• As broad as a department
• As specific as a person or two

To use this feature, you need to do three things:

• Create a list of departments of access groups to suit your needs in this code table
• Assign an employee to one or more access groups
• Assign a specific record to one or more groups using the access field on each record. If the employee matches any one of the groups, they will be able to see the data. This applies to:
  • Donation records
  • Ticket Sales
  • Ticket Reporting
  • Tasks
  • Mail Lists
  • Donation Campaigns
  • Play Access
  • Performance Access
  • Volunteer Activities
  • and more

The Countries in the code table list appear in the Country drop down list in the Patron window, Default Data, Maps, Web Sales, and other places using the Country drop down list in Theatre Manager.

You can shorten the list by setting countries to inactivate, or if a country is not a 'System' country, it can be deleted from the code table. If a country is not in the Code Table, it can be added.

For 'System' countries, Theatre Manager has built in controls for phone numbers, postal codes, and more. Currently these are:

• Canada
• USA
• Australia
• New Zealand
Depending on the region, defaults can be set. For more information on setting a country as a default in the Company Defaults, click here.



For more information on how to access the Country table click here.

For information about editing values in Code Tables, click here.

The field settings are:

• Attendance Reason - this is a short description to appear online in the patrons' attendance record. Examples: 'away' or 'sick'
• Expanded Description - is a longer description for lists for the attendance reason. Examples:
  • 'cannot attend - personal reason' or
  • 'caught the current flu going around'
• set the status to be active or in active
• indicate that the attendance reason as being patron usable. If this flag is set, then a patron can use this excuse to set their own attendance to a class within a course using the online module. For example, if a student could not attend one day in a drama class, ballet class, swim class or pilates session they can indicate why they cannot come so that the instructor knows who will be present that day.

Staff can use all reasons that are active, including those that are marked not patron usable

For information about editing values in Code Tables, click here.

To see where and how Course Attendance Reason is used in Courses, click here.

For information about editing values in Code Tables, click here.

Report Card Categories also have to be setup before Report Cards can be used. Go to Setup>>System Tables>>Code Tables to find Report Card Categories and assign values to it.

For information about editing values in Code Tables, click here.

Just like Categories, Report Card Ratings have to be defined in Code Tables before they can be used. Go to Setup>>System Tables>>Code Tables to find Report Card Ratings and assign values to it.

Specific general ledger asset and income accounts are required to be defined prior to Creating Sales Entries and performing Deposits.

Refer to the section General Ledger Accounts to create the account information. Click here for more information.

For information about editing values in Code Tables, click here.

Because these code table values are defaulted, you may not insert a new default account or delete an existing account, however, you can edit an existing account. The result values are the types of default accounts that must be set up in Theatre Manager.

You must assign a General Ledger Account number to each of the defaulted values. The general ledger accounts you use must be created to carry out the sole purpose of the default value.

For example: Once you have an accounts receivable account, that account will only be used as an accounts receivable account.

Note: The donation main bank account and the transfer bank account have special meaning cannot be the same. Refer to the help on setting up Restricted Donation Accounts for more information.

Editing a Default Account

The default accounts should not need to be edited or changed very often. There may be times which you need to.

For example: When upgrading Theatre Manager, sometimes new default accounts are added, or you may desire to change the account numbers on a yearly basis. Before editing a default account ensure that there is a general ledger account number that is set up.

Refer to Creating General Ledger Accounts for more information.

1. Double click on the account to be edited.

   The Entry of Account Description Window opens.

   

2. Enter the G/L account number.

   If you do not already have a general ledger account number setup in G/L accounts do so now. Entering a G/L Account number here, will assign a general ledger account to the default account in code tables.

   For example: The default account "Exchange Fees" is assigned the G/L Account # 4 - 2000 - 200. Therefore all revenue generated from exchange fees will be posted to that account number.

3. Enter an account purpose (or description).

   This field should be already filled in. You may change the name if you like, but it is not recommended.

4. Click Save

   The changes have now been saved.

items appear online in the sort order (alphabetical) and the external name is used to categorize and provide headers for each group. You can access various categories online using direct links in emails or web pages

Suggested values to enter into this code table for external name are:

• Gifts to Capital Campaign
• Donations to Individual Campaigns
• Support our Educational outreach

There are 3 fields:

• External Name - see above
• Internal Name - which can be the same as external name, or if you prefer a different set of names, for internal use, enter them instead
• Sort order - which is the order in which the categories will be displayed online. You may want this to be different than the alphabetical sort order of the names for marketing purposes. Eg, Individual Donations are in the middle of the alphabet, but you may want them to be first in the online web page, so make the sort order for this a a '1' and for Gift Certificates, make that a 2 or a 3, etc.

For information about editing values in Code Tables, click here.

For information about editing values in Code Tables, click here.

The Donor Giving Capacity values are displayed on the Donor Tab on the Patron Window. Click here for more information on the Donor Tab.

For information about editing values in Code Tables, click here.

The Code Table Moves Management is used to track interactions with Donors and Potential Donors. Moves Management can be used to track Patrons as relationships are built, donations given and contributions increase.

For information about editing values in Code Tables, click here.

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details.

For information about editing values in Code Tables, click here.

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details.

For information about editing values in Code Tables, click here.

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details. They can also be made manditory fields through the Mandatory Data Tab in Company Preferences and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your venue's requirements.

click here.

Calendar Types are set in new Tasks as they are inserted into the Calendar in Facility Managment. There are "permanent" system Calendar Types built into Theatre Manager.

Facility Calendar Types are built-in codes you do not have to set up. While you cannot change the meaning of each of these, you can change the description to something more meaningful to your organization.

These are used as the general types for the Facility Task Types you will use to define the type of each task.

Click here, to learn more about Calendars.

For information about editing values in Code Tables, click here.

Click for more information about Resources, Resources, Inventory and Merchandise.

The default setting in Theatre Manager is the Generic group. Other groups can be added as needed.

Groups might be for internal resources and those sold on line. Examples might be:

• Typical internal resource groups
  • Light devices
  • Sound equipment
  • Rooms
• Resource groups that might also be sold online could be
  • Merchandise
  • CD's and Music

For information about editing values in Code Tables, click here.

Click for more information about Resources, Resources, Inventory and Merchandise. The default setting in Theatre Manager is the Generic group. Other groups can be added as needed.

Resource Sub Groups are intended to be sub-classification within a resource group when items are sold online. For example, a resource group of Merchandise might have subgroups like

• Men's t-shirts
• Womens t-shirts
• Hat's

i.e. there is one Men's t-shirts with a bunch of sizes/colours on the web pages.

For information about editing values in Code Tables, click here.

The Facility Task Types are those that appear in the Task Information Window, Task Type drop down.

1. To enter a new task type, click the new button.

   The Task Type Add window opens.

   

2. In the Calendar Type tab, select the Calendar Type the task is to be associated with, from the drop down list.

   

   You can also choose a color for the task on a calendar.

3. Click the Save button.

   The Default Security tab is now available.

   

   You can now choose a security level. Security indicates which groups of employees can view/change information for tasks of these types when they are created. You can change any of these and they will apply to the next task of this type created. Prior tasks are not affected.

The types of activities your organization's volunteers engage can not only be set up, assigned and tracked inside Theatre Manager but if you have the Facility Module, Pricing Levels can be established and changed to reflect things like Overtime and Stat Holidays. You define pricing levels for the volunteer on the Facility Billing tab of a Volunteer's Activity window.

• Click here for more information on the Facility Billing tab.
• For more information on volunteer management inside Theatre Manager click here.
• For information about editing values in Code Tables, click here.

The Code Table Folder Name is used to categorize and organize Folders within Theatre Manager. At the current time, these Folders can be found when saving Form Letters or Mail Lists

You can create folders where you can store Form Letters and Mail Lists. It makes it handy to separate them by department, for example. You could have a Development folder and a Box Office folder. The Box Office would store all their Mail Lists in the Box Office folder - then when the Development staff go looking for a Mail List, they don't have to wade through all the Box Office Mail Lists to find their own. Folders can be used as search options in the Form Letter List and Mail List windows to ease the search time for the desired Form Letter or mail List.

The folders can be divided by department or person, or any other division you want.

For information about editing values in Code Tables, click here.

The Gender code table is also linked to the salutation table. If people pick a salutation, you can indicate the gender that is to be associated with the salutation. For example, Mr. generally translates to 'Male'. If a patron picks that as a salutation, Tm will help by setting their gender to Male, if it is set to the default of 'Unknown'

For information about editing values in Code Tables, click here.

Letter types are displayed in the Form Letters Window accessable through the Letters Tab.

Types allow you classify the types of letters that can be created and sent to patrons

For information about editing values in Code Tables, click here.

The Media Types are used to maintain the type of press for members of the media.

Click Here to view the help on Media Management.

For information about editing values in Code Tables, click here.

items appear online in the following sort order:

• Alphabetical by the 'sort order' of the category (multiple categories can have the same sort order), then by
• External name used to categorize and provide headers for each group, then by
• The actual pass/gift certificate name within the category

Suggested values to enter into this code table for external name are:

• Gift Certificates
• Memberships
• Subscriptions
• Passes

There are 3 fields:

• External Name - see above
• Internal Name - which can be the same as external name, or if you prefer a different set of names, for internal use, enter them instead
• Sort order - which is the order in which the categories will be displayed online. You may want this to be different than the alphabetical sort order of the names for marketing purposes. Eg, Subscription Passes fall towards the end of the alphabet, but you may want them to be first in the online web page, so make the sort order for this a a '1' and for Gift Certificates, make that a 2 or a 3, etc.

For information about editing values in Code Tables, click here.

The Marketing Code Table values are displayed in the Marketing Tab on the Patron Window. They can also be made manditory fields through the Mandatory Data Tab and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your own venue's requirements.

For information about editing values in Code Tables, click here.

The Marketing Code Table values are displayed in the Marketing Tab on the Patron Window. They can also be made manditory fields through the Mandatory Data Tab and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your own venue's requirements.

For information about editing values in Code Tables, click here.

For information about editing values in Code Tables, click here.

It is recommended that this code table be somewhat specific and contain between 10 and 25 key possible reasons for why patrons buy from your organization. Examples might be:

• some newspaper sources
• some social media sources
• some sources based on annual activities like subscriptions, fundraiser, or donation
• some sources based on referrals like friends

The Revenues by Why Did Patron Buy report is a great way to summarize this data for relevant events and periods of time.

You can make collection of this data mandatory for all orders by enabling the reason to buy option in System Preferences.

For all values in this table, you will want to take care in where you make them available. Available at box office will likely be checked for most reasons, but may not be checked for reasons like Facebook Referral or what have you. You may also any to disable seasonal things when not appropriate such as Subscription or Christmas Flyer and then enable them again when appropriate. Available on internet should be unchecked for reasons that a customer should not pick. e.g. <forgot to ask> is not really suitable for online sales.

For online donations, you will want a code table entry that: indicates that the order is for donations (e.g if the word donation is in the reason to buy list, it is probably sufficient) is active has the Available on internet unchecked so it cannot be picked during online ticket orders. is placed in the tmcheckoutdonationreasontobuy.html web page for donation only onliny orders.

For information about editing values in Code Tables, click here.

The member card status codes are displayed on the Member Card Window. They are used as a reference as to the status of the card. Each card status may be set as 'active' or 'inactive'. Inactive card types do not count towards the maximum access card limit for a pass/Gift certificate setup-> edits tab.

Click here for more information on the Member Card window.

For information about editing values in Code Tables, click here.

The Code Table Age Codes is used to categorize personnel and/or volunteers into particular age ranges. If the age is unknown, then an age code Unknown may be useful. Age codes could also be specific birth years if required.

For information about editing values in Code Tables, click here.

• phone numbers
• addresses
• e-mail addresses
• web site addresses

Note: for addresses, you can indicate if 'Company/Title' should be printed on the address label or form letter address. This field would be checked for 'work' addresses, and not for 'home'. If the company name is not marked to be printed on an address (in codetables), it never will for labels or form letters

For information about editing values in Code Tables, click here.

Default Locations used at the Box Office

Every code table can have a default value indicated by the '•' at the left of the code table entry. This is important to set for the Location table as it affects which location is used by default. In the example below:

• Home is the default location, so it will appear in the new patron entry screen.
• Home is allowed to be used for:
  • Phone numbers so the default for all phone numbers entered at the box office is 'home'. If you don't want that for a specific phone number, you much change it on the patron window
  • E-mail - which is shown as the default for email entry
  • Web site - which is shown as the default for web sites
  • Address - which is shown as the default for addresses
• Home is not allowed for fax in this example. The default for fax will be one of other locations that allows fax numbers

Default Locations used on the web Site (for new patrons)

Locations on the web are a bit more granular and refer to the code tables for values, but do not use the code tables for position of usage.

For example, on the web you may want to:

• Only allow certain items to be entered
• duplicate some of them (like allow entry of multiple phone number)
• Change the order in which they are presented

to do this, you edit the file called constantPATRONCONTACTNEW.txt that is in the tmTemplates folder. In that file, you would have a number followed by a tab, followed by the name of the location from the code table. The number reflects the meaning of the contact data. Always put Email first. The following is an example:

4 tab Home   where

• 4 means email per the legend -and-
• Home is the value to use which must exist in code tables and be valid for that entry

so a reasonable list of entries are:

Default Locations used on the web Site (for existing patrons)

There is a similar file called constantPATRONCONTACTEXISTING.txt with the same rules for existing patrons. Theatre Manager will always show all the data in the patron record and no more. If you want to have some empty fields for additional data, you can add more to the template.

For example, if you want to allow up to 3 phone numbers, then you might have a table of

• 2 tab Home
• 2 tab Work
• 2 tab Mobile

Default Locations used on the web Site (for existing patrons)

There is a similar file called constantPATRONCONTACTLIMITED.txt with the same rules if you are using limited profile patrons to specify what those phone or emails will be called when a patron fills them in.

Name Suffixes are chosen from the Patron window. These can be included when sending letters to patrons.

For information about editing values in Code Tables, click here.

The example below provides some ideas for the relationship code table that you can enhance to suit your business and CRM requirements.

Making a relationship entry under one patron automatically makes an entry under the other patron. The code table allows you to create terminology that clearly defines both sides of the relationship. For example:

• in a family relationship you could use Parent/Child to show who is the parent in the relationship and who is the child.
• a work relationship could be supervisor/employee.
• some relationships might use the same words like coworker/coworker.
• some political relationships could be Knows the Mayor/Is known by the Mayor

Use any pair of words that helps you define the relationship.

For information about editing values in Code Tables, click here.

The Patron Salutations code table is used to maintain the salutations on the patron and employee windows.

For information about editing values in Code Tables, click here.

The Code Table Patron Type is used to sort patrons records into categories. This information is used for Patron Records.

For information about editing values in Code Tables, click here.

• The payment Code is the abbreviated form that is found throughout Theatre Manager.
• The Payment Method is the full description of the payment type that appears online and at the box office.
• Security Group Access provides
  • Ability to set which groups of people can use the payment method. It means you can set access to some of the custom payments to certain people. Eg. There may be some different ones for education, development, group sales or inter departmental transfer payment types.
  • Security cannot be use for the 7 built in payment methods below (eg ~CASH, ~CHECK ,etc)
• The G/L account column displays the GL asset account that a particular payment is posted to.
• The Sort Order allows you to organize the payment method display order where paymetns are listed online and at the box office. this way you can put your commonly used items at the top of the list. Sort order is 10 characters, alphabetic
• Payment types are one of:
  • Credit Card - can be used with merchant providers or EMV devices to authorize cards. You must have contracted with your merchant provider to use each card type you want to accept. There are some specific values for the payment code if the payment type is 'Credit Card'. These are:
    • VISA - for Visa
    • MCARD - for Mastercard
    • DISC - for Discover
    • DCCB - for Diners Club
    • INTRAC - for Interac (debit) in Canada
      • currently only supported for Moneris EMV cards.
      • You cannot accept INTRAC without using an EMV device.
      • This method is removed from the payment list when doing refunds -- but it can be used for EMV refunds since the choice of refund method is then based on the card the patron actually uses.
    • JCB - for JCB cards
    • UPAY - for Union Pay (Chinese branded)

    This will ensure that Theatre Manager validates for the required number of digits for each card type, and have the correct numeric algorithm. An error message is displayed if the numbers are not entered correctly, to assist card entry.

    Before changing the merchant provider for a credit card payment method, please read about the ramifications

  • EFT - (Electronic Funds Transfer) can be used, amongst other things, for post dated payments and produce an export file during end of day. The export file is formatted to your bank and will cause funds to be transferred from patrons to your account.
  • System - are 7 special built in system payments that cannot be deleted (only inactivated) like cash, check, voucher, pass/gift certificate redemption and gift in kind. They cause Theatre Manager to behave in a distinct way and ask for special data to be entered for that payment method.

    These built in payment methods are:

    • ~CASH which is typically called 'cash' and is used for all cash payments..

      In Canada, make sure to set it for rounding to nearest $0.05

    • ~CHECK which is typically called 'check' or 'cheque' and is used for all check payments
    • ~GIFT which is for gift in kind payments to supply data as required by CRA for tax receipts.
    • ~COUPN which is used to add coupons to an order that might cause a discount to happen
    • ~ACCT which is used to indicate no payment on an order - and leave a balance on account
    • ~PASS which is used to add a gift certificate or pass payment to an order. A pass might alter the cost of the tickets to create a discount.
    • ~PNOTE which is used to add a voucher payment number to an order - suitable for printing on invoices to customers.
  • Other - can be used for any other payment methods such as intra-campus PO's or payment entered in another system and recorded in TM - those which cannot be accommodated in the standard payment methods

Please refer to Rounding of Cash Payments if you are in Canada or another country that requires rounding of certain payment methods. While this features is typically used for cash, you can use on any payment method

For information on how to access the payment method table click here.

For information about editing values in Code Tables, click here.

This is a versitile, customizable code table field you can use to flag specific performances. You can use it for display on the web and it can also be used like the Genre flag for TicketTrove. It can also be used for reports to narrow down searching for specific performances.

Using this field, you can also search for specific performances during the Ticket Sales.

If you are using this field for courses, Click here for more information.

For information about editing values in code tables, click here.

Currently, there are about 70 classifications which are used in the TicketTrove iPhone/iPad app to help customers find entertainment to their liking as well as on the event search window on the web.

For Example: Customers can look for drama, hockey games, musicals, symphonies, ballet, etc.

Specifying a genre for an event is required.

You will need to update the genre setting for each future event on the Events and Dates Marketing tab to help users search for specific types of events in their interest area.

Click here for more information on the Events and Dates Marketing tab.

For information about editing values in Code Tables, click here.

Sales Promotions are able to be grouped into letter codes to help make them easier to read on a report. By assigning a letter to a group of Sales Promotions, you can categorize them in a report by their similarities. For example, you can use the letter 'S' to indicate all the Season Sales Promotions (Early Bird, Season, Flex Season) into one category. Then when running reports, you can run them based on Report Subtotal Group 'S', rather than selecting the promotions one by one. In addition, when running full reports on an event, you can subtotal all your

A - Single Ticket Sales (regular, 2 for 1, General Admission).

D - Special Benefit Promotions (Dinner, Opening Gala, Development Events).

G - Group Tickets (Senior homes, Brownies).

M - Media Tickets (Critics, Editors).

S - Season Tickets (Earlybird, Season).

Z - Comp Tickets (Listed with a 'Z' so they appear last in reports)

Or any categorization you choose.

You can set names for these categories so they are more meaningful to your organization in the Code Table setup for Promotion Sales Group.

For information about editing values in code tables, click here.

The Province/State Code Table is a list of Provinces and States in North America and recognized American states throughout the world. This list is primarily used for Web Sales.

The name Province can be changed to State (and vice versa) in the Appearance tab of Company Preferences. For more information on changing the title click here. Altering the Sort Value allows you to determine whether Provinces or States appear at the top of the list. They are assigned to Groups which sorted alphabetically. Each Province/State is then sorted numerically within the group.

For example, Provinces might be in Group 'A', and States in group 'B'. Within the Group, you would assign the Provinces A01, A02, A03, etc. The States would be given Sort Values of B01, B02, B03, etc. Since A comes before B, the Provinces would come above the States in the list. American users would do the opposite.

Depending on the region a default can be set. For more information on setting a Province or State as default click here.

For information about editing values in Code Tables, click here.

The values from this table are displayed on the Season Subscription Detail Window. They reflect if a patron changed the date which they were attending plays for their subscription. They also allow for better marketing records to be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

The values from this table are displayed on the Season Subscription Detail Window. When the patron is renewing, you can record if they changed their season seats and where in the theatre they moved to.

This means better marketing records can be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

The values from this table are displayed on the Season Subscription Detail Window. They allow for better marketing records to be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

Tag groups are ways to conveniently group a number of different tags that you want to associate with records.

Tag Types allow you group or classify the tags in the tag setup tables

For information about editing values in Code Tables, click here.

For information about editing values in Code Tables, click here.

The Transaction Types Code Table is a system table and cannot be changed. The values found here are a list of all the possible types of transactions that can be created and found in Theatre Manager. The result value is the actual transaction name, while the lookup value is a short form that is usually found on transaction reports, or inside the patron transaction tab. If you come across a transaction lookup value that you don't recognize, visit this code table to find its definition.

The Transaction type Values are:

Click here to download a PDF of the Transaction Types Codes List

The Traveling Troupe code table affects the Traveling Troupe buy window. The result values are listed on the troupe buy window in the order you would like them to be displayed (Lookup Value). The Result values are important "times" for the traveling troupe. A call time is assigned to each value in the buy window. This is so a troupe manager can print a daily report of the troupes activities for the members of its troupe.

For information about editing values in Code Tables, click here.

This is a listing of the various units of measure recognized by the program. They are "permanent" system values built into Theatre Manager and cannot be edited or amended.

The types of activities your organization's volunteers engage in can be set up, assigned and tracked by Theatre Manager. This page shows you how to set up those activity types.

Refer to the video help on volunteer management for more information.

Click here, for more information on setting up Volunteer Activities.

Personalizing your volunteer recognition component of your program is the best form of showing appreciation for the contribution of volunteers. In this code table, you add the details for your awards.

For information about editing values in Code Tables, click here.

The Custom Volunteer Field 1 (Volunteer Eye Color) field can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Custom Volunteer Field 2 (Volunteer Hair Colour) field can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Custom Volunteer Field 3 (Volunteer Instrument) can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Custom Field #4 (Volunteer Vocal range) code table can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Volunteer Hour Ranges code table Used to summarize volunteer hours in the Volunteer Hour Summary Report.

For information about editing values in Code Tables, click here.

The Volunteer Shift code table can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Volunteer Status can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Workflow tab allows you to create and manage different notification types for Internet and Box Office Sales.

For information about editing values in Code Tables, click here.