Events / Plays and Dates

In this section, we explain the Play setup window and take you through the set up of an event. You must enter Play and date information before tickets can be sold. Each play can have a number of performance dates, called a series. The price code values for each series can be unique. You customize the name of this section to a title which suits your company (e.g. Plays or Games) in the Appearance section of Default Data.

Opening the Plays and Dates Window

Select Plays from the Setup Menu

The Plays and Dates window opens displaying the data of the play in memory.

Event / Play List

You use the Play List window to locate plays or to generate a quick list of events that can be printed.

Parts of the Play List Window
Adds a new Play. Click here for more information on creating events.
Opens the selected Play. Click here for more information on editing an event.
Creates a copy of the selected event.
Deletes the selected Play. For more information on deleting events click here.
Generates a report of the Play List to the screen or default print location.
Exports the Play List in a tab-delimited format.
Clicking the button, puts any images or pictures associated with the event, onto the FTP site.
Changes the view of the plays, from list to calendar or calendar to list.
View the items attached to the play / event as a calendar.
Search Field
With the search fields, you can change how you search the Play List Window. Click here for more information.
Active
Check this to show all active events in the list.
Inactive
Check this to show all inactive events in the list.

Finding Events / Plays

You can access the list of Plays (Events) two ways. First, you can to select the list from the main Theatre Manager toolbar / ribbon bar.

Or you can select Plays in the Setup drop down menu.

Finding a Play Using the Search Button

This find method is best used when you have the event number since it only returns the event closest to your criteria.

  1. Open the Play List window.

    Click here for more information.

  2. Press <RETURN> or <ENTER>, or use the mouse to select the Search Button.

Finding a Play Using The Play List Window

This is a useful search method if you do not have the event number. This method will return a list of all events which match your selected criteria. Then you can choose the correct event.

  1. Open the Play List window.

    Click here for more information.

  2. Choose a search field from the drop down list.

    There are ten fields to choose from:

  3. Enter search criteria in the From and To Fields

    The criteria you enter in the "from" and "to" fields will be based on the field selected in the drop down list to the left of the field. In the above picture you search by Event code. When entering criteria you can be specific or general. That is, if you are searching by Event Code, you can enter the entire event code into the search field ("99-01" - will find the specific event) or you can just enter the first part of the event will find all Events that have event codes beginning with "99-").

  4. Click the Search Button.

    All events matching the search criteria are returned.

  5. Double click on an event to open the Play Setup window.

Creating a New Event / Play

The following links, describe how to insert new plays and events into the database.

Creating New Events / Plays

Before you add an event / play into Theatre Manager, a general ledger account number must be created for the new event / play. Refer to General Ledger Accounts for more information.

In the Event / Play window, there are eight different account number fields in five different ticket types. The eight accounts are:

  1. Sales
  2. Exchange
  3. Refund
  4. Discount
  5. Markup
  6. Ticket Fee account 1
  7. Ticket Fee account 2
  8. Ticket Fee account 3

The five ticket types are:

  1. Regular
  2. Season
  3. Other Type 1
  4. Other Type 2
  5. Internet

Depending on how your accounting system is setup:

  • You may need to create only one G/L account for the entire event / play, or
  • You may need a separate account for each of the account number fields in each of the five ticket type categories.

    To start, you perform the following steps:

  1. Open the Event / Play List Window.

    Click here to learn how to access this window.

  2. Click the New button.

    The fields are blanked to allow you to add new data.

  3. Enter the Event / Play information.

    Click here for more information on Event / Play Information tab.

    4. Click the Accounting tab.

Accounting Tab

The Accounting Tab displays the accounting information for an event. It shows the general ledger accounts set for the event and the applicable taxes applied. As well, when the revenue will be received into the general ledger can be determined.

Taxes to Apply to Tickets

There are three taxation levels that can be applied to an event. Checking the box beside a tax level tells Theatre Manager that taxation level will be applied to the price of a ticket for the event. Tax levels are set up in the Accounting Tab of Default Data.

Deferred Revenue

In general, deferred revenue results when payment for goods and services (tickets to an event) is received in advance of the goods (the event). Deferred Revenue is a Liability until the event has pasted. Theatre Manager then transfers the revenue from the liability account to the earned revenue accounts. Checking the box beside Use Deferred Revenue will define this event as a deferred revenue event. You will be required to insert the necessary set of General Ledger Liability Accounts for recording the deferred revenue. Refer to the section, General Ledger Setting Up the Chart of Accounts for more information on determining a Chart of Accounts.

Posting Accounts

There are six different types of accounts used in combination with Events. They are:

  • a Sales Account
  • an Exchange Account
  • a Refund Account
  • a Discount Account
  • a Markup Account
  • three levels of Ticket Fee Accounts.

    • As well, there are five different ticket categories for each type of ticket. They are:

  • Regular
  • Season
  • Other-Type 1
  • Other-Type 2
  • Other-Type 3.

Depending on how your accounting system is designed, you may want to set up all account types with the same general ledger account. For example, the same general ledger account can be entered for all revenue accounts -- the general ledger will record all revenue for the event into one account. Separate general ledger accounts can be entered for all revenue accounts -- the general ledger will record each type of revenue for the event in a separate account. Refer to the section, General Ledger Setting Up the Chart of Accounts for more information on determining whether to use a detailed versus a simplified general ledger number setup.

Sales Account
Designates the general ledger account number used to record revenue received through new ticket sales for the event.
Exchange Account
Designates the general ledger account number used to record revenue gain or revenue loss through ticket exchanges for the event.
Refund Account
Designates the general ledger account number used to record revenue loss through ticket refunds for the event.
Discount Account
Designates the general ledger account number used to record the net value of ticket discounts through ticket sales, ticket exchanges, and ticket refunds for the event.
Markup Account
Designates the general ledger account number used to record the net value of ticket markups through to ticket sales, ticket exchanges, and ticket refunds for the event.
Ticket Fee Accounts
Designates the general ledger account number used to record the net value of per ticket service charges applied to ticket sales, ticket exchanges, and ticket refunds for the event.

Ticket Types

Theatre Manager can also breakdown your ticket sales for an event into five separate sections.

This allows you to keep track of how your tickets are being sold. The "Other Type" Tabs can be renamed in Default Data: Appearance. Under each of these tabs are independent deferred revenue and earned revenue accounts for each type. Thus allowing you to designate separate accounts for each revenue for all types.

Adding Performances

Once you have created an event you can create performances to sell tickets to. Click here to learn how to create an event.

Adding a new performance can use a lot of space in the database. Each performance requires about 400-600 bytes. If you create an event with 10 performances, you might require 4K to 6K. Typically, most of the required space is for tickets. Each ticket sold uses between 500 & 1000 bytes, depending on the length of your promotion codes, credit cards, etc.

You can regain the space used, by archiving an event when all performances and reports are completed or at the end of a year.

Festival Seating

Tickets are created at time of sale and a ticket can represent an admission of a number of people (e.g. admit 10). If a ticket always represents one admission, the number of tickets created will be similar to reserved seating.

Example #1

  • 600 seat house
  • average ticket being admit 3
  • house sold to 60% capacity for 30 performances

This would require:

600 seats * 30 performances * .6 (capacity) /3 (average tickets qty) = 3600 tickets issued

3600 * 500 bytes = approx. 2 Meg

Example #2

  • 200 seat house
  • average ticket being admit 1
  • house sold to 110% capacity for 10 performances

This would require:

200 seats * 10 performances * 1.1 (capacity) /1 (average tickets qty) = 2200 tickets issued

2200 * 500 bytes = approx. 1 Meg
Reserved Seating

Tickets are created at the same time as the performances. One ticket is created for each seat in the theatre so the formula for predicting the amount of space used is relatively constant.

Example

  • 600 seat house and 30 performances

would require: 600 seats * 30 performances = 18000 tickets * 500 bytes = approx. 9 meg

2 Year Requirement

  • 600 seat house
  • 5 productions
  • 30 performances
  • using reserved seating

may require 9 megs * 5 * 2 = 90 megs for 2 years of tickets online.

Adding a Performance - Step 1

  1. From the Performance Tab of the Play Setup window, click the Add Button.

    The Performances window opens. You can now add /create performances for an event.

  2. Enter the Number of Performances you want.

    You can type the number directly into the text box.

  3. In the sales Method drop down list, choose the type of seating that will be used in this performance, typically either Festival or Reserved.

    There are seven different sales methods to choose from. They are: Auction Item, Consignment Tickets, Course, Festival Seating, Inventory, Reserved, and Traveling Troupe.

    Auction Item
    Used to sell items being used for an auction. Click here for more information on Auction Items.
    Consignment Tix
    Used to sell tickets on the behalf of another group. For example, a group allots you a particular number of seats that you can sell for them. Once those tickets are gone no more can be sold. This choice has no overselling feature.
    Festival Seating
    Used to sell tickets to an event that does not have reserved seats. For example, Rush Seating, General Seating. Advantages:
    • The performance can usually be oversold because there is some no-show factor that can be counted on.
    • The price of the tickets is usually a little less than reserved seating
    • Patrons will automatically space themselves out to create a comfortable house dressing
    • Can be used for flexible passes
    Disadvantages:
    • Patrons often arrive at the venue earlier to ensure a good seat. (this can be an advantage if you have a bar)
    Inventory
    Used to sell merchandise. For example, T-shirts, Programs, etc. It is inventory based sales.
    Reserved
    Used to sell tickets to an event having reserved seats. Reserved seats can only be used with theatre maps that have had seats created. Advantages:
    • Customers will pay a higher price for the ticket
    • Most popular ticket sales method
    Disadvantages:
    • Cannot count on a no show factor to over sell the theatre
    • House seats must be explicitly booked out
    • Causes some work for the Box Office manager to ensure the house is dressed properly
    Traveling Troupe
    This is used for shows that travel to various locations. This sales method enables a new performance to be created for each booking.
  4. If required, enter a Performance Type.
  5. In the next two boxes, enter the quantity of tickets to sell, and the quantity of tickets to report as available.

    This option is not applicable for Traveling Troupe and Reserved seating performances. You use this feature to reduce the number of seats available to a festival, consignment or inventory style event. For example, you may normally have 400 seats in your theatre, but the designer has created a set that obstructs 50 seats. You do not want to create another theatre map, or you just don't have access to them. Enter a quantity of 350 seats to sell. That will be your house total for that event.

  6. Choose if you would like to use the default map holds for the performance.
  7. Choose if you would like to include this performance in the annual patron data.
  8. Enter a sales target in the text box (if required).
  9. Decide where you want the performance available for sale. You can sell the performance at the Box Office, on the Internet, or at an Outlet.
  10. Decide where you want to use the performance in a Control House for subscription sales.
  11. Choose if you want to allow overselling of this performance.
  12. Select which Security groups have permission to sell the performance.

    You use this if you would like only users of a certain level to sell the tickets. This can be changed at any time.

  13. Proceed to Step 2 to move on, or Cancel if you do not want to finish setting up the performance.

    Adding a Performance - Step 2

    1. Enter the date of the First Performance (if no performances already exist,) or the Next Performance (if you are just adding another performance).

      The date that is entered here is not written in stone. It can be altered at anytime. It is meant to be used as a guide in creating all performances for the event.

    2. Using the slider for each day, select the maximum number of performances (up to 10) that may occur.

      If you have multiple performances on a specific day of the week, select that number and additional performance times will appear on the right hand side. The number of performances is to be used as a general guide line when setting up the performances.

    3. Enter the Performance Time(s).

      If there is a day of the week that has more then one performance then you may set a matinee time as well as an evening time. These times are to be used as a general guide line when setting up an event. They can be changed at anytime after the performance has been created.

    4. Set up Performance Codes.

      Click here for more information on Performance Codes.

    5. When complete, click the Step 3 button to move on, or Cancel if you do not want to finish setting up the performance.

    Performance Codes

    Performance Codes

    The performance code provides quick reference to a performance(s) of an event. The code should be reflective of an easy way to find the specific performance during the sales process. Performance codes can be up to eight characters or numbers.

    If it is important to find a particular performance (1st Friday) for several events at the same time, each series should have the same code. This becomes very usefully when a patron is booking a season subscription and would like to attend the same time every month. Establishing a consistent nomenclature for the Event and Performance codes saves time during the sales process.

    The following examples are recommended as an easy way for the sales person to verify that they have the correct performance. Codes should be in a week - day - performance format.

    Week Long Performances

    The following example would allow for easy comparison of week-long runs of shows.

    1-SAT

    For the performance on the first Saturday.

    2-SUN-M

    For the matinee performance on the second Sunday .

    3-SAT-E

    For the evening performance on the third Saturday.

    3-SAT-M

    For matinee performance on the third Saturday.

    Single Day Performances

    If you do not have multiple performances per day the next example would allow for an easy comparison of the days of the week.

    SAT-1

    For the performance on the first Saturday.

    SUN-1

    For the performance on the first Sunday .

    SAT-2

    For the performance on the second Saturday.

    SUN-2

    For the performance on the second Sunday.

    Multiple Day Performances

    If you have multiple performances per day the next example would allow for an easy comparison of the performances per day.

    1-SAT-1

    For the first performance on the first Saturday.

    1-SAT-2

    For the second performance on the first Saturday.

    1-SAT-3

    For the third performance on the first Saturday.

    1-SAT-4

    For the fourth performance on the first Saturday.

    Inventory Items

    Finally, for a non-event (inventory) performance: ie boutique sales.

    T-Shirt

    For the inventory item - T-shirts

    Program

    For the inventory item - Programmes

    Hats

    For the inventory item - Hats.

    Mugs

    For the inventory item - Coffee Mugs

    Adding a Peformance - Step 3

    After you click the Step 3 button, the Step 3 window - Adding a Performance, opens.

    1. Review the calendar.

      As performances can span months, use the forward - back buttons to move through the calendar.

    2. To finsh, click the Build button.

      To go back, push the Step 2 , or Cancel if you do not want to finish setting up the performance.

      When you push the Build button, the Build Performance list dialog opens.

    3. Click the Build button.

      The Adding performance verification window opens.

    4. Close the window and you are returned to the Performance tab of the Play window and the performance you entered is displayed.

    Price Codes

    on the Play/Event Setup Window, price codes are displayed on the right side and are for the currently selected (highlighted) performance. Clicking on the different performances will change the prices seen.

    This section is a description of the Price List, Setting a Default Price Code for a performance, Copying Prices and Editing Prices.

    Pricing Information

    Pricing information for the selected performance on the left, displays in the price list on the right side of the Play Setup Window. When you click on different performances the price list will change. From left to right the price list displays:

    Code
    Displays the single character code that is associated with this price. This character was assigned in the Price Code field in the Venue Map window.
    Use?
    Check box field. If the box is checked then the price code is available for use by the performance that is highlighted in the performance list.
    Description
    The description you give to easily identify the price code. For example, Adult, Child, Senior, Student. Or alternatively: Front, Mezzanine, Loge, Balcony.
    Price
    Displays the dollar value of the price code. For example, $10.00, 15.00... etc.
    City
    Displays the amount of city tax charged on the price code.
    State/PST
    Displays the amount of provincial / state tax that is charged on the price code.
    Federal/GST
    Displays the amount of Federal tax charged on the price code.
    Price + Tax
    Displays the total price of the price code with all taxes included.

    Selecting a Default Price Code

    Each performance (series) can have its own default price code setting.

    1. Click on the Pricing Tab of the Event Setup Window.

      Pricing information should now display on the right side of the Event Setup Window.

    2. Select the performance for which you are setting the Default Price Code.

      Click on the performance from the performance list. The prices for this performance display in the price list on the right side of the window. 

    3. Open the Default Price Code drop down list.

      A list of usable price codes is displayed.

    4. Select a Price Code to be the Default.

      Do this by clicking on a price code from the list.

    Copying Prices

    In Theatre Manager , you can copy prices to a single performance or group of performances, from any performance saved in Theatre Manager.

    1. Click on the Pricing Tab of the Events and Dates Window.

      Pricing information should now display on the right side of the Events and Dates window.

    2. Select the performances that you want to Copy Prices to.

      To do this, click on the first performance you want to copy prices to, then drag you cursor over the remaining performances from the performances list on the left side of the window. Alternately, you can click the first performance, and then hold <CTRL> (Windows) or <COMMAND> (Mac) and click each additional performance.

    3. Click the Copy Prices Button.

      The Copy Price Wizard window opens.

    4. In Step 1, select the performance to use as a Pricing Template.

      To further refine your searchm click the drop down list under the 1. You can then choose a different five search fields. They are:

      Select a search field, and you can further restrict the search using the "from" and "to" fields to enter criteria. For example, the (picture) below displays a successful search for performance that have Play Codes starting with 07.

    5. In Step 2, you select the performance that you want to use as a Pricing Template.

      As you select plays on the right, their price codes are displayed on the left and the performance's price codes are displayed on the right.

    6. Select the Price Codes you want to copy.

      Highlight the Price Codes you want. You can select all, none, or some of the price codes to be copied.

    7. In Step 3, you choose which Attributes of the Price Code to copy.

      There are four parts of the price code that you can copy across. The Description, the Price, Able To Use Flag, and Enabled/Disabled Promotions. To copy an attribute put a check in the box beside the attribute desired.

    8. Click the Copy Button.

    Promotion Tab

    The promotion tab assigns promotions to a performance. You can assign whatever promotion you want to any performance. A performance could have all available promotions or only specific promotions A performance must have at least one (1) promotion in order to sell tickets to the performance. In order to do this, there must be promotions created already. For detailed information about promotions Click Here. The instructions below describe how to assign promotions to a performance as well as removing them.

    By default, ALL promotions are available to the performance when it is created.

    Adding Promotions to a Performance

    1. Open the Event Setup Window.
    2. Click on the Promotions Tab.

      A list of all the performances for the event will be displayed on the left side of the window. All the promotions currently setup will appear on the right side.

       

    3. Select the performance you want to add promotions to.

      Click a performance to select it. Only one performance may be selected since each may contain different promotion data.

    4. Select the promotions you want to use.

      Click a promotion to select / deselect it.

    5. Click the Allow Use Button.

      An green check mark to the left of the promotion description. The checked promotions will now appear in the buy window when selling tickets to that performance.

    Removing Promotions from a Performance

    1. Open the Event Setup Window.

    2. Click on the Promotions Tab

      A list of all promotions in Theatre Manager will appear on the right side of the Window.

    3. Select the performance.

      Click a performance to select it. Only one performance may be selected since each may contain different promotion data.

    4. Select the promotions you want to remove.

      Do this by highlighting the promotions you want to clear.

    5. Click the Disable Use Button.

      An red X will now appear to the left of the promotion description. The X'd promotions will now not appear in the buy window when selling tickets to that performance.

    Maps Tab

    Maps Tab

    This allows you to view the current map, with holds being used, for the performance. You can see a graphical representation of the current "House Dressing". You can also add and release holds for each performance from this tab. If you add holds in the theatre map for a performance that has already been set up, you will have to go into each performance in the event, select the Holds Tab, and check the box for "Return tickets to hold for this performance." You will then need to:

    • Open the Maps tab of the Events and Dates Window
    • Highlight each performance in turn
    • Select the Sales Map in the display options
    • Click the Holds button to activate the "All Seats on 'Return to Holds' Map popup and select that popup.

      • Parts of the Maps Tab

      Performance Information
      Performance #
      Unique performance number generated by Theatre Manager.
      Performance Code
      A quick reference for the performance.
      Performance Date
      Date of the performance.
      Performance Time
      Time of the performance.
      # Sold
      Number of seats currently sold for the performance.
      # Held
      Number of seats currently held for the performance.
      Sales Method
      Type of seating used for the performance, typically either Festival or Reserved.
      Play #
      Sequence number of the event.

      Additional Buttons
      Shows the current map as it appears in the Ticket Selection process.
      Shows the default holds map for the venue as set in Theatre Maps.
      Prints a graphical version of the "House Dressing" for the selected performance.
      Allows a seat to be released for sale for the selected performance.
      Allows a seat to be held by a letter code for the selected performance.
      Places holds based on the default hold map for the venue. Appears after "Hold" is clicked.

    Editing an Event / Play

    The following pages describe different options for editing an existing event.

    Editing Performances

    Each series of performances can be edited after being created. You may be required to change the time or date of the performance or some other attribute. There are different editing options for each of the different sales methods, however they are similar. Before details are explained about editing each performance type. It is useful to know how to access the series detail window so you can start editing.

    Accessing the Performance Detail Window

    1. Open the Event / Play Setup Window.
    2. Find the Event with the performance you wish to edit.

      Click Here to learn how to find events.

    3. Click on the Performances tab

      The Performance Tab opens.

    4. Double click on a performance to open the Performance Detail Window.

      The detail window is the same for each sales method. Depending on the sales method you may not have access to some fields. Click Here for a detailed description of this window.

    Editing Price Codes

    There are two different reasons for editing price codes: One, to initially set up the prices for the price codes. Two, to alter an all ready set up price.

    1. Open the Play Setup Window.
    2. Select the Play you want to adjust and click the Open Button.
    3. Open the Pricing Tab.

      For more detailed information about the Pricing Tab, Click Here.

    4. Select the Performance that you want to Edit Price Codes for.

      Do this by clicking on the specific performance from the performance list on the left side of the Play Setup Window. The prices for this performance will display in the price list on the right side of the Play Setup Window.

    5. Select the the Price Code you want to Edit.
    6. Click the Edit Price Button.

    7. Enter a description for the Price Code.

      Common price code descriptions are Adult, Student, Senior, etc..

    8. Enter a Base Price.

      The price that is entered here is the ticket price before taxes have been added on. If your company likes to have nice round ticket prices after taxes then you can use the Calculate Price Excluding Tax Feature. It is explained further down the page.

    9. Click Save .

      Doing this accepts the changes to the price code. Clicking Cancel would have canceled the changes.


    Calculating Prices Excluding Taxes

    1. Enter the Selling Price you want to end up with after taxes.

      In this example we will use $10.00 and a 7% tax rate.

    2. Click the Calculate Price Excluding Taxes Button.

      The selling price will now display as the price before taxes. In this example the $10.00 Price Code turned into a $9.35 Price Code. Look to the calculation to see how the tax was broken out to create $10.00 final price ticket.

    3. Click Save .

      This accepts the changes to the price code.

    Verifying Seats

    This is an internal database verification that ensures all tickets have been created and are properly setup. The verification routine has three functions:
    • Determines if there are any missing reserved seats. This should never happen - verification will detect and correct the issue.
    • recalculate performance totals based on ticket sales for the performances being verified
    • ensures that the letters displayed on the map are consistent with the settings in system preferences. If you've changed the setting in system preferences to or from 'Price Code' and 'Promotion Letter', you will need to verify future performances to change the actual letter display.
    1. Click the Event button in the Theatre Manager ribbon bar.
    2. Locate the Event with the Performances to be Verified.

    3. Open the Event by double clicking on it.

    4. Select the Performance tab.

      Single click on the performance to be verified. You can select multiple performances at a time if needed.

    5. Click the Verify Seats button.

      The Verify Seats warning dialog opens.

    6. To continue, click the Verify button.

      The progress bar at the bottom of the window will state the function and the progress.

    When the Verify process has completed, the Performances will no longer be available for sale at the Box Office. They will need to be marked as available before tickets can be sold.

    Setting Attendance

    You use setting attendance to keep track of how many patrons attended a performance versus the number of tickets sold. This feature is beneficial for deciding how much can be oversold to a festival house. You may have discovered there is a consistent 'no show' rate of 15% to 20% and can then adjust sales to match the trend. Another use for this feature is calculating royalties based on the number of patrons that actually attended the performance, not based on the number of tickets sold.

    It is important to remember that this feature only works if you have the ticket and the patron number printed on the ticket, or a bar code that contains one or both of those numbers.

    To Set the Attendance

    1. Click the button in the Theatre Manager Ribbon bar.

    2. Double click on the Play / Event to set attendance for.
      3.

    3. Click the Attendance tab.
      4.
    4. Select the performance to set attendance for.
      5.

      Choose the performance by clicking on the corect date in the column on the left side of the Attendance Tab.

    5. Click the button.
      6.

      The Set Attendance button is only accessible if the performance you have selected has already taken place or will be performed that day. The Set Attendance dialog opens.

    6. Click the All button to set the attendance flag to "Attended" for all patrons and tickets.
      7.

      Use this option if you are sure that all the tickets were redeemed for the performance.


    7. Click the Scan button to manually enter attendance.
      8.

      The 'Attendance: Patrons who came' window opens.

    8. Enter the patron number, ticket number or click in the ticket number field and scan the ticket.
      9.

      If you enter the patron number, all of the tickets the patron purchased will appear in the window. If you enter the ticket number or scanning the ticket, only that ticket will appear.


    9. Click the Accept button.
      10.

      To speed up the process, press the <RETURN> key to accept the ticket # / Patron #. If you are using a bar code scanner, set the default to include an automatic <RETURN> after each scan. If the tickets have a bar code on them, then either the patron number or the ticket number can be scanned in. It depends on what information has been encoded in the bar code.

      If too many tickets have been selected, and not all should be marked as attended, highlight those to remove and click the Clear Attend button. The tickets are removed from the list.

    10. Click the Finished button when all data has been entered .
      11.

      This marks all tickets entered in the list as Attended.



    To clear tickets incorrectly marked as 'Attended' from a play:

    If a mistake is made in setting attendance, attendance for the entire performance (or optionally, specific tickets) can be cleared.

    1. Click the button in the Theatre Manager Ribbon bar.


    2. Double click on the Play / Event to clear attendance for.
      3.

    3. Click the tab.
      4.
    4. Select the performance you want to Clear Attendance from.
      5.

      The tickets for that performance are displayed in the attendance list.


    5. If clearing attendance for a select group of tickets, highlight them in the right hand window.
      6.
    6. Click the button.
      7.


    7. Click the All button to clear the attendance flag for all patrons and tickets.
      8.
    8. Click the button to only clear attendance for the tickets selected.
      9.

    Selecting a Performance for Attendance

    You can select a performance you want to set attendance for from the Patron Attendance window.

    To Start selecting a performance, you perform the following steps:

    1. From the main menu bar, choose Accounting >> Confirm Attendance.
      2.

      The Patron Attendance list window will open.

    2. Enter Search Criteria.
      3.

      The search criteria is entered in the From and To fields and is based on the field listed in the drop down list.

    3. Click the Search Button.
      4.

      A list of performances opens.

    4. Double click on a performance to select it. Once selected, the performance will open.

    5. Continue at Step 8 of the Set Attended section of Setting Attendance.
      6.

    Adding a Fee to a Ticket Price

    There are times you will want to add a fee to a ticket price. For example, adding a fee when selling tickets for another group.
    The steps below outline how to add a fee to a ticket price.

    1. Add a Fee to a Sales Promotion.
      - For information on creating a sales promotion click here.
      - On the promotion Calculation tab, enter the fee you wish to charge into Ticket Fee box 1.
    2. Alter the event Account tab.
      - Select the event the fee is to be applied to. For more information on events click here.
      - Under the event Accounting tab, specify what G/L account the ticket fee should be posted to in the Ticket Fee 1 Account box under the Earned Revenue Accounts (Fees) section.
      - For more information on the accounting tab click here.
    3. Alter the event Pricing tab.
      - Under the event Pricing tab, alter the prices for performances if the fee is to be built into the price.
      - For more information on the Pricing tab click here
    4. Enable the promotion for the event performances.
      - Enable the promotion from Step 1 under the Promotions tab.
      - For more information on the Promotions tab click here.

    You have now successfully set-up the ticket fee. When the Sales Promotion you created is selected during the ticket sales process, it will add the fee on top of the base ticket price.

    Deleting a Play / Event

    Deleting a play may only be necessary if the play was entered into the database incorrectly, inadvertently, or has been canceled. You can delete a play if all tickets sold have been refunded or exchanged out of the performance and the End of Day Wizard has been completed.

    Rules for Deleting a Play:

    You can delete only if:

    • You have "Delete" user privileges the Play information under the data tab of Employee Setup.
    • All general ledger detail records have been archived that are associated with this play.
    • There are no Daily Sales Summary information associated with this play.
    • The play is not a "Control House" for any Season Subscription Package.
    • There are no Volunteer History records assigned to this play.
    • All necessary ticket based analysis reports have been been printed for this play.

      To start, you would perform the following steps:

    1. Open the Play List Window.

      Click here for more information on opening the Play list window.

    2. Open the Play to delete.

    3. Click the Delete Button in the Plays window.

      After you click the delete button the Delete Play dialog opens.

    4. Click Delete to delete the performance.

      Clicking the Cancel button cancels the deletion.

      If the Sales Method is Reserved Seating, then all tickets that were previously created for this series will also be deleted.

    Deleting a Performance

    If you chose not to put on a performance for a play, you can delete the performance. However, if you have sold tickets to the performance, you will be unable to delete it.

    Rules for Deleting a Performance:

    You can delete only if:

    • You have "Delete" user privileges the Play information under the data tab of Employee Setup.
    • The play must not be archived.
    • No tickets have been sold to the performance.
    • No transactions created for this performance.

    To start, you perform the following steps:

    1. Open the Play List Window.

      Click here for more information on opening the Play list window.

    2. Open the Play you want to remove the performance from.

    3. Review the Performance Tab to ensure that no ticket have been sold to the performance.

      4. Note the # SOLD column in the performance list. Quantity must be zero for each performance in the list.
    4. Click the Delete Button.

      The Delete Performance dialog opens.

    5. Click the Delete Button to delete the performance.

    Tabs In Events / Plays and Dates

    This section describes the various information tabs in the Events and Dates window. Tabs that are critical for event setup are described under Creating An Event / Play.

    Attendance Tab

    The Attendance Tab is used to show which patrons are attending a performance. As well you can set the attendance the day of the performance and refund tickets from this tab. Setting attendance allows you to track which patrons with tickets actually attended the performance. The refund function is for ease of use if on the day of the performance a patron decides that they would like to refund their ticket you can do so without having to change windows.

    Parts of the Attendance Tab

    Performance #
    Number of performance assigned in order of creation.
    Performance Code
    Code assigned based on the week and day of the performance.
    Performance Date
    The date of the performance.
    Purchase #
    Purchase reference number.
    First Name
    Patron's first name.
    Last Name
    Patron's last name.
    Company
    Company the patron works for.
    Quantity
    Number of admittance per ticket.
    Section
    Section the patron is seated in.
    Row #
    Row the patron is seated in.
    Seat #
    Seat number the patron is seated in.
    Sets the attendance for the performance. This is only available on the day of the performance or after it has taken place.
    Clears the attendance of the performance. This is only available on the day of the performance or after it has taken place.
    Print the selected tickets for this performance that are not yet printed.
    Refunds the selected ticket(s).
    Transfers the selected ticket(s) to another performance.

    Transfer Tickets to another Performance

    Occasionally, you may need to transfer all the tickets from one performance to another. Rather than doing this individually, you can transfer them in a batch by using the wizard on the Attendance tab of the Event setup. This can be helpful when:

    • You have cancelled the performance and need to re-seat patrons in another performance
    • You want to move a subscription package to another performance
    • You need to transfer people into a 'HOLD' or 'WAIT LIST' performance
    • Anytime a mass re-seating of patrons is required

    The transfer function moves all selected tickets by matching seat codes for reserved seating events (festival seating events cannot be transferred in this fashion). Tickets for festival seating events will need to be manually exchanged. Tickets are not re-priced when they are transferred and do not affect order balances.


    Tickets will not be moved if:

    • There is no corresponding seat code in the new performance
    • The Price Code is not available in the new performance
    • If some of the selected tickets in any one order cannot be moved (e.g. some tickets within the order can be transferred but others in the same order cannot - perhaps because the seat code does not exist or the seat is already booked to another patron in the new performance) the entire order will be ignored. You will then need to manually exchange all the tickets in the order.

    To transfer tickets from one performance to another:

    1. Bring up the Events List in the Setup menu, or by clicking on the icon on the main tool ribbon.
      2.
    2. Click the icon to populate the list with your events.
      3.
    3. Double click on the Event containing the performance you wish to transfer the tickets FROM.
      4.


    4. Click on the tab
      5.
    5. Highlight the performance on the left that you are transferring the tickets FROM.
      6.


    6. Highlight the ticket(s) on the right that you wish to transfer.
      7.

      You can select some or all of the tickets, allowing you to transfer only a sub-group of the total attendance if you wish.



    7. Click the button at the bottom of the window.
      8.


    8. Enter the performance number that you want to transfer the tickets TO.

      9. Alternatively, you can use the icon to search for the performance.


    9. Select whether you want to transfer:
      10.
    •    Only the selected ticket(s) (in this example, eight tickets), or
    •    All of the tickets within this performance

  14. Click the button.
    15.

    The valid tickets will be transferred to the new performance.

    Cash Flow Tab

    The Cash Flow tab displays a detailed summary of the sales analysis taken in for the event event.  Each line displays the NET number of tickets that were sold, the gross sales in dollars, the amount of markups in dollars, the amount of discounts in dollars, the price before tax, the amount of tax in dollars (each tax level is broken out separately), and the net sales. The price before tax is the gross sales + markups - discounts + 3 levels of ticket fees. The Net Sales is the price before tax + 3 levels of taxes.

    G/L Entries Tab

    The G/L Entries tab displays a detailed summary of the transactions created and journalized to the general ledger for the general ledger accounts defined for this play.

    You can adjust the summary options by choosing the drop down menu in the bottom right hand corner of the window.

    Marketing Tab

    In the Marketing tab, you can configure the Marketing notes for the play. You can also add the play to a mail list and include external and internal notes for your Box Office Staff. Information you enter on this page will appear on your page in the Ticket Trove iPhone and iPad app.

    Available Actions
    Notification
    The email notification that will be sent when tickets are purchased to this play. Click here for info on work flow notifications.
    Default Mail List
    Allows you to assign this play to a specific mail list.
    Running Time
    Running time of each performance in minutes. Also displays for Web Sales.
    Genre
    Genre is a setting for events that is common across all Theatre Manager customers. Currently, there are about 30 classifications which will be used in the iPhone/iPad app to help customers find entertainment to their liking.
    External Sales Notes
    Marketing notes for both your Box Office staff and for Web Sales.
    Internal Sales Notes
    Marketing notes that appear to you Box Office staff, but not on the Web.
    Event Icon for Web/iPhone App
    If there is a graphic in the event, entering it here will display the graphic for all performances of the event.

    Removing an Image from the Marketing Tab of an Event/Play

    In order to remove an image that has been saved in the Marketing Tab:
    1. Access the Marketing Tab of the Event/Play Setup. For instructions on how to access the Event/Play Setup, click here.
    2. The images that have been previously placed will show up on the right of the screen (see image below). To the right of each image is a trashcan icon that can be used to remove the image from the database.

    3. If the image has also been promoted to the internet (ie, it also appears on your website or on Ticket Trove), the image will need to be deleted from the eblastimages folder on the Apache server.
    4. Depending on whether the Apache server is a Windows machine or a Mac, the folder will most likely be in:
      • C:\Program Files\Apache Software Foundation\Apache 2.2\htdocs\1\eblastimages
      • Library\Apache Software Foundation\Apache 2.2\htdocs\1\eblastimages
    5. Locate the image file and drag it to the Recycle Bin or Trash, or right-click and select Delete or Move to Trash

    Performance Tab

    The Performance Tab is used to create the performances that make up a play. Performance information cannot be added (and the tab will not be made available) until Play information and Accounting information have been entered and saved. If a play has already been set up you can access the Performance Tab at any time.

    Sale Settings
    At the Box Office
    Checking this box allows you to sell the performance at the Box Office.
    Via the Internet
    Checking this box allows you to sell the performance on the Internet.
    At Other Outlets
    Checking this box allows you to sell the performance at other outlets.
    Use In a Control House
    Checking this box allows the performance to be used in a Control House for subscribers.
    Prevent Overselling
    Checking this box prevents the performance from being oversold.
    Sell Security
    Allows you to control what security levels have the ability to sell this performance. Click here for more information on Sell Security.

    Performance Information
    Performance #
    Unique performance number generated by Theatre Manager.
    Performance Code
    A quick reference for the performance.
    Performance Date
    Date of the performance.
    Performance Time
    Time of the performance.
    Sales Method
    Type of seating used for the performance, typically either Festival or Reserved.
    # Sold
    Number of seats sold for this performance.
    # Held
    Number of seats currently held for the performance.
    # Available
    Number of seats currently available for purchase for this performance.
    Box Office?
    Whether the performance is available for sale at the Box Office.
    Web?
    Whether the performance is available for sale on the Internet.
    Outlet?
    Whether the performance is available for sale at an outlet.
    Subscription?
    Whether the performance is available for sale via a subscription.
    Oversell?
    Whether overselling is allowed for this performance.
    Play #
    The Play number that this performance is part of.

    Additional Buttons
    Creates a new performance and opens the Performance Setup Window. Click here for more information.
    Opens one or more Performance Setup Window(s) for the selected performances.
    Deletes the selected performance. Click here for more information.
    Shows all transactions for the selected performance.
    Verifies all seats for the selected performance. It is best to do this when no other users are logged in.

    Performance Detail Window

    The performance detail window opens when you double click on an existing performance. Through this window you are able to edit performance data. Depending on which sales method is being used you may not have access to some data fields. For example if you are using the festival method you will be allowed to modify the quantity of seats you can sell whereas with reserved seating since every patron requires a seat you cannot access this field.

    The tabs available within the Performance Detail window include:

    Performance

    Performance #
    This is the performance number assigned by Theatre Manager.
    Performance Date - Time
    The date and time of the performance.
    Performance Code
    The unique code which defines the performance.
    Default Price Code
    The price code that is most common should be set as default to save time at selling time.
    Alternate Theatre Map
    This is used if after the first run of the play you need to switch to a new venue. This may occur if you require an extra venue to run the play or if you switch the venue to a smaller establishment to better use your seats.
    Sales Target
    The budgeted amount this performance is planned to bring in. This is a 'static' field and is not used in reporting.
    Tax Code
    A unique tax code applicable to this performance only.
    Sales Method
    Form of seating used for the performance. This is typically either Festival or Reserved seating.
    Quantity To Sell
    The number of tickets available for sale.
    Quantity To Report
    The number of tickets to be reported.
    Total Sold
    A running count of the total sales for this performance.
    Held Seat Count
    This is the number of seats currently being held. For Festival seating you can input a new number to raise or lower the number of holds. For Reserved seating you will need to change the holds on the Venue Map.
    Internet Held Seats
    Additional seats that are being withheld from sale on the Internet.
    Accounting Posting - Deferred Revenue G/L
    If the performance has occured, then the posting account for the sales will be listed here.

    Sales Management

    Allow Tickets - At the Box Office
    Allows the selling of tickets at the Box Office. In the input field on the right, you can set the date and time that tickets are to be released for sale.
    Allow Tickets - Via the Internet
    Allows the selling of tickets via the Internet. In the input field on the right, you can set the date and time that tickets are to be released for sale.
    Allow Tickets - At Other Outlets
    Allows the selling of tickets at Other Outlets. In the input field on the right, you can set the date and time that tickets are to be released for sale.
    Allow Tickets - In A Subscription
    Allows the selling of tickets in a Subscription. In the input field on the right, you can set the maximum number of seats to hold for subscribers.
    Allow Tickets - As Pay-What-You-Can in Before-Event-Sales
    When using the Before-Event-Sales function, this allows tickets to be sold as Pay-What-You-Can.
    Sales Controls - Prevent Overselling
    This field can only be accessed if you are selling using the Festival or Inventory methods.

    Web Settings

    Performance Flag
    A special flag used to denote Performance. This is typically used for a plug-in for Web Sales.
    Stop Sales in Advance
    How many minutes to take the performance off sale on the Internet.
    Suggested Purchase Quantity
    The number of tickets the online sale will suggest as a purchase quantity. The user can choose any number, however you may set the default here.
    Web Purchase Limit
    The number of tickets that a patron can buy from the Internet.
    Web Seat Map Display
    A drop-down of options for displaying the sale map online. Options include:
    • Use default in Play/Company Prefs
    • Selected seats only (sold are blank)
    • Selected and sold (mask seat codes)
    • Selected and sold (actual seat codes)
    • Use 'tmGifs/Map(x).jpg' for generic map
    • Do not display any map
    Notification
    For selecting a notification to be sent when a sale occurs for this performance.
    Performance Notes
    Additional performance notes to be placed on the Internet for patrons to read.

    Holds Tab

    Return tickets to hold for this performance
    If a ticket is refunded, the seat will return tohold status.
    Use over-ride seating map for this performance
    Uses custom holds from the over-ride map when the ticket is refunded.
    Use default seating map from theatre
    Uses the default holds on the venue map when the ticket is refunded.

    Security

    This window allows you to set permissions for the selling of tickets to this performance.

    Course

    This page is currently under construction.

    Ticket Printing

    This page is currently under construction.

    Transaction List

    The following represent a list of transaction which have occurred for a selected performance. For more information on Transactions, Click here.

    You view these from the going to the Performance Tab and selecting a performance. Then click the Transactions Button at the bottom right hand side of the window.

    Play Tab

    Parts of the Play Tab

    Play Information
    Play #
    Unique play number generated by Theatre Manager.
    Play Code
    A quick reference for a play. It is recommended that play codes start with the fiscal year of the performance, followed by the play number. This allows for quickly generating reports on plays by year. If there is more than one venue or different types of series, for example a main-stage and a second stage series, a character code can be included after the year.

    09-01 - the first play of the 2009 season

    09-05 - the fifth play of the 2009 season

    09-C01 - the first play in the "C" theatre (assuming multiple theatres)

    09-J01 - the first play in the "Jazz" series
    Play Colour
    You can override the normal play colour displayed on the calendar by selecting a different colour from the colour palette.
    Play Title
    Official title of the play as it will appear on the ticket or internet.
    Season
    Year the play takes place. This is based on the financial year.
    Theatre Map
    Number of the venue map that the play will be performed in. Plays which are to be sold with reserved seats must take place in venues that have had seats created. Plays sold as general admission, Festival Sales or Traveling Troupe, may be sold to plays with or without seats created.
    Theatre map search button. This button is only available when a new play is entered. To open a list of possible theatre maps to choose from click the button. From the list double click on a map to select it.

    Additional Information
    Corporate Sponsor
    Name of the sponsor for the production. Additional sponsors could be entered in the notes field. This information can be printed on tickets.
    Special Note
    Additional information such as warnings or special messages that may be required for an play. This information can be printed on tickets.
    Director
    Director of the play. This information can be printed on tickets.
    Playwright
    Playwright of the play. This information can be printed on tickets.

    Show Status Information
    Active
    Status of the play for reporting purposes.
    Closed
    Status of the play for ticket sales and postings.
    Date Closed
    This field displays the date the play was set to prevent sales and financial changes.
    By
    This field displays the initials of the employee who closed the play.

    Web Sales Controls
    Stop Sales in Advance
    Number of minutes prior to the play start time that the play will be removed from web sales.
    Patron Purchase Limit
    Sets the maximum number of tickets to be sold in an order for this play via web sales. If the Box Office will allow a patron to have more than the allotted number of tickets, the tickets will need to be sold by a Box Office staff member and not via the internet.

    Ticket Printing Information
    Print selected ticket face
    Choose to print ticket for this play (is the default setting)
    Ticket Face
    The ticket face selected for the play. The ticket face number can be typed manually or selected.
    Click to open a list of possible ticket faces to choose from. Double click on a ticket face to select it. By leaving this field blank a built in default ticket face design will be used for printing tickets.
    Mark ticket as printed (but don't print)
    Will not print a ticket for the play all though when tickets are sold they will appear printed.
    Only Print Sales Promotion ticket face
    Prints a ticket based upon the promotion selected. For more information regarding printing tickets by promotion refer to Promotion Detail.
    Click to print a test ticket for this play.

    Revenue Tab

    This tab displays a detailed summary of the revenue taken in for each performance of an event. The Play is broken down into individual performances.

    Below is an explanation about each column on this tab.

    Performance Code
    This is the code used to track the performance by.
    Performance Date
    The date of the performance.
    Performance Time
    The time of the performance.
    # Sold
    The current number of tickets sold to the performance.
    # Report
    The number of tickets being used for reporting.
    Price
    The base price pf the ticket.
    Discount
    The total of all discounts.
    Gross Sales
    The total amount of sales minus all discounts, fees, and taxes.
    Ticket Fee 1
    Total of all fees categorized to this fee.
    Ticket Fee 2
    Total of all fees categorized to this fee.
    Ticket Fee 3
    Total of all fees categorized to this fee.
    City Tax
    The total of all City taxes.
    State / PST Tax
    The total of all State or PST taxes.
    Federal / GST Tax
    The total of all Federal or GST taxes.
    Total
    The total of all money collected during payment. This includes fees and taxes.
    Journal No Code
    If the performance has occured, the G/L number that it was posted to.
    Performance #
    The performance number assigned by Theatre Manager based on order inputted.

    Volunteer Tab

    "Volunteer" is a broad term meaning "Personnel," "Volunteers," "Staff," or a variety of other terms. The field refers to any person assigned to an activity - whether they are paid or unpaid. you may have a mixture of paid and unpaid staff within the same event, for example Ushers (who are unpaid) and Run Crew (who are compensated). Since the name of the field is customizable, some organizations may retain the term "Volunteer," while others change it to reflect their own terminology. The nomenclature in your database may be different than "Volunteer."

    This Volunteer tab displays a list of the volunteers (personnel) assigned to each performance of the event, and what their task will be during the performance.

    Parts of the Volunteer tab

    Performance Information
    On the left side of the window, the listing of performances including the sequence number of the performance, series code, and performance date.
    Volunteer Information
    On the right side of the window, the listing of volunteers assigned to a specific performance.
    Allows you to look up and add a volunteer to the selected performance.
    Brings up the Volunteer Activity Detail window for the selected patron.
    Allows you to remove a volunteer from the selected performance.
    Show volunteer working entire event
    This feature is currently under development.

    Adding Volunteers to an Event

    "Volunteer" is a broad term meaning "Personnel," "Volunteers," "Staff," or a variety of other terms. The field refers to any person assigned to an activity - whether they are paid or unpaid. you may have a mixture of paid and unpaid staff within the same event, for example Ushers (who are unpaid) and Run Crew (who are compensated). Since the name of the field is customizable, some organizations may retain the term "Volunteer," while others change it to reflect their own terminology. The nomenclature in your database may be different than "Volunteer.">


    Adding volunteers to an event is as easy as "drag and drop" from a contact list to the Volunteers window in Event Setup, or using the convenient button at the bottom of the Volunteers tab.

    1. Open an event through the Setup>>Events & Dates menu, or by clicking the button.

      Proceed to the tab.

    2. Highlight the performance on the left-hand side to which you want to add volunteers.

    3. Click the button at the bottom of the window.

      A contact lookup window of Active Volunteers opens.

      Patrons must be listed in their patron records as active volunteers with positions they are able to perform. For more information on setting up patrons as volunteers, click here.

    4. Highlight the volunteer in the lookup that you wish to add to the performance.

      Some patrons will appear more than once in the lookup, indicating they are capable of performing more than one position.

      Click the button.

      The patron will appear on the Volunteer tab of the event setup.

    5. Repeat to assign all volunteers

    After adding all your volunteers, you may want to edit the details of their assignments to be more specific on the task they are to perform (for example, Ushers may be assigned to "Orchestra" or "Balcony" or "Coat Check," and Run Crew may be assigned to "Fly Loft" or "Spot Operator" or "Grip").

    Editing a Volunteer Assignment

    After adding all your volunteers, you may want to edit the details of their assignments to be more specific on the task they are to perform (for example, Ushers may be assigned to "Orchestra" or "Balcony" or "Coat Check," and Run Crew may be assigned to "Fly Loft" or "Spot Operator" or "Grip").

    1. Open an event through the Setup>>Events & Dates menu, or by clicking the button.
      2.

      Proceed to the tab.

    2. Highlight the performance on the left-hand side to which you want to add volunteers.

      3.

      The list of volunteers assigned to that performance will appear.


    3. Highlight the patron for whom you wish to edit their volunteer assignment.
      4.

    4. Click the button at the bottom of the window.

      5.

      The Activity Detail window will appear.



      Edit the Activity Details as appropriate.

    Removing a Volunteer Assigned to an Event

    If a Volunteer is unable to perform the assignment, or you need to remove them from the Volunteers list for any reason, you may do so directly within the event setup.

    1. Open an event through the Setup>>Events & Dates menu, or by clicking the button.
      2.

      Proceed to the tab.

    2. Highlight the performance on the left-hand side from which you want to remove a volunteer.

      3.

      The list of volunteers assigned to that performance will appear.


    3. Highlight the patron for whom you wish to remove their volunteer assignment.
      4.

    4. Click the button at the bottom of the window.

      5.

      A confirmation window will appear.



    5. Click the button.

    Tasks Tab

    This page is under construction.

    Archiving Events / Plays

    "Closing" an event / play in the Event / Play Tab removes the ability to sell tickets or change financial information for that event. A "Closed" event can still be reported on as long as it is still marked "Active".

    An event marked "Closed" and not marked "Active" will not appear in the Play List, report or mail list selections, and cannot have further sales or changes in financial information. Key events / plays (such as your main stage series) should always remain "Active."

    In general, you should close an event / play:

    • When you are finished paying royalties
    • When you want to prevent exchanges from old events / plays (such as for subscribers)
    You should mark events / plays as Inactive:
    • When you no longer want to see them in mail list criteria and reports - perhaps after a number of years
    • If they are past rentals that are not pertinent to your general business operations.

    To Close An Event / Play

    1. Find the event / play you want to close.

      Click here to learn how to find an event / play.

    2. Open the event / play and locate the status selections in the Event / Play tab of the Events & Dates window.

    3. Check the box next to Closed. A Close the Play dialog will open, asking you to verify closing the event / play:

    4. Click the "Closed" button to mark the event / play closed.

    You can search for Closed events / plays in the Event / Play List by clicking the Closed box in the Event / Play List Window before entering search parameters. Then you can open a closed event and remove the check from the Closed Status box to re-open that event / play.

    Creating an Event for Traveling Troupe Performances

    Theatre Manager has a Performance Type/Sales Mode for Traveling Troupe performances. It is a method to record each run-out performance traveling group does, including the income from the run-out, activities of the group while they're traveling, and attendance/demographic data about the audience.


    There are a few steps to setting up a Traveling Troupe performance.

    1. Create an Event under which to add the performances. Typically, all traveling troupe performances are recorded under one Event. For step-by-step instructions on setting up events in Theatre Manager, click here.
    2. Assign a map to the event. The traveling troupe method only sells 1 "ticket" to the venue contact for the show, so it does not matter which map is assigned here. Location details are filled out on a per-performance basis, so the map location/seats/etc are truly immaterial to this particular Event.
    3. Fill out the Accounting Tab with the appropriate accounts for the income from the various run-outs.
    4. On the Performance Tab, click to Add a new performance. You can start with just one or as many as you'd like. The traveling troupe sales method allows for quick adding of performances directly from the sales window, so not all shows need be set up at once. Select "Traveling Troupe" for the performance type.

      This will "trigger" Theatre Manager to give you the traveling troupe sales window when you sell the performance. For more information about creating Performances, click here.

    5. Set up a promotion to use for traveling troupe performances. Tickets and revenue for all the performances will need to be recorded under a promotion, so it is best to set one up for the specific use. The calculation could be for $0 (a comp) because the sales process allows for an override of the cost of the performance to match the contracted amount for the show. To get instructions for creating promotions, click here.
    6. There is an option in Setup > System Tables > Code Tables that is used in the Traveling Troupe sales process to record important activities/times for the chamber group (call times, rehearsals, etc). For information about that particular option in code tables, click here. To learn how to add values to code tables, click here.
    7. Users who will be selling the traveling troupe performances will need to have their employee access settings revised to include the ability to adjust the price of the performance. Go to Setup > Users and Access > Employee List and select the employees in turn. On the Functions Tab of the access settings, make sure the employee(s) have a check next to Ticket Sales - Set the price of a traveling troupe performance during the sales process

    8. Then you sell the performance to the road venue using the primary contact at the venue as the patron to whom the performance is sold. For instructions on how to do so, click here.
    9. Note the New Performance button in the toolbar on the Performance Selection screen. Additional performances can be created for the event "on the fly" - as a performance is "sold out" once you sell it to one venue/contact. Click the New Performance button in the Sales Window to bring up the wizard which adds performances to the database.

    Merchandise Setup

    You can use Theatre Manager to sell merchandise at the Box Office and via the Web by setting up an Event for merchandise sales. To do this, you would perform the following steps:

    1. Create a new map just for merchandise sales. This will be a general admission map so only the information under the description tab will be required.
    2. Build your merchandise event using the merchandise map from above.
    3. Create a performance for each piece of merchandise.
      Take note of the performance numbers as you build. These will be used in steps below.
    4. Duplicate and edit the tmVenueDefault.html page found in the tmVenue folder.
      Change the name of the duplicated page to tmVenue**.html where ** represents the map number from Step 1.
      Edit the content of the page to advertise your merchandise.
    5. Duplicate TMticketsPrice_MapDefault.html and the TMticketsSection_MapDefaultf.html pages.
      Note the f at the end of the second page.
      Change the work Default to the Map number from Step 1.
      Alter the line for the map image within the page to reference the image for the merchandise item. By change the line as outlined before Theatre Manager will reference the image sharing the same item number as the performance number.

      Locate the following:
      F_HTML_SEATMAP&selected_only=no&img_quality=75" border="0">

      The TMticketsPrice_Map page may look like this:
      F_HTML_SEATMAP&selected_only=yes&selected_border=144&selected_color=007700&img_quality=75" border="0">
      Replace both with:
      PB_SEQ.gif" target="window_blank">
      PB_SEQ.gif" width="392" height="200" border="0">
      Click on image for larger view

    6. Save pictures of the merchandise in the order of the events. Alter the names of the pictures to say item**.gif where ** represents the performance the item will be sold as. Place these pictures in the tmGIFS folder within the web pages.

    Working with Auction Items

    A number of organizations are now using auctions as a standard fundraiser during the season. Theatre Manager supports the selling of auction items.

    Setup a Donation Campaign - Optional

    Most often items used in the auction are donated by other organizations. By setting up a donation campaign, these items can be tracked and receipts can be issued for the donation.

    1. Setup a donation campaign for the items received.

      Click here for more information on setting up a donation campaign.

    2. Enter the donations to the Patron record.

      Use the description field to describe the auction item. Using one of the donor fields, classify the gifts received. Examples of classifications are travel, gourmet, electronics, theatre, etc.

    3. Use 'Gift In-Kind' as the payment method.
    4. Print a report on the donation campaign to have a list of all auction items.

    Setting up the Event with Auction Items

    1. Create a new event called Auction with the season.

      Click here for more information on creating an event.

      An example would be Auction 2007.

    2. Create a new performance as 'Sales Method' Auction Item.

      Click here for more information on adding a performance.

      Set the 'Quantity to Sell' as the total number of Auction Items available.

    3. Create a new performance as 'Sales Method' General Admission. - Optional

      An additional performance can be used to track admission to the auction.

    The Night of the Auction

    1. All running bids for auctions will be tracked separately at the tables.
    2. At the end of the auction, pull all the auction tracking forms.
    3. Find the winning patron in the database and sell a ticket to the auction item performance.

      The ticket order window will have additional information for handling auction items.

    4. Enter the price and description of the item.
    5. Go to the Payment window and place the order 'On Account.'
    6. Repeat Steps 3-5 for each additional auction item.

      If a patron has won more than one auction item, make sure to add the items to one order.

    7. When the patron comes to the Box Office to pay, go to the order in their Patron record.

      Orders are stored on the Order tab of the Patron record.

    8. Select the order and then click on the Payment button.

      A receipt can be printed so the patron has payment verification when they pick up their item from the table.