Theatre Manager Desktop Application

Installing or Updating??

The install instructions are part of this section and require a link to the installer to be provided from Arts Management Systems.

If you already have Theatre Manager, please refer to the link to find out how to get the latest updater.

In either case, once you have the Theatre Manager installer/updater, you can follow the specific instructions for Macintosh or Windows using the General Upgrade Steps as an overall guide.

Running an upgrade will, if appropriate, automatically generate a random new PCI seed key and re-encrypt credit cards using the new key. In the process, this destroys any previous crypto keys per PCI DSS standard 3.6.

Credit cards that have been shredded are not affected by the re-encryption process.

Refer to re-encrypting cards if you wish to do this manually.

Theatre Manager has never stored CVV2, Track II or any other non PCI compliant information so removal is not necessary per PCI DSS standard 3.3.

  • Version 8 was certified under PABP 1.4. This audit provided verifiability that there was no CVV2 data.
  • Version 9 was certified under PA-DSS 1.2, also verifying there was no CVV2 data.
  • Version 10 was certified under PA-DSS 2.0, also verifying there was no CVV2 data
  • Version 10.6 was certified under PA-DSS 3.1, also verifying there was no CVV2 data
  • Future versions will never have any protected data as per PCI requirements.

Macintosh Theatre Manager

Now that the database server is setup and a sample database is imported, we can install Theatre Manager on the machine. These instructions are for installing on Macintosh. If you are using a mixed environment, please refer to the Windows instructions as well.

1. Download the Theatre Manager Mac installer if you have not done so. This link is supplied upon request.
When downloading any update for Theatre Manager, please make sure your personal firewall is turned on PCI requirement 1.4
In recent versions of OSX, you may need to make a temporary change in System Preferences after downloading the installer and before the installer will work. This is because the installer is not digitally signed with Apple.
2.
  • Double click on the TMSetup.zip program you downloaded to extract the TheatreManager.pkg file.
  • Double click on the TheatreManager.pkg that was just extracted to begin the install process and respond to the prompts as follows

Click continue

Click continue and read the license agreement

Click 'Agree' to accept the agreement and continue

Click install

Enter your password (or if you have a mac with Touch ID, use your finger)

Click 'Close' when done.

3.

This step is only for clients installing a fully licensed copy of Theatre Manager ON A NEW MACHINE. This step is not required for those installing a demo copy of the software or those upgrading an existing copy of Theatre Manager.

When the installation finishes, you will need to replace the serial.txt file in the Theatre Manager program files.

  1. Download the Theatre Manager serial number file if you have not done so. The link to this file is supplied upon request.
  2. Extract the serial.txt file from the serial.zip file (if it did not automatically extract) to your desktop
  3. Go into \Macintosh HD\Applications
  4. Right-Click on the Theatre Manager icon and select "Show Package Contents"
  5. Go into \Contents\MacOS\firstruninstall
  6. Move the serial.txt file from your desktop into the \Macintosh HD\Applications\Theatre Manager\Contents\MacOS\firstruninstall folder replacing the existing serial.txt file
4. After installation, look for Theatre Manager link on the desktop and double click on it to start it up. There will also be a file called TMPreview.pdf on the desktop that illustrates some key features of TM.
5.
For databases on your local server: enter the ip address of your server and click search to see the list of databases.
If your real database is in the AMS cloud, follow these instructions.
For Demo databases: If you get asked to find a database, enter the IP address 127.0.0.1 below and click Search. Normally, you should not need to do this, as the Demo database is always assumed to be on the local machine.

If you cannot connect to the database, check the following settings:

  • make sure port 5432 is open on your machine
  • make sure that the TheatreManagerDemo database got installed by using pgAdmin3 as per the section below, then come back and try connecting again.
6. If you are running a demonstration copy of the Theatre Manager application, you will see a first time setup screen asking you for your company information. All fields except the second line of address and the web site are mandatory. After you put this in the first time, you will not see it again.

These fields are used during the demo to show how Theatre Manager verifies information for you. For example, the city, state and country you enter becomes the default country for new patrons that you may add to the database. The area code for the phone number fields becomes the default for patron entry, etc.

Notice how Theatre Manager converts whatever you type into the proper case as it tries to assist in data entry.
7. Then, if you are able to connect to the database and enter the company information, you will see the login window below. The password for any of the users in the demo is 'master' (without the single quotes).

8. In a production environment, once connected to the database in step 5, you can run the TMSetup file on any other machine in the network. After changing the pg_hba.conf file, and editing the serial.txt file, you should be able to connect to the database.

You will need to use the IP address of the server to connect, instead of 127.0.0.1, and if you cannot connect to the server:

  • make sure port 5432 is open on the server
  • make sure that the real database is installed and setup using pgAdmin3
  • there are no firewalls blocking access
  • the pg_hba.conf IP settings are correct and the server has been restarted

Enabling installation in Firewall

In recent versions of OSX, Apple is requiring acknowledgement from the user that they trust the source of the installer. The message you get may vary depending on the version of OSX as Apple changes it.

The essence is that you will may be allowed to run the installer and will receive a message similar to below (or implying this).

If you get this message:

  • open up System Preferences
  • Select Firewall
  • Do one of:
    • Enable applications to be run from any developer
    • Click a button that says 'Open Anyway' to run the installer
  • Run the installation process
  • Revert the change you made above after installation

Using Network User Profiles - Mac

Follow the steps below if you have Network Users set up and performance of TM seems slow when everything is run across the network.

Primary Method for Network User Profiles - just install Theatre Manager

In OS X, Theatre Manager is designed to store key application components in the local user's 'Application Support' directory. This allows multiple local users on the same machine to use Theatre Manager.

Network Users have a different 'home' directory setup where the key files are not stored on the local machine. When Theatre Manager is installed, it will save some of its files in the network directory - but you may experience some performance issues of the network or server drives are slow.

Alternate method for running Theatre Manager with NetWork User Profiles:

If performance seems a little slow with a normal installation that users the network profiles, Theatre Manager can be configured a little differently, as follows.

  1. Make sure:
    • Theatre Manager is already installed on the machine using the TMSetup application -and-
    • Nobody is currently using Theatre Manager on the machine
  2. Go to the Applications Folder
  3. Right click on the Theatre Manager application and select Show Package Contents from the context menu
  4. Navigate to Contents --> MacOS --> firstruninstall folder
  5. Copy the entire contents for the firstruninstall folder.
  6. Navigate back to the MacOS folder.
  7. Paste the contents of the firstruninstall folder into the MacOS folder.
    • You may be asked to replace the serial.txt file
    • Respond 'yes'
  8. Delete the firstruninstall folder. The contents of the MACOSX folder should now be similar to below.
  9. Test that Theatre Manager starts up and you see the login window.
  10. Log in as a couple of other network users and try again

If you get an error message starting Theatre Manager about permissions writing to a directory, you may need to type the following in Terminal:

sudo chmod -R -v 777 /Applications/Theatre Manager

Windows Theatre Manager

Now that the database server is setup and a sample database is imported, we can install Theatre Manager on the machine. These instructions are for installing on Windows. If you are using a mixed environment, please refer to the Macintosh instructions as well.

Note: if you are installing on 2003 Terminal Server, you may need to switch the server from 'execute' mode to 'install' mode before using the TMSetup.exe program. After installing, you may need to switch back to 'execute' mode. (This does not apply to any other version of Windows that we know of).

1. Download the TheatreManager PC installer if you have not done so. This link is supplied upon request
When downloading any update for Theatre Manager, please make sure your personal firewall is turned on PCI requirement 1.4
2. Run the TMSetup.exe program and respond to all prompts as follows.

Right click on the TMSetup.exe application and use 'Run As' to begin the install. Select an administrator as the user ID to use for the install. If a checkbox that implies "Protect My Computer" or "Run with Restrictions" is available and enabled, uncheck the box to allow the installer to run with full install privileges.

Click 'Ok' to see the TM installer screens

Click 'Next'

Read the licence agreement and click 'Yes'

Click 'Next'

The installer will begin putting Theatre Manager into the 'C:\Program Files' folder.

Click 'Close'

3.

This step is only for clients installing a fully licensed copy of Theatre Manager ON A NEW MACHINE. This step is not required for those installing a demo copy of the software or those upgrading an existing copy of Theatre Manager.

When the installation finishes, you will need to replace the serial.txt file in the C:\Program Files\Theatre Manager\FirstRunInstall folder

If you have already started Theatre Manager before doing this step, then:

  • you will need to follow the instructions in this step regarding the serial.txt file
  • then reinstall Theatre Manager (which will remove a directory from your user profile created during the first time you ran Theatre Manager).
  • then restart Theatre Manager.

Putting Serial.txt in place

  1. Download the Theatre Manager serial number file if you have not done so. The link to this file is supplied upon request.
  2. Extract the serial.txt file from the serial.zip file
  3. Move the serial.txt file into the "C:\Program Files\Theatre Manager\firstruninstall" folder replacing the existing serial.txt file
4.
On windows 10: you must Set Compatibility before starting TM, along with permitting C:/ProgramFiles/Theatre Manager in Windows Defender. Otherwise you may see errors like the one below when starting Theatre Manager.

5.

After installation, look for TheatreManager on the desktop or in the Start Menu and open Theatre Manager

6.

If you get asked to find a database, enter the IP address 127.0.0.1 below and click search. Normally, you should not need to do this as the Demo database is always assumed to be on the local machine.

If you cannot connect to the database, check the following settings:

  • make sure port 5432 is open on your machine
  • make sure that 'everyone' has access to all files in the 'C:\Program Files\Theatre Manager' directory
  • make sure that the demo database was installed by using PG admin III as per the section below... then come back and try connecting again.
7.

If you are running a demonstration copy of the Theatre Manager application, you will see a first time setup screen asking you for your company information. All fields except the second line of address and the web site are mandatory. After you put this in the first time, you will not see it again.

These fields are used during the demo to show how Theatre Manager verifies information for you. For example, the city, state, and country you enter becomes the default country for new patrons that you may add to the database. The area code for the phone number fields becomes the default for patron entry, etc.

Notice how Theatre Manager converts what ever you type into the proper case as it tries to assist in data entry.
8.

Then, if you are able to connect to the database and enter the company information, you will see the login window below. The password for any of the users in the demo is 'master'

9.

In a production environment, once you are connected to the database in step 5, you can run the TMSetup.exe file on any other machine in the network. After changing the pg_hba.conf file, you should be able to connect to the database.

You will need to use the IP address of the server to connect instead of 127.0.0.1 and if you cannot connect to the server:

  • make sure port 5432 is open on the server
  • make sure that 'everyone' has access to all files in the 'C:\Program Files\Theatre Manager' directory
  • make sure that the real database is installed and setup using PGAdminIII
Make sure to also turn off power saving on your ethernet card on all servers and workstations.

Setting Windows Compatability mode

on windows 10: you must do this step, along with permitting C:/ProgramFiles/Theatre Manager in windows defender
You may encounter a failure to launch Theatre Manager if you are installing or upgrading Theatre Manager on a workstation running Windows.

It can be resolved by telling Windows that Theatre Manager may need to run as administrator for all users. You might see an error like below complaining about an invalid format for userpic.df1 and that it needs converting -- this is a sure sign of windows defender and the settings need to be made.

Follow the steps below

  1. Right Click on the Theatre Manager icon on the desktop
  2. click properties and then FIND ORIGINAL"
  3. When you find Theatreon your desktop and choose Properties
  4. Click on the Compatibility Tab
  5. Click the button to Change Settings For All Users
    • Uncheck: Run this program in compatibility mode for:
    • Check: Run this program as administrator
  6. Click the button Apply

Installing .NET for Windows

It is rare that you might need to do the following steps to install .NET

Only do so if advised by the Arts Management Systems Support Team

Windows installs may require you to do one of the following if you get errors starting Theatre Manager, or if Theatre Manager starts, but seems to hang with some menus open, but the login window does not appear.

Older versions of XP and some versions of Windows 7 may not require this step. However, lately, Microsoft has opted to make their flagship .NET tools an optional part of Windows, which causes the error above. Installing .NET will add that part of Windows back into Windows that Microsoft made optional.

  • Download and install .NET version 2 (XP or earlier) or version 3 (Vista or later) if you do not have it.

AMS Cloud Setup

If your database is not in the cloud, pick Local Database and follow instructions for Changing Database. You may have to unclick/click 'Default Port' to allow you to enter the IP address of the database.
If your database for Theatre Manager is stored in the AMS cloud, the step to log in to the AMS cloud and connect to your database are:

  1. Start Theatre Manager.
    • If you have never been connected to a database before, you will immediately see a dialog asking you to select a database. Select <AMS Cloud Database> from the popup list.

    • If you have previously connected to a Theatre Manager database before, you will see the familiar list of users. Click the Change DB button at the bottom left of the screen and then follow the instructions above.
  2. You will be prompted with a dialog asking you to enter the unique connection key and password for your venue. Enter them and you will be connected to your database in the AMS cloud

  3. You will see a login window

Any database in the AMS cloud is automatically set to Schedule 'C' PCI Compliance and no credit cards are ever stored on the database.

You cannot change the minimum PCI settings. You can enhance settings by restricting which workstations in your environment can take credit cards.

If there users at the venue with different local time zones, you may need to provide the LocalTimeZone parameter in the Theatre Manager preferences file. This is only needed if the users time zone does not match the time zone setting in the company preferences->Report/Misc tab