Season Combo Packages are designed to guide patrons through the process when purchasing a new subscription or renewing an existing subscription when the Season Subscription events span multiple venues.

To create a new Season Combo Package, perform the following steps:

1. Click Patron Sales >> Season Subscriptions >> Setup Season Packages.

   

   The Season Package List window opens.

   

   For more information on the Season Package List window, click here.

2. Click the New button at the top of the window.

   The Season Package Detail window opens.

   

   For more information on the Season Package Detail window, click here.

3. Enter Internal Description, Fiscal Year, and External Description for the season combo package.

   The Fiscal Year To field will update when the Fiscal Year is altered. The External Description can be displayed in the online ticketing module, ticket faces and in the renewal notices.

4. Select the Combo Package checkbox option.

   The Sales Managment and Events tabs will be disabled. The Combo Package tab will be enabled.

5. Enter the Control House number in the This Year field.

   The Control House needs to be created before the season package can be built. The Event Lookup icon can be used to locate the Control House. The Control House can not be an event from the previous year. It must be an event specific to the season package.

   With mutliple season packages, there are mutliple control houses to choose from. Choose the control house that best represents the primary season package. The venue seating chart for this control house will then be used for online sales during the season package renewal process.

   

6. Click the Combo Packages tab.

   

7. Click the New button.

   The Season Packages List window opens.

   

   For more information on the Season Package Lookup List window, Click here.

8. Select the Season Packages to be added to the Season Combo Package.
9. Click the Select button.

   The Season Packages will populate into the Combo Packages tab.

   

10. Click on the Sales Notes tab.

    

11. Enter detailed notes for the season combo package.
12. Click the Save button.

Theatre Manager will save the Season Combo Package to the database and assign it a unique Season Package #. The Season Combo Package can now be used for the coming season.

Season Combo Packages offer the patron a convenient way to select favorite seats within each season package's venue to assign to the events. The process is that the patron would select their favorite seats for the 1st season package, then the web sales module would automatically display the search criteria for the 2nd season package. Upon successful seat selection of the 2nd season package's seats, if there was a 3rd season package, the web sales module would automatically display the search criteria for the 3rd season package. This process would continue until all the season packages had their seats assigned. Once completed, the patron would be shown their shopping cart to review their complete season.

Season Combo Packages are only applied to online new and renewal web sale subscriptions. New and renewal Subscription Combo Packages in the box office follow the same procedures as using a standard subscription package as outline in Selling Season Subscriptions.

An example of how the process appears online

1. Click the Subscriptions button in the top toolbar.

   The web module will display the available new and renewal packages available for selection.

2. Click New Subscription beside the new season package.

   

   With a combo package, the patron is able to start the subscription series from any of the packages that are part of the combo package. If you choose, there are options available to customize the subscription web page to only display the primary subscription.

3. Choose the desired season series.

   

4. Choose the desired seating area.

   

5. Choose the desired number of subscription seats.

   

6. Click Suggest Some Subscription Seats.

   The web module will now locate the best available seats based on the selection criteria.

7. Choose a Subscription Price Option.

   

8. Click Add Subscription to Shopping Cart.
9. The web module will now repeat the above steps starting at step #4 for the next season package.

   The Season Series selection option is determined during the 1st package's seat selection. If the subsequent 2nd, 3rd, 4th, etc. Season Series is also available as the 1st Season Series, the Season Series option is defaulted to be the same series for all remaining Season Packages. This ensures that the Season Packages purchased in the same grouping remain in the same series.

10. After the final season package has seats assigned, the patron is shown their shopping cart to review their new season subscription.

Season Combo Packages offer the patron a convenient way to automatically renew all the season subscriptions within a single Season Combo Package.

Season Combo Packages are only applied to online new and renewal web sale subscriptions. New and renewal Subscription Combo Packages in the box office follow the same procedures as using a standard subscription package as outline in Selling Season Subscriptions.

When the patron renews any one of the season packages, all the associated season packages linked by the Season Combo Package will also be renewed. The same is true if the patron cancels any one of the season packages, all the associated season packages linked by the Season Combo Package will also be cancelled.

An example of how the process appears online:

1. Click the Subscriptions button in the top toolbar.

   The web module will display the available new and renewal packages available for selection.

2. Click Renew.

   

   With a combo package, the patron is able to start the subscription series from any of the packages that are part of the combo package. If you choose, there are options available to customize the subscription web page to only display the primary subscription.

3. Make any seat change requests.

   

   With a combo package, each of the individual series are displayed to the patron for review.

4. Click Renew Subscription.
5. The patron is shown their shopping cart to review their renewed season subscription.

Season Combo Packages do not impact the printing of season subscription renewal notices. When printing the season renewal notices, include the various season packages offered in the selection criteria. This will present each of the season packages on a single renewal notice for the patron Each package's seats will continue to be priced separately.

Season Combo Packages are only applied to online new and renewal web sale subscriptions. New and renewal Subscription Combo Packages in the box office follow the same procedures as using a standard subscription package as outline in Selling Season Subscriptions.

The Season Rollover process can be used manage season ticket holders seats for sporting events which can run over into a playoff series. The process takes the favorite seats held by the present season ticket holder and prepares them to be booked into the same seating locations for the playoff series.

This process assumes you currently use the Season Subscription Module for your Regular Season Tickets and that you have created your play off games and a corresponding control house as well.

1. Click Patron Sales >> Season Reservations >> Setup Season Packages.

   

   The Season Package List window opens.

   

   For more information on the Season Package List window, click here.

2. Single click on the Regular Hockey Season Package to select it.

   

3. Click the Rollover button.

   The Season Package Rollover window opens.

   

   For more information on the Seat Matching During Rollover options click here.

4. Enter the Control House number of the Playoff Control House in the Next Year's Plays to Use as the Control House field.

   Click the Next button.

   The Control House needs to be created before the playoff season package can be rolled over. The Event Lookup icon can be used to locate the Control House. The Control House can not be an event from the previous year. It must be an event specific to the season package.

   

   This window is designed to match Performance Series Codes for individual performances. Typically for sporting events the Performance series code is edited to be GAME.



5. Click the Rollover button.

   The Rollover Confirmation dialog opens.

   

6. Click the Proceed button.

   The Season Package Rollover status window opens.

   This window can take several minutes. This process should not be interrupted.

   The Season Package Rollover Completed window opens.

   

7. Click the Done button.

You can easily roll subscriptions over to another year. Just indicate the new control house and proceed. Normally, your theatre map for each year will be the same, but sometimes you reconfigure your house or use a different venue. Theatre Manager can handle both situations.

If the venue of the control house is the same from year to year, you can only pick the option 'Subscribers get same Physical Seat as this year”.

If you are using a different venue or map layout, Theatre Manager does not know how to allocate seats and will give you 3 options. These are:

• Use Seat Codes to Match Seats in a new theatre. Theatre Manager will look at the seat code for the current subscription and go look for the same seat code in a new map.

  If your venue is the same venue for all intents (the same number of seats, or a couple added) and you are just changing the price code boundaries, this is the best option. It would also work well, when the venues are completely different and you took some care in setting up the new venue to match the seat codes in both venues. This approach means -- if I was sitting in Seat code AA01 in venue 1, it could be mapped to the same seat code AA01 in the completely different venue.

• Use Best Seat Number to assign seats. Theatre Manager will reassign seats in the new venue using best seat number. If I have the 10th best seat in venue 1, I will get the 10th best seat in venue 2. This re-assignment will work well, unless the section sizes mean the seats will cross aisle boundaries. For example, seats 10 and 11 are together in venue 1 and they are across aisles or in different rows in venue 2, you will have some manual reseating. This option works in some instances, but not for all situations.
• Use Best Seat Algorithm is a variation of the second option. The difference is --if I have best seats 10 and 11 in venue 1, Theatre Manager will process my subscription near the head of the queue. If that makes me the 4th subscriber in line for tickets (e.g. all others in best seats 1 to 9 have 2 or 3 tickets). Theatre Manager will process my subscription rollover 4th. It will use the best seat algorithm to find the best seating available. It might mean that I get sat further forward or further back so that more seats are filled. Using this option, you will find your subscribers tend to get moved together and their relative position changes a little.

Patrons can be added directly to a season package through the Manage Favorite Seats window. This gives you the ability to manage patrons within the season package, on mass, or individually.

To add patrons to a season subscription Package using the Manage Favorite Seats window, you perform the following steps:

1. Click the Subscription button in the main Theatre Manager toolbar / ribbon bar.

   The Manage Favorite Seats window opens.

   

   For more information on the Manage Favorite Seats window click here.

2. Click the Add button in the lower left corner.

   The Contact List opens.

   For more information on the Contact List click here.

3. Search for the patron to be added to the season.

   Single click on a patron to select their record. To select multiple patrons, use the <SHIFT> key, or the <CTRL> key (Windows) or the <OPTION> key (Mac) to select multiple individuals.

   

4. Click the Select button.

   The patrons are added to the Patron List in the lower left corner of the Manage Favorite Seats window.

   

   For more information on the Patron List area click here.

The Patrons are now added to the Season Package. Patrons can also be added from a Mail List by dragging and dropping the selected names into the Patron List area of the Manage Favorite Seats window. Once added to the season package the patrons are ready to be issued favorite seats.

Each patron is assigned Favorite Seats in the season package. These seats determine where Theatre Manager will book the patron in the season, as well as, which performance and pricing structure will be used for the seats booked. For a patron's Favorite Seats to be selected, they must first be a part of the season package. For information on subscribing a patron to a Season Package, click here.

To selecting a patron's favorite seats in the Manage Favorite Seats window, you perform the following steps:

1. Click the Subscription button in the main Theatre Manager toolbar / ribbon bar.

   The Manage Favorite Seats window opens.

   

   For more information on the Manage Favorite Seats window click here.

2. Choose the required Season Package and Performance.

   

   For more information on the Package and Performance list area click here.

3. Single click the patron to add favorite seats for from the Patron List area.

   

   For more information on the Patron List area click here.

4. Highlight the desired seats for the Subscription.

   Seats can be selected by using the mouse to drag a box over the preferred seats, or by holding the <SHIFT> key and clicking each seat.

   

5. Select the correct Promotion and Price Code for the subscription located under the map.
6. Click the Add Seat button.

   The seats are added to the Seat Selection area of the Patron Subscription Detail window.

   

   For more information on the Seat List area click here.

   The patron now has their favorite seats set up in the control house. The seats can be seen at the bottom of the Manage Favorite Seats window. The seats are also indicated on the map represented by a lower case s. As seats are booked they appear on the map. The patron is now ready to book their season subscription.

    

Once a patron has been added to a season package and their subscription contains favorite seats, you can book the season package.

1. Click Subscription button in the main Theatre Manager toolbar / ribbon bar.

   The Manage Favorite Seats window opens.

   

   For more information on the Manage Favorite Seats window click here.

2. Select the season from the Season Package drop down in the upper left corner of the Manage Favorite Seats window.

   

3. Choose the performance from the Performance List.

   This is found to the left of the Manage Favorite Seats window.

   

   For more information on the Season Package and Performance list area click here.

4. In the Patron list, find the patron you want to manage the seats for.

   The list is found in the lower left corner of the Manage Favorite Seats window.

   

   For more information on the Patron List area click here.

5. Select the patron by single clicking on their name.
6. Then, click the Book button at the top of the window.

   The Order opens to the Payment window.



For more information on the Payment window click here.

7. Choose the type of payment from the Payment Method drop down list and enter the payment details and accept the payment.

    

   If the tickets are to be printed immediately, select Print Tickets. If the tickets will be Batch Printed later, select the Accept Payment button.

8. The payment window closes and the Manage Favorite Seats window opens.

   The patron status, in the season package automatically updates.

   

The patrons tickets have now been booked and the patrons Favorite Seats Detail window reflects the changes.

When patrons want to select seats that have already been chosen by another patron, you will need to create a wait list for the seats. Then, when the original patron releases those seats, they are available to the next patron on the wait list.

To start, here is a picture of the color coding on the graphic venue map when selecting a patron's Favorite Seats.

• Seats with a red background are those the currently selected patron has set as their Favorite Seats.
• Seats with a blue background are those another patron has selected as their Favorite Seats.
• Seats with a yellow background are those which are currently selected but not assigned to a patron yet.

To start, you perform the following steps:

1. Click the Subscription button in the Main Theatre Manager toolbar / ribbon bar.

   The Manage Favorite Seats window opens.

   

   For more information on the Manage Favorite Seats window click here.

2. In the upper left corner of the window, select the season from the Package drop down.

   

3. Select the performance from the Performance List to the left of the Manage Favorite Seats window.

   

   For more information on the Package and Performance list area click here.

4. Find the patron in the Patron List

   This is found in the lower left corner of the Manage Favorite Seats window.

   

   For more information on the Patron List area click here.

5. Single click on the patron, and choose the desired seats - currently being held by another patron.

   

6. Click the Add Seat button.

   The Wait List warning message opens.

   

7. Click the Secondary button.

   The seats will be added to the Seat List area.

   If the Primary button is selected, you will give the selected seats to the patron instead of being wait listed. The seats will be listed as Primary in their Season Package. The patron who previously held the seats will be moved down in priority and be added to the wait list.

   

   For more information on the Seat List area click here.

The patron is now on the Wait List for the desired seats. All patrons who are currently on the wait list can be seen in the Wail List area of the Manage Favorite Seats window located in the lower right corner. For more information on making a patron the primary on a set of seats, click here.

 

You can add patrons to a season package in the Patron Window. Employee access can be altered to allow employees access to subscribing patrons to the season package specifically from the Patron Window.

To start, you perform the following steps:

1. Open the Patron Window.

   

   For information on accessing the Patron Window click here.

2. Select the Season tab in the Patron Record.
3. Click the New button.

   The Select A Season Package window opens.

   The Select A Season Package window will not open if there is only one active season package.

   

4. Single click the desired Season Package and click the Select button.

   The Select A Season Performance window opens.

   The Select A Season Performance window will not open if there is only one performance in the season package.

   

5. Select the desired Performance and then click the Select button.

   The Subscription Detail window opens.

   

   For more information on the Subscription Detail window click here.

The Patron has been added to the Season Package. Once added to the season package the patron can be assigned favorite seats.

Once you have added a patron to a season package, the patron's favorite seats can be assigned. Favorite seats indicate the location the patron wishes to sit in, as well as the price and promotion, to be used for the season subscription.

To add favorite seats to a season package from the patron window, you perform the following steps:

1. Open the Patron Window.

   For more information on how to access the Patron Window click here.

   

2. Select the Season tab in the Patron Record. Then select the season package to add the favorite seats to.

   For more information on the Season tab click here.

3. Click the Open button.

   The Subscription Detail window opens.

   

   For more information on the Subscription Detail window click here.

4. Edit the Desired Seats field to match the number of seats the patron requires in the season package.
5. Highlight the seats the patron wants for their Subscription.

   You select seats by using the mouse to drag a box over the preferred seats, or by holding the <SHIFT> key and clicking each seat.

6. Choose the correct Promotion and Price Code for the subscription.
7. Click the Add Seat button.

   The seats are added to the Seat Selection area of the Patron Subscription Detail window.

   

   For more information on the Seat List area click here.

The patron now has favorite seats within the control house. The seats can be seen in the seating section of the Subscription Detail window on the left. The seats are also indicated on the map represented by a lower cases. The patron is now ready to book their season subscription.

 

Once a patron has been added to a season package and their subscription contains favorite seats the season package can be booked.

To book the season package, you perform the following steps:

1. Open the Patron Window.

   

   For more information on how to access the Patron Window click here.

2. Select the Season tab in the Patron Record. Then the Season Package(s) to book.

   Several season packages can be booked at the same time. Use the key to select multiple season packages, or the key (Windows) or the key (Mac) to select multiple individual season packages.

   For more information on the Season tab click here.

3. Click the Book button.

   The Order opens to the Payment window.

   

   For more information on the Payment window click here.

4. Select the type of payment from the Payment Method drop-down list and enter the payment details. Then, accept the payment.

   If the tickets are to be printed now select Print Tickets. If the tickets will be Batch Printed at a later date select the Accept Payment button.

   The payment window closes and you are returned to the Patron record.

   The status of the Season Package is automatically updated.

   

The patrons tickets are now booked and they are displayed on the tickets tab. The Season Package status is updated and the patron has been booked into Next Years Control House.

In the Order window, you can subscribe a patron to a Season Package, and book the seats along with other purchases. To start, you perform the following steps:

1. Open the Patron record for the purchasing patron.

   

   For more information on how to access the Patron record click here.

2. Click the Tickets button in the the Ticket tab.

   The Order window opens.

   

3. Click the Season button.

   The Season Subscription display opens.

   

4. Click the New button.

   The Select A Season Package dialog opens.

   The Select A Season Package window does not open if there is only one active season package.

   

5. Click to highlight the requested season package for the patron, and then click the Select button.

   The Select a Season performance dialog opens.

   The window does not open if there is only one performance in the season package.

   

6. Click to highlight the requested Performance. Then press the Select button.

   The Subscription Detail window opens to the Favorite Seats tab.

   

   For more information on the Subscription Detail window click here.

7. In the Desired Seats field, enter the number of seats the patron requests.
8. Highlight the seats the patron wants for their Subscription.

   You can select seats using the mouse to drag a box over the preferred seats, or by holding the <SHIFT> key and clicking each seat.

9. At the bottom of the map, choose the correct Promotion and Price Code.
10. Click the Add Seat button.

    The seats are added to the Seat Selection area of the Patron Subscription Detail window.

    

    For more information on the Seat List area click here.

11. Close the Subscription Detail window.
12. Click the Book button in the Subscription window ribbon bar.

The Payment window opens.



For more information on the Payment window click here.

13. In the Payment Method drop down, select the method of payment, enter the payment details and accept the payment.

    If the tickets are to be printed now select Print Tickets. If the tickets will be Batch Printed at a later date select the Accept Payment button.

The Order window closes and you are returned to Patron record.

The patron's season tickets have now been booked and the season package is now displayed in the Season tab.

Click here for quick reference information on Buy a Season Subscription (from the order window)

Reference Guide

Cheatsheet

Flash

MP4

When a patron wants to take part in a season package, they need to subscribe to the season package before they select favorite seats and have their season package booked.

To add a patron to a Season Package in the Season Detail window, you perform the following steps:

1. Click Patron Sales >> Season Reservations >> Setup Season Packages.

   

   The Season Package List window opens.

   

   Click here for more information on the Season Package List window.

2. Select the requested season package, Click the Open button.

   The Season Package Detail window opens.

   

   Click here for more information on the Season Package Detail window.

3. Select the Patron tab.

   

4. Click the New button.

   The Patron Lookup List window opens.

   

   Click here for more information on the Patron Lookup List window.

5. Search for and click on the patron you are adding to the season package.
6. Click the Select button.

   If there is more than one performance series, the Season Performance Selection window will open.

   

7. Select the Performance the patron wants and click the Select button.

   You are returned to the Season Package Patrons tab.

For more information on adding favorite seats to the season package click here.

Each patron is assigned Favorite Seats in the season package. These seats determine where Theatre Manager books the patron in the season, as well as, the performance and pricing structure for all subsequent seasons. Before the favorite seats can be selected the patron must first be part of the season package. For information on subscribing a patron to a Season Package through the Season Subscription Detail window, click here.

To add the patron's favorite seats to their season package, you would perform the following steps:

1. Click Patron Sales >> Season Reservations >> Setup Season Packages.

   

   The Season Package List window opens.

   

   Click here for more information on the Season Package List window.

2. Click to highlight the season package, then click the Open button in the Season Package List ribbon bar.

   The Season Package Detail window opens.

   

   Click here for more information on the Season Package Detail window.

3. Select the Patrons tab.

   

4. Click to highlight the patron wanting seats, then click the Detail button.

   The Patron Subscription Detail window for the selected patron opens.

   

   Click here for more information on the Patron Subscription Detail window.

5. In the Desired Seats field, enter the number of seats the patron wants in their season package.
6. Highlight the seats the patron wants in their subscription.

   You can select seats by using the mouse to drag a box over the preferred seats, or by holding the <SHIFT> key and clicking each seat.

7. At the bottom of the map, choose the Promotion and Price Codes.
8. Click the Add Seat button.

   The seats are added to the Seat Selection area of the Patron Subscription Detail window.

   

   For more information on the Seat List area click here.

9. Click the Save button.
10. Close the Patron Subscription Detail window.

The patron is added to the season package. To learn how to add a patron to a season package click here.

Once the patron is added to a season package and their subscription contains favorite seats the season package can be booked.

To book a subscription from the Season Package window, you perform the following steps:

1. Click Patron Sales >> Season Reservations >> Setup Season Packages.

   

   The Season Package List window opens.

   

   Click here for more information on the Season Package List window.

2. Click to highlight the season package, then click the Open button.

   The Season Package Detail window opens.

   

   Click here for more information on the Season Package Detail window.

3. Select the Patrons tab.

   

4. Click to highlight the patron, then click the Book button.

   The Order opens to the Payment window.

   

   For more information on the Payment window click here.

5. Choose the payment type from the Payment Method drop down list, enter the payment details and accept the payment.

   If the tickets are to be printed now select Print Tickets. If the tickets will be Batch Printed at a later date select the Accept Payment button.

   The payment window closes and you are returned to the Season Subscription Detail window. The patron status in the season package is automatically updated.

The patrons tickets are booked and the Season Subscription Detail window reflects the changes you have made.

In the Manage Favorite Seats window, you can change patrons’ performances, seating locations or their pricing structure. To do this, you perform the following steps:

1. To start, click Patron Sales >> Season Reservations >> Manage Favorite Seats.

   

   Alternatively, you can click the Subscriptions button in the main Theatre Manager toolbar / ribbon bar.

   The Manage Favorite Seats window opens.

   

2. Find the patron you are changing the seats for, in the Patron list.

   

3. Double click on the patron to open the Patron Subscription Detail window.

   

4. Highlight the patron's existing seats in the Seat Selection area of the Patron Subscription Detail window and click the Delete button.

   The Delete Confirmation dialog opens.



5. Click the Delete button in the confirmation window.

   This removes the seats from the favorite seats for this season package. It does not remove the seats from the control house.



6. Make the necessary changes, such as:

   Select the desired Performance Code from the Series drop down.

   Change the Desired Seats field to equal the number of subscriptions in the season package.

   Choose the correct Promotion and Price Code for the subscription.

   Choose the seat(s) for the Subscription.

7. When you have finished making changes, click the Add Seat button.

   The seats are added to the Seat Selection area.

   

8. Close the Patron Subscription Detail window.

   

The patron's favorite seats are updated in the season package.

This doe not effect the seats in last years control house. The patron's seats appear in the Subscriber Seats section of the window and they are shown on the map represented by a lower case s.

Patrons can cancel or choose not to renew season subscriptions. You need to remove them from the season. You can do this in the Manage Favorite Seats window.To do this, you would perform the following steps:

1. To start, click Patron Sales >> Season Reservations >> Manage Favorite Seats.

   

   Alternatively, you can click the Subscriptions button in the Theatre Manager ribbon bar.

   The Manage Favorite Seats window opens.

   

2. Find the patron you are removing in the Patron list.

   

3. Double click on the patron to open the Patron Subscription Detail window.

   

4. Highlight the patron's existing seats in the Seat Selection area of the Patron Subscription Detail window and click the Remove button.

   The Delete Confirmation dialog opens.



5. Click the Delete button in the confirmation window.

   This removes the seats from the favorite seats for this season package. It does not remove the seats from the control house.

6. The Manage Favorite seats window opens. The patron has no seats in the Seat List section.

   

7. Click on the name of the patron in the Patron List and click the Remove button.

   The Delete Subscription for a Patron Confirmation dialog opens.

   

8. Click the Delete button in the confirmation window.

The subscription for the patrons has been deleted. The Subscriber will no longer appear in the Patron List of the Manage Favorite Seats.

However, if the season is rolled over, the patron's seats will still appear in the as sold seats in the Map of the Manage Favorite seats. The map reads seats from the Last Years Control House as well as current, new and updated season subscription information. To remove the sold seats from the Control House they will need to be refunded in the patron record.

In the event that a patron decides to stop renewing their subscription, the seats that the patron held will need to be released. However, there may be other patrons that are on a wait list for those seats, and will now need to be made primary holder.

1. Select the patron from whom you are releasing the seats.

   

   In the seating section of the window, the patron's seats are listed. The seats are also highlighted on the map.

   

2. Select the seats in the Subscriber Seats section of the Favorite Seats window, and click the Delete button at the bottom.

   A warning dialog opens.

   

3. Click the Delete button.

   The seats are removed from the patron's subscription.

   

4. In the Wait List Seats for Selected section, select the seats and patron who has next priority on the seats.
5. Right click on the selected seats to open the context menu.

   

6. Select the Set Seat Primary option.

   Theatre Manager makes the new patron primary holder of the seats, and removes them from the wait list.

   To ensure the seats moved properly, select the patron in the patron section, or click on the seats on the venue map. The new primary patron for the seats is displayed.

The Auto-Renewal process gives you the ability to renew season subscriptions within a series on mass. When you do this you create an order, books the season subscription and authorise the payments using the options you select. Alternatively, you can place the payments for outstanding orders on account.

This process cannot be easily reversed.

To start, you perform the following steps:

1. Click Patron Sales >> Season Reservations >> Manage Favorite Seats.

   

   The Manage Favorite Seats window opens.

   

2. Select the season from the Season Package drop down list.

   

3. Choose the performance from the Performance List.

   

4. Highlight the patrons in the Patron List, whose subscriptions you are Auto Renewing.

   

5. Click the Auto-Renew button.

   The Season Subscription Auto-Renewal window opens.

   

6. In step 1, you choose the season packages to be auto-renewed.

   The Selected Patrons option auto-renews only the patrons you selected in the previous window. The Subscriptions option will auto-renew all the subscriptions you have not cancelled or already renewed using the individual series code.

7. In Step 2, select the Auto-Renewal Status.

   When checked, only those subscriptions with auto-renew options checked in the Patron Season Detail window, are Auto-Renewed. If left unchecked, all the selected season subscriptions are Auto-Renewed regardless of the Patron Season Detail preferences.

8. In Step 3, you determine the Payment option.

   The Do Not Create a Payment option will place the outstanding balances on account creating an entry in the Accounts Receivable. The Create Payment option will add a payment to the newly created season subscription order. The payment will either appear in the Deposit window of the End of Day Wizard if the Authorization option is checked off it will appear as standard authorized transaction. If it is left unchecked, it will appear as an unauthorized card.

9. Click the Auto-Renew button.

The Auto-Renew Confirmation opens.



10. Click the Auto-Renew button.

    The Auto-Renewal process can tak some time to run. This process should not be interrupted.

When comple, in the lower left corner of the Manage Favorite Seats window displays a confirmation message that the Auto-Renewal process is complete.

The selected season package(s) are renewed. The seats, for each performance in the subscription have been sold into the order. Depending on the payment option selected, the order may or may not have an outstanding balance.

 

Holding Favorite Seats filters through the events within the season and holds the patrons favorite seats for each performance within the season package. This feature is often used when single ticket sales begin prior to the renewal process completing.

Holding Season Seats through the Manage Favorite Seats window offers the ability to pick and choose which patrons seats should be held. If all unrenewed seats require holding the Season Package List Hold option may be a faster solution.

1. Click Subscription button at the top of the window.
2. The Manage Favorite Seats window opens.

   

3. Select the correct season from the Season Package drop down list.

   

4. Select the correct performance from the Performance List.

   

5. In the Patron list, highlight the patrons with subscriptions to be held.

   

6. Click the Hold Season Seats button.

   The Hold Season Subscription Options window opens.

   

7. In Step 1, choose the assignment option.

   Choosing to assign the holds to the patron allows you to hover over the seat, within the performances, and see to whom the seat belongs. If you choose not to assign the seats to the patron, the seats are held, but the subscriber details will remain anonymous.

8. In step 2, establish the date and time the seats are released.

   Theatre Manager automatically releases the holds on the date and time entered.

9. In Step 3, enter any comments about the holds.

   The comments entered, appear when the cursor hovers over the seats within the performance.

10. Click the Hold button.

    The Hold Confirmation window opens.

    

11. Click the Yes button.

    The Manage Favorite Seats window opens and the seats are held within the performances.

    

The patrons' seats selected are held until the date you entered, then the seats are released. If you need to extend the hold, you can repeat this process. Booking a season subscription will override the hold without having to release it.

You use Altering Season Subscriptions to change price code or promotion structures assigned to the favorite seats of a season subscriptions.

Examples are: The end of the Early Bird Renewal deadline--where you convert Early Bird Sales Promotions to standard Season Subscription Sales Promotions. Alternatively, when the season pricing structure has changes and an option offered last year is not available for the coming year.

You cannot undo these changes. You must plan them out before using this feature. The Altering Subscription tool accesses the favorite seats within the season package and alters the pricing structure. It does not affect historical season subscription packages. Changes made affect the entire season package not only the selected patrons or series.

1. Click the Subscription button at the top of the window in Theatre Manager.

   The Manage Favorite Seats window opens.

   

2. Click the Alter Subscription button.

   The Alter Promotion Window opens.

   

   • Step 1: select one or more Sales Promotion to be converted FROM.
   • Step 2: select the Sales Promotion that you want it to be converted in to
   • Step 3 enter one or more specific Price Codes that you want to convert from.
     • If you want to convert two or three prices codes into one, enter price codes like ABC
     • If you want to limit to only converting the promotions on one price code, enter it into both the FROM and the TO fields
     • If only the Sales Promotions require altering leave the Price Code fields blank.
   • Step 4: enter the Specific Price Code you want to convert to.
   • Step 5: if you have selected some subscription packages before clicking the 'alter' button, you can confirm that you wish to only change those ones, or ignore al of them and change all subscription packages for all evenings

     Only one TO Price Code can be entered at at time. Theatre Manager takes the Price Codes listed in Step 3 and combines them into the Price Code listed in Step 4. If multiple Price Codes require exchanging you will need to run the process separately for each Price Code to be exchanged TO.

3. Click the Alter button.

   The Alter Confirmation window opens.

   

4. Click the Alter button.

   The Manage Favorite Seats window opens when the alteration is complete.

   

The Promotions and Price Codes are changed in the Season Package. Theatre Manager has updated the Favorite Seats for the coming season.

 

The Season Roll Over will prepare the season for the coming year by creating a new Season Package. It will alter the Last Years Control House by replacing it with the This Years Control House and will prompt for a new Control House for the This Years field. It will match Performances within the Control House from the Last Years Control House with those in the This Years Control House. It will then move the patrons into the new season package and prepare them for the renewal process in the coming season.

 

For step by step instructions on Rolling Over the season package click here.

 

Verify Counts recalculates the number of patrons and seats within a season subscription. It is not to be confused with Verify Holds.
To start, you perform the following steps:

1. Click Patron Sales >> Season Reservations >> Setup Season Packages.

   

   The Season Package List window opens.

   

   For more information on the Season Package List window, click here.

2. Single click on the Season Package you want to Verify the Counts for.
3. Click the Verify Counts button.
   The Verify Season Package window opens.

   
   1. Verification is used to validate the Season Renewal Notice information within each of the patron Subscription Packages (or after information was imported into favorite seats and you wan the Season Package to account for this imported information).
   Patron favorite seats will not be affected.
   The option goes through each of the Patron Subscription Packages and verifies:

   • The Season Renewal Notice printed data.
   • The Season Renewal data pertaining to renewal status.
   • All the seating preferences.
4. Click the Verify button.
   You are retruned to the Season Package List window.

   

The counts in the season package have be recalculated and updated. They appear in the list and inside the Season Package Detail window.

Using the initialize button on a season package will clear all renewal information. This is used for the purposes of starting over.

1. On the main menu bar, click on Patron Sales >> Season Reservations >> Setup Season Packages.

   

   The Season Package List window opens.

   

   Click here for more information on the Season Package List window.

2. Select the season package to be initialized and then click on the Initialize button.

   The initialize Season Package dialog opens.

   

   This process clears out the following information:

   - Season Renewal Notice information

   - Date season renewal notice printed

   - Date the season subscription weas renewed

   - Employee who renewed the information

   - Order Number assigned to the season subscription

   Read the warning, if everything is appropriate, click the Initialize button.

   Theatre Manager initializes the season package. When complete, you are returned to the Season Package List window.

 

The Who's In List will display the patrons appearing in the Season Package in a Contact List window.

 

 

Holding Favorite Seats filters through the events within the season and holds the patrons favorite seats for each performance within the season package. You use this feature when single ticket sales begin prior to the renewal process completing.

Holding Favorite Seats within the Season Package List window holds the seats for every patron within the season package who has not yet renewed. If more selective holds are required the Manage Favorite Seats Hold options may be more applicable.

1. Click Patron Sales >> Season Reservations >> Setup Season Packages.

   

   The Season Package List window opens.

   

2. Click on the Season Package to select it. Then click the Hold Season Seats button at the top of the window.

   The Book Season Subscription Options window opens.

   

   For more information on the Book Season Subscription Options window click here.

3. In Step 1, choose the assignment option.

   When you assign the holds to the patron, you can hover over the seat, within the performances, and view who the seat belongs to. Choosing not to assign the seats to the patron, holds the seat but the subscriber details remain anonymous.

4. In Step 2, set the Date and time the seats are released.

   Theatre Manager automatically releases the holds for the date and time entered or, at the set Auto Release time.

5. In Step 3, enter any comments about the holds.

   These comments will appear when the cursor hovers over the seats within the performance.

6. Click the Hold button.

   The Hold Confirmation window opens.

   

7. Click the Yes button.

   The Season Package List window opens and the seats are held within the performances.

   

The subscribers seats are held until the date indicated in the Hold Season Subscription Option window. At that date and time, the seats are released.

If the hold needs to be extended, access the Season Package List window run the Hold Season Seats process again. The seats are held until the release date, the patron renews their subscription or the hold is overridden in the event. Booking a season subscription will override the hold without having to release it.

You use Verify Holds to recalculate the totals for the selected Season Subscription Package.

You can also use this tool to add patrons to the season when they were not booked through the Season Subscriptions Module but, booked manually, such as, a regular ticket sale. The options you select, determine the details of the Verify process.

To Verify Holds, you perform the following steps:

1. Click Patron Sales >> Season Reservations >> Setup Season Packages.

   

   The Season Package List window opens.

   

   For more information on the Season Package List window, click here.

2. Click to highlight the Season Package you want to verify. Then, click the Open button.

   The Package Detail window opened.

   

   For more information on the Package Detail window, click here.

3. Click the Verify Holds button.

   The Verify Season Subscription Packages window opens.

   

4. Highlight all the performances listed. Make your check box selections, then click the Validate Subscription button.

   Let the process run.

   

5. Click the Done button.

Using the Auto-Renewal process, you can renew season subscriptions within a series en mass. The process creates an order, books the season subscription and authorizes the payment using the options you choose. You can also place the payments for the outstanding order on account.

	You can mark an individual subscription as auto-renew in the patrons subscription detail window - auto renew tab
	This Process cannot be easily undone.

1. Click Patron Sales >> Season Reservations >> Setup Season Package.

    

   

   The Season Package List window opens.

   

2. Double click on the Season Package to be Auto Renewed.

   

3. Click the Auto-Renew button.

   The Season Subscription Auto-Renewal window opens.

   

    

   For more information on the Season Subscription Auto-Renewal window click here.

4. In Step 1, choose the season packages to be auto-renewed.

   The Selected Patrons option only auto-renews the patrons you selected in the previous window. The Subscriptions option auto-renews all subscriptions that have not been canceled or already renewed for the individual series code.

5. In Step 2, select the Auto-Renewal Status.

   When enabled--only subscriptions with the Auto-Renew options checked in the Patron Season Detail window are Auto-Renewed. If left unchecked, all the selected season subscriptions will be Auto-Renewed despite the Patron Season Detail preferences.

6. In Step 3, pick the the Payment option.

   The Do Not Create a Payment option places the outstanding balances on account and creates an entry in the Accounts Receivable. The Create Payment option adds a payment to the newly created season subscription order. This payment will appear in the Deposit window of the End of Day Wizard. If the Authorization option is checked, it appears as standard authorized transaction. If left unchecked it appears as an unauthorized card.

7. Click the Auto-Renew button in the lower right corner.

   The Auto-Renew Confirmation window opens.

   

8. Click the Auto-Renew button.

   Auto-renew can take time to complete. Do not interupt the process.

The selected season package is renewed. The seats for each performance, within the subscription have been sold into the order. Depending on the payment option selected the order may or may not have an outstanding balance.

When a patron has been added to a season package and their subscription contains favorite seats, the season package can be booked

To booking a patron's subscription from the Season Package Detail Window, you would perform the following steps:

1. Click Patron Sales >> Season Reservations >> Setup Season Packages.

   The Season Package List window opens.

   

   Click here for more information on the Season Package List window.

2. Click to select the desired season package. Then, click the Open button.

   The Season Package Detail window opens.

   

   Click here for more information on the Season Package Detail window.

3. Select the Patrons tab.

   

4. Click the patron to select them. Then click the Book button.

   The Order opens to the Payment window.

   

   For more information on the Payment window click here.

5. In the Payment Method drop list select the form of payment. Enter the payment details and accept the payment.

   If the tickets are to be printed now, select Print Tickets. If the tickets will be Batch Printed at a later date select the Accept Payment button.

   The payment window closes and the Season Subscription Detail window opens.

   The patron status in the season package is updated.

   

The patron's tickets are booked and the Season Subscription Detail window shows the changes.

 

This function filters through the events within the season package and holds the patrons favorite seats for each performance within the season package. You can use this, when single ticket sales begin before the Season Renewal process completes.

To hold seats from the subscription detail window, you perform the following steps:

1. Click Patron Sales >> Season Reservations >> Setup Season Package.

   

   The Season Package List window opens.

   

2. Double click to open the desired season package.

   

3. Click the Hold Season Seats button.

   The Hold Season Subscription Options window opens.

   

   For more information on the Hold Season Subscription Options window click here.

4. In Step 1, choose the assignment option.

   When you choose to assign the holds to the patron, you can hover over the seat in the performances and view who the seat belongs to. Choosing not to assign the seats, holds the seat but the subscriber details remain anonymous.

5. In Step 2, you determine the Date and Time the seats are released.

   Theatre Managerautomatically releases the holds on the date and at the time entered or at the set Auto Release time.

6. In step 3, enter any comments about the holds.

   These comments will appear when the cursor hovers over the seats within the performance.

7. Click the Hold button.

   The Hold Confirmation window opens.

   

8. In the confirmation window, click the Yes button.

The patron seats you have selected are held until the date set in the Hold Season Subscription Option window. In that date and time, the seats are released. If the hold needs to be extended, the Manage Favorite Seats window can be accessed and you can do the Hold Season Seats process again. The seats are held until the release date, the patron renews their subscription or the held is overridden in the event. Booking a season subscription overrides the hold without releasing it.

To add events to a Season package, you perform the following steps:

1. Click Patron Sales >> Season Reservations >> Setup Season Packages.
   
   The Season Package List window opens.
   
   For more information on the Season Package List window, click here.
2. Select the Package to add the Events to. Then click the Open button at the top of the Season Package List window.
   The Season Package Detail window opens.
   
   For more information on the Season Subscription Detail window click here.
3. Select the Events tab.
   
4. Click the New button in the lower left corner.
   The Event List window opens.
   
   For more information on the Event Lookup List window, Click here.
5. Select the events to be added to the Season Package.
   To select multiple events, use the <SHIFT> key to select a series of events, or the <CTRL> key (Windows) or the <OPTION> key on the Mac.
   Click the Select button.
   The Events for the coming season will populate into the Events tab.
   
6. Close the Season Subscription Detail window.

 

To Alter Season Subscription Sales Settings, you perform the following steps:

1. Click Patron Sales >> Season Reservations >> Setup Season Packages.

   

   The Season Package List window opens.

   

   For more information on the Season Package List window, click here.

2. Select the Package where the Sales Setting needs altering. Then, click the Open button at the top of the Season Package List window.

   The Season Package Detail window opens.

   

   For more information on the Season Subscription Detail window click here.

3. Check or Uncheck the Sales Setting options as required.

   

4. Close the Season Subscription Detail window.

 

You use the Season Ticket Renewal Notice Selection tab to determine which packages will have renewal notices printed in this run.

Parts of the Season Ticket Renewal Notice Selection Tab

Package and Series Selection
Package	Select the packages for which season renewal notices are to be printed. To select multiple packages, either use the SHIFT key to select a series of packages or the CTRL key (Windows) or OPTION key (Mac) to select multiple individual packages.
Season Series	Enter the season that the package will be part of.
Print Options
Print notices that have never been printed	When checked, only notices that have never been printed will be searched for based on the package selections.
Reprint notices printed between	When checked, two dates will need to be entered by the user. Theatre Manager will find all renewal notices that were printed during that time frame and select them for printing.
	This button will open the mini-calendar for easier entry of dates.
	Moves to the next tab of the process.
	Cancels the renewal notices process.
	Leave the criteria entry process and begins assembling the renewal notices.

The Season Ticket Renewal Display Fields tab is used to determine the information that should be printed on the renewal notice.

 

Parts of the Season Ticket Renewal Display Fields Tab

Notice Contents
Renewal Deadline	The date until which the patron's seats will be held for renewal. After this date, the seats will be made available to other patrons.
	This button will open the mini-calendar for easier entry of dates.
Patron Contact Info Above Main Title	When checked, the patron's contact information will be moved above the title on the renewal notice.
Patron Number	When checked, the patron number of the patron will be included on the renewal notice.
Patron Primary Phone Number	When checked, the patron's primary phone number will be included on the renewal notice.
Patron Primary Email Address	When checked, the patron's primary email address will be included on the renewal notice.
Subscription Titles	When checked, the subscription titles will be included on the renewal notice.
Donation Line	When checked, the donation line will be included on the renewal notice.
Tear-Off Stub	When checked, a tear-off stub will be included on the renewal notice.
Section Information	When checked, the section information for the seats the patron holds will be included on the renewal notice.
Row Information	When checked, the row information for the seats the patron holds will be included on the renewal notice.
Seat Information	When checked, the seat information for the seats the patron holds will be included on the renewal notice.
Quantity	When checked, the quantity of seats will be included on the renewal notice.
Do not include taxes on the notice	When selected, taxes will not be included on the renewal notice.
Include taxes in ticket prices	When selected, the taxes will be included in the ticket prices on the renewal notice.
Include taxes on separate line item	When selected, the taxes will be listed as a separate item on the renewal notice.
Suggested Donation Options
Fixed Amount	Allows for a fixed amount suggested donation to be included with the renewal notice.
Percentage	Allows for a percentage based suggested donation to be included with the renewal notice.
Date & Time Options
Leave Blank	When selected there will be no date information printed on the renewal notice.
As Numerical (MM/DD/YYYY)	When selected, the date on the renewal notice will be listed in numerical format.
As Written (Month/DD/YYYY)	When selected, the date on the renewal notice will be listed in written format.
Leave Blank	When selected there will be no time information printed on the renewal notice.
One per subscription	When selected, the time will be listed once on the renewal notice.
For each event	When selected, the time for each performance will be listed on the renewal notice.
Print Event Title with Dates	If clicked, the event title will be printed along with the dates/times on the lower part of the renewal notices
Testing Options
Mark Notices As Printed	When checked, the notices will be marked as printed once viewed on the screen.
	Moves to the previous tab of the process.
	Moves to the next tab of the process.
	Cancels the renewal notices process.
	Leave the criteria entry process and begins assembling the renewal notices.

The Season Ticket Renewal Comments tab is used to adjust the comments that print on the renewal notice.

Parts of the Season Ticket Renewal Comments Tab

Renewal Notice Custom Text Fields
Header Title	Allows you to enter a custom header on your renewal notice.
Contact Information Comment	Allows adjustment of the default text that prints on the renewal notice in the renewal comments section.
Renewal Comment	Allows adjustment of the default text that prints on the renewal notice in the renewal comments section.
Comment Below Detail	Allows adjustment of the default text that prints on the renewal notice in the comments section under the package detail.
Remit Instructions	Allows adjustment of the default text that prints on the renewal notice in the remit instructions section.
Payment Methods	Allows adjustment of the default text that prints on the renewal notice in the payment methods section.
	Moves to the previous tab of the process.
	Moves to the next tab of the process.
	Cancels the renewal notices process.
	Leave the criteria entry process and begins assembling the renewal notices.

The Search Criteria tab is used to add the criteria to the report to find the specific information in the database that is needed. All reports need to have criteria selected or the report will pull all information from the database. This can take a very long time and make a very long report. By adding criteria, the reports only finds the specific information needed. Click here for detailed information on adding criteria.

Parts of the Season Ticket Renewal Notice Search Criteria Tab

	If available, uses the default search criteria for this report.
	If this report has previously been run, this button will add theprevious criteria.
	Opens a list of saved criteria for this report.
	Saves the current criteria to be used later.
	Saves the current criteria to be used later and opens a dialog to name this criteria.
	Opens the Add/Edit Parameter window to facilitate adding new criteria. Click here for more information on the Add/Edit Parameter window.
	Opens the currently selected criteria in the Add/Edit Parameter window to allow adjustments.
	Deletes the currently selected criteria.
	Deletes all criteria from the Search tab.
	Tests the current criteria to see how many records will be returned. A message will appear at the bottom of the window showing the number of records to be returned.
	Prints a listing of the criteria currently in the Search tab.
	Groups the currently selected criteria. This forces the criteria to take precedence in the search.
	Ungroups the currently selected criteria.
	Cancels that adding of criteria and returns the user to the Report window.
	Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.
	Completes the addition of criteria and the sorting of data, and takes you to the next page of information for the selected report.

Quick reference information for Reports Criteria

Flash Video

MP4 Video

You use the Season Ticket Renewal Sort tab to adjust how the renewal notices are sorted when printed.

Parts of the Season Ticket Renewal Sort Tab

Available Sort Fields
Sort Fields	A list of the sort fields available to be used.
	Adds the currently selected field to the sort field list.
	Removes the currently selected field from the sort field list.
Selected Sort Fields
Sort Fields	A list of the currently selected fields to be used for sorting.
Sort Field Parameters
Sort in Descending Order	When checked the notices will be sorted in descending order by this field.
Upper Case Conversion	When checked any information in this field will be written in upper case.
New Page When Field Changes	When checked a new page will be started when this field changes.
	Moves to the previous tab of the process.
	Cancels the renewal notices process.
	Leave the criteria entry process and begins assembling the renewal notices.

You use the Package Management Section to select the package patrons are being added, edited or updated to.

Parts of the Package Management Section

Package	A drop down menu for selecting the active season package to alter.
Subs. Assigned	The number of subscriptions currently assigned to the package.
Renewed	The number of subscriptions currently renewed in the package.
Seats Assigned	The number of seats currently assigned in the package.
Renewed	The number of seats that have been renewed, as part of the package. This counts seats that are actually booked.
Performance	The performance code for the control house being used.
Date	The date of the performance for the control house.
Time	The time of the performance for the control house.
# Held (BO)	The number of seats currently being held by the box office in the control house.

You use the Seat Management Patron Section to add or edit patrons subscribed to the season package.

 

Parts of the Seat Management Patron Section

Patron Name	Name of the subscriber.
Renewal Status	The current status of the patron's subscription.
Date Renewed	The last date the patron renewed their subscription
Change Date	The last date a seating change was requested.
Change Location	The location of the seating change that was requested.
Performance	The performance code for the control house they are part of.
Seats Since	The date that the subscriber first subscribed.
Seat Count - Current	The number of seats currently held as part of the subscription.
Seat Count - Desired	The number of seats the subscriber would like to have.
Seating Request Comments	Any comment added for a seating request.
Priority of Seating	The priority given to the seating change request.
Patron #	The patron's record number.
First Name	The first name of the patron.
Last Name	The last name of the patron.
Company	The company the patron works for.
	Adds a new patron to the season package. For more information on adding a patron to a season package, click here.
	Opens the patron's subscription record. Click here for more information on the Patron Subscription Detail window.
	Deleted the patron from the season package. If the patron already has booked seats, the tickets will need to be refunded also.
	Opens the patron window for the selected patron. Click here for more information on the patron window.

You use the Seat Management Seating Section to add or alter the seats the patron is subscribed or wait listed for.

Parts of the Seat Management Patron Section

Subscriber Seats
Icon
Quantity	The number of seats that patron has.
Price Code	The price code used for the seats.
Section/Row/Seat	The section, row and seat for the seats the subscriber has.
Promotion	The promotion for the seats the subscriber has.
Error Message	Any error messages in regards to subscribing a patron to these seats.
Primary Seat	The primary seat of the patron.
Section	The section of the seat.
Row #	The row number of the seat.
Seat #	The seat number of the seat.
Seat Code	The seat code for the seat.
	Deletes the selected seat.
	Change the subscription Price/Promotion of the selected seats in the package.
	Verify the selected primary seats to ensure they have the correct status.
Wait List Seats for Selected
Section/Row/Seat	The section, row and seat number for the wait listed seats.
Patron Name	The patron who is on the wait list for the seats.
Change Date	The date the patron on the wait list requested the seating change.
Change Location	The location the patron on the wait list requested.
Priority of Seating	The priority of the patron in the seating change request.
Seating Request Comments	Any comments in conjunction with the seating request change.
Promotion	The promotion for the seats.
Renewal Status	The renewal status of the patron on the wait list for the seats.
Primary Seats	The primary seats for the patron.
Section	The section of the seats.
Row #	The row number of the seats.
Seat #	The seat number of the seats.
Price Code	The price code for the seats.
Last Name	The last name of the patron on the wait list for the seats.
First Name	The first name of the patron on the wait list for the seats.
Company	The name of the company of the patron on the wait list for the seats.
Quantity	The quantity of seats the patron is requesting.
	This button is unavailable in this section.
	Shows the subscription package for the selected seat.

You use the Seat Management and Pricing Map Section to select the promotion and price code used with the seats the patron is subscribing to.

 

Parts of the Seat Management Section

The Pricing Map	The Pricing Map for the Season Venue. Here you can: Add seats to a subscription Remove seats from a subscription Show the wait list on seats Apply default holds Set Hold Map to current holds Set Hold Map to theatre defaults Zoom Highlight other seats in an order Highlight the subscriptions for specific seats You can use the Context menu to access some additional features.
	Zoom in on the Map.
	Zoom out on the map.
	When a seat is selected, clicking the un-lock button releases it for sale.
	Allows you to put a hold on a seat using the selected letter.
	A drop down menu to select from the available promotions.
	The price code to use for the seats being subscribed.
	Adds the Seat to the selected subscribers favorites.
	Shows the Subscribers that have those seats, either primary or secondary.
Highlight Subscriptions	If you select a number of seats in an area, this menue item will let you highlight the subscribers with those seats.

You use the Subscription Favorite Seats tab to select the seats for the patron's subscription to the season package.

Parts of the Subscription Favorite Seats Tab

	You use this tab to manage seating change requests for the patron. Click here for more information on the Change Requests tab.
	You use this tab to manage the patron's auto-renewal of their subscription to the season package. Click here for more information on the Auto Renewal Settings tab.
	You use this drop down list to select the appropriate price code for the subscription.
	You use this drop down list to select the appropriate promotion for the subscription.
	Adds the Seat to the selected subscribers favorites.
Status Icon	These icons show the status of the seats in the subscription.
Quantity	The number of seats.
Price Code	The price code used for the seat.
Section/Row/Seat	The section, row and seat number of the seat.
Promotion	The promotion used for the seat.
Error Message	Any messages in regards to booking the seat for the subscription.
Primary Seat	The primary seat in the subscription.
Section	The section of the seat.
Row	The row of the seat.
Seat	The seat number of the seat.
Seat Code	The seat code for the seat.
Price Map	The graphic map is used for selecting the seats for the subscription. It works similarly to the Order window graphic map, however, once the seats are highlighted, double click on one of the seats to add them to the subscription. Alternately, double click on each seat to add them to the subscription.
	This button is unavailable in this window.
	Changes the subscription price/promotion of the selected seats in the package.
	Verify the selected primary seats to ensure they have the correct status.

You use the Subscription Change Requests tab for tracking outstanding seating change requests for the patron.

Parts of the Subscription Change Requests Tab

Seating Change Requests
Change Request Priority	The number of the priority level given to this change request between 1-9 or H/M/L.
Date Change	A drop down menu listing the available date changes for the season package. The list of dates are adjustable by the organization in the Subscription Date Change System Tables >> Code Tables data.
Seat Change	A drop down menu listing the available seat changes for the season package. The list of seat change options are adjustable by the organization in the Subscription Location Change System Table >> Code Tables data.
Keep original seats	When denoted, if the seat change request is not able to be exactly matched, the patron will retain their existing seats.
Willing to take the next best seat	When denoted, if the seat change request is not able to be exactly matched, the patron will take the next best seats available.
Call before making the changes	When denoted, if the seat change request is not able to be exactly matched, the patron should be called before making any changes.
Seat Change Request
	An area for notes related to the patron's seating change request.

You use the Subscription Auto Renewal Settings tab to set the patron's payment information for auto renewing their subscription.

Parts of the Subscription Auto Renewal Settings Tab

Auto Renew Subscription	When checked, the subscription is set to be automatically renewed and to use the payment information listed below.
Renewal Date	The date that the auto-renew option for this subscription package was enabled.
Payment Method	You can select payment methods from one of the following: On Account which means that the subscription will be booked and no payment method can be a applied at time of booking. The Subscription will need follow up work to apply payment at a later date. It could be at the box office, or you could ask you patrons to go online and pay any outstanding order balances so they could use the card of their choice at that time. EFT - you can use any of the payments you have set up for Electronic Finds Transfer. Using these means you need it have EFT set up as a merchant to process the payments at end of day. Credit Cards - you can set up any credit cards you normally accept as the payment method
	For Credit Cards, opens the Credit Card Lookup List window to find credit cards attached to this patron. A new card can also be added from this window.

This tab becomes available when the patron's tickets are renewed.

You use the Subscription Tickets tab to review and change ticketing information for the patron.

Parts of the Subscription Tickets Tab

Status	.
Order #	The number of the order associate with the tickets.
Play	The unique play number generated by Theatre Manager.
Performance	A quick reference for the performance.
Play Title	The title of the play associated with the tickets.
Section/Row/Seat	The section, row and seat for the seats the subscriber.
Quantity	The number of seats that patron has.
Total Cost	Displays the amount paid for the ticket.
Gift Status	If the ticket was given or received as a gift.
Promotion	The promotion for the seats..
	Opens the tickets sub menu to change the tickets for the selected order.
	Opens the Ticket Data window containing detailed information for the selected ticket.
	Returns the selected ticket to the box office for resale. If they have not been printed or posted they will be deleted and not refunded. This process also clears the printed flag.
	Prints the selected rows if they have not been printed.
	Sets the selected tickets to Un-Printed status so they can be printed again.
	Prints the map report showing the location of the selected tickets in the theatre.

The Transaction Tab shows all the transactions that have occurred for the patron.

Parts of the Transaction Tab

Seq#	A unique number used to track the transaction
Trans Date	Date and time the transaction took place.
Journal No	A unique journal number for tracking the transaction line.
Code	The transaction code used to describe the type of transaction.
Transaction Desc	Description of the transaction.
Order #	The order number for the transaction. This number can be used to track the transaction by order.
Play Code	Play code is only displayed if the transaction effects and event.
Performance Code	Performance code is only displayed if the transaction effects a performance.
Type	The type of transaction.
Description of Entry	Detail on the the purpose of the transaction.
	Can be used to manually enter a transaction.
	Opens the detail window of the transaction.
	Deletes the selected transaction.
	Used to search for specific transactions.

Searching Transactions

1. Open the Transaction tab.

   The Transaction tab is located on the Patron Window.

2. Select a search field from the menu.  

    

3. Fill the To and From fields with the parameters to search.

   

4. Click the Search button.

   The results of the search will be displayed in the table.

The Season Package Detail Description tab is used for entering and adjusting information about the season package.

Parts of the Season Package Detail Description Tab

Season Package Details
Internal Description	The internal description given to the season package suitable for use within Theatre Manager.
Status	Indicates if the season package is available for use.
Fiscal Year	The season renewal year that the season package is for.
External Description	The external description given to the season package suitable for use on the web site and season renewal notices.
Combo Package	Indicates that this season package is an combo (or umbrella package) made up of one or more other season packages. The other season packages have the favourite seats for each venue - which allows selling or renewing a subscription that is in multiple venues. For example: If you have a 5 show series in your main venue, then you'd give the patron a subscription for that 5 show series along with favourite seats - lets call that 'Main Stage Package'. If there is a second venue that might have 3 events in the season, then you would assign the patron a subscription package in the second venue - lets call that 'Auxiliary Package'. then you would make a third subscription package that is Combo Package that contains both the 'Main Stage Package' and the 'Auxiliary Package' in it. Using this approach, Theatre Manager will have a record of the favourite seats a patron has in each venue, making it easy to renew. It also make it easy for the patron to create a new subscription online as the web sales will take the person thought picking seats in both control houses as part of the sales process. Note: if you do not want the individual package to be purchased, do not make them for sale online - only make the combo package for sale online.
Subscriptions Assigned	The number of subscriptions that have been assigned within this season package.
Subscriptions Renewed	The number of subscriptions that have renewed their season package.
Seats Assigned	The number of seats that have been assigned to this season package.
Seats Renewed	The number of seats that have been renewed to this season package.
Seats Desired	The number of desired seats in the subscription package. This is what patrons have asked for and is not necessarily the same as the primary/secondary seat count.
Control House Settings
Last Year	The control house from last years subscription package that was used to rollover the confirmed subscriptions into this years package.
	Opens the Play Lookup List window to choose the Control House.
This Year	The event that will contain and control the favorite seat map for this years subscriptions sales.

The Season Package Detail Sales Management tab is used for entering and adjusting sales specific information about the season package.

Parts of the Season Package Detail Sales Management Tab

Sales Settings
Can Be Sold at Box Office	When checked, allows the season package to be sold at the Box Office.
Can Be Sold via Internet	When checked, allows the season package to be sold on the internet.
Can Be Renewed at Box Office	When checked, allows a season subscriber to renew their package(s) at the Box Office.
Can Be Renewed via Internet	When checked, allows a season subscriber to renew their packages(s) via the internet.
Print Performance Dates on Renewal Notices	The performance dates for the new season will be printed on the renewal notices. This is helpful in the situation where you may want to print renewal notices but have not determined the final set of performance dates.
Donation - Auto-Ddd to Cart	Auto adds a suggested donation amount to the shopping cart when renewing an online subscription.
Campaign	The Donation Campaign to use if a donation is to be auto-added when the patron renews their online subscription.
	Clicking the icon, opens the Campaign List window to choose the donation campaign to be auto-added to the cart when the subscription is renewed online and 'Auto-Add to Cart' has been enabled.
Accept Post Dated Payments	Indicates that this season package can have post dated payments created as a form of payment when renewing an online subscription.
Final Payment Date	The final date that a post dated payment for this season package can be applied on when renewing an online subscription.
Plug In Code
Plug In	The number of the customized Plug-In Module that is being used for this season package.
	Clicking the icon, opens the Plug-In List window to choose the customized plug-in for this season package.

The Season Package Detail Event / Plays tab is used for adding events to a season package.

Parts of the Season Package Detail Event Tab

Custom Package
Allow Event Removal	Indicates if the patron is allowed to remove optional events from the season package during the online subscription checkout process.
Event Set Counts
Select Number of Events	Select the number of events or sets of event counts required for online subscription checkout
Event List Columns
Status	Indicates if the event is a mandatory event or optional event within the season package.
Event #	The sequence number of the event.
Event Code	The event code for the event.
Event Title	The title of the event.
Year	The season year that the event falls under.
Theatre Name (Internal)	The internal name of the venue that the event takes place in.
Pricing Map Name (Internal)	The internal name of the venue's pricing map that the event takes place in.
	Adds an event to the list of events in the season package.
	You can indicate which events are optional as far as the package goes. When the event is optional, the patron can remove that event online if they choose to. Note: You must first set the 'Allow event removal' checkbox in the 'Custom Package' section. This feature has no effect for box office subscriptions sales - it is used exclusively for the online subscription processing. You can see an example of a web page with optional events below, highlighted in red.
	Removes the selected event from the season package. This only removes the event from within the season package and doesn't delete the event.

The following is an example of an online season subscription with optional events, highlighted in red. In the 'Remove' column, the optional events have the option to be removed from the shopping cart prior to checkout.

The Season Package Detail Combo Packages tab is used for linking together one or more season packages that are in separate/different venues to create a single season package. Thus, the combined season package is made up of multiple other season packages and can then be RENEWED as a single unit.

When selling a NEW season package online using the combo package, the patron will be asked for favourite seats in each package as part of the process.

Parts of the Season Package Detail Combo Packages Tab

Season Package List Columns
Seq #	The sequence number for the season package.
Active	Shows whether the season package is active or not.
Year-Fiscal	The fiscal year to which the season package is currently set.
Year	The season year to which the season package is currently set.
Package Name-Internal	The internal description given to the season package.
Package Name	The external description given to the season package suitable for use on the web site and season renewal notices.
Subscriptions	The total number of subscriptions in the season package.
Desired Seats	The number of favorite seats that were desired by patrons for the season package.
Assigned Seats	The number of favorite seats that were able to be fulfilled for patrons in the season package.
Renewed Subs	The number of subscriptions that are renewals from the previous fiscal year.
Renewed Seats	The number of seats that were renewals from the previous fiscal year.
Combo	Indicates that this season package is made up of other season packages.
Pricing Map Name-Internal	The name of the venue's pricing map that the season package is a part of.
	Adds a different season package to the set of linked/combined season packages.
	Removes the selected season package from the linked/combined season package list. This only removes the season package from within this set of linked/combined season packages and doesn't delete the season package.

The Season Package Detail Sales Notes tab is used for entering any sales notes about the season package. These notes are viewable by patrons when selling online season packages.

Parts of the Season Package Detail Sales Notes Tab

Text Field

Area to enter detailed sales notes pertaining to the season package for display during the online subscription process.

The Season Package Detail Patron tab lists the patrons currently within the Season Package. Patron's season packages can be managed from this window.

Parts of the Season Package Detail Patron Tab

Columns
Icon
Patron Name	Name of the patron the Season Subscription is booked under.
Renewal Status	Current state of the Patron's Season Subscription within this package
Date Renewed	Date the patron renewed their season subscription. This field is blank if the patron has not yet renewed.
Change Date	Series date within the Season Package the patron wishes to relocate to.
Change Location	Desired location the patron wishes to relocate to.
Performance	Current series code the patron is booked into.
Seats Since	Date the patron first became a Season Subscriber
Seat Count-Current	Number of seats currently assigned in the patron's Season Package.
Seat Count-Desired	Number of seats the patron wished to have for the Season Package.
	Adds patrons to the season package.
	Opens the patron's subscription detail record.
	Deleted the patron from the season package. If the patron already has booked seats, the tickets will need to be refunded from the patron window.
	Opens the patron window for the selected patron.
	Search option drop down option for viewing patrons within the season package.
	Searches the Season Package using the desired search option.