Theatre Manager is designed to keep all information about a patron on one record. If a user duplicates a record by mistake, the duplicate records can be combined. Merging records combines the detailed information stored on two separate records into one of the original records. For example, if tickets have been sold to each of the duplicate patrons, the merged patron will have all the ticket purchases. As well as the patrons, donation, personnel, media, and membership information are similarly combined.

Finding Duplicate Records

1. Click the Patron Button

   This open the patron window.

2. Click the List Button

   This opens the patron list of records window.

3. Enter "Smith" into the "From" and "To" Fields

   Remember pressing Tab after the "From" field has been entered will automatically enter the same text into the "To" field.

4. Click the Search Button

   Two patron records are found.

5. Click on Patron Number 43

   The patron's record opens in the patron window. 

6. Click on the Patron Window

   Note the tickets attached to this patron. (Found at the bottom of patron window.)

7. Click on the List Button

   This re-opens the patron list window.

8. Highlight both John P. Smith Records

   

   This can be done by clicking one record holding the mouse button down and dragging the mouse over the second record, or click the first record press and hold, the key for Windows or the key for Macintosh, while clicking on the second record.

9. Click the Merge Button

   The merge window opens.

   

10. Click on Patron Number 42

    This is the destination Patron. All ticketing information from patron number 43 will transfer to patron number 42. The receiving patron ( Patron # 42 ) will keep all current personal information. Patron 30 however, will no longer exist. (Clicking cancel will prevent the merge from occurring).

11. Click the Merge Patrons Button

    The following message will appear once the merge patrons button has been clicked.

    

12. Click Yes to Finalize the Merge

    The Records are now merged.

13. Use the List Button to Create a List of "Smith"

    Notice that there is only one Smyth in the list, and that Smyth is patron number 42.