Season Subscription Management

The Season Subscription module is used for setting up season packages that patron's can subscribe to. When subscribed to a season package, the patron has the ability to pick their favorite seats for each package. These seats remain the same for each performance. Each performance also happens in the same time frame. For example, a patron can subscribe to the first Friday performance of each event, or the second Sunday matinee for each event.

The Season Subscription module allows an organization to:

Maintain patron's favorite seats.
Maintain various packages of season subscription configurations.
Automate the sending and printing of subscription renewal notices.
Automate the Booking procedure for Single or Multiple Subscriptions.

The season subscription module provides the organization:

A built-in assurance that no two patrons can have the same favorite seat.
An automated process can be used to determine the patron's favorite seats.
Ability to purge old, unused, or non-renewed patron subscription history and favorite seats.
Ability to book tickets for season subscriptions quickly.
Ability to release tickets for non-renewed season subscriptions.
Ability to release unpaid tickets for a specific performance of a play.

Setting Up Season Packages

Planning Season Packages

Things to Think About

First of all, determine the events that will be part of the season package. Patrons will need to be able to attend performances during the same time frame for each event. This means the events in the season package should have performance that happen on the same day of the week. For example, patrons can subscribe to a season package that is only the first Friday (1-FRI) of each event.

Second, think about the price codes and promotions needed for the season package. Each package may need multiple pricing levels and promotions depending on the number of areas of the venue and the pricing structure of the organization. You should have set up all of these prior to creating a season package. Click here for more information on setting up sales promotions.

Third, the organization needs to determine how the rollout of the season package will be handled, and how the patrons will be renewed each season. Some questions to ask are:

Do package subscribers receive a benefit from being a subscriber?
Does the subscriber receive an opportunity to book earlier that other patrons?

Building a Control House

Every Season Package requires a Control House. The Control House is a completely separate event from the rest of the season's performances and acts as the place saver for the patrons favorite seats. It is used to track:

The evening they will be attending.
Where the patron prefers to sit.
The price/promotion to use for each seat.
If the patron renewed their seats (or not).

It is important the accuracy of the Control House be maintained, as the season is booked. By the end of the subscription process (even after partial subscriptions are sold well into the season), sales in the control house must reflect the preferred/favourite seats.
This control house is used by Theatre Manager to allocate seats to patrons for the coming season.
Building a control house is like building any other event with a couple of subtle differences. These are:

The event cannot be sold on the internet and must be marked as use in a control house (performance tab).
The price of each ticket is zero (price tab).
There should only be subscription promotions enabled (promotion tab).
There should be one control house performance for each night you have in your regular season. For example:

If there are two weekends for a total of 6 shows
Friday, Saturday, Sunday and Friday, Saturday, Sunday
You make the same six performances in the control house
the performance codes in the control house MUST match those in the rest of the season.

Setting Up a Control House

Click the Events button at the top of the window.
Click the New button in the Event List window.
Enter the desired Event Code, Event Title, Season and Venue Map.

Change the Ticket Printing Information to Mark Tickets As Printed.
Select the Accounting tab.
Enter the desired G/L accounts.
No monies should pass through these G/L accounts. The Control House is simply a place save for Favorite Seats.
Click the Save button.
Select the Performance tab.
Click the Add button in the lower left corner.
Enter the number of Performances in the Add field.
Select Reserved as the Sales Method and ensure Season Control Performance is selected in the Initial Sales and Security Settings.
Click the Step 2 button.
Enter the First Performance Date and the Performance Time.
The First Performance Date should be a date following the coming season. It should fall on the same day the run of the season package generally begins. The Performance Time should match that of the season run.
Move the Number of Daily Performance sliders to match that of the run.
Choose a Create Performance Code As option.

Theatre Manager uses the Performance Code to match the dates the patron will be booked into within the Season. It's imperative the Season Code matches from Event to Event within the package.
Click the Step 3 button. and review the Performance dates and time for accuracy.
Click the Build button in the lower right corner.
The build confirmation window will appear.
Click the Build button to confirm the creation of the Performances.
Select the Pricing tab.
Select the first Performance in the left column.
Review the pricing structure in the right column.
Double click on each price individually to edit it.

Change the Description for Price Codes to match those currently in the season.

Do Not add a value in the Base Price field. Leave this field blank.

Uncheck the Allow Price Code to be Used option for
those Prices Codes that do not apply to the Season pricing structure.

Repeat for the remaining Performances in the left column.

Select the Promotions tab.
Select the first Performance in the left column.
Highlight all promotions that do not apply to this Performance and all Promotions that are Not Season promotions.
Click the Disable Use button at the bottom of the window.
The Control House is now built and ready to be added to the Season Package. For details steps on how to create a New Season Package, click here. Or for steps on Rolling Over an existing package, click here.

Creating a New Package

Season Packages are designed to providing patrons the opportunity to purchase the same series of performances within a select group of events while maintaining the same seat and pricing structure.

Creating a New Season Package

Click Patron Sales >> Season Reservations >> Setup Season Packages.
The Season Package List window will open.

For more information on the Season Package List window, click here.
Click on the New button at the top of the page. The Season Package Detail window will open.

For more information on the Season Package Detail window, click here.
Enter Fiscal Year, External Description and Internal Description for the package.
The Fiscal Year To field will update when the Fiscal Year is altered. The External Description can be displayed in the online ticketing module, ticket faces and in the renewal notices.

Enter the Control House number in the This Year field.

The Control House needs to be created before the season package can be built. The Event Lookup icon can be used to locate the Control House. The Control House can not be an event from the previous year. It must be an event specific to the season package.

Check off the desired Sales Settings options depending on where the season can be sold and renewed.

It is not recommended the season be available on the web until all setup has been confirmed and the package tested for accuracy.
If required, check off the option to Print Performance Dates on Renewal Notices.
Select the Events tab.
Click the New button in the lower left corner. The Event List window will open.

For more information on the Event Lookup List window, Click here.
Select the events to be added to the Season Package.
To select multiple events, use the <SHIFT> key to select a series of events, or the <CTRL> key (Windows) or the <OPTION> key (Mac) to select multiple individual events.
Click the Select button in the lower right corner.
The Events for the coming season will populate into the Events tab.
Select on the Sales Notes tab.
Enter detailed notes for the season package.
Click the Save button.

Theatre Manager will save the Season Package to the database and give it a unique Season Package #. The Season Package can now be used for the coming season.

Patrons can be added to the package, seats assigned and subscriptions renewed.

Creating a New Package using an Existing Event

When you make the decsion to use Theatre Manager for Season Subscriptions, you may already have a past event showing where a patron'favorite seating is located. This Event can be used as a base to create the Season Subscription for the coming year. To complete the setup of a Season Package from an existing Event you will require three things:

An event where season ticket purchasers have been booked into their favorite seats using the price and promotion code they will pay for the season.
An empty Control House in preparation for next Season. For more information on setting up a Control House click here.
The Events for the coming season to be setup in Theatre Manager. For more information on building new Events click here.

To create a New Season Package using an Existing Event as a Control House, you perform the following steps:

Click Patron Sales >> Season Reservations >> Setup Season Packages.

The Season Package List window will open.

For more information on the Season Package List window, click here
Click the New button at the top of the page.
The Season Package Detail window opens.

For more information on the Season Package Detail window, click here.

Enter Last Years Fiscal Year.

This package will become the bench mark for the current season. However, it will be based on last year's event for setting up the Control Houses. The package will then be rolled over and moved into the current Fiscal year. The Fiscal Year To field will update when the Fiscal Year is altered.

Enter an External Description and Internal Description for the package.
The description should accurately reflect the season packages is not a regular package but a starting point for the first time setup of Season Subscriptions in Theatre Manager.
Enter the Event number for the Event containing the Patron Favorite Seats in the This Year field.

The Event selected for this field should be a past event where season subscription patrons have already purchased tickets and the tickets were booked using a Season Sale Promotion. This Event should be set under the Performance tab as a Season Control Performance. This setting is required to use the Event for Control House purposes. The Event can not be available for sale online and be indicated as a Season Control Performance. The Event Lookup icon can be used to locate the past Event.
Click the Save button.
Click the Verify Holds button at the top of the window.
The Verify Season Subscription Packages window opens.
Highlight all listed Performances.
Click the Validate Subscription button in the lower right corner of the window and let the process run.
Click the Done button in the Verify Subscription confirmation window.
Close and open the Season Package Detail window to refresh the displayed information. The Subscription Totals will be populated with the information for the Event listed in the This Year field.
Close the Season Package Detail window.
Single click on the Season Package you created to select it in the Season Package List window.
Click the Roll Over button at the top of the window.
The Season Package Rollover window will open.

Enter the Control House for next year in the Next Year's Event To Use As A Control House field.

Create the Control House before the season package is rolled over. Use the Event Lookup icon to locate the Control House. The Control House can not be an event from the previous year. It must be an event specific to the season package.

For more information on building a Control House click here.

Click the Next button in the lower right corner.
Match the Performance Codes in the This Year column with those in the Next Year Column.
Drag the Performance Codes from the This Year column into the Priority 1 or Priority2 column. This tells Theatre Manager which performances from the prior season, patrons should be assign to. Use the Priority 2 column when the number of performances from the prior year is greater then the coming year. Theatre Manager will seat subscribers in the Priority 1 column first. Then it will seat subscribers from the performance in the Priority 2 column. If seats are not available for the patron from the Priority 2 column, they will be placed on the wait list.
Click the Rollover button in the lower right corner of the window.
The Rollover Confirmation window opens.
Click the Proceed button and let the process run.

This process can take some time, depending on the number of patrons in the package.

When complete, the Rollover Completed window opens.
Click the Done button in the lower right corner of the window.
Double click on the Season Package to open it.

Edit the External and Internal Description fields to accurately reflect the name of the Season Package.
Check off the desired Sales Settings options depending on where the season can be sold and renewed.

It is not recommended the season be available on the web until all setup has been confirmed and the package tested for accuracy.

If required, check off the option to Print Performance Dates on Renewal Notices.
Select the Events tab.
Click the New button in the lower left corner.
The Event List window will open.

For more information on the Event Lookup List window, click here.
Select the events to add to the Season Package.
To select multiple events, use the <SHIFT> key to select a series of events, or the <CTRL> key (Windows) or the <OPTION> key (Mac) to select multiple individual events.
Click the Select button in the lower right corner.
The Events for the coming season will populate into the Events tab.
Select on the Sales Notes tab.

Enter detailed notes for the season package.
Click the Save button.

The Season package can now be used for the coming season. Patrons can be added to the package, seats assigned and subscriptions renewed.

Season Roll Over

The Season Roll Over process takes the favorite seats of renewed patrons from the previous season and prepares them to be booked into the same seating locations for the upcoming year.

Click Patron Sales >> Season Reservations >> Setup Season Packages.

The Season Package List window will open.

For more information on the Season Package List window, click here.
Single click on last years package to select it.
Click the Rollover button at the top of the window.
The Season Package Rollover window opens.

For more information on the Seat Matching During Rollover options click here.

Enter the Control House number in the Next Year's Event to Use as the Control House field.

The Control House needs to be created before the season package can be rolled over. The Event Lookup icon can be used to locate the Control House. The Control House can not be an event from the previous year. It must be an event specific to the season package.

If necessary, Check off the Include Seat Preferences Marked As Primary For Next Year box.

Choose the desired Seat Matching During Rollover.

The vailable options will be based on the map used in last years control house compared with this years control house.

Click the Next button.

The Season Package Rollover Match window opens.

This window is designed to match Performance Series Codes for individual performances. It's possible the codes used last year may be different from the coming season. If so they opens in the column on the left.

Additionally a performance from last year may no longer be taking place this year. This may require moving subscribers into new Series for the coming season or combining them with and existing performance in the coming year. The Performance Series Code can be placed in the Priority 2 column and the subscriptions managed after the rollover to accommodate patrons with seating.

Drag the Performance Codes from the This Year column and drop them in the Priority 1 or Priority 2 column.
Click the Rollover button.
The Rollover Confirmation window opens.
Click the Proceed button.
The Season Package Rollover status window opens.

This window can take several minutes. This process should not be interrupted.

The Season Package Rollover Completed window opens.
Click the Done button.

The Rollover process is now complete. The season year has been updated. Next Years Events can now be added to the Season Package and the Sales Settings can be set.

Seat Matching During Rollover

You can easily roll subscriptions over to another year. Just indicate the new control house and proceed. Normally, your theatre map for each year will be the same, but sometimes you reconfigure your house or use a different venue. Theatre Manager can handle both situations.

If the venue of the control house is the same from year to year, you can only pick the option 'Subscribers get same Physical Seat as this year”.

If you are using a different venue or map layout, Theatre Manager does not know how to allocate seats and will give you 3 options. These are:

Use Seat Codes to Match Seats in a new theatre. Theatre Manager will look at the seat code for the current subscription and go look for the same seat code in a new map.
If your venue is the same venue for all intents (the same number of seats, or a couple added) and you are just changing the price code boundaries, this is the best option. It would also work well, when the venues are completely different and you took some care in setting up the new venue to match the seat codes in both venues. This approach means -- if I was sitting in Seat code AA01 in venue 1, it could be mapped to the same seat code AA01 in the completely different venue.
Use Best Seat Number to assign seats. Theatre Manager will reassign seats in the new venue using best seat number. If I have the 10th best seat in venue 1, I will get the 10th best seat in venue 2. This re-assignment will work well, unless the section sizes mean the seats will cross aisle boundaries. For example, seats 10 and 11 are together in venue 1 and they are across aisles or in different rows in venue 2, you will have some manual reseating. This option works in some instances, but not for all situations.
Use Best Seat Algorithm is a variation of the second option. The difference is --if I have best seats 10 and 11 in venue 1, Theatre Manager will process my subscription near the head of the queue. If that makes me the 4th subscriber in line for tickets (e.g. all others in best seats 1 to 9 have 2 or 3 tickets). Theatre Manager will process my subscription rollover 4th. It will use the best seat algorithm to find the best seating available. It might mean that I get sat further forward or further back so that more seats are filled. Using this option, you will find your subscribers tend to get moved together and their relative position changes a little.

Selling Season Subscriptions

Below are the options in selling season subscriptions:

Favorite Seats Window

Below are the options in selling a Season Subscription in the Favorite Seats window.

Adding Patrons to a Season Package

Patrons can be added directly to a season package through the Manage Favorite Seats window. This gives you the ability to manage patrons within the season package, on mass, or individually.

Adding Patrons to a Season Subscription Package Using the Manage Favorite Seats Window.

Click the Subscription button in the Theatre Manager ribbon bar.
The Manage Favorite Seats window opens.

For more information on the Manage Favorite Seats window click here.
Click the Add button in the lower left corner.
The Contact List opens.

For more information on the Contact List click here.
Search for the patron to be added to the season.
Single click on a patron to select their record.
To select multiple patrons, use the <SHIFT> key, or the <CTRL> key (Windows) or the <OPTION> key (Mac) to select multiple individuals.
Click the Select button.
The patrons will be added to the Patron List in the lower left corner of the Manage Favorite Seats window.

For more information on the Patron List area click here.

The Patrons are now added to the Season Package. Patrons can also be added from a Mail List by dragging and dropping the selected names into the Patron List area of the Manage Favorite Seats window. Once added to the package the patrons are ready to be issued favorite seats.

Adding Favorite Seats in the Manage Favorite Seats Window

Each patron is assigned Favorite Seats within the season package. These seats determine where Theatre Manager will book the patron within the season as well as which performance and pricing structure will be used for the seats booked. For a patron's Favorite Seats to be selected they must first be a part of the season package. For information on subscribing a patron to a Season Package, click here.

Selecting a Patrons Favorite Seats in the Manage Favorite Seats Window.

Click Subscription button found at the top of the window in Theatre Manager.
The Manage Favorite Seats window opens.

For more information on the Manage Favorite Seats window click here.
Choose the required Package and Performance.

For more information on the Package and Performance list area click here.
Single click the patron to add favorite seats for from the Patron List area.

For more information on the Patron List area click here.
Highlight the desired seats for the Subscription.
Seats can be selected by using the mouse to drag a box over the preferred seats, or by holding the <SHIFT> key and clicking each seat.
Select the correct Promotion and Price Code for the subscription located under the map.
Click the Add Seat button.
The seats will be added to the Seat Selection area of the Patron Subscription Detail window.

For more information on the Seat List area click here.

The patron now has their favorite seats set up in the control house. The seats can be seen at the bottom of the Manage Favorite Seats window. The seats are also indicated on the map represented by a lower case s. As seats are booked they appear on the map. The patron is now ready to book their season subscription.

Using Manage Favorite Seats to Book Subscriptions

Once a patron has been added to a season package and their subscription contains favorite seats, you can book the season package.

Click Subscription button found at the top of the window in Theatre Manager.
The Manage Favorite Seats window opens.
For more information on the Manage Favorite Seats window click here.
Select the season from the Package drop down in the upper left corner of the Manage Favorite Seats window.
Choose the performance from the Performance List.
This is found to the left of the Manage Favorite Seats window.

For more information on the Package and Performance list area click here.
In the Patron list, find the patron you want to print the notices for.
The list is found in the lower left corner of the Manage Favorite Seats window.

For more information on the Patron List area click here.
Select the patron by single clicking on their name.
Then, click the Book button at the top of the window.
The Order opens to the Payment window.

For more information on the Payment window click here.

Choose the type of payment from the Payment Method drop down list and enter the payment details and accept the payment.

If the tickets are to be printed immediately, select Print Tickets. If the tickets will be Batch Printed later, select the Accept Payment button.
The payment window closes and the Manage Favorite Seats window opens.
The patron status, in the season package automatically updates.

The patrons tickets have now been booked and the patrons Favorite Seats Detail window reflects the changes.

Wait Listing Seats for a Patron

When patrons want to select seats that have already been chosen by another patron, you will need to create a wait list for the seats. Then, when the original patron releases those seats, they are available to the next patron on the wait list.

To start, here is a picture of the color coding on the graphic venue map when selecting a patron's Favorite Seats.

Seats with a red background are those the currently selected patron has set as their Favorite Seats.
Seats with a blue background are those another patron has selected as their Favorite Seats.
Seats with a yellow background are those which are currently selected but not assigned to a patron yet.

To start, you perform the following steps:

Click the Subscription button in the Theatre Manager ribbon bar.
The Manage Favorite Seats window opens.

For more information on the Manage Favorite Seats window click here.
In the upper left corner of the window, select the season from the Package drop down.
Select the performance from the Performance List to the left of the Manage Favorite Seats window.

For more information on the Package and Performance list area click here.
Find the patron in the Patron List
This is found in the lower left corner of the Manage Favorite Seats window.

For more information on the Patron List area click here.
Single click on the patron, and choose the desired seats - currently being held by another patron.
Click the Add Seat button.
The Wait List warning message opens.

Click the Secondary button.

The seats will be added to the Seat List area.

If the Primary button is selected, you will give the selected seats to the patron instead of being wait listed. The seats will be listed as Primary in their Season Package. The patron who previously held the seats will be moved down in priority and be added to the wait list.

For more information on the Seat List area click here.

The patron is now on the Wait List for the desired seats. All patrons who are currently on the wait list can be seen in the Wail List area of the Manage Favorite Seats window located in the lower right corner. For more information on making a patron the primary on a set of seats, click here.

Selling Season Subscriptions From the Patron Record

Adding Patrons to a Season Package

You can add patrons to a season package in the Patron Window. Employee access can be altered to allow employees access to subscribing patrons to the season package specifically from the Patron Window.

To start, you perform the following steps:

Open the Patron Window.

For information on accessing the Patron Window click here.
Select the Season tab in the Patron Record.
Click the New button.
The Select A Season Package window opens.

The Select A Season Package window will not open if there is only one active package.
Single click the desired Package and click the Select button.
The Select A Season Performance window opens.

TThe Select A Season Performance window will not open if there is only one performance in the package.
Select the desired Performanceand then click the Select button.
The Subscription Detail window opens.

For more information on the Subscription Detail window click here.

The Patron has been added to the Season Package. Once added to the package the patron can be assigned favorite seats.

Adding Favorite Seats from the Patron Window

Once you have added a patron to a season package, the patron's favorite seats can be assigned. Favorite seats indicate the location the patron wishes to sit in, as well as the price and promotion, to be used for the season subscription.

To add favorite seats to a season package from the patron window, you perform the following steps:

Open the Patron Window.

For more information on how to access the Patron Window click here.
Select the Season tab in the Patron Record. Then select the season package to add the favorite seats to.

For more information on the Season tab click here.
Click the Open button.
The Subscription Detail window opens.

For more information on the Subscription Detail window click here.
Edit the Desired Seats field to match the number of seats the patron requires in the package.
Highlight the seats the patron wants for their Subscription.
You select seats by using the mouse to drag a box over the preferred seats, or by holding the <SHIFT> key and clicking each seat.
Choose the correct Promotion and Price Code for the subscription.
Click the Add Seat button.
The seats are added to the Seat Selection area of the Patron Subscription Detail window.

For more information on the Seat List area click here.

book

Booking Subscriptions from a Patron Record

Once a patron has been added to a season package and their subscription contains favorite seats the season package can be booked.

To book the season package, you perform the following steps:

Open the Patron Window.

For more information on how to access the Patron Window click here.
Select the Season tab in the Patron Record. Then the Season Package(s) to book.
Several packages can be booked at the same time. Use the key to select multiple packages, or the key (Windows) or the key (Mac) to select multiple individual packages.

For more information on the Season tab click here.
Click the Book button.
The Order opens to the Payment window.

For more information on the Payment window click here.
Select the type of payment from the Payment Method drop down list and enter the payment details. Then, accept the payment.

If the tickets are to be printed now select Print Tickets. If the tickets will be Batch Printed at a later date select the Accept Payment button.

The payment window closes and you are returned to the Patron record.

The status of the Season Package is automatically updated.

The patrons tickets are now booked and they are displayed on the tickets tab. The Season Package status is updated and the patron has been booked into Next Years Control House.

Order Window

This section contains the information to subscribe a patron to a season package through the order window.

Subscribing a Patron to a Season Package via the Order Window

Click here for quick reference information on Buy a Season Subscription (from the order window)

Reference Guide

Cheatsheet

Flash

MP4

In the Order window, you can subscribe a patron to a Season Package, and book the seats along with other purchases. To start, you perform the following steps:

Open the Patron record for the purchasing patron.

For more information on how to access the Patron record click here.
Click the Tickets button in the the Ticket tab.
The Order window opens.
Click the Season button.
The Season Subscription display opens.
Click the New button in the Order ribbion bar.
The Select A Season Package dialog opens.

The Select A Season Package window does not open if there is only one active package.
Click to highlight the requested package for the patron, and then clcik the Select button.
The Select a Season performance dialog opens.

The window does not open if there is only one performance in the package.
Click to highlight the requested Performance. Then press the Select button.
The Subscription Detail window opens to the Favorite Seats tab.

For more information on the Subscription Detail window click here.
In the Desired Seats field, enter the number of seats the patron requests.
Highlight the seats the patron wants for their Subscription.
You can select seats using the mouse to drag a box over the preferred seats, or by holding the <SHIFT> key and clicking each seat.
At the bottom of the map, choose the correct Promotion and Price Code.
Click the Add Seat button.
The seats are added to the Seat Selection area of the Patron Subscription Detail window.

For more information on the Seat List area click here.
Close the Subscription Detail window.
Click the Book button in the Subscription window ribbon bar.

The Payment window opens.

For more information on the Payment window click here.

In the Payment Method drop down, select the method of payment, enter the payment details and accept the payment.

If the tickets are to be printed now select Print Tickets. If the tickets will be Batch Printed at a later date select the Accept Payment button.

The Order window closes and you are returned to Patron record.

The patron's season tickets have now been booked and the season package is now displayed in the Season tab.

Season Package Detail Window

The following selections show you how to seel a Season Package in the Season Package Detail window.

Adding Patrons to a Season in the Season Detail Window

When a patron wants to take part in a season package, they need to subscribe to the package before they select favorite seats and have their season package booked.

To add a patron to a Season Package in the Season Detail window, you perform the following steps:

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.
Select the requested season package, 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.
Select the Patrons tab.
Click the Add button.
The Patron Lookup List window opens.

Click here for more information on the Patron Lookup List window.
Search for and click on the patron you are adding to the season package.
Click the Select button.
If there is more than one performance series, the Season Performance Selection window will open.
Select the Performance the patron wants and click the Select button.
You are returned to the Season Package Patrons tab.

For more information on adding favorite seats to the season package click here.

Adding Favorite Seats in the Season Package Window

Each patron is assigned Favorite Seats in the season package. These seats determine where Theatre Manager books the patron in the season, as well as, the performance and pricing structure for all subsequent seasons. Before the favorite seats can be selected the patron must first be part of the season package. For information on subscribing a patron to a Season Package through the Season Subscription Detail window, click here.

To add the patron's favorite seats to their season package, you would perform the following steps:

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.
Click to highlight the season package, then click the Open button in the Season Package List ribbon bar.
The Season Package Detail window opens.

Click here for more information on the Season Package Detail window.
Select the Patrons tab.
Click to highlight the patron wanting seats, then click the Detail button.
The Patron Subscription Detail window for the selected patron opens.

Click here for more information on the Patron Subscription Detail window.
In the Desired Seats field, enter the number of seats the patron wants in their package.
Highlight the seats the patron wants in their subscription.

You can select seats by using the mouse to drag a box over the preferred seats, or by holding the <SHIFT> key and clicking each seat.
At the bottom of the map, choose the Promotion and Price Codes.
Click the Add Seat button.
The seats are added to the Seat Selection area of the Patron Subscription Detail window.

For more information on the Seat List area click here.
Click the Save button.
Close the Patron Subscription Detail window.

The patron is added to the season package. To learn how to add a patron to a season package click here. For more information on booking the patron's seats, click here.

Booking a Subscription from the Season Package Window

Once the patron is added to a season package and their subscription contains favorite seats the season package can be booked.

To book a subscription from the Season Package window, you perform the following steps:

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.
Click to highlight the season package, then click the Open button in the Season Package list ribbon bar.
The Season Package Detail window opens.

Click here for more information on the Season Package Detail window.
Select the Patrons tab.
Click to highlight the patron, then click the Book button in the Seasopn Packge Detail window ribbon bar.
The Order opens to the Payment window.

For more information on the Payment window click here.
Choose the payment type from the Payment Method drop down list, enter the payment details and accept the payment.

If the tickets are to be printed now select Print Tickets. If the tickets will be Batch Printed at a later date select the Accept Payment button.

The payment window closes and you are returned to the Season Subscription Detail window. The patron status in the season package is automatically updated.

The patrons tickets are booked and the Season Subscription Detail window reflects the changes you have made.

Editing a Season Package

Following are the diiferent areas of the Season Subscription module and details on how to use them.

Managing Favorite Options

There are a number of tools you can use in the Manage Favorite Seats Window. The Manage Favorite Seats window is another way of accessing the patrons subscribed to a season package.

You access the Manage Favorite Seats window by clicking Patron Sales >> Season Reservations >> Manage Favorite Seats:

Or by clicking the Subscription button found in the Theatre Manager ribbon bar.

The Season Subscriptions window opens.

For more information on the Manage Favorite Seats window, click here.

Altering Favorite Seats in the Manage Favorite Seats Window

In the Manage Favorite Seats window, you can change patrons’ performances, seating locations or their pricing structure. To do this, you perform the following steps:

To start, click Patron Sales >> Season Reservations >> Manage Favorite Seats.
Alternatively, you can click the Subscriptions button in the Theatre Manager ribbon bar.
The Manage Favorite Seats window opens.
Find the patron you are changing the seats for, in the Patron list.
Double click on the patron to open the Patron Subscription Detail window.
Highlight the patron's existing seats in the Seat Selection area of the Patron Subscription Detail window and click the Remove button.
The Delete Confirmation dialog opens.

Click the Delete button in the confirmation window.
This removes the seats from the favorite seats for this season package. It does not remove the seats from the control house.

Make the necessary changes, such as:
Select the desired Performance Code from the Series drop down.

Change the Desired Seats field to equal the number of subscriptions in the package.

Choose the correct Promotion and Price Code for the subscription.

Choose the seat(s) for the Subscription.
When you have finished making changes, click the Add Seat button.

The seats are added to the Seat Selection area.

Close the Patron Subscription Detail window.

The patron's favorite seats are updated in the season package.

This doe not effect the seats in last years control house. The Ppatron's seats appear in the Subscriber Seats section of the window and they are shown on the map represented by a lower case s.

Removing a Subscriber in the Manage Favorite Seats Window

Patrons can cancel or choose not to renew season subscriptions. You need to remove them from the season. You can do this in the Manage Favorite Seats window.To do this, you would perform the following steps:

To start, click Patron Sales >> Season Reservations >> Manage Favorite Seats.
Alternatively, you can click the Subscriptions button in the Theatre Manager ribbon bar.
The Manage Favorite Seats window opens.
Find the patron you are removing in the Patron list.
Double click on the patron to open the Patron Subscription Detail window.
Highlight the patron's existing seats in the Seat Selection area of the Patron Subscription Detail window and click the Remove button.
The Delete Confirmation dialog opens.

Click the Delete button in the confirmation window.
This removes the seats from the favorite seats for this season package. It does not remove the seats from the control house.
The Manage Favorite seats window opens. The patron has no seats in the Seat List section.
Click on the name of the patron in the Patron List and click the Remove button.
The Delete Subscription for a Patron Confirmation dialog opens.
Click the Delete button in the confirmation window.

The subscription for the patrons has been deleted. The Subscriber will no longer appear in the Patron List of the Manage Favorite Seats.

However, if the season is rolled over, the patron's seats will still appear in the as sold seats in the Map of the Manage Favorite seats. The map reads seats from the Last Years Control House as well as current, new and updated season subscription information. To remove the sold seats from the Control House they will need to be refunded in the patron record.

Moving a Patron from the Wait List

In the event that a patron decides to stop renewing their subscription, the seats that the patron held will need to be released. However, there may be other patrons that are on a wait list for those seats, and will now need to be made primary holder.

Select the patron from whom you are releasing the seats.

In the seating section of the window, the patron's seats are listed. The seats are also highlighted on the map.
Select the seats in the Subscriber Seats section of the Favorite Seats window, and click the Delete button at the bottom.
A warning dialog opens.
Click the Delete button.
The seats are removed from the patron's subscription.
In the Wait List Seats for Selected section, select the seats and patron who has next priority on the seats.
Right click on the selected seats to open the context menu.
Select the Set Seat Primary option.
Theatre Manager makes the new patron primary holder of the seats, and removes them from the wait list.

To ensure the seats moved properly, select the patron in the patron section, or click on the seats on the venue map. The new primary patron for the seats is displayed.

Verify Holds in Manage Favorite Seats

To recalculate the totals for the Season Subscription Package, you use the Verify Holds function. You can also use this tool to add patrons to the season when they were not booked through the Season Subscriptions Module (for example, they were booked manually through a regular ticket sale).

The options you chose, determine the details of the Verify process. To start, you perform the following steps:

Click Subscription button in the Theatre Manager ribbon bar.
The Manage Favorite Seats window opens.

For more information on the Manage Favorite Seats window click here.
Select the desired Package and Performance.
For more information on the Package and Performance list portion of the window, click here.
Click the Verify Holds button.
The Verify Season Subscription Packages window opens.

For more information on the Verify Season Subscription Package window click here.
Highlight all listed Performances, make your selections and click the Validate Subscription button.
Let the process run.
When complete, click the Done button in the Verify Susbcription confirmation window.

Auto Renewal in the Manage Favorite Seats Window

The Auto-Renewal process gives you the ability to renew season subscriptions within a series on mass. When you do this you create an order, books the season subscription and authorise the payments using the options you select. Alternatively, you can place the payments for outstanding orders on account.

This process cannot be easily reversed.

To start, you perform the following steps:

Click Patron Sales >> Season Reservations >> Manage Favorite Seats.

The Manage Favorite Seats window opens.
Select the season from the Package drop down list.
Choose the performance from the Performance List.
Highlight the patrons in the Patron List, whose subscriptions you are Auto Renewing.
Click the Auto-Renew button.
The Season Subscription Auto-Renewal window opens.
In step 1, you choose the season packages to be auto-renewed.
The Selected Patrons option auto-renews only the patrons you selected in the previous window. The Subscriptions option will auto-renew all the subscriptions you have not cancelled or already renewed using the individual series code.
In Step 2, select the Auto-Renewal Status.
When checked, only those subscriptions with auto-renew options checked in the Patron Season Detail window, are Auto-Renewed. If left unchecked, all the selected season subscriptions are Auto-Renewed regardless of the Patron Season Detail preferences.
In Step 3, you determine the Payment option.
The Do Not Create a Payment option will place the outstanding balances on account creating an entry in the Accounts Receivable. The Create Payment option will add a payment to the newly created season subscription order. The payment will either appear in the Deposit window of the End of Day Wizard if the Authorization option is checked off it will appear as standard authorized transaction. If it is left unchecked, it will appear as an unauthorized card.
Click the Auto-Renew button.

The Auto-Renew Confirmation opens.

Click the Auto-Renew button.

The Auto-Renewal process can tak some time to run. This process should not be interrupted.

When comple, in the lower left corner of the Manage Favorite Seats window displays a confirmation message that the Auto-Renewal process is complete.

The selected season package(s> are renewed. The seats, for each performance in the subscription have been sold into the order. Depending on the payment option selected, the order may or may not have an outstanding balance.

Holding Season Seats in the Manage Favorite Seats Window

Holding Favorite Seats filters through the events within the season and holds the patrons favorite seats for each performance within the package. This feature is often used when single ticket sales begin prior to the renewal process completing.

Holding Season Seats through the Manage Favorite Seats window offers the ability to pick and choose which patrons seats should be held. If all unrenewed seats require holding the Season Package List Hold option may be a faster solution.

Click Patron Sales >> Season Reservations >> Manage Favorite Seats.

The Manage Favorite Seats window opens.
Select the correct season from the Package drop down list.
Select the correct performance from the Performance List.
In the Patron list, highlight the patrons with subscriptions to be held.
Click the Hold Season Seats button.
The Hold Season Subscription Options window opens.
In Step 1, choose the assignment option.
Choosing to assign the holds to the patron allows you to hover over the seat, within the performances, and see to whom the seat belongs. If you choose not to assign the seats to the patron, the seats are held, but the subscriber details will remain anonymous.
In step 2, establish the date and time the seats are released.
Theatre Manager automatically releases the holds on the date and time entered.
In Step 3, enter any comments about the holds.
The comments entered, appear when the cursor hovers over the seats within the performance.
Click the Hold button.
The Hold Confirmation window opens.
Click the Yes button.
The Manage Favorite Seats window opens and the seats are held within the performances.

The patrons' seats selected are held until the date youe entered, then the seats are released. If you need to extend the hold, you can repeat this process. Booking a season subscription will override the hold without having to release it.

Altering Season Subscriptions in the Manage Favorite Seats Window

You use Altering Season Subscriptions to change price code or promotion structures assigned to the favorite seats of a season subscriptions.

Examples are: The end of the Early Bird Renewal deadline--where you convert Early Bird Sales Promotions to standard Season Subscription Sales Promotions. Alternatively, when the season pricing structure has changes and an option offered last year is not available for the coming year.

You cannot undo these changes. You must plan them out before using this feature. The Altering Subscription tool accesses the favorite seats within the season package and alters the pricing structure. It does not affect historical season subscription packages. Changes made affect the entire package not only the selected patrons or series.

Click Patron Sales >> Season Reservations >> Manage Favorite Seats.

The Manage Favorite Seats window opens.
Click the Alter Subscription button.
The Alter Promotion Window opens.
In Step 1, select the Sales Promotion to be exchanged FROM.
In Step 2, select the Sales Promotion to be exchanged TO.
In Step 3, enter the specific Price Codes to be exchanged FROM.
If only the Sales Promotions require altering--leave the Price Code fields blank.

In Step 4, enter the Specific Price Code to be exchanged TO.

Only one TO Price Code can be entered at at time. Theatre Manager takes the Price Codes listed in Step 3 and combines them into the Price Code listed in Step 4. If multiple Price Codes require exchanging you will need to run the process separately for each Price Code to be exchanged TO.

Click the Alter button.
The Alter Confirmation window opens.
Click the Alter button.
The Manage Favorite Seats window opens when the alteration is complete.

The Promotions and Price Codes are changed in the Season Package. Theatre Manager has updated the Favorite Seats for the coming season.

Season Package List Options

Options available in the Season Package List window. They can be accessed by clicking Patron Sales >> Season Reservations >> Setup Season Package.

Roll Over

The Season Roll Over will prepare the season for the coming year by creating a new Season Package. It will alter the Last Years Control House by replacing it with the This Years Control House and will prompt for a new Control House for the This Years field. It will match Performances within the Control House from the Last Years Control House with those in the This Years Control House. It will then move the patrons into the new season package and prepare them for the renewal process in the coming season.

For step by step instructions on Rolling Over the season package click here.

Verifying Counts

Verify Counts recalculates the number of patrons and seats within a season subscription. It is not to be confused with Verify Holds.
To start, you perform the following steps:

Click Patron Sales >> Season Reservations >> Setup Season Packages.

The Season Package List window opens.

For more information on the Season Package List window, click here.
Single click on the Season Package requiring Verification.
Click the Verify Counts button.
The Verify Season Package window opens.
Click the Verify button.
You are retruned to the Season Package List window.

The counts in the season package have be recalculated and updated. They appear in the list and inside the Season Package Detail window.

Initializing a Season Package

Using the initialize button on a season package will clear all renewal information. This is used for the purposes of starting over.

On the main menu bar, click on Patron Sales >> Season Reservations >> Setup Season Packages.

The Season Package List window opens.

Click here for more information on the Season Package List window.
Select the season package to be initialized and then click on the Initialize button.
The initialize Season Package dialog opens.

This process clears out the following information:

- Season Renewal Notice information
- Date season renewal notice printed
- Date the season subscription weas renewed
- Employee who renewed the information
- Order Number assigned to the season subscription
Read the warning, if everything is appropriate, click the Initialize button.
Theatre Manager initializes the package. When complete, you are returned to the Season Package List window.

Whos In Season Package List Window

The Who's In List will display the patrons appearing in the Season Package in a Contact List window.

Holding Seats in the Season Package List Window

Holding Favorite Seats filters through the events within the season and holds the patrons favorite seats for each performance within the package. You use this feature when single ticket sales begin prior to the renewal process completing.

Holding Favorite Seats within the Season Package List window holds the seats for every patron within the package who has not yet renewed. If more selective holds are required the Manage Favorite Seats Hold options may be more applicable.

Click Patron Sales >> Season Reservations >> Setup Season Packages.

The Season Package List window opens.
Click on the Season Package to select it. Then click the Hold Season Seats button at the top of the window.
The Book Season Subscription Options window opens.

For more information on the Book Season Subscription Options window click here.
In Step 1, choose the assignment option.
When you assign the holds to the patron, you can hover over the seat, within the performances, and view who the seat belongs to. Choosing not to assign the seats to the patron, holds the seat but the subscriber details remain anonymous.
In Step 2, set the Date and time the seats are released.
Theatre Manager automatically releases the holds for the date and time entered or, at the set Auto Release time.
In Step 3, enter any comments about the holds.
These comments will appear when the cursor hovers over the seats within the performance.
Click the Hold button.
The Hold Confirmation window opens.
Click the Yes button.
The Season Package List window opens and the seats are held within the performances.

The subscribers seats are held until the date indicated in the Hold Season Subscription Option window. At that date and time, the seats are released.

If the hold needs to be extended, access the Season Package List window run the Hold Season Seats process again. The seats are held until the release date, the patron renews their subscription or the hold is overridden in the event. Booking a season subscription will override the hold without having to release it.

Season Packages Detail Options

Options available in the Season Package Detail window. They can be accessed by clicking Patron Sales >> Season Reservations >> Setup Season Package and double clicking on the desired package.

Verifying Holds in a Season Subscription Package

You use Verify Holds to recalculate the totals for the Season Subscription Package.

You can also use this tool to add patrons to the season when they were not booked through the Season Subscriptions Module but, booked manually, such as, a regular ticket sale. The options you select, determine the details of the Verify process.

To Verify Holds, you perform the following steps:

Click Patron Sales >> Season Reservations >> Setup Season Packages.

The Season Package List window opens.

For more information on the Season Package List window, click here.
Click to highlight the Season Package youm want to verify. Then, click the Open button at the top of the window.
Click the Verify Holds button.

The Verify Season Subscription Packages window opens.

For more information on the Verify Season Subscription Package window click here.
Highlight all the performances listed. Make your check box selections, then click the Validate Subscription button.
Let the process run.
Click the Done button.

Auto Renewal in the Season Package Detail Window

Using the Auto-Renewal process, you can renew season subscriptions within a series on mass. The process creates an order, books the season subscription and authorizes the payment using the options you choose. You can also place the payments for the outstanding order on account.

This Process cannot be easily undone.
________________________________________________________

Click Patron Sales >> Season Reservations >> Setup Season Package.

The Season Package List window opens.
Double click on the Season Package to be Auto Renewed.
Click the Auto-Renew button.
The Season Subscription Auto-Renewal window opens.

For more information on the Season Subscription Auto-Renewal window click here.
In Step 1, choose the season packages to be auto-renewed.
The Selected Patrons option only auto-renews the patrons you selected in the previous window. The Subscriptions option auto-renews all subscriptions that have not been canceled or already renewed for the individual series code.
In Step 2, select the Auto-Renewal Status.
When enabled--only subscriptions with the Auto-Renew options checked in the Patron Season Detail window are Auto-Renewed. If left unchecked, all the selected season subscriptions will be Auto-Renewed despite the Patron Season Detail preferences.
In Step 3, pick the the Payment option.
The Do Not Create a Payment option places the outstanding balances on account and creates an entry in the Accounts Receivable. The Create Payment option adds a payment to the newly created season subscription order. This payment will appear in the Deposit window of the End of Day Wizard. If the Authorization option is checked, it appears as standard authorized transaction. If left unchecked it appears as an unauthorized card.
Click the Auto-Renew button in the lower right corner.
The Auto-Renew Confirmation window opens.
Click the Auto-Renew button.
Auto-renew can take time to complete. Do not interupt the process.

The selected season package is renewed. The seats for each performance, within the subscription have been sold into the order. Depending on the payment option selected the order may or may not have an outstanding balance.

Booking a Patron's Subscription from the Season Package Detail Window

When a patron has been added to a season package and their subscription contains favorite seats, the season package can be booked

To booking a patron's subscription from the Season Package Detail Window, you would perform the following steps:

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.
Click to select the desired season package. Then, click the Open button.
The Season Package Detail window opens.

Click here for more information on the Season Package Detail window.
Select the Patrons tab.
Click the patron to select them. Then click the Book button.
The Order opens to the Payment window.

For more information on the Payment window click here.
In the Payment Method drop list select the form of payment. Enter the payment details and accept the payment.

If the tickets are to be printed now, select Print Tickets. If the tickets will be Batch Printed at a later date select the Accept Payment button.

The payment window closes and the Season Subscription Detail window opens.

The patron status in the season package is updated.

The patron's tickets are booked and the Season Subscription Detail window shows the changes.

Holding Season Seats from the Subscription Detail Window

This function filters through the events within the season package and holds the patrons favorite seats for each performance within the package. You can use this, when single ticket sales begin before the Season Renewal process completes.

To hold seats from the subscription detail window, you perform the following steps:

Click Patron Sales >> Season Reservations >> Setup Season Package.

The Season Package List window opens.
Double click to open the desired package.
Click the Hold Season Seats button.
The Hold Season Subscription Options window opens.

For more information on the Hold Season Subscription Options window click here.
In Step 1, choose the assignment option.
When you choose to assign the holds to the patron, you can hover over the seat in the performances and view who the seat belongs to. Choosing not to assign the seats, holds the seat but the subscriber details remain anonymous.
In Step 2, you determine the Date and Time the seats are released.
Theatre Managerautomatically releases the holds on the date and at the time entered or at the set Auto Release time.
In step 3, enter any comments about the holds.
These comments will appear when the cursor hovers over the seats within the performance.
Click the Hold button.
The Hold Confirmation window opens.
In the confirmation window, click the Yes button.

The patron seats you have selected are held until the date set in the Hold Season Subscription Option window. In that date and time, the seats are released. If the hold needs to be extended, the Manage Favorite Seats window can be accessed and you can do the Hold Season Seats process again. The seats are held until the release date, the patron renews their subscription or the held is overridden in the event. Booking a season subscription overrides the hold without releasing it.

Adding Events To a Season Package

To add events to a Season package, you perform the following steps:

Click Patron Sales >> Season Reservations >> Setup Season Packages.

The Season Package List window opens.

For more information on the Season Package List window, click here.
Select the Package to add the Events to. Then click the Open button at the top of the Season Package List window.
The Season Package Detail window opens.

For more information on the Season Subscription Detail window click here.
Select the Events tab.
Click the New button in the lower left corner.
The Event List window opens.

For more information on the Event Lookup List window, Click here.
Select the events to be added to the Season Package.
To select multiple events, use the <SHIFT> key to select a series of events, or the <CTRL> key (Windows) or the <OPTION> key on the Mac.
Click the Select button.
The Events for the coming season will populate into the Events tab.
Close the Season Subscription Detail window.

Altering Sales Settings

To Alter Season Subscription Sales Settings, you perform the following steps:

Click Patron Sales >> Season Reservations >> Setup Season Packages.

The Season Package List window opens.

For more information on the Season Package List window, click here.
Select the Package where the Sales Setting needs altering. Then, click the Open button at the top of the Season Package List window.
The Season Package Detail window opens.

For more information on the Season Subscription Detail window click here.
Check or Uncheck the Sales Setting options as required.
Close the Season Subscription Detail window.

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.

Click on the Patron Sales menu from the main menu bar.
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

Theatre Manager allows you to customize your Season Renewal Notice if you want 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 - you are simply allowed to move the data around on the page, or delete those fields you do not wish to appear. Printing customized renewal notices is done through the reports menu.

Open the Reports module, and select the Season Subscription and Subscription Packages category.
Highlight (single click) the Season Ticket Renewal Notice report.
Click the "Customize" button on the toolbar at the top of the Reports window.

This will open the Customizing Custom Season Ticket Renewal Notice window.
Edit the vertical margins in each section by raising and lowering the gray bars in between the sections. You can also edit the contents of existing text blocks within each section, or add text blocks.

You can also add graphics such as boxes, circles, rounded boxes or new text blocks using the toolbox in the lower left corner. Adding boxes, rounded boxes, lines and circles is as simple as clicking on the appropriate tool in the toolbox in the lower left corner, then drawing the item within the customized notice.

Editing existing text is done by double clicking on the text box within the custom notice, and editing it within the box. To close the box, siimply click anywhere off the box.

Adding a new text box can be done by clicking on the ABC icon in the lower left toolbox.
- Draw a box on the renewal notice in the location you want the new text box
- A new menu appears on the left to choose the font and point size.
- Select the font and size you wish to use.
- Double click on the box you drew
- Enter the text you want to appear in the box.
- Use the formatting tools in the text box to bold, italicize, underline or change the font color.
- Click anywhere outside the box to close the editing window.

You can remove fields from the notice entirely if you choose not to use them.

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 on the top toolbar.

Changing the Top margin will lower the print on the page as indicated.

Name your customized Renewal Notice at the top, and give it a description.

Click the SAVE button on the top toolbar.

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

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.

To start, click the Subscription button in the Theatre Manager ribbon bar.
The Manage Favorite Seats window opens.
Highlight the patron you wish to print the notices for. Then click the Renewal Notice button.

The Season Ticket Renewal Notice Criteria window opens.
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.
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.
Make the appropriate selections, then click the Next button.
The Comments tab of the Criteria window opens.
Edit the comment fields on the notice, and click the Next button.
The Search tab of the Criteria window opens.
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.
Make the appropriate selections, then click the Next button.
The Title tab of the Critera window opens.
You can enter a a new title and description and click the Done button.
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:

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.
Single click on the desired season package to select it.
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.
Click the Print Renewal button.

The Season ticket Renwal Notice Criteria window opens.

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.
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.
Make the appropriate selections, then click the Next button.
The Comments tab of the Criteria window opens.
Edit the comment fields on the notice, and click the Next button.
The Search tab of the Criteria window opens.
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.
Make the appropriate selections, then click the Next button.
The Title tab of the Critera window opens.
You can enter a a new title and description and click the Done button.
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.

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.
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.
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.
Make the appropriate selections, then click the Next button.
The Comments tab of the Criteria window opens.
Edit the comment fields on the notice, and click the Next button.
The Search tab of the Criteria window opens.
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.
Make the appropriate selections, then click the Next button.
The Title tab of the Critera window opens.
You can enter a a new title and description and click the Done button.
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.

Season Subscription Packages

You use the Season Reservation module to creating season packages and to subscribe patrons to those packages. For more information on pre-planning for season packages, click here.

To start, you perform the following steps:

Choose Patron Sales>> Season Reservations >> Setup Season Packages.

The Season Package List window opens.

For more information on the Season Package List window and to continue, click here.

Season Reservations

Season Packages

Subscription Windows

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

Manage Favorite Seats Window

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

Parts of the Manage Favorite Seats Window

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

Package Management Section

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

Parts of the Package Management Section

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

Seat Management Patron Section

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

Parts of the Seat Management Patron Section

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

Seat Management Pricing Section

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

Parts of the Seat Management Pricing Section

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

Seat Management Seating Section

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

Parts of the Seat Management Patron Section

	When you select a seat on the graphic map, this button becomes active. Clicking the button opens a context menu. The context menu shows the patron currently subscribed to the selected seat. Clicking the button a second time makes select the patron from the patron section.
	This button works like the button in the order window. If an improper price code or promotion is selected, then highlight the ticket(s), set the proper promotion and price code, and click this button. The subscriber seats will now be set to the new price code and/or promtion.
Subscriber Seats
Quantity	The number of seats that patron has.
Price Code	The price code used for the seats.
Section/Row/Seat	The section, row and seat for the seats the subscriber has.
Promotion	The promotion for the seats the subscriber has.
Error Message	Any error messages in regards to subscribing a patron to these seats.
Primary Seat	The primary seat of the patron.
Section	The section of the seat.
Row #	The row number of the seat.
Seat #	The seat number of the seat.
Seat Code	The seat code for the seat.
	This button is unavailable in this section.
	This button is unavailable in this section.
	This will remove the seats from the patron. This will not remove the patron from the season package.
	Select a held seat and then click this button to release it for sale. Do not do this for subscriber seats.
	This button allows for setting holds on seats on the graphic map. This is more for seats that are not properly held than for holding for a subscriber. For example, in improperly held wheelchair seat.
Wait List Seats for Selected
Section/Row/Seat	The section, row and seat number for the wait listed seats.
Patron Name	The patron who is on the wait list for the seats.
Change Date	The date the patron on the wait list requested the seating change.
Change Location	The location the patron on the wait list requested.
Priority of Seating	The priority of the patron in the seating change request.
Seating Request Comments	Any comments in conjunction with the seating request change.
Promotion	The promotion for the seats.
Renewal Status	The renewal status of the patron on the wait list for the seats.
Primary Seats	The primary seats for the patron.
Section	The section of the seats.
Row #	The row number of the seats.
Seat #	The seat number of the seats.
Price Code	The price code for the seats.
Last Name	The last name of the patron on the wait list for the seats.
First Name	The first name of the patron on the wait list for the seats.
Company	The name of the company of the patron on the wait list for the seats.
Quantity	The quantity of seats the patron is requesting.
	This button is unavailable in this section.
	This button is unavailable in this section.
	This will remove the wait list seats from the patron. This will not remove the patron from the season package.

Subscription Patron Detail Window

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

Parts of the Subscription Window

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

Subscription Favorite Seats Tab

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

Parts of the Subscription Favorite Seats Tab

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

Subscription Change Requests Tab

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

Parts of the Subscription Change Requests Tab

	This tab is used for setting the patron's favorite seats as part of the season package. Click here for more information on the Favorite Seats tab.
	This tab is used for managing the patron's auto-renewal of their subscription to the season package. Click here for more information on the Auto Renewal Settings tab.
Seat Change Requests
Change Request Priority	The number of the priority level given to this change request between 1-9.
Date Change	A drop down menu listing the available date changes for the season package. The list of dates are adjustable by the organization in the System Tables >> Code Tables data.
Seat Change	A drop down menu listing the available seat changes for the season package. The list of seat change options are adjustable by the organization in the System Tables >> Code Tables data.
Keep original seats	When denoted, if the seat change request is not able to be exactly matched, the patron will retain their existing seats.
Willing to take the next best seat	When denoted, if the seat change request is not able to be exactly matched, the patron will take the next best seats available.
Call before making the changes	When denoted, if the seat change request is not able to be exactly matched, the patron should be called before making any changes.
Seat Change Request
An area for notes related to the patron's seating change request.

Subscriptions Auto Renewal Settings Tab

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

Parts of the Subscription Auto Renewal Settings Tab

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

Subscriptions Tickets Tab

Subscription Transaction Tab

Season Package Detail Window

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

Parts of the Season Package Detail Window

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

Edits Tab

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

Parts of the Season Package Detail Event Tab

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

Events Tab

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

Parts of the Season Package Detail Event Tab

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

Patron Tab

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

Parts of the Season Package Detail Event Tab

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

Sales Notes Tab

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

Parts of the Season Package Detail Sales Notes Tab

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

Season Package List Window

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

Parts of the Season Package List Window

	Opens the Season Package Detail window in order to create a new Season Package. Click here for more information on creating a new Season Package.
	Opens the selected season package for the purpose of editing in the Season Package Detail window.
	Creates a duplicate of the selected season package.
	Deletes the selected season package.
	Prints the season packages in the Season Package List window.
	Initializes the selected season package by clearing all patrons from the package. Click here for more information on initializing a Season Package.
	Rolls over the selected season package to the current year. Click here for more information on Season Package Rollover.
	Verifies the selected season package to ensure that all counts are correct.
	Merges the selected season packages together. All records will also be merged together.
	Shows a listing of which patrons are part of the selected season package.
	Begins the process for issuing renewal notices for the selected season package. Click here for more information on the Renewal Notices.
	Holds all favorite seats for the performances in the selected season package.

	A drop down menu listing the available ways to search for a season package.
	The Search button to begin a search for a season package.
Seq #	The sequence number for the season package.
Active	Shows whether the season package is active or not.
Year - Fiscal	The fiscal year to which the season package is currently set.
Subscriptions	The total number of subscriptions in the season package.
Desired Seats	The number of favorite seats that were desired by patrons for the season package.
Assigned Seats	The number of favorite seats that were able to be fulfilled for patrons in the season package.
Renewed Subs.	The number of subscriptions that are renewals from the previous fiscal year.
Renewed Seats	The number of seats that were renewals from the previous fiscal year.
Venue Name	The name of the venue that the season package is a part of.

Book Season Subscription Options

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

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

Parts of the Season Package List Window

	Choose the assignment option. You can choose to create a generic hold with no release data and time or create a hold assigned to the patron.
	Determine the Date and Time the seats are released. Theatre Managerautomatically releases the holds on the date and at the time entered or at the set Auto Release time.
	Enter any comments about the holds.

Season Subscription Auto-Renewal Window

The Book Season Subscription Options

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

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

Parts of the Season Subscription Auto-Renewal

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

Season Subscription Management

Setting Up Season Packages

Planning Season Packages

Building a Control House

Creating a New Package

Creating a New Package using an Existing Event

Season Roll Over

Seat Matching During Rollover

Selling Season Subscriptions

Favorite Seats Window

Adding Patrons to a Season Package

Adding Favorite Seats in the Manage Favorite Seats Window

Using Manage Favorite Seats to Book Subscriptions

Wait Listing Seats for a Patron

Selling Season Subscriptions From the Patron Record

Adding Patrons to a Season Package

Adding Favorite Seats from the Patron Window

Booking Subscriptions from a Patron Record

Order Window

Subscribing a Patron to a Season Package via the Order Window

Season Package Detail Window

Adding Patrons to a Season in the Season Detail Window

Adding Favorite Seats in the Season Package Window

Booking a Subscription from the Season Package Window

Editing a Season Package

Managing Favorite Options

Altering Favorite Seats in the Manage Favorite Seats Window

Removing a Subscriber in the Manage Favorite Seats Window

Moving a Patron from the Wait List

Moving a Patron from the Wait List

Verify Holds in Manage Favorite Seats

Auto Renewal in the Manage Favorite Seats Window

Holding Season Seats in the Manage Favorite Seats Window

Altering Season Subscriptions in the Manage Favorite Seats Window

Season Package List Options

Roll Over

Verifying Counts

Initializing a Season Package

Whos In Season Package List Window

Holding Seats in the Season Package List Window

Season Packages Detail Options

Verifying Holds in a Season Subscription Package

Auto Renewal in the Season Package Detail Window

Booking a Patron's Subscription from the Season Package Detail Window

Holding Season Seats from the Subscription Detail Window

Adding Events To a Season Package

Altering Sales Settings

Printing Renewal Notices

Customized Renewal Notices

Print Notices from the Manage Favorite Seats Window

Printing Renewal Notices From the Detail Window

Printing Season Subscription Renewal Notices

Season Ticket Renewal the Display Fields Tab

Parts of the Season Ticket Renewal Display Fields Tab

Notice Contents

Suggested Donation Options

Date & Time Options

Testing Options

The Season Package Detail Edit Tab

Parts of the Season Package Detail Edit Tab

Control House Settings

Sales Settings

Plug In Code

The Season Ticket Renewal Comments Tab

Parts of the Season Ticket Renewal Comments Tab

Renewal Notice Custom Text Fields

The Season Ticket Renewal Notice Criteria Window

Parts of the Season Ticket Renewal Notice Criteria Window

The Season Ticket Renewal Notice Selection Tab

Parts of the Season Ticket Renewal Notice Selection Tab

Package and Series Selection

Print Options

The Season Ticket Renewal Sort Tab

Parts of the Season Ticket Renewal Sort Tab

Available Sort Fields

Selected Sort Fields

Sort Field Parameters

Season Subscription Packages

Season Reservations

Season Packages