Events/Play Tab

Parts of the Play Tab

Play Information
Play # Unique play number generated by Theatre Manager.
Access Groups Specify which groups of people can access the data
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. See below:

  • 13-01 - the first play of the 2013 season
  • 13-05 - the fifth play of the 2013 season
  • 13-C01 - the first play in the "C" theatre (assuming multiple theatres)
  • 13-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.

If the play title is perfect for the internet, yet too long to print on a ticket face, you can adjust your ticket face to split it at word boundaries using the tStringFields.$splitString( P_PLAY_TITLE, width, segment) ticket face calculation.

Season Year the play takes place. This is based on the financial year.
Pricing Map Displays the Venue and Number of the Pricing 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. Click to learn how to change a map for an event.
Theatre map search button. 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. There are rules for switching venues or pricing maps. The new venue or pricing map must:
  • Be active.
  • Have the same valid price codes in the new venue and pricing map.
  • Have the same seating capacity and seats must be named (reserved seating only).
  • When changing the reserved seating map for an event, you can select some other venues (and their pricing map).
  • When changing the reserved seating map for one performance, you can only select other pricing maps within the venue.
  • When changing the map for a general admission performance, you set the alternate venue as before.
  • If using the Outlet Edition, the map MUST be owned by the same outlet. People from outside your outlet cannot change pricesmaps or price codes for you.

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.

Form Requrements
Forms Add or remove the forms that may be required when people buy tickets to the event. You can set the forms on the event (which apply to the entire event) or on the performance, if the performances are to have distinct form requirements.

If the FORM itself is marked:

  • required and it is in this list, then people buying online will be required to fill out the form before completing the sale.
  • with an expiry time, then people buying online will need to fill it out again if their prior form has expired

The forms that a patron has filled out are in the 'forms' tab on the patron window.

Show Status Information
Active Status of the play for reporting purposes.
Closed Status of the play for ticket sales and postings. If a show is closed, it means that no further ticket sales, exchanges, or refunds are allowed. We suggest closing a show shortly after the event is reconciled and any royalties are paid. It means if people miss an event, they can no longer have their tickets exchanged for other events or for a donation - so close it when you figure you no longer want this to happen.

There is a feature during year end rollover that asks you to if you want to close all the prior fiscal year events - we suggest using that feature if you have not closed shows throughout the season.
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
Maximum Tickets Sets the maximum number of tickets to be sold in an cart 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. Numbers entered here override those entered as global defaults in the System Preferences Web tab.
Regardless of settings on event or performance, at no time can there be more tickets in a single cart than the value in the System Preferences Web tab. This is the absolute limit.
Web Sales Stop Time Number of minutes before/after the performance start time in which to remove a performance from the Internet. Time set here overrides the defaults set in the system preferences web tab. Click here for more information.
The stop time affects emailing of PDF tickets. You cannot email tickets from the box office if the performance is no longer onsale online. This would be after the start time plus/minus any 'web sales stop time'.
Web Sales Stop Type Indicates whether the stop time is before or after the performance begins. Typically, you want the performances to cease being sold online before the actual performance time. However, there are a couple of instances where you might to stop sales after the performance starts, such as:
  • All Day Events - where you want online sales to be available after the gates open
  • Courses - where you may want to allow late registration, say up until the the second class
  • On Demand Streaming - where a video streamed through the ticketing site can be purchased after the original start date/time
Live Content Availability The default time, in minutes, after the start of a performance in which a live streaming video will be available. If nothing specified, it uses the default from the system preferences web tab.
Web Seat Map Display This option allows you to specify how you would like the map to display for web sales. Options in the Drop Down selection are:
  • Use Default from Company Preferences
  • Selected seats only (sold seats are blank)
  • Selected and sold (mask seat codes)
  • Selected and sold (actual seat codes)
  • Use 'tmGfs/Map[x].jpg' for generic map
  • Do not didplay any map

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.
E-Ticket Delivery Options These indicate how all performances of the play are to deliver electronically. You can change these for each individual peroformance. Click for more information on
Print at Home Options are:
  • Tickets cannot be printed at home
  • Tickets must be printed at home
  • Tickets can be printed at home (patron choice)
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