Redeeming a Gift Certificate (or membership/pass) Online

If a Gift Certificate has been setup to allow online redemption, patrons can use the online web sales system to redeem any available balances. This assumes the patron has purchased (or been gifted) the Gift Certificate or Pass/Membership and it has been fully paid for. Please see Redemption Rules for further details on setting up Passes/Gift Certificates for online redemption.

Option 1 - Logging Into Their Online Patron Account

1. Have the patron log into their online account

2. Click on the My Passes/Gift Certificates button under the My Patron Services column

Option 2 - From Their Shopping Cart

1. During the ticket review, have the patron select Redeem My Passes/Gift Certificates

2. Click the Apply button for any available Pass/Gift Certificate with a balance

Option 3 - From the Payment Window

1. During the Payment process, click Redeem My Passes/Gift Certificates

2. Click the Apply button for any available Pass/Gift Certificate with a balance

How Theatre Manager Displays the use of the Pass/Gift Certificate

Once the Apply has been click, the system will take the patron back to the Ticket Review page and reduce the Amount of the Order by the value of the Pass/Gift Certificate.

A pass/gift certificate can be redeemed if all the following are true: there are still redemptions available on the pass or gift certificate. (eg there is money on a dollar value pass or an admission on other passes) the pass has not yet expired the pass is marked active in the pass/gc setup window (making a pass type inactive stops all sales and redemptions immediately) the patron redeeming it is allowed to do as per the pass redemption rules (eg patron only, household or any patron) the pass/gift certificate must be fully paid for prior to redemption at the box office (unless user is permitted to use unpaid passes). All passes must be fully paid for before online redemption is allowed (optionally) for online redemption only, the pass/gc type is marked as redeem via the internet

More than one pass can be redeemed for tickets in one order. For example, a patron may have two Memberships, Passes, G/Cs good for 6 tickets each but will order 8 tickets at once. Or a patron may one have one redemption left on one pass, and another pass that has not yet been used.

To redeem multiple Memberships, Passes, G/Cs as payment for an order, you perform the following steps:

1. Select tickets for the order.
2. On the Payment screen, select Pass as the payment method.

   

3. You are prompted to enter or lookup the patron's pass control number.

   

4. Enter the patron's membership control number.
   • use the Search button to bring up a gift certificate lookup window.
   • Use lookup to search for the membership via the patron's name (or other such criteria) or to look up a different patron if the membership was received as a gift.
   • When a membership is selected and the Select button clicked or the control number is manually entered it's details will appear in the Membership Payment window.

   By default, Theatre Manager will populate the total number of tickets in the order in the "Redeem" text box. You can change that number to reflect the quantity of tickets to redeem using the selected pass.

   

5. Click the Accept Button to accept the pass payment and put the tickets in the print batch or click the Accept & Print Tickets Button to accept the pass payment and print the tickets.

   No matter which Accept option you choose, Theatre Manager will prompt you that you have changed the quantity and will need to select which tickets to redeem with the selected pass.

   

   A window opens showing all of the tickets in the order which have not been selected for payment.

6. Select the tickets to redeem using the selected pass and click either Accept or Accept & Print.

   

7. Theatre Manager will prompt you to enter another payment for the remaining tickets in the order.

   

8. Click the button.
9. Enter Pass as the payment method again.

   

10. You will again be prompted to either enter or lookup the patron's pass control number.

    Once the pass is entered, you'll notice the quantity to redeem has been reduced by the quantity paid for in the initial payment (there were 4, we paid for 2 with the first pass, there are only 2 left to redeem).

    

    In cases where more passes are being used than there are tickets purchased that qualify, you can change the quantity and select from the remaining tickets the ones to redeem with the second pass just as above.

Use the patron lookup to search for the membership by the patron's name or to look up a different patron if the membership was received as a gift.

When a membership is selected and the Select button clicked or the control number is manually entered it's details will appear in the Membership Payment window.

Rules for showing anything in the lookup list

• Show expired passes for grace period of 1 month (unless the employee can use expired passes, in which case show 6 months). Even if the pass is fully redeemed, let it show for the grace period to assist with problem resolution
• Cannot have 'cant buy a thing' type pass in the lookup list
• Cannot have the historical renewed memberships in the list
• Do not include written off passes as conscious decision made to get rid of them, regardless of age or expiry date
• Exclude passes in orders that have order balances. They can'y be used anyway, so no point in showing them
• Exclude those that are currently in a cart for checkout so user can't call in while shopping online and try to use them simultaneously

How to change the limit between 1 month and 6 months on a per-employee basis???

Search for the employee preference indicated below on the Employee Access->Functions tab. If the item is not checked, then Theatre Manger only shows the current ones. The user can go to the actual patron window if they want to see more and resolve a dispute.

it is possible that you can get errors redeeming passes and gift certificates. In general, the message looks like the one to the right. It often means that there is some other ticket that has the pass number on it.

The general cause of errors are

:

• You have no passes left to use
• You have used the maximum redemptions of passes on each event
• You have used the maximum number of redemptions on each performance
• The price codes are excluded from use on the tickets
• In some cases, PASSES (average dollar per admission), the pass was used as a payment previously and then the pass payment was deleted before depositing it. In this case, Theatre Manager:
  • does not take the pass redemption number off the tickets that the pass was used for
  • This is because it has already reduced the price of the tickets - making it an error that the pass cold be used again.
  • The only way to use the pass again is to Exchange or Reprice the tickets containing the pass back to the original price .. and then use the pass

 

Fixing tickets used on passes where the pass payment was deleted

If

• you are told that deleting a pass means that you need to reprice tickets, or
• you find out that you cannot use the pass on tickets because it has been used already and you are sure it has not because the pass payment was deleted.

Then, find the order containing the tickets, select them, and then change the price of the tickets to put them to what you want them to be... and then use the pass.

You must fix the price of these old tickets otherwise yo'll find that you gave the discount twice to a patron and Theatre Manager will not let you do that.