for matching patrons. Giving capacity is assigned under the Donor tab. For more information click here.
Control Number	Numeric field to search by control number. Control numbers are associated with items purchased under the Membership tab. For more information click here.
Member Card Number	Numeric field to search by member card number.
Ticket Number	A number field to search by ticket number. Each ticket has it's own unique number as a reference. The patron displayed with have purchased the ticket with the number entered.
Balance	A numeric range to search by a balance owed to or by the patron. A minus in front of an entered number will result in money owed to the patron.

Contact List Columns

	Indicates a patron who is the head of a household. Other items in this list indicate that the patron is an Employee, or has Scheduled Contact Information changes.
Patron #	A unique number representing the patrons account.
First Name	First name of the patron.
Last Name	Last name of the patron.
Company	Company the patron works for.
Primary Phone	Phone number designated as the primary contact number.
Balance	Outstanding balance in the patrons account.
Addr-Line 1	First address line.
Addr-Line 2	Secondary address line.

Adding Campaign Solicitors to Patrons belonging to a List

Click the Patron icon.
The Contact List window will open.
Search for the Patrons to add solicitors to.
To learn more about searching for patrons click here.
Select the Patrons to add a solicitor to.
You may wish to add a certain solicitor to some patrons and a different solicitor to others. Select the patrons for the first solicitor and repeat for the second group as needed.
Click the Solicitor button.
An empty employee list will appear.
Click the Search button.
Click on the Employee to select as solicitor and click the Select button.
A confirmation message will appear.
Click the Yes button.
This solicitor is now assigned to the previously selected patrons. A solicitor can not be assigned to other patrons.

Patron Management - Get Patron Information

The Get Patron Info button in the Contact List menu performs three functions:

Copy patron name and address to the clipboard.
Show map of patron address using MapQuest. Click here for more information.
Show weather at patron address using Weather Underground. Click here for more information.

Copy Patron Name and Address to the Clipboard

Making this selection copies the details of the curent patron to the clipboard. The information can then be pasted into a word processor or worksheet application by using the Edit >> Paste menu.

The ticket list is copied in a tab delimited format. It can then be pasted into a Worksheet (e.g. Microsoft Excel) with the ticketing information being placed into their individual cells. It can also be copied and pasted into other applications (e.g. Microsoft Word)

Address

Mr. Jake Belleville
Vice President
Barnes Management
1362 Main St NW
Calgary Alberta T5W 0Z2

Address and Phone

Mr. Jake Belleville
Vice President
Barnes Management
1362 Main St NW
Calgary Alberta T5W 0Z2

H: (403) 264-0466
W: (403) 245-9877
F: (403) 245-6389

Alternate Address

Mr. Jake Belleville
23 Orange Blvd.
Sarastoa Florida 34237
USA From :JAN To :FEB

alt H: (941) 453-5673
alt F: (941) 453-4352

Ticket List

Mr. Jake Belleville

Order Play Performance Sect/Row/Seat Qty Price Price Code Promotion Title
119 01-002 1-SUN Festival Seating 1 10.70 A Regular RAINMAKER
119 01-002 1-SUN Festival Seating 1 10.70 A Regular RAINMAKER
120 01-02 1-THUR Bal Centre/AA/07 1 8.03 B Regular ROLLING STONES CONCERT
120 01-02 1-THUR Bal Centre/AA/08 1 8.03 B Regular ROLLING STONES CONCERT
118 01-D2 1-FRI 2/26/1 1 21.40 A Regular YOU SAY TOMATO
118 01-D2 1-FRI 2/26/2 1 21.40 A Regular YOU SAY TOMATO

Google Maps from a list of patrons

You can use Google Maps to locate either a single address, or a group of addresses from any patron contact list. This means from the Patron Contact List, the WHO's IN tab of a Mail List of Patrons, an Attendance list on an Event setup or anywhere you can generate a listing of patrons.

This can be particularly helpful if you wish to see a graphic representation of where your subscribers or donors live.

To generate a map from the Contact List:

Go to the patron list window
Search for some patrons
Select some patron(s)
Right click on the selected list of patrons, and choose Google Map

Your default browser will open up, and take you to Google Maps, and plot the patrons from your contact list on the map.

Map to Patron's Address

The Map of Patron Address function will send the patron's address to the Mapquest Website and open the default web browser with a map of the patron's address. This function will only work if there is an internet connection.

Patron Management - Weather

This option will display the weather in the current patron's city. This option can only be used if the computer has an internet connection. The site used for this function is http://www.wunderground.com/.

Recent Patrons

The Recent Patron List option, which can be selected from the Patron Sales menu, displays the list of the last ten patrons the user has viewed. The hotkeys <CTRL> + number (Windows) or <OPTION> + number (Mac) can also be used to display the patrons as seen below. When a patron is selected the Patron Window will open displaying their information.

For quick reference on adding a patron, see the Add a New Patron

Editing Patron Information

Find the patron to be edited.
Click here to learn how to find patrons.
Click on the patrons name in the top left corner of the window.
The patron contact card will open.

For information on the Patron Contact Card click here.
Add and or change the contact information as needed.
Close the Contact Card window.

The changes made to the patron have been saved.

Merging Patron Information

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. For example, if tickets have been sold to each of the duplicate patrons, the merged patron will have all the ticket purchases. As well, donation, personnel, media, and membership information are similarly combined.

Finding Duplicate Records

Click the Patron button.
The Contact List will open.
Enter the search criteria to locate the duplicate patrons.

Click here to learn more about searching for patrons using the Contact List.
Click the Search button.

A list of the patrons matching the search criteria will be displayed.
Once you have found two or more patrons you wish to merge condense the list.

This can be done by limiting your search criteria.

That is, enter the full last name of the patrons you are looking for.

Merging the Patrons

Highlight the two patron records you want to merge.

This can be done by clicking the first record and hold the <CTRL> key (Windows) or the <OPTION> key (Mac) while clicking on the second record.
Click the Merge button.
A flyout asks you to choose if the merge is into a single patron or a common household. Make your seleciton.

The merge window opens.

Highlight the patron to merge the files into by clicking on it.

This is the destination patron. In the window shown above, all information from patron number 54 will transfer to patron number 18. The destination patron ( Patron # 18 ) will keep all current personal information. Patron 54 however, will no longer exist. Clicking cancel will prevent the merge from occurring.
Click the Merge button.
The following message will appear.
Click the Merge button to finalize the merge.
The records are now merged.

Splitting a Patron from a Household

Open the patron record for the patron you wish to split.
Click here for more information on searching for a patron.
Right-click on the patron's name in the household members list.
Click Split patron into new household.
Click the Yes button on the warning pop-up window.

Deleting Patrons

A patron can only be deleted if there is there is no Financial History associated with the record. Employee access to deleting records can be controlled when employees are created in Theatre Manager. Refer to the section Employee Access.

A patron who has financial transactions of any kind associated with their record cannot be deleted.

Find the patron to be deleted in the contact list.
Click here to learn how to find patrons.
Single click on the patron to be deleted in order to select them.
Click the Delete button on the Contact List window toolbar / ribbon bar.
If the patron record contains financial history several diifferent messages, similar to the one below, will appear.

If the patron record does not contain financial history a confirmation window will appear.
Click the Delete button.

When the deletion has been successfully completed the patron record and patron number will be removed. That 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. The patron record has now been deleted.

Patron Management

Find a Patron using the Patron List

Finding a Patron using Quick Find

Patron Management - Volunteer Tab

Volunteer Tab

Parts of the Volunteer Tab

Finding Duplicate Patrons and Merging Them

Find Duplicate/Merge Process

Search the database or the List

Select Fields to Match

Indicate if You Want to Merge (or Not)

Review the Process

The Patron Window

Patron Window Buttons

Patron Data

Patron Window Tabs

Patron Detail and Account Tabs

Detail and Account Tabs

Patron Detail Tabs

Patron Account Tabs

Detail Tabs

Marketing Tab

Personalized Marketing Fields

Patron Contact Flags

Uses for custom Marketing Fields

Marketing Ideas

Marketing to the Customer

Determining When the Customer will Buy

Profile Tab

Parts of the Profile Tab

Resizing images to fit into Theatre Manager

Using Image Converters

GIMP (GNU Image Manipulation Program)

Household Patron Tab

Parts of the Household Patrons Tab

Contact Info Tab

Parts of the Contact Info Tab

Patron Contact Card

Patron Details

Address Details

Contact Details

Link Another Address

Remove Linked Address

Using the Operation Buttons

Schedule a Future Change

Address Tab

Parts of the Address Tab

Web Tab

Parts of the Web Tab

Patron Tab

Parts of the Patron Tab

Donor Tab

Parts of the Donor Tab

Stats Tab

Media Tab

Parts of the Media Tab

Media Information

Send Following

Volunteer Tab

Parts of the Volunteer Tab

Credit Card Tab

Parts of the Credit Card Tab

Add New Credit Card

Changing a Credit Card Number

Delete a Credit Card

Household Tab

Parts of the Household Tab

Match Tab

Parts of the Match Tab

Account Tabs

Tickets Tab

Parts of the Ticket Tab

Patron Ticket Purchases

To Display Tickets

Detailed Ticket Information

Ticket Detail Tab

Play Information

Order Information

Patron Information

Transactions Tab