Company Preferences

Company Preferences allows customization of Theatre Manager to work optimally with a venue. From this window many of the features and behaviors of Theatre Manager specific to the company can be modified.

In the outlet version of Theatre Manager, a master user will need to create a Company Preferences record for each participating company. The companies can then set their own default preferences to have different box office policies, names for entities, development defaults, etc.

Opening the Company Preferences Window

The Company Preferences Window is access through the Setup >> Company Preferences Menu.

The Company Preferences window opens.

Company Tab

The Company tab contains all the information about the company. To access the Company Preferences click Setup >> Company Preferences.

 

Default Company Information

Short Name A shortened version of the company's name. The shortened company name is printed on all reports.
Company The full legal name of the company.
Address The location of the company offices.
City The city in which the company is located.
Province/State The province or state the company is in. The default title of this field can be changed under the appearance tab of the Company Preferences window. Click here for more information. However, if addresses are indicated to be in Canada or the USA, this field will change automatically to reflect the location.
Postal Code/Zip Code The postal / zip code of the company. The default title of this field can be changed under the appearance tab of the Company Preferences window. Click here for more information. However, if addresses are indicated to be in Canada or the USA, this field will change automatically to reflect the location.
Country The country in which the company is located.
Telephone The company telephone number.
Fax The company fax number.
Web Site The Internet web site for the company.
Web Server button Display a window showing web server SMTP settings.
Meeting Server button Displays a window showing meeting server settings.

Web Server SMTP settings

Please be aware: there gotcha's to using Gmail or Office 365 and we recommend against them.

If emails are not sending, please refer to the pending email troubleshooting section.

Web Email and E-blast Setup

Email Address The Internet Email address for the company.
SMTP server The email server for sending batch emails.
User ID ID name required for email authentication.
Password Password required for email authentication.
Rate Limited Until If the field is visible, you will see a rate-limit timestamp. This indicates the next time that TM will attempt to send an email using this account since it believes you have reached your maximum allowable email limit as determined by your ISP.
SMTP Port Port to use for SMTP. This is usually
  • port 25 - for typical email servers
  • port 587 - if the server suports TLS/StartTLS ( office 365 typically uses this)
  • port 476 - if the server uses SMTPS (gmail sometimes uses this, but is known to also support port 587)
Timeout Timeout period.
Needs Authentication SMTP server requires password authentication. Encryption methods supported are:
  • NONE
  • LOGIN
  • PLAIN
  • CLEARTEXT
  • CRAM-MD5

TM Server does not currently support NTLM authentication in exchange servers. Please use any of the above. use SMTPS is you are using that methodology. If using SSL/StartTLS, TM will figure that out.

Use SMTPS Indicate if emails are to be sent using SMTPS. This usually goes with port 465 - see explanation of difference (the exact settings are dependant on your ISP)

Regardless, all emails are sent using the TM server. If this checkbox is:

  • checked, emails are sent using SMTPS protocols automatically where SSL encryption is started automatically before any SMTP level communication. You will typically need to set the port to 465.
  • not checked, sending of emails will be attempted using the best encryption as possible. The preference is StartTLS ( email over ssl), and if that fails, then falls back to lesser protocols. You will typically need to set the SMTP port to 587 for StartTLS or perhaps 25.

If using gmail, you may need to use secure settings because Gmail is warning users if email comes over insecure servers and may not access email unless it is sent with SSL enabled. Google seems to support both TLS/StartTLS or SMTPS.

If using office365, you will likely need to uncheck this and set the port to 587 for STARTtls.

This sends a test e-mail to verify that all settings have been entered correctly. If you get errors with emails, please refer to the SMTP Errors web page to help diagnose issues.

Gmail as a mail provider

Free email providers come with limitations. Gmail is no exception and not recommended if you want to do a lot of eblasts or have high volume web sales.

WE RECOMMEND using a proper mail provider that will let you do what you want to - mailgun is an option.

Gmail rate limits outgoing emails so make sure that you don't exceed it. If you do, emails from web services will be delayed and you need to manage your pending/unsent emails on an ongoing basis.
If you are using gmail as your provider, you may need to be aware of Google Apps SMTP settings to send mail from a printer, scanner, or app
Also read about Google Bulk Sender Guildelines
There is also a setting that might need to be made to tell gmail to allow apps sending emails with less secure settings. (This is just Googles way of scaring you -- it isn't less secure -just google being google)

Gmail wont send due to Bad Password with Gmail SMTP Settings

Gmail has instituted new security measures for sending emails via Printer, Fax or third party Applications. This setting can prevent emails from being sent through Theatre Manager even when the SMTP server settings are added correctly. Any clients using Gmail for sending outgoing email should be aware of these settings.

It seems any application that is not a Google product is deemed a less secure app when using Gmail SMTP servers. This does not mean the application, in this case Theatre Manager, poses a security risk. It simple means Google is attempting to protect itself should the SMTP details be used in an incorrect manner. For more information on how Google perceives other applications please see the details in the article.

 

How to Recognize the Error

When using Gmail as an outgoing SMTP provider suddenly emails stop sending. The Pending/Unsent emails list indicates the Password is wrong. When checking the Web Server settings in Company Preferences the password has been typed correctly but the emails still fail with a "Bad Password" error.

 

How to Fix the Error

  1. Login to the email account used for authenticating the outgoing email.
  2. Locate the email from Gmail regarding security and this email address. The email content will look like the image below:

  3. Click the link for allowing access to less secure apps. The following page should appear:

  4. Move the slider from it's default of Off to On.

By altering the setting you should now be able to send outgoing email using Gmail again.

 

Changing Setting In Advance

  1. Login to the email account used for authenticating the outgoing email.
  2. Click My Account >> Sign-In & Security >> Apps With Account Access.

  3. Move the slider from it's default of Off to On.

Gmail will send an email indicating the setting has been changed. This email suggests changing the setting may lead to security issues. This is the only way to ensure outgoing email will not be blocked when using Gmail SMTP settings.

Office 365 as Mail Provider

Free email providers come with limitations. Office 365 is no exception and not recommended if you want to do a lot of eblasts or have high volume web sales.

WE RECOMMEND using a proper mail provider that will let you do what you want to - mailgun is an option.

Office 365 rate limits outgoing emails so make sure that you don't exceed it. If you do, emails from web services will be delayed and you will need to manage your pending/unsent emails on an ongoing basis.
If you are using Office 365 server for your emails, please be aware of setting up a multi-function device or application to send email using Office 365.

Meeting Server SMTP/POP/IMAP settings

Please be aware: there are gotcha's to using Gmail or Office 365 and we recommend against them.

If emails are not sending, please refer to the pending email troubleshooting section.

Meeting Reminder Email Setup

Email Address The Internet Email address for the company.

Meeting Reminder Outgoing Email

SMTP server The email server for sending batch emails.
User ID ID name required for email authentication.
Password Password required for email authentication.
Rate Limited Until If the field is visible, you will see a rate-limit timestamp. This indicates the next time that TM will attempt to send an email using this account since it believes you have reached your maximum allowable email limit as determined by your ISP.
SMTP Port Port to use for SMTP.
Timeout Timeout period.
Needs Authentication SMTP server requires password authentication. Encryption methods supported are:
  • NONE
  • LOGIN
  • PLAIN
  • CLEARTEXT
  • CRAM-MD5
Use SMTPS Indicate if the SMTP server requires SSL. If set, emails that are sent by the
  • second generation server will attempt SSL and TLS variants of SMTPS protocols automatically. This accounts for ALL emails sent by Theatre Manager.
  • 'Test Email' function (on this window) only supports SSL (not TLS). It means if your SMTP server only accepts TLS, you will get an 'fail' message. In this case, to test TLS:
This sends a test e-mail to verify that all settings have been entered correctly.
Default Acceptance Status For Invitations Select Needs Invitation or Don't Ever Invite to indicate whether Email invitations need to be sent out or not.

Meeting Reminder Incoming Email

Server Type There are three choices that can be used to tell TM Server how to handle incoming emails:
  • None - do not bother to try to retrieve and interpret scheduling email responses.
  • POP3 - reading incoming scheduling emails from a POP3 server
  • IMAP - reading incoming scheduling emails from an IMAP server. If you select this, you may need to specify an INBOX (if the default inbox is not inbox) and a a COMPLETION mailbox.
POP/IMAP server The email server for receiving incoming emails.
User ID ID name required for email authentication.
Password Password required for email authentication.
POP Port Port to use for POP.
Timeout Timeout period.
Needs Authentication SMTP server requires password authentication. Encryption methods supported are:
  • NONE
  • LOGIN
  • PLAIN
  • CLEARTEXT
  • CRAM-MD5
Use SMTPS SMTP server requires SMTPS. StartTLS (Transport Layer Security) is supported automatically.
This checks the POP Email server to verify that all settings have been entered correctly.

Accounting Tab

The Accounting tab allows changes to the company's accounting formats. Adjustments to the fiscal year and accounting format can be made here.

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Ticket Sales Deferred Revenue Rollover Options

General Accounting Information

Fiscal Year This is the fiscal year that the company is currently in. This can be altered by clicking in the field and retyping the year.
Month Start This is the month that the company's new fiscal year starts in. This can be altered by clicking in the field and retyping the month. If the fiscal start month is changed after sales information has been posted to the General Ledger accounts, it may be necessary to Recalculate General Ledger Totals.
Store Years As - Start If selected the year stored in the GL will be the year at the beginning of the fiscal year. i.e. 2000/2001 fiscal year dates will be stored as 2000.
Store Years As - End If selected the year stored in the GL will be the year at the end of the fiscal year. i.e. 2000/2001 fiscal year dates will be stored as 2001.

Internal Account Number Format

Account # Format Allows the account number to be up to 15 digits, excluding dashes, in any combination of numbers and dashes.
Export Format Select which format to use for exporting GL entries for use with accounting software. Options include tab delimited format, XML Banner FINFEED, Excel Workbook 97-2004 (.xls), Excel Workbook 2008 (.xlsx), Accpac version 5.6 (.csv) and MUNIS Systems, Standard Long Account (.csv) Formats. Click here for more information.
This button will create a set of sample accounts if no accounts have been setup under Accounting >> G/L Accounts.
Day of Performance Moves money for the performance from Deferred to Sales on the day of the performance.
Day after Performance Moves money for the performance from Deferred to Sales on the day after the performance.
Day of First Performance Moves money for the play from Deferred to Sales on the day of the first performance.
Day after Last Performance Moves money for the play from Deferred to Sales on the day of the last performance.
During year end rollover for next season Moves money for the play from Deferred to Sales on the during the year end rollover.

Default Sales Mode

Sale Adds transactions to the Accounts Receivable ledger immediately.
Reservation Only Financial transactions are not created in the general ledger until the order has one or more of the following events happen to it:
  • first payment is made on the order
  • the order contains a donation or anything else except tickets
  • a user un-clicks this option next time it is put on account.
  • The user tells the system to convert some or all orders from reservation only to real orders during end of day sales posting (it could depend on if the performances that the tickets are for has passed)

If you allow this feature, you may wish to set a preference for each employee for their default during order creation.

For emphasis, we recommended against this feature being enabled, as it is not strictly accrual basis accounting. It may not be acceptable to some auditors in the US (especially if over $5M in sales). It also means that inventory reports will be overstated by the amount in reservation only, compared to the sales and accounting reports.
Do not allow 'Reservation Only' Will prevent the 'Reservation Only' option from appearing at checkout. This is the PREFERRED option

Foreign Currency

Other Country This is where an optional country can be selected for accepted foreign currency when selling tickets. If the organization does not accept foreign currency, set the country to the "home" country.
Exchange Rate This is where the exchange rate for converting from the local currency to the currency of the foreign country is entered. If the organization does not accept foreign currency, set the exchange rate to 1.000000.

Export Format Options

If you are exporting your data to an external accounting package, you will also want to visit the page describing the External Account information in GL Account Setup found here. The software exports out the External Account information by the default defined in this window.

Theatre Manager has formatting options for exporting GL data from TM to import into your accounting software.

  1. TM Tab Delimited format works with most accounting packages and with MS Excel. Most clients will use this format for GL exports.
  2. BANNER FINFEED creates an XML export file for use with the Banner financial package. If your organization uses Banner, then select this option.
  3. Excel Workbook 97-2004 creates an .xls export file that can be opened directly in Microsoft Excel versions 97 through 2004 with no need for conversion.
  4. Excel Workbook 2008 creates an .xlsx export file that can be opened directly in Excel 2008 and higher with no need for conversion.
  5. ACCPAC Version 5.6 creates a .csv (text file comma delimited) file that can be opened directly in ACCPAC 5.6 and higher with no need for conversion.
  6. MUNIS Systems, standard Long Account Format creates a .csv (text file, comma delimited) file that can be directly opened in MUNIS with no need for conversion.
  7. The GL Reports can only be exported once a day. The entry report is flagged as being exported when it is done via the EOD wizard so no one exports it twice by mistake.

End Of Day Tab

This screen has an important button on it to reset the end of day use count and is described below. You may have to do this if you receive the message about a deposit in progress during end of day wizard.

End of Day Wizard and Posting Options

Allow sales while End of Day Wizard is Open
Click to allow employees to continue with the day's sales while the End of Day is being run.
# Times EOD is open
A counter that tracks the number of times that End of Day is currently open.

NOTE: If end of day wizard is not open, yet the end of day counter value is greater than zero, then use the Reset button to reset the end of day counter to zero so that you can resume your end of day processing. Doing this also clears the merchant in use settings if you receive a deposit in progress message.

Deposit Reports Required

Bank deposit summary by payment type
When checked, a summary of all payments, sorted by type, will print automatically during End of Day. This report can also be found in Reports > Order and Payments > Bank Deposit - Totals
Deposit detail of all payments
When checked, a detail report of all payments in the deposit, sorted by patron, will print automatically during End of Day. This report can also be found in Reports > Order and Payments > Deposit Detail
Cheque listing for bank deposit
When checked, a list of cheque detail in the deposit (suitable for taking to the bank) will print automatically during End of Day. This report can also be found in Reports > Order and Payments > Bank Deposit - Cheque Listing

Next Transaction Numbers

Deposit Number
The next bank deposit number. This value should not be set less than the current number.
Till Bal(ance) Number
The next till balance number. This value should not be set less than the current number.
Sales Posting Number
The next sales posting reference number. This value should not be set less than the current number.
Member Control Number
The next member control number. This value should not be set less than the current number.
Date Last Deposit
The date of the most recent successful (completed) End of Day Deposit in Theatre Manager.
Date Last Posted
The date of the most recent balance of the End of Day (Post to G/L) in Theatre Manager.
Order Last Posted
The last order number posted to the G/L during End of Day.

Box Office Tab

Adjustments to how the Box Office operates can be made from this tab.

Managing the Sale

Tix Sales Warning A warning notification is displayed on the screen if the number of tickets being sold is greater than this number.
Warn if Performance Displays a warning on screen once a performance start time has gone past the denoted amount of time.
Remove Performance Removes the performance from the sell list once this much time has elapsed past the start time. Users with past performance access can still sell to this performance.
Display past play Number of days to still list past performances.
Play Selection: Display Sold Out Performances Checking the box will show Sold Out performances from the Buy Window.
Before Event Sales: New order for each transaction Checking the box will create a new order for each ticket transaction (generally each walk up patron).
Warn if Receivables Over Checking the box will issue a warning to the screen when a patron's receivables exceed the value denoted.
Next Season Starts Denotes when the next season starts.
Why did Patron buy? The option selected from the drop-down will show on the Payment Window of an order as the default option for the patron's reason for buying the order. Options for the drop-down are set in Order reason to buy in Code Tables.

System Plug Ins

Checkout Plug In Allows the selection of a plug in to be used for after the order has been placed. Press the Plug In Search button to see all available plug ins.
Payment Plug In Allows the selection of a plug in to be used for after the payment has been taken. Press the Plug In Search button to see all available plug ins.

Orders and Payments

Hold for Pickup / Taken If selected, this option will be the default on the Payment Window and indicates that tickets are generally held to be taken by the patron or are immediately taken by the patron (walk-up).
Mail to Patron If selected, this option will be the default on the Payment Window and indicates that tickets are to be mailed to the patron.
Hold for Will Call If selected, this option will be the default on the Payment Window and indicates that tickets are to be held for Will Call for the door sale of the performance.

Ticket Delivery

Print tickets on ticket printer Indicates that people generally print tickets on ticket printers for box office sales.
E-Mail PDF tickets If selected, the print tickets button within theatre manager will change to print/email tickets on all places where tickets can be printed. When the print/email button is clicked on those windows, it will show a list of email addresses for the household, as well as an option to add another email for the patron. Emailing tickets sends out a PDF of the ticket that is exactly the same as if the patron had purchased the ticket online.

Note: PDF tickets will only be emailed if:

  • There is no money owing on the order after the payment is made. You cannot email tickets if the order is not paid for.
  • The event is for the future. You cannot email PDF tickets for past events
  • The performance does not allow 'print-at-home' tickets. If they can't get these tickets online then the box office cannot send them
  • Print at home tickets is an available option within the system

When you print tickets form an order or patron window, the options for PDF printing will look like this.

E-Mail an Invoice If selected, the user will have the option to email invoices from the print an invoice screen on the order windows.

Exchange Policies

Collect $ for higher price If selected the difference between the exchanged tickets and the new higher priced tickets will need to be collected.
Collect $ for lower price If selected the difference between the exchanged tickets and the new lower priced tickets will need to be refunded.
Exchanged tickets retain original price If selected when tickets are exchanged for lower priced tickets the lower priced tickets adopt the price of the original tickets.

Ticket Faces Tab

Default Ticket Faces

Address Ticket The address ticket face number.
Default to 'Print Address Header' on payment window. When checked, this will set the Address Ticket to always be selected for printing by default on the Payment Window.

Credit Card Receipts

Receipt Ticket The receipt ticket face number.
Print Automatically for Patron Present credit card payments. Prints a credit card receipt automatically if a card is swiped in the box office - ie. the payment source is marked "patron present".
Print Automatically for Telephone and Mail Order credit card payments. Prints a credit card receipt automatically if a card is keyed in manually in the box office - ie. the payment source is marked "telephone" or "mail" order in the payment window.
Prompt user if receipt required when no tickets are being printed. When selected, a window will open during payment that prompts the user to select a credit card/address ticket receipt option when tickets are not being printed in the order - ie. when "Accept Payment" is clicked instead of "Print Tickets".
Print Receipts The number of times the credit card receipt should be printed.

Ticket Stock Management

Approx. Tickets Left The count of the number of blank tickets that you currently have in stock.

Ticket Face Value

Include The full price of a ticket is determined by the base price after applying a sales promotion. The components can include a discount, up to 3 fees and up to 3 taxes.

Some jurisdictions (like Ontario, Canada), require that a Face Value be determined for all tickets. You can specify which components are to be included in the face value by selecting the appropriate checkboxes.

If this applies to your venue, change your ticket faces to show the face value by adding or using the Face Value field

For e-tickets, you may need to set the Web Options to show face value on e-tickets or display the price breakdown per the image to the right.

Reorder Level The point at which Theatre Manager will show a reminder to you to order more ticket stock. You will get a warning if the approximate count of tickets dips below this number. We recommend setting this number to be the number of tickets you will print in an average month.

Since theatre manager counts each ticket that is printed, the purpose of tracking ticket inventory is so that you do not run out of tickets at a critical time. Click here for more information.

There are reports that can help you determine how many tickets you used.

Holds Tab

This section defines the appearance and release time for held seats. Held seats can be set to automatically release prior to the performance. Enter the time before the performance that the seats are to be released.

Held Seat Setup

Auto Release Holds The number of minutes prior to a performance that held seats will be released.
Holds to Release The letters, representing a held seat, to be released.
Set default holds using venue map when creating a new performance Use the map holds as the default setting when creating a new performance.
Holds at other Outlets. These holds codes may be released by sales people working at other outlets if they have access to those hold codes in their own outlet.

Web Options Tab

Web Sales Options

Enable Web Sales Enables sales to occur on the web.
  • If turned ON, a directory must exist on the apache server for
    • This outlet (eg 1/WebPagesEN or 2/WebPagesEN for each of multiple outlets that are active) -AND-
    • for each language that is active for the outlet. eg WebPagesEN and WebPagesFR if both english and french are supported
    Listeners will not start if the Director requires full web pages and either of the outlet directory and/or the WebPagesXX directory is missing. If the Director requires only custom pages, the web services will start using the current template pages.
  • If turned OFF, patrons will receive a message that the site is down.
Allow Anonymous Login Enabling this feature allows patrons to shop and add items to a web sopping cart without identifying themselves first. When the patron is ready to check out and pay, they will need to either:
  • login to an existing account -or-
  • create a new account if they have never purchased before

Optionally, if you also wish to give patrons the option to checkout without creating an account you can enable the limited profile patron option. When the option is enabled and the patron checks out, they will be given 3 options:

  • sign in to an existing account -or-
  • create a new account if they have never purchased before -or-
  • provide a minimum amount of data (name and email) which is sufficient to send a confirmation of the purchase
Note: Limited profile patrons have some benefits and disadvantages. Please review them before deciding to turn on the option.
Look Ahead Number of days in advance events should be displayed for.
Max Events The maximum number of events to be displayed on the events page.
Timeout The number of minutes a patron accesses a page without activity before the cart becomes inactive and the items released.
Log Size The maximum number of lines in the web listener display log. Larger numbers require more memory.

Permitted E-Ticket Delivery Options

Set initial delivery option based on cart contents Tells the web server how to best set the ticket delivery options on the cart checkout page. If
  • checked (the default), the web server picks the most appropriate ticket delivery option based on the contents of the shopping cart. For example: if the cart has events that allow e-tickets, that will be the default. If the cart has no e-tickets, the default becomes pick up at will call.
  • un-checked, the patron must always pick a delivery option manually.
Mail to patron Tickets purchased on the internet are marked for printing and mailing by the box office. A Mail Fee must be entered above in order for this option to be selected. When selected, online patrons are presented with a Mail My Tickets option at checkout.
Mail Fee The number of the order fee designated as a Mail Fee in Fee Tables.
Print At Home Tickets Tickets purchased on the internet are marked as printed and patrons are presented with the option to print their own bar-coded tickets. Click here for information on turning on Print at Home for a selected event or performance.

If you are printing at home, you can print using one of two types of bar codes.

  • Standard 3 of 9 bar code. This is the same as what is printed on hard ticket stock and looks like a ladder.
  • QR code format. This is the square 2D bar code found that is typically used for quick access to web sites

Additional Action Items:

If you enable print at home tickets in company preferences, there are some other things you might also want to:

  1. Edit some current events or performances and selectively enable print at home. Exiting events are not converted, all new events default to print at home
  2. Buy a ticket yourself and print it to PDF to see what the ticket looks like. The default print at home ticket has space for an 'AD' that you might like to change in the default web pages.
  3. Decide if you want to email tickets to patrons who phone in to the box office - an email ticket option will appear where the print ticket used to be to provide choice. This is useful as it also acts as a confirmation while allowing you to update email data for parsons.
  4. Read about how to batch email ticket to patrons via the print unprinted tickets function
Note: The Linea-Pro scanner attachments for IOS (for iPhone/iPod) are able to scan both 3 of 9 and QR codes. The older MC55A windows mobile based bar code scanners can only scan the standard 3 of 9 bar code. If you are using those wireless scanners, do not pick QR code.
Hold for Will Call When selected, patrons online can select to have the box office print and hold their tickets in Will Call. The exception is, any ticket for a performance where the print at home setting is 'must print at home' or is 'mark ticket as printed' will be set accordingly.

Also send email confirmations to

Notification You can set up a notification which specifies a list of email addresses that will receive a copy of all completed shopping cart emails. This can be used for audit or backup purposes. If implemented, you will have to clean out the emails from the specified email account your self and use of this feature is not recommended if you have rate limiters at your ISP (such as google mail)

HTML Page Substitution Options

Show sales promotion on offered ticket When selected, the sales promotion's external description will be visible to patrons online during seat selection. This appears on the seat selection window where tickets are offered to the patron AFTER Theatre Manager has found them. it confirms the external sales promotion name to the patron.
Show Ticket Trove icons on play list Displays the Ticket Trove icon from the Marketing tab in the List of Events for the online sales.
Show price code on offered ticket When selected, the Price Code description will be visible to patrons online during seat selection. This appears on the seat selection window where tickets are offered to the patron AFTER Theatre Manager has found them. It confirms the price code that will be on the ticket.
Accept active coupons When selected, patrons will be able to enter a coupon code at checkout. For more about coupons, click here.
Enable presale access codes When selected, patrons will be able to enter a presale access code on the Events list online in order to see shows which are not online for sale to the general public. For more about presale access codes, click here.
Enable Pass/G.C. Redemption Allows Pass/G.C.'s to be used as payment online. Only those Pass/G.C.'s that have been set for redemption online can be used.
Enable Pass/G.C. Renewal Allows the renewal of Pass/G.C.'s that have been configured to be renewed online.
Show price/fee/tax breakout if enabled, shows a breakout of ticket prices, fees, taxes etc on the checkout page as per the image to the right.
Show 'Face Value' price and final price in carts If enabled, this will show the face value of a ticket (as determined in the Web Options tab) on all online web pages and any e-ticket emailed to a patron.
Suggest donation in cart When selected, patrons will see a reminder at the top of a shopping cart to include a donation with their order at checkout. If clicked, the partron is taken to the donation screen to give to any campaign allowed online. Once a donation is given, the message disappears from the cart window.
Suggest donation round-up in cart If enabled and a campaign is specified, then a message will appear in the shopping cart window and/or checkout window encouraging the patron to round up their payment to the nearest even dollar (or 5 or 10 - the amount can be easily customized in rowcartdonationroundup). Once the payment amount for the cart is an even dollar, then the message will not appear.

The campaign must be enabled online - and we'd suggest making a separate one that might be named like Round Up My Bill Donations or using your existing annual individual giving campaign.

Pay Order Balances Online When selected, patrons will be able to pay for any outstanding order balances online if the order is marked as such when putting on account. If this is disabled, then the feature of paying prior order balances is disabled completely.

If a customer pays for an order balance online, two things happen:
  • The entire credit card payment is allocated to the order based on the total in the cart (including the prior orders)
  • A CREDIT to CASH payment is applied to the order for the cart to bring it to the right total
  • A DEBIT to CASH payment is applied to the other order(s) that were added to the cart to be paid off
The net effect is similar to a payment applied to multiple orders
Acknowledge terms When selected, patrons will be required to read/accept the terms and conditions at checkout. For information about the tmtermsandconditions.html page, click here.
Map Display This setting indicates how you would like the map to display for web sales. You can show only the seats available to the patron, all others are blank, or you can choose to show all the seats, those that are taken have their codes masked or not, or a generic map of the venue. These setting can be overridden for individual performances, click here for more information. Options are:
  • Selected seats only (sold are blank)
  • Selected and sold (mask seat codes)
  • Selected and sold (actual seat codes)
  • Use 'tmGifs/Map[x].jpg' for generic map
  • Do not display any map

Director Tab

NGINX is the the web server software used by Theatre Manager and requires minimal configuration to work properly. The Director tab in Company Preferences is where you define most settings.

  • To install and setup TM Server in web services mode, click here.
  • For more information on the ports used by Theatre Manager, click here.

Parts of the Director Tab

External Web Server Ticket Sales URL

Web Server URL The domain for the ticketing site. Normally, this should look like

https://tickets.yourvenue.org

Web Server Port Enter the port number that the web server will be using for incoming connections.

Normally, this is blank - so that port 443 for incoming secure connections are used.

Template Page Management

Custom Template URL This should be the inside address of the TM Web Server and will typically look like:

http://192.168.x.x

Port # This is typically set to 8111

for the virtual server that Theatre Manager uses to retrieve web page templates. This is generally never changed unless there is a desire by your network administrator to use alternate internal ports.

Template Folder Contains Note: TM server always gets the latest templates from its internal resources so the standard pages are always kept up to date. There are two choices for this setting to indicate how you want to store the custom pages

All Default Pages and TMCustom folder in a sub directory Only The customized pages in the main directory
This is a legacy setting. It means that the web pages folder contains all the standard templates (which TM server now ignores) and a subdirectory called TMCustom that contains the custom pages. This setting indicates that any page in the web pages folder is a custom file. Thus, the directory only contains custom pages. If a page is not changed from the original templates, it should NOT be in this directory. This makes it easier to know only the pages that have been altered.
Last Cache Clear The date the cache on the Classic web listener was last cleared. The button to the right of this field can be used to clear the cache on all currently running listeners simultaneously.

Note: this only applies to classic listeners to reload new pages. The second gen listener detects page changes within a minute and starts using them automatically.

Support for xFrames and Content-Security-Policy

xFrame Option Your options are
  • OFF (don’t include headers at all, everyone can put your site in an iframe)
  • SAMEORIGIN (Only the exact same domain can use iframes)
  • DENY (No one can put your site in an iframe) -or-
  • Specify any number of URLS that you’d like to use (which includes same domain in addition to what you specify).
The implementation works by using the more modern Content-Security-Policy HTTP header, but it still includes the X-Frame-Options HTTP header both to pass your PCI test and to support legacy browsers. Unfortunately, the X-Frame-Options HTTP header does not support specifying multiple domain names, so in that case older browsers will only be able to see iframes if they are from the same domain even if you specify multiple domains in Theatre Manager.

We are passing both Content-Security-Policy and X-Content-Security-Policy and using Content Security Policy 1.0 — this gives support in most browsers so the fallback issues are limited to a very small number of browsers.

Allowable URL's When a list of allowable URL's is specified, enter the URL's that you want in this space, separated with a comma.
The technical meaning of the x-frame options are described in google searches.

Web Listener Tab

The Web Listener tab controls ways that the Web Listeners operate.

Parts of the Web Listener Tab

Employee ID This is the user id under which all web sales will occur and is reserved for use by the web listener processes

Default Email/Eblast and Performance Settings

Eblast Chunks The default number of emails to send per hour through the SMTP server. Set to zero of there are no limits imposed by the SMTP server or your ISP. Set to a value a bit smaller than any hourly rate imposed by your ISP.
Email Retries If an email fails, the number of times that it should be retried before being marked as in error. This should normally always be zero -- and should only be changed upon consultation with AMS support.
Transactions - create at time of sale The web listener (like the Box Office) creates transactions at the completion of the order. However you can change this to defer transaction creation in order to improve the performance of the web listener (this is the default setting).

Deferring transaction creation for web sales affects when notifications are sent for web sales.

Google Analytics Account If you have a google analytics account number, then all you need to do is enter it here - and TM will automatically enable analytics for the entire web site. For more on Google Analytics, click here.
Bootstrap Web Page Footer Any code that goes here will appear at the bottom of your web site or emails. For more on eblasts, click here.
Web Languages The languages supported in your htdocs folder (web pages). Each is designated by a two-character language code (eg, EN for English, FR for French) and will also be designated in the name of the WebPages folder(s) inside htdocs (eg. WebPagesEN and WebPagesFR).

Pixel/tracking Code

Header If the tracking code your use is required to go into the header of the page, paste it into this area. Please test your web pages after putting anything here.
Footer If the tracking code your use is required to go into the footer of the page, paste it into this area. Please test your web pages after putting anything here.
Checkout If the tracking code your use is required to go on the checkout page, paste it into this area. Please test your web pages after putting anything here.
Mogo, facebook, or google pixels can be usually be placed here as required to accomplish what you want without editing web pages. You can also edit web pages directly if you have unique requirements not covered above.

Web Page Languages

You can add multiple languages to your web site by doing a couple of things:

  • Adding a folder to your web site called WebPagesXX, where XX is the language code. There will already be a WebPagesEN folder.
  • Translating the web pages and the TMError.txt file
  • Adding the language code 'XX' to Theatre Manager so that it knows to look for that folder.
  • Modifying the tmnavlanguages.html file to reflect the languages you want to support
  • Restarting your web listeners

Donations Tab

This tab allows the setting of the default setting of the patron's name in the program when a donation is received.

Donation Program Recognition Name

Last Name, First Name
If selected the name of the donor will appear on the program as Last Name, First Name
First Name Last Name
If selected the name of the donor will appear on the program as First Name Last Name
Formal Name
If selected the name of the donor will appear on the program as Formal Name. This includes all prefixes and titles.

Misc Donation Information

Next Contact Date
The default number of months to set for the next contact with a donor. This value can be changed on a per-donation basis to override the default.

Donation Tax Receipts

Charitable Number
The organization's government-issued Charitable Organization Number.
# of Copies
The number of copies of the donation receipt to print.
Next Tax Receipt #
The next donation receipt number.
Starting Address Height
The space to leave between the top of the receipt and the address.
Default Receipt Type
The donor receipt printing option.
3 per 8.5x11" page
Prints three receipts per 8.5x11" page.
4 per 8.5x14" legal page
Prints four receipts per 8.5x14" page.
Comment or Issuing Location
The general message on the receipt for every donation.

Data Rentention Tab

Theatre Manager retains a complete record of important patron interactions befitting the true nature of a CRM system. You may consider some of the data less valuable than other data and can indicate when you want this information purged from the database. Doing this helps reduce the size of the backups. It also means that the data would not be available online and can only be retrieved by reloading a monthly or annual back up of the database.

Web Logs and Shopping Cart Retention Policy

Purge completed carts after "xx" days After this many days, purge web logs for carts where a patron signed in. Only logs are purged, not actual carts.
Purge anonymous carts after "xx" days After this many days, purge web logs for carts which remained anonymous or were not attached to a patron. Only logs are purged, not actual carts.
Purge misc data after "xx" days After this many days, purge miscellaneous data entry online that is not confirmed or saved by the patron.
Purge unconfirmed mail list after "xx" hours This represents the amount of time (in hours) that a pending subscribe to a mail list will remain without confirmation. If a patron does not confirm addition to the mail list in less than the number of hours specified, the patron will be removed from the mail list.
Keep completed cart logs The number of minutes prior to a performance that held seats will be released.

Email, Letters and Correspondance History

The settings are for retaining letters and correspondence history sent to patrons. You can now purge data from the part of the database with the most text data (and takes the most space in backups). Letters can be purged 'en masse'. Two exceptions to the mass purge are:

  • Each form letter has a preference indicating any history for it cannot be purged for and must be kept forever. For example, school contracts, artist contracts, etc should be kept. Eblast type letters are less important and after a few years should be allowed to be deleted from the correspondence history.
  • Any form letter attached to a record that is one of, donation, donation receipt, volunteer position, volunteer history, or media can never be deleted, regardless if the letter is set to delete. These letters are typically small in number, yet important enough tax/personnel records that they remain forever.
Keep Printed Letter History for xx days The default is 0, which means - keep anything printed forever. Set to 1000 to keep any printed letter for 1000 days after it is printed.
Keep eblast history for xxx days. The default is 0, which means keep forever. If you set this, then anything sent from the batch email merge, or added to a patron individually by the employee to email later will be deleted.
Keep web listener emails for xxx days. Refers to any email originated by the web listener, in response to a customer request. Includs: requests for passwords, confirmation emails, and notes regarding patron info changes. These are less useful. The default is to remove them after 1000 days. Set it to 0 if you want to keep these forever.
Clear Searchable Notes in letters. The default is turned on. Letters and eblasts which are sent to people have also contained a text only version (i.e. no html, images). This means there are essentially two copies of each letter kept for each communication with a patron. The field is not used for searching, which allows the field to be emptied (and save space). It is also possible to reconstitute this data if need be.
Delete history for letters with no merge fields. Some letter merges and eblasts contain no merge fields. For example, a pure HTML eblast. By tracking that, the history is the same as the original letter. It is possible to always see the content, without needing to track the merged data. Any customized letter would, of course, not be the same as the original letter an not be compressed using this technique.

Appearance Tab

The appearance tab allows the change to the titles of common fields. A common example is province / state if the company is located in a country which uses "states." Simply change the value to the right of the title below and click the Save button.

Changing these values will change the corresponding information on the web site - so care should be taken to pick words that both you and your patrons are familiar with to establish a common vocabulary.

Some examples of alternate titles are listed below.

Donor Donor, Sponsor
Donation Donation, Gift
Event Event, Play, Show, Game, Rodeo, Movie
Festival Seating Festival, General
Household Household, Family
Internet Fee Internet Fee, Convenience Fee
Media Media, Press
Member Member, Voucher, Pass, Gift Certificate
Membership Membership, Pass, Certificate
Patron Patron, Customer, Client
Performance Performance, Show
Personnel Personnel, Volunteer, Actor, Staff
Postal Code Postal Code, Zip Code
Province Province, State, Territory
Seat Seat, Chair
Section Section, Door
Social Security Social Security, Social Insurance
Spouse Spouse, Partner, Parent
Venue Venue, Theatre, Arena

Mandatory Data Tab

This tab allows setting which fields are required on the creation of a new patron.

Default Data on Patron Insert

City
Enabling this box ensures a default City is entered into the City field when a new patron is inserted. The default City comes from the city field under the Company Tab.
Province
Enabling this box ensures a default Province/State is entered into the Province/State field when a new patron is inserted. The Province/State comes from the Province/State field under the Company Tab.
Postal Code
Enabling this box ensures a default Postal/Zip Code is entered into the Postal/Zip Code field when a new patron is inserted. The Postal/Zip Code comes from the Postal/Zip Code field under the Company Tab.

Mandatory Fields On Donor Window

Donor #1 (Donor#1 (pop-up))
Customizable pop-up donor field defined by the user.
Donor #2 (Donor#2 (pop-up))
Customizable pop-up donor field defined by the user.
Donor #3 (Donor#3 (pop-up))
Customizable pop-up donor field defined by the user.
Donor #4 (Donor#4 (Char))
Customizable character donor field defined by the user.

Mandatory Fields On Order Window

Allow postal code to be entered on order
When selected, a field for the postal code will appear on the Order Window and may be filled in (but is not required).
Require postal code to be entered.
When selected, a field for the postal code will appear on the Order Window and must be filled in.

Marketing Data

Patron age code
Patron Age Marketing field.
Marketing #1
Customizable marketing field defined by the user.
Marketing #2
Customizable marketing field defined by the user.
Marketing #3
Customizable marketing field defined by the user.
Marketing #4
Customizable marketing field defined by the user.
Marketing #5
Customizable marketing field defined by the user.
Marketing #6
Customizable marketing field defined by the user.
Marketing #7
Customizable marketing field defined by the user.
Marketing #8
Customizable marketing field defined by the user.

Default Values on Order Insert

Postal Code (Before Event="xx")
When checked, sales entered during Before Event Sales will all pull the postal code value from the Company Tab into the Postal Code field on the Order Window.
Postal Code (PWYC="xx")
When checked, sales entered during Pay What You Can (PWYC) mode will all pull the postal code value from the Company Tab into the Postal Code field on the Order Window.
Postal Code (all others=value in patron address)
When checked, all sales will pull the value from the postal code in the patron's primary address into the postal code field on the Order window.

Reports/Misc Tab

Date & Time

Date Format The format for the date. Use the list window for all possible options.
Time Format The format for the time. Use the list widow for all possible options.
Time Zone Select the time zone that your venue is in. When Theatre Manager starts, it will tell the server that this is the local time zone -- and if your time is different (accounting for time zone awareness), TM will inform you of the mismatch.

If any of your workstations are located in a different timezone than the database setting, you can set a specific time zone at a specific workstation by configuring the preferences file and set it to one from the list of timezones (its rare you would ever need to do this).

Maintenance Jobs

Maintenance Jobs are tasks performed by TM Server that can be deferred to non-peak hours.
Run Between Enter the Start Time and End Time. Maintenance jobs will only run within that time interval. The default is 1:00am to 5:00am, but you can schedule this to be 23:00 (11pm) to 3:00am or any such time as you wish. You many want to schedule to be after your late-night backup.

Batch Printing Queue

The Printer Batch Queue allows users to setup reports to be created and printed during nonprime business hours.
Weekdays The time of day for the reports in the printer queue to start printing for Monday through Friday.
Weekends The time of day for the reports in the printer queue to start printing for Saturday and Sunday.
Warn on Quit Click to warn a 'logging off employee' if there are any reports in the Batch Printer Queue to be printed. At least one employee must remain logged on to have the reports in the queue to be printed during nonprime time hours.
Miscellaneous
SQL Server ID This is the unique ID for this outlet in the database determined from the database.

Employee Access Management

Inactivity or Auto Logout Timeout Number of minutes of inactivity before Theatre Manager will automatically log out the current user and quit the application completely.
The auto logout is initially set to 15 minutes as required for PCI compliance. You may tighten the restriction if you wish to force logout more often. PCI requirement 8.1.8
In addition to the feature built into Theatre Manager for auto log out, you are encouraged to use the screen saver provisions that require passwords after the screen saver is activated.

Company Icons

Company Icon for Ticket Trove 250x200 pixel jpg that the iPhone Application will use for your logo thumbnail in the Ticket Trove Application. Click here for more information on how to add images to Theatre Manager for Ticket Trove. After adding the graphic, click the Put button to load the graphic up to the server.
Company Overview for the Web A description of the organization to appear in the web mobile application. It is to give the patron insight into what the organization stands for.
Company Logo for Reports Click on the picture to select a new graphic or drag and drop an image filento the graphic area to use a custom logo on your reports. After adding the graphic, click the Put button to load the graphic up to the server.

Facility Management Tab

This page is under construction.

Gantt Chart Default Settings

Wash Type
This is the type of bar you wish displayed on the Gantt chart in the Facility Management Projects window.
Fill Colour
Select the default fill colour for new bars in the Gantt chart.
Text Colour
Select the default text colour for new bars in the Gantt chart.