Printing Renewal Notices

Printing renewal notices is done at the end or beginning of each season to remind patrons that it is time to renew their package subscription.

  1. Click on the Patron Sales menu from the main menu bar.
  2. Go to Season Reservations >> Print Renewal Notices.

    This will open the Season Ticket Renewal Notice Criteria window.

For more information on the Season Ticket Renewal Notice Criteria window, click here. For more information on printing renewal notices, click here.

Customized Renewal Notices

In Theatre Manager, you can customize your Season Renewal Notice to print it in a different format than the standard notice. For more information on printing the standard notice, click here.

Customized renewal notices contain the same information as the standard notice, however you can customize your form by moving the data around on the page, or you can delete the fields you do not want to appear. Printing your customized renewal notice is done through the reports menu.

  1. Open the Reports module, and select the Season Subscription and Subscription Packages category.
  2. Highlight (single click) the Season Ticket Renewal Notice report.

  3. Click the Customize button.

    The Customizing Custom Season Ticket Renewal Notice window opens.

  4. Make your edits.

    5. Margins Edit the vertical margins in each section by raising and lowering the gray bars in between the sections.

    Edit the left margin by placing your cursor at the far left of the page, and clicking and dragging the start of the page left or right.

    Edit the page margins by clicking on the Properties icon.

    Changing the top margin lowers the print on the page as shown.

    Graphics Boxes, circles, rounded boxes or new text blocks can be added and edited using the toolbox in the lower left corner. You add shapes and lines by clicking on the appropriate tool in the toolbox in the lower left corner, then drawing the item within the customized notice.
    Text Existing text is edited by double clicking on the text box within the custom notice and editing it within the box. Close the box, by clicking anywhere off the box. You can also edit the contents of existing text blocks within each section, or add text blocks. You can remove fields from the notice entirely if you choose not to use them.

    To add a new text box:

    1. Click on the ABC icon in the lower left toolbox.
    2. Draw a box on the renewal notice in the location you want the new text box.
    3. A new menu appears on the left to choose the font and point size. Select the font and size you wish to use.
    4. Double click on the box you drew.
    5. Enter the text you want to appear in the box.
    6. Use the formatting tools in the text box to bold, italicize, underline or change the font color.
    7. Click anywhere outside the box to close the editing window.
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  5. Name your customized Renewal Notice at the top, and give it a description.

  6. Click the Save button.

    7. Once you have saved your Customized Renewal Notice, you can access it either through the Reports menu:

    or through the Patron window on the Season tab , under the Print Notice button.

For more information on printing renewal notices, click here.

Print Notices from the Manage Favorite Seats Window

Notices can be printed directly from the Manage Favorite Seats window.
  1. To start, click the Subscription button in the Theatre Manager ribbon bar.

    The Manage Favorite Seats window opens.

     

  2. Highlight the patron you wish to print the notices for. Then click the Renewal Notice button.

    The Season Ticket Renewal Notice Criteria window opens.

  3. Choose the Options you want to print. Then click the Next button.

    The Displayed Fields tab of the Criteria window opens. To reprint notices previously printed, use the reprint option.

  4. Select the fields you want to have printed on the renewal notices, then click the Next button.

    The Taxes & Ticket Fees tab of the Criteria window opens.

  5. Make the appropriate selections, then click the Next button.

    The Comments tab of the Criteria window opens.

  6. Edit the comment fields on the notice, and click the Next button.

    The Search tab of the Criteria window opens.

  7. Select any specifics, or you can click the New button to add additional criteria.

    Click here for more information on the Add/Edit Parameter window.

    When you are finished with this tab, click the Next button.

    The Sort tab of the Critera window opens.

  8. Make the appropriate selections, then click the Next button.

    The Title tab of the Critera window opens.

  9. You can enter a a new title and description and click the Done button.

  10. Click the Proceed button to see a preview of the completed notices.

    The Print button will print the notices without previewing them. To make changes before previewing the notices, simply close the Renewal Notices Data window.

    Click here for information on the Finished Report window.

    You can now print the documents to a printer, or pdf (for emailing).

Printing Renewal Notices From the Detail Window

To print renewal notices from the Detail window, you perform the following steps:
  1. Click Patron Sales >> Season Reservations >> Setup Season Packages.

    The Season Package List window opens.

    Click here for more information on the Season Package List window.
  2. Single click on the desired season package to select it.
  3. Click the Open button at the top of the window.

    The Season Package Detail window opens. Click here for more information on the Season Package Detail window.

  4. Click the Print Renewal button.

    5. The Season ticket Renwal Notice Criteria window opens.

  5. Choose the Options you want to print. Then click the Next button.

    The Displayed Fields tab of the Criteria window opens. To reprint notices previously printed, use the reprint option.

  6. Select the fields you want to have printed on the renewal notices, then click the Next button.

    The Taxes & Ticket Fees tab of the Criteria window opens.

  7. Make the appropriate selections, then click the Next button.

    The Comments tab of the Criteria window opens.

  8. Edit the comment fields on the notice, and click the Next button.

    The Search tab of the Criteria window opens.

  9. Select any specifics, or you can click the New button to add additional criteria.

    Click here for more information on the Add/Edit Parameter window.

    When you are finished with this tab, click the Next button.

    The Sort tab of the Critera window opens.

  10. Make the appropriate selections, then click the Next button.

    The Title tab of the Critera window opens.

  11. You can enter a a new title and description and click the Done button.

  12. Click the Proceed button to see a preview of the completed notices.

    The Print button will print the notices without previewing them. To make changes before previewing the notices, simply close the Renewal Notices Data window.

    Click here for information on the Finished Report window.

    You can now print the documents to a printer, or pdf (for emailing).

Printing Season Subscription Renewal Notices

Printing renewal notices usually happens each season to notify patrons that it is time to renew their subscription to a season package.

  1. On the main menu bar, click on Patron Sales >> Season Subsrciptions >> Print Renewal Notices.

    The Season Ticket Renewal Notice Criteria window opens.

    Click here for more information on the Renewal Notice Criteria window.

  2. Choose the Season Package(s) you want to print the notices for. Then click the Next button.

    The Displayed Fields tab of the Criteria window opens. To reprint notices previously printed, use the reprint option.

  3. Select the fields you want to have printed on the renewal notices, then click the Next button.

    The Taxes & Ticket Fees tab of the Criteria window opens.

  4. Make the appropriate selections, then click the Next button.

    The Comments tab of the Criteria window opens.

  5. Edit the comment fields on the notice, and click the Next button.

    The Search tab of the Criteria window opens.

  6. Select any specifics, or you can click the New button to add additional criteria.

    Click here for more information on the Add/Edit Parameter window.

    When you are finished with this tab, click the Next button.

    The Sort tab of the Critera window opens.

  7. Make the appropriate selections, then click the Next button.

    The Title tab of the Critera window opens.

  8. You can enter a a new title and description and click the Done button.

  9. Click the Proceed button to see a preview of the completed notices.

    The Print button will print the notices without previewing them. To make changes before previewing the notices, simply close the Renewal Notices Data window.

    Click here for information on the Finished Report window.

    You can now print the documents to a printer, or pdf (for emailing).

Season Ticket Renewal the Display Fields Tab

The Season Ticket Renewal Display Fields tab is used to determine the information that should be printed on the renewal notice.

Parts of the Season Ticket Renewal Display Fields Tab
The Notice Selection tab is used for distinguishing which season packages will have renewal notices printed in this run. For more information on the Notice Selection tab, click here.
The Comments tab is used to alter the comments that print on the renewal notice. For more information on the Comments tab, click here.
The Search tab is used to add additional criteria to be used to finding patrons to print renewal notices for. For more information on the Search tab, click here.
The Sort tab is used to determine how the information on the renewal notices will be sorted. For more information on the Sort tab, .

Notice Contents
Renewal Deadline
The date until which the patron's seats will be held for renewal. After this date, the seats will be made available to other patrons.
This button will open the mini-calendar for easier entry of dates.
Patron Contact Info Above Main Title
When checked, the patron's contact information will be moved above the title on the renewal notice.
Patron Number
When checked, the patron number of the patron will be included on the renewal notice.
Patron Primary Phone Number
When checked, the patron's primary phone number will be included on the renewal notice.
Patron Primary Email Address
When checked, the patron's primary email address will be included on the renewal notice.
Subscription Titles
When checked, the subscription titles will be included on the renewal notice.
Donation Line
When checked, the donation line will be included on the renewal notice.
Tear-Off Stub
When checked, a tear-off stub will be included on the renewal notice.
Section Information
When checked, the section information for the seats the patron holds will be included on the renewal notice.
Row Information
When checked, the row information for the seats the patron holds will be included on the renewal notice.
Seat Information
When checked, the seat information for the seats the patron holds will be included on the renewal notice.
Quantity
When checked, the quantity of seats will be included on the renewal notice.
Do not include taxes on the notice
When selected, taxes will not be included on the renewal notice.
Include taxes in ticket prices
When selected, the taxes will be included in the ticket prices on the renewal notice.
Include taxes on separate line item
When selected, the taxes will be listed as a separate item on the renewal notice.

Suggested Donation Options
Fixed Amount
Allows for a fixed amount suggested donation to be included with the renewal notice.
Percentage
Allows for a percentage based suggested donation to be included with the renewal notice.

Date & Time Options
Leave Blank
When selected there will be no date information printed on the renewal notice.
As Numerical (MM/DD/YYYY)
When selected, the date on the renewal notice will be listed in numerical format.
As Written (Month/DD/YYYY)
When selected, the date on the renewal notice will be listed in written format.
Leave Blank
When selected there will be no time information printed on the renewal notice.
One per subscription
When selected, the time will be listed once on the renewal notice.
For each event
When selected, the time for each performance will be listed on the renewal notice.

Testing Options
Mark Notices As Printed
When checked, the notices will be marked as printed once viewed on the screen.
Moves to the previous tab of the process.
Moves to the next tab of the process.
Cancels the renewal notices process.
Leave the criteria entry process and begins assembling the renewal notices.

The Season Package Detail Edit Tab

The Season Package Detail Edit tab is used for entering and adjusting information about the season package.

Parts of the Season Package Detail Edit Tab
The Events tab is used for the additional or removal of events from the season package. Click here for more information on the Events tab.
The Sales Notes tab is used for sales notes on the season package that the clerks will see when in the Order window. Click here for more information on the Sales Notes tab.
The Patrons tab is used to see all patrons that are a part of the season package and to add and remove patrons. Click here for more information on the Patrons tab.

Control House Settings
Last Year
The number of the event that was used as a Control House last season.
Opens the Play Lookup List window. For more information on the Play List window, click here.
This Year
The number of the event that will be used this season as a Control House.

Sales Settings
Can Be Sold at Box Office
When checked, allows the season package to be sold at the Box Office.
Can Be Sold via Internet
When checked, allows the season package to be sold on the internet.
Can Be Renewed at Box Office
When checked, allows a season subscriber to renew their package(s) at the Box Office.
Can Be Renewed via Internet
When checked, allows a season subscriber to renew their packages(s) via the internet.
Print Performance Dates on Renewal Notices
The performance dates for the new season will be printed on the renewal notices.

Plug In Code
Plug In
The number of the plug in code that is being used. For more information on plug ins, click here.
Verifies all holds for Favorite Seats that are part of the season package.

The Season Ticket Renewal Comments Tab

The Season Ticket Renewal Comments tab is used to adjust the comments that print on the renewal notice.

Parts of the Season Ticket Renewal Comments Tab
The Notice Selection tab is used for distinguishing which season packages will have renewal notices printed in this run. For more information on the Notice Selection tab, click here.
The Displayed Fields tab is used for determining the fields that will be printed on the renewal notice. For more information on the Displayed Fields tab, click here.
The Search tab is used to add additional criteria to be used to finding patrons to print renewal notices for. For more information on the Search tab, click here.
The Sort tab is used to determine how the information on the renewal notices will be sorted. For more information on the Sort tab, click here.

Renewal Notice Custom Text Fields
Renewal Comment
Allows adjustment of the default text that prints on the renewal notice in the renewal comments section.
Comment Below Detail
Allows adjustment of the default text that prints on the renewal notice in the comments section under the package detail.
Remit Instructions
Allows adjustment of the default text that prints on the renewal notice in the remit instructions section.
Payment Methods
Allows adjustment of the default text that prints on the renewal notice in the payment methods section.
Moves to the previous tab of the process.
Moves to the next tab of the process.
Cancels the renewal notices process.
Leave the criteria entry process and begins assembling the renewal notices.

The Season Ticket Renewal Notice Criteria Window

You use the Season Ticket Renewal Notice Criteria windowto begin the process of creating renewal notices for subscribers.

Parts of the Season Ticket Renewal Notice Criteria Window
Sets the default criteria for the window if there is default criteria set.
Sets the last used criteria for the window if this window has been used previously.
Open the Saved Criteria List window for the purpose of selecting a set of previously saved criteria.
Saves and updates the current criteria set. The set needs to have been named already for this to be active.
Allows the user to set a name for the criteria set and saves it for later use.
The Notice Selection tab is used for distinguishing which season packages will have renewal notices printed in this run. For more information on the Notice Selection tab, click here.
The Notice Selection tab is used for distinguishing which season packages will have renewal notices printed in this run. For more information on the Notice Selection tab, click here.
The Displayed Fields tab is used for determining the fields that will be printed on the renewal notice. For more information on the Displayed Fields tab, click here.
The Comments tab is used to alter the comments that print on the renewal notice. For more information on the Comments tab, click here.
The Search tab is used to add additional criteria to be used to finding patrons to print renewal notices for. For more information on the Search tab, click here.
The Sort tab is used to determine how the information on the renewal notices will be sorted. For more information on the Sort tab, click here.

The Season Ticket Renewal Notice Selection Tab

You use the Season Ticket Renewal Notice Selection tab to determine which packages will have renewal notices printed in this run.

Parts of the Season Ticket Renewal Notice Selection Tab
The Displayed Fields tab is used for determining the fields that will be printed on the renewal notice. For more information on the Displayed Fields tab, click here.
The Comments tab is used to alter the comments that print on the renewal notice. For more information on the Comments tab, click here.
The Search tab is used to add additional criteria to be used to finding patrons to print renewal notices for. For more information on the Search tab, click here.
The Sort tab is used to determine how the information on the renewal notices will be sorted. For more information on the Sort tab, click here.

Package and Series Selection
Package
Select the packages for which season renewal notices are to be printed. To select multiple packages, either use the SHIFT key to select a series of packages or the CTRL key (Windows) or OPTION key (Mac) to select multiple individual packages.
Season Series
Enter the season that the package will be part of.

Print Options
Print notices that have never been printed
When checked, only notices that have never been printed will be searched for based on the package selections.
Reprint notices printed between
When checked, two dates will need to be entered by the user. Theatre Manager will find all renewal notices that were printed during that time frame and select them for printing.
This button will open the mini-calendar for easier entry of dates.
Moves to the next tab of the process.
Cancels the renewal notices process.
Leave the criteria entry process and begins assembling the renewal notices.

The Season Ticket Renewal Sort Tab

You use the Season Ticket Renewal Sort tab to adjust how the renewal notices are sorted when printed.

Parts of the Season Ticket Renewal Sort Tab
The Notice Selection tab is used for distinguishing which season packages will have renewal notices printed in this run. For more information on the Notice Selection tab, click here.
The Displayed Fields tab is used for determining the fields that will be printed on the renewal notice. For more information on the Displayed Fields tab, click here.
The Comments tab is used to alter the comments that print on the renewal notice. For more information on the Comments tab, click here.
The Search tab is used to add additional criteria to be used to finding patrons to print renewal notices for. For more information on the Search tab, click here.

Available Sort Fields
Sort Fields
A list of the sort fields available to be used.
Adds the currently selected field to the sort field list.
Removes the currently selected field from the sort field list.

Selected Sort Fields
Sort Fields
A list of the currently selected fields to be used for sorting.

Sort Field Parameters
Sort in Descending Order
When checked the notices will be sorted in descending order by this field.
Upper Case Conversion
When checked any information in this field will be written in upper case.
New Page When Field Changes
When checked a new page will be started when this field changes.
Moves to the previous tab of the process.
Cancels the renewal notices process.
Leave the criteria entry process and begins assembling the renewal notices.