Once a company has purchased a license upgrade the new Customer and License numbers need to be entered to activate the additional features of Theatre Manager.

1. Open Setup >> System Preferences

   

2. Click the Purchase License Upgrade button.

   The Customer and License Number Window will open.

   

3. Enter new customer number.
4. Enter new license number.
5. Click the Accept button.

   Theatre Manager will now automatically restart to activate the new features.

Mask PAN when displayed; the first six and last four digits are the maximum number of digits you may display. Not applicable for authorized people with a legitimate business need to see the full PAN. Does not supersede stricter requirements in place for displays of cardholder data such as on a point-of-sale receipt. PCI DSS standard 3.3.

Use this feature to identify where there may be data attached to patrons that could be construed as a possible clear text credit card in violation of PCI DSS standard 3.3.

When using this search option, patrons will be listed that have a series of 3 or 4 numbers repeated 4 times. This means that anything with at least 12 contiguous digits in the various search fields might result in a match (note: it may not be a credit card).

Searching for at least 13 contiguous digits might find things like 4500 000 000 000 or 5200 0000 0000 0000. It doesn't matter if there are one or more spaces between the numbers or not. Data that will not be found are phone numbers like 518-444-5555. However, it may find conditions where numbers are separated by something other than spaces.

	When searching for card information, the prospective full credit card number is subjected to the same LUHN test the bank uses to identify if it is a card. If the string of numbers do not pass the LUHN text, it will not be identified as a credit card
	A full PCI scan on the raw files in machine with a TM database on it COULD provide FALSE POSITIVES, if you are using SVG maps and pick your own seats. The vector information for points in a map contain a lot of numbers which consistently fool disk level PCI scan's into thinking they are credit cards.

Fields searched for possible card data are:

• Patron
  • general notes, volunteer notes, donor notes, household notes, and the three customizable note fields on the notes tab
  • marketing field #5
  • donor publication name
  • Special Needs Notes
  • GST/HST numbers
  • Client asset notes entered on the client asset setup in the 'donor' tab on the patron window.
  • These could be entered on the various tabs in the patron window.
• Donation
  • Donation notes, custom fields, donation publication name, tax receipt name and other donation text fields.
  • These would be seen on the donation window.
• Order
  • Internal and external order notes and ticket comments
  • The order PO number
  • These would be seen on an order payment window and can also be seen in a list of orders
• Subscriptions
  • The subscription seat change requests
• Credit card
  • comments or name on card
  • These would be seen on the credit card tab on the patron window.
• Task/Project notes
  • on the task comments window or the project description
• Staff/Volunteer History
  • Notes on the Activity setup window
  • Notes on the history evaluation and duties fields

Fields not searched for any card data

• Transaction card number field (T_CARD_NO) is not validated as it contains reference numbers for other payments (e.g. check #'s). If somebody used any payment method that is not of type credit card -- but they typed a valid card number in the field -- there is not much Theatre Manager can do. Since there is no way to manually place an edit check on check number field to verify that it is an actual check number (that look like credit cards) after the fact in Theatre Manager because that leads to audit issues; such as changing past information which Theatre Manager doesn't allow. If there are credit card numbers in the check # field, then it's a manual task for Arts Management Support to find them and clear them. Please contact Arts Management Support directly if this applies to your specific situation.
• Theatre Pricing map SVG data - which can be false positive

To search the database for credit card information, you perform the following steps:

1. Select Setup->Batch Functions->Check Patron Fields For PCI Data

   Refer to the menu selection to the right

   A window opens that allows the search to begin. Follow the instructions:

   • Click the search button on the upper right side of the window to begin
   • Wait a while as the system is checking many fields and many database records. It might take up to a minute on larger databases

   

2. After clicking the Search button.

   Any patrons who have a 13 digit or longer string stored in any of the fields indicated will be displayed.

   
3. You can now go through and manually remove the data.

   Double click on each line and it will take you to the window where Theatre Manager suspects the issue to be

Click the icon to download the checklist.

In Theatre Manager, 'shredding' credit cards means removing the middle 8 digits of a credit card number so that what is stored in the database is only the first four and last four digits of the number: 1234-xxxx-xxxx-1234. Cards stored in this manner cannot be accessed for use (because those 8 digits aren't masked - they really no longer exist). Users can still search the database for a credit card using the first four and last four digits for reporting and transaction history.

There are two choices for 'Shredding' Credit Cards. The first method, Shredding Unused Credit Cards, allows a venue to set the number of days a credit card is stored in the usual encrypted format in the database (and is therefore available for use as a payment method for post-dated payments or in the patron's credit card tab), and then after that period, a card is considered "unused" and is shredded of its middle 8 digits.

The second method, setting the database to Schedule C: Shred Immediately, will shred cards and never store them in the database. This is rarely used, as it may prevent some common or desirable business functions (and maintaining Schedule D: Encrypted Credit Card data, the default PABP/PCI Compliant method will not prevent those functions).

Credit cards stored in a database must be encrypted using a key that is distinct to the venue per PCI DSS standard 3.6. This must occur: Immediately after the initial implementation and data conversion has taken place on a minimum of an annual basis. If the procedure is not invoked manually, it will be done automatically during any upgrade. if there is any suspected security breach at the organization

To change the cryptography of credit card information at any time:

• Log in as Master User
• Go to the System Preferences->Security Tab
• Click 'Change Card Encryption key' button at the bottom left

You will see a dialog similar to the one below that asks you to confirm the step and the reasons why the step is required. Click 'Yes' to continue.

Some notes about this process:

• Theatre Manager will generate a completely random a 40 character key to use as half of the encryption key process that will be unique to the venue and re-encrypt all cards in the database.
• This encryption key will not be known to the user and will not be known to Arts Management
• You can still use theatre manager while this process occurs to sell tickets and take credit cards.
• This process should be performed at least annually.
  • A venue will be reminded to do it after 350 days
  • If it is not done, within the required time frame, then it will automatically occur during any upgrade that occurs 350 days since the last time the venue's encryption key was changed
• It should be performed at any time you suspect a security breach to any part of your network (make sure you also address whatever the security breach might have been).

Using the Limited Profile feature is a venue choice. While it allows the patron to specify less information during checkout, it also: shifts the burden of managing correct data from the patron to the box office after the fact, including de-duplicating patrons who buy online frequently without creating an account May affect credit card rates on authorization and increase chargebacks May limit ability to deal with emergency situations like show cancellation due to weather or other conditions of force-majeure

Guest Checkout causes a NEW Limited Profile Patron to be created each time the patron purchases, unless the patron chooses to supply all the mandatory information of their own volition along with password when buying online. The reason a new patron is created is to allow theatre manager to provide absolute privacy between online purchases, since the patron has not provided enough identification to allow accounts to be merged automatically. If two people just happen to use the same email address, allowing each to access the others information and tickets is a privacy violation - so Theatre Manager keeps them separate If you use Guest Checkout, the box office will then need to MERGE all patrons in the same household with the same name and email on a periodic basis after determining that they are, in fat, the same patron.

Limited Profile Patrons are enabled in System Preferences->Mandatory Data tab. If enabled, it allows for Web sales checkout on the web site as an option. The limited patron profile creation and checkout web pages note which fields (e.g. name, address, etc) a venue expects the user to enter.

There are some general pro and cons to using the feature that we've heard from Theatre Manager users that we've listed below. Most venues that try it realize that the burden of data management shifts to the venue and eventually disable it. Most web sites that deal with any sort of shopping cart require full identification these days for fudiciary responsibility to the credit card issuers.

To enable limited profile patrons/guest checkout:

1. Choose Setup >> System Preferences and choose the Mandatory Data tab.

   

2. Under Allow Limited Profile Patrons On there are the following selections:
   • Web sales checkout - checking this box enables patrons with limited patron data to buy tickets.
   • Web sales mail list add - checking this box enables patrons to sign up for mail lists giving only essential information (email address, name). Click here for more information about this feature.
   • Credit card swipe - checking this box will enable patrons to purchase using the information on their credit card (name on the card). This is most useful for auctions and is described further here.
3. Make the appropriate selections for your organization's needs.
4. Next, you define the mandatory fields you want limited profiles to contain in the Limited Profile Web Sales Checkout Patron Data section.

   This is where you set the minimum data patrons must provide to access the web sales checkout.

   If you mail tickets, please make patron address, city, state and zip code mandatory.

   If all tickets are held for will call or print at home, then set as many of these options as you'd like (even none).

   

See the setup below for the TM server

If the backup does not run, you can decide how long you want to wait without a backup before the message is displayed in Theatre Manager's startup notification window.

• This is preferably a listener that is NOT running on the database server so that you easily have local off-machine backups.
• You can enable backups on multiple TM servers if you wish. However it is better to enable push of the database instead to a remote offsite location for better risk management.

Normally, a backup path (shown to the right) is local to the machine. You can make it a network share if you know how to do that.

For example:

Platform	Local Path	Network Path
Windows	C:\BoxOffice\Backups	Log TM Server in as user that has access to network file share (i.e. set the service to login as a person with access to the share as per he sample to the right) Type share name as //Share + path Share: //pt-bkp01\Backups Path: \TheatreManager Share + Path: //pt-bkp01\Backups\TheatreManager
MacOS	\BoxOffice\Backups	You'll have to mount a remote volume that will appear in the volumes directory that you allow read/write access to Type backup path name as \volumes + path Share: \Volumes\DiskMount Path: \TheatreManager\Backups Share + Path: \Volumes\DiskMount\TheatreManager\Backups

Venues whose database and web services are hosted on the AMS cloud will need to contact support to make a point-in-time backup (eg for year end).

Venues who are self hosted can make a manual backup at any time. The steps are:

• Find the TM Server machine that was configured to run backups.
• On that machine, type http://127.0.0.1:3012 to start the Director and make a backup run. Or, if you are viewing this help page on the same machine that can do backups, just click the link.
• add /backup to the URL on the browser, or type/click http://127.0.0.1:3012/backup.
• This will start the actual backup process and the URL will change to backup.log to indicate it is running. A sample of a backup log file is shown to the right.
• Hit the browser's refresh button to see more of the log file as the backup progresses
• When the backup is completed, you'll see a line at the end of the http://127.0.0.1:3012/backup.log that has the full pathname of the backup file.

  

• When done, if you want to save this backup for a special purpose (eg year end, or before a large import)
  • Use the path name to go to the backup folder -and-
  • save the backup copy of the database named at the bottom of the long into a place for safekeeping
  • Optionally, rename the file after the purpose of the backup, if it convenient