Step #1 - Contact Arts Management

Contact Tod at (403)536-1214 or via tod@artsman.com to get the process started. Let Tod know if you plan on remaining on PCCharge version 5.7.1, upgrading to PCCharge version 5.9.x, or switching over to Orbital for processing credit cards.

Step #2 - Scheduling the Upgrade

We are scheduling Theatre Manager upgrades in our calendar based on the the next best time availability - - - and - - - based on the order that the dates selected for the upgrade request have been emailed back to us.

The following dates* are currently available:

• April
• Mon Apr 2 2012
• Tue Apr 3 2012
• Wed Apr 4 2012
• Thu Apr 5 2012
• Thu Apr 12 2012
• Wed Apr 18 2012
• Mon Apr 23 2012
• Thu Apr 26 2012
• May
• Wed May 9 2012
• Thu May 10 2012
• Fri May 11 2012
• Mon May 14 2012
• Tue May 15 2012
• Wed May 16 2012
• **Thu May 17 2012
• June
• future available dates to be determined

Remaining future availability dates yet to be determined. If the above dates do not work for you, keep monitoring this page as it will be updated with the available dates when they become known.

Note: About the dates listed above....

• * With all dates listed, high priority support issues may ensue. We reserve the right to delay a conversion if it is deemed that the proper time needed to complete the process is unable to be allocated due to staff shortage. We will notifiy you as soon as possible and reschedule it in the next available timeslot.
• ** on the date reflects the date is currently available, however there is a possibility that the Arts Management Support Technician may not be available due to pre-arranged onsite client travel. If you choose this date and there is no Technician available on that day, we will notify you as soon as possible and reschedule it in the next available timeslot.
• *** on the date reflects a non-available date that may become available. If you choose that date as an option, we will reconfirm before assigning that day to you.

Booking of dates is assigned to those clients who email back a confirmation date first, and processed in the order they are received. Please email darwin@artsman.com know your 1st, 2nd, and 3rd choice dates that will work for you as Darwin works through the scheduling. We can start the upgrade approximately at 8:00AM MST in attempts to complete it with minimal disruption to the box office.

Preparing for the Upgrade

Please ensure that all users have logged out of Theatre Manager before that time and PC Charge has been 'shutdown' via the File >> Exit menu option. Please forward to us any necessary user ids and connection information at least 24hrs before the upgrade date, along with any updated passwords (i.e. administrator, Theatre Manager's master user, web listener) that we may need to use.

Please provide us the listing of steps to follow to remote connect to the following machines:

• the computer running the Postgres Database Server
• the computer running PCCharge credit card application
• the computer running Apache Server
• the computer running as Theatre Manager's Web Listener

Note: Failure to provide us the required remote access, user ids, or passwords before the scheduled date, may result in the upgrade being reassigned to a different day.

Here are the links for the release notes to see if there is anything special that you want to do when you start using Theatre Manager version 9. This is a long list of the things that have been updated or changed from the version that you were using.

http://theatremanagerhelp.com/frequently-asked-questions/version-release...

You can start visiting http://www.theatremanagerhelp.com for our updated Version 9 help. If you have not already subscribed to our RSS feed, please take this opportunity to subscribe by visiting the RSS link (click the icon) in the lower right hand corner of the main http://www.theatremanagerhelp.com page.

Hardware Requirements

• If you are running Mac OSX for your Apache Server, this computer will need to be an Intel based machine running OSX 10.5.x at a minimum.
• If you are upgrading to PCCharge v5.9.3, review the hardware requirements here: http://theatremanagerhelp.com/theatre-manager-help/Hardware-Requirements...

We have found that those client that are comfortable with version 7 and 8, make the transition to version 9 with no issues.

What will happen the day of the upgrade?

We will need remote access to your server, Apache Web Listener and the computer running PC Charge. We will be starting the process at approximately 8:00am MST and the process may take approximately 5+/- hours to complete. It is recommended to be done during a non-busy day and during this time as your box office will not be able to use Theatre Manager and web sales will also be offline. If you do not have a standard method for remote connections to within your network, you can use Theatre Manager's built in Team Viewer sessions to provide the required access. Here is a link that talks about how easily you can activate it: http://theatremanagerhelp.com/frequently-asked-questions/teamviewer-access

We'll be updating:

• Postgres Database Server
• Apache Web Server (If applicable)
• Web Pages (if applicable)
• PC Charge upgrade (if applicable) / Orbital/Authorize.net/Moneris conversion (if applicable)
• Installing new version of Theatre Manager
• Upgrading your database

We will need the following:

• Remote access to your network setup and working with any required usernames and passwords to connect
• Username and password for the Database Server (with administrator privileges)
• Username and password for the Apache Web Server (with administrator privileges)
• Username and password for the Web Listener Workstation (with administrator privileges)
• Theatre Manager's Master User password
• Theatre Manager's Web Listener password

The time to complete the upgrade process will depend on:

• Speed of your remote access
• Hardware architecture
• Size of your database

After we have upgraded your system, we'll provide you the installer links to upgrade Theatre Manager on your remaining workstations.

Please note that the approximate time of 5+/- hours is only an estimate. If we encounter any troubles along the way, it may impact the overall upgrade time.

Each upgrade is slightly different, however we do work as quickly as possible to minimize all downtime to the box office and for web sales. We find that most delays in completing the upgrade on time is directly related to remote connections and to network (upload/download) speeds during our remote access. On average the time is approximately 5+/- hours from the time that we gain access to the system to start the process. We bring the box office back online first, then approximately 1+/- hours later, we bring the web sales online. Our first priority is to get the database server upgraded, then bring the box office online, then finally web sales.

What will happen after the upgrade?

After we have upgraded your system, we'll provide you the installer links to upgrade Theatre Manager on your remaining workstations. You will be required to physically go to each workstation, log in as the Administrator user and install the Theatre Manager installer. The Theatre Manager installer takes approximately 1 minute to run on each machine. After the installer has been run, you should be able to log into Theatre Manager and perform your normal work duties.

In many cases we will allow you to bring your box office back online, then while you are doing that, we will complete the web sales upgrade and bring your web sales back online.

Please review the Version 9 After Upgrade Checklist