Data Tab

This is where a Normal employee's access to different data areas in Theatre Manager is set up. An employee can have various combinations of four (4) levels of access to particular areas of data within Theatre Manager. These level's are View, Insert, Edit and Delete. Uncheck all boxes next to an item to completely disable access (or just uncheck View, since no access to View precludes access to any of the other three actions).

	Master users and Outlet Admins cannot access this tab for their own user id because changing any permissions would cause them to lose Master user or outlet admin status. They can, however, affect settings in these tabs for other users.
	Use the filter function to highlight words of interest within the list

The four levels of access are:

View	The employee can only look at the information in a record
Insert	The employee can add new information and change it as long as the window is open.
Edit	The employee can edit information in the specified window.
Delete	The Employee can delete the record.

List of Data/Windows that can be Accessed

Accounting	A/P-Enter payables and expenses
	A/P Write cheques
	G/L Budget information	Provides access to the setup of general ledger budgets for each general ledger account. Details on how each account is compared to the budgeted amount can be viewed
	Chart of account set up
	G/L Entries, whether manually created or generated by the system	Provides access to the general ledger entries. For an employee who may need to 'close' or 'cash out' at the end of the day, it is recommended that 'view' access be granted. With 'view' access, the employee will be only able to view the sales and deposit entry created by the End-of-Day wizard, and if required print the desired reports.
	G/L tax table setup - so they can be used for sales	Provides access to setup tax tables, to define the table and enter/edit the percentage of tax levied and the g/l account tax will be allocated to
Attendance	View and set patron attendance status to a performance
Coupons	Set up discount coupon codes that can be redeemed at the box office or via the web
Credit Cards	Patron Credit Card Tab
Default Data	Company Policy information (manage rules about how the system works)	Provides access to Default Data settings such as Company name, mandatory data fields, data appearances (custom labels on fields), default fees on ticketing etc.
Donor	Attach or remove pledge reminder letters to a Donation to be sent at a future date
	Donation information for any donor record (on patron or order window-see function access)
	Manage Donor asset tracking	Provides a list on the patron window where you can enter/track patron assets for the purposes of wealth management.
	Manage Donation receipts
	Manage Donation soft credits
	Manage DonorSearch Analytic Analysis Results	Provides access to the DonorSearch Analytic List Window, the DonorSearch Analytic Results Detail Window, and to the DonorSearch Importing Analytic Results process. At minimum View access is required to access the DonorSearch context menu, the DonorSearch menu button in Donation Campaigns, and to query the data in mail lists and data exporting.
Employee	Change personal preferences in the employee preference window
	Manage employee data and access rights
Facility Management	Edit the contents of a task such as date, time, and participants
	Enter the resource component of a sale
	Manage filters that are used to decide what is displayed on a particular calendar view
	Manage projects and associated tasks
	"Hot Seat" analyzer to determine which seats have been used the most
	Manage task dependencies in a project using the Gantt chart
	Manager tasks that will appear on the background of a calendar such as corporate holidays or special locations
	Open/manipulate the calendar of events and to-do list items on the main calendar window
	Set or edit an alarm on a task for themselves
	Setup task resources that can be associated with a theatre or other tasks
Fees	The fee component of a sale (eq mail fee, order fee, subscription fee)
Form Letters	Create and change the form letters (anybody can use them)	Provides access to the form letters module. Creating form letters and performing letter merges with information from Theatre Manager's database
	Manage form letters and letter security from the pass/g.c. window
	Manage form letters and letter security from the patron window
Mail Lists	Saved results of a query against the database used in reports or finding patrons	Provides access to the setup of mail lists and the patrons who are on each of the mail lists
Order	Order information such as ticket printing status and comments
	View and edit items in the order window
Outlet	Creation of outlets (or departments) as a functional business entity	Provides access the setup of the outlet locations and which employee is assigned to which outlet
	Set up the Currency Exchange records for multi currency web usage
	Setting up of the commission structure for sales at an outlet
Packages	Manage Packages of salable items.
Pass GC	Pass/G.C. cards to assign any number of pass/g.c.
Patron	Basic Patron information such as name and address
	Favorite seats and season subscription packages, including on the order window
	Manage and Relationships between one or more patrons	Provides access to Relationship tab on the patron window, to establish relationships between two or more patrons
	Media information in the tab on the patron window	Provides access to the setup of media information on individual patron's accounts
	Pass/G.C.  detail component of a sale (on the patron or order window-see function access)
	Pass/G.C.  detail component of a sale (on the patron or order window-see function access)
	Patron payment information and prior payments on the order window	Provides access to the patron payments after they have been created
Play	Accounting information and setup for postings & taxes	Provides access to the Accounting area in the play setup
	Add task resources pertaining to Facility Management
	Main window containing the play & date information	Provides access to the Attendance area in the play setup
	Performance dates & management of sales parameters	Provides access to the Performance area in the play setup
	Play maps and attendance information
	Play revenue and cash flow information
	Set prices and valid sales promotions	Provides access to the Prices and Promotion area in play setup
Plug-in Code	Import or edit Custom Plug-in Code modules into Theatre Manager	Provides access to Plug-ins, custom coded prices strategies. A Plug in is a system table setting and custom coding by Arts Management Systems to manage unique pricing structures
Report Cards	Manage report card templates to be used for course grading
	View and edit reportcards assigned to patrons and used for course grading.
Reports	Create custom reports from the templates and edit the contents (e.g. Season Renewal Notices)
	Create search criteria and ability to export generated reports
	Items added to the report queue for later printing and customized report category detail windows	Provides access to the setup of reports to be created and printed during non prime time hours
	View and edit saved report criteria
Season Reservations	'Manage Favorite Seats' for all patrons via the subscription menu
	Alter the contents of the season package for an individual patron
	Setup the contents of the season packages that can be sold	Provides access to the Season Subscription Renewal Notice process
System Setup
City Lookup	Manage values in the zip/postal code lookup table
Codetables	Code Table data used to manage valid entry values in various tables	Provides access to the setup of code table settings in the System Table area of Theatre Manager. This area is best restricted to Master Users of Theatre Manager
Donation	Creation of donation campaign/funds to be used in the system	Provides access to the set-up of Donation Campaigns and Giving Levels matrixes
Fees	Creation of fee types that can be applied to orders
Merchant Account	Creation of merchant accounts
Pass/G.C.	Creation of Pass G.C. types that can be sold	Provides access to setup Membership types, to enter/edit membership styles and g/l accounts associated with each membership
Sales Promotions	Sales promotion codes used to managing discounting if tickets	Provides access to the setup of ticket sales promotions and discount offers
Sales Rules	Create and manage sales rules for the discounting of tickets
Standard Comments	Standard comments that can be put on invoices, etc.	Provides access to the setup of standardized comments for ticket invoicing
Workflow	Workflow Notifications -  who receives an email when certain actions occur in the system	Provides access to the setup e-mail notifications
Theatre	Manage theatre capacity, layout and seating names
Ticket Faces	The layout information for a thermal ticket printer	Provides access to the setup of customized ticket face coding for the thermal ticket printers
Transaction	Access transaction information on reports and windows
Volunteer	Manage volunteer recognition awards
	Manage volunteer time availability
	Volunteer activity history - record of each instance of working in the position (from volunteer or play window)	Provides access to the historical information for each personnel position. Such as each individual time the personnel was an actor, producer, or usher and the unique responsibilities for each position
	Volunteer overview information and data entry window	Provides access to the general personnel information on the patron window and on the personnel window
	Volunteer positions - the activities that they will do when asked	Provides access to the personnel positions each of the personnel may have held
	Volunteer template setup that will be used to let people sign up for positions on the web
Web Sales	Manage shopping carts for internet sales	Provides access to Web Cart tab on the patron record
	View and reset web performance statistics gathered from the apache server by the web listener