System Setup

You can customize Theatre Manager for your organization using the system setup functions.

Theatre Maps

Although Theatre Maps is part of System Setup, the category is so large and so often used by clients, it has it's own place in Theatre Manager's Online Help. Click here to access Theatre Map help.

Events / Plays and Dates

In this section, we explain the Event/Play setup window and take you through the set up of an event. During the installation of your software, several naming conventions were setup in the Appearance section of Company Preferences. This allows you to name the events "Plays," "Concerts," "Games," "Events," or whatever term your organization uses. The terms are completely interchangeable and mean the same thing. For the purposes of these web pages, we will refer to them as either a Play or an Event.

You must enter Play and date information before tickets can be sold. Each play can have a number of performance dates, called a series. The price code values for each series can be unique.

Opening the Plays and Dates Window

Select Setup >> Plays from Theatre Manager's main menu. Alternatively, click the Play button in the main Theatre Manager toolbar / ribbon bar.

The Play List window opens.

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Event / Play List

You use the Play List window to locate plays or to generate a quick list of events that can be printed.

Parts of the Play List Window

Adds a new Play. Click here for more information on creating events.
Opens the selected Play. Click here for more information on editing an event.
Creates a copy of the selected event. When you click the button, you are given options how you want to duplicate the event (as per the choices below). you can:
  • Opt to duplicated multiple events, their performances, pricing and onsale settings - which is useful when preparing for the next season or session of classes.
  • Duplicate only the event header information (the play and accounting tabs) so that you can custom build the marketing data, performances and all other data
Deletes the selected Play. For more information on deleting events click here.
Generates a report of the Play List to the screen or default print location.
Exports the Play List in a tab-delimited format.
Clicking the button, puts any images or pictures associated with the event, onto the FTP site.
Changes the view of the plays, from list to calendar or calendar to list.
View the items attached to the play / event as a calendar.
Search Field With the search fields, you can change how you search the Play List Window. Click here for more information.
Active Check this to show all active events in the list.
Inactive Check this to show all inactive events in the list.
Closed Check this to show all closed events in the list.
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Duplicating One or More Events

Clicking the duplicate button to copy events will show a sub menu where you can:

  • Duplicate multiple events, their performances, pricing and onsale settings - which is useful when preparing for the next season or session of classes.
  • Duplicate only the minimal key event header (the play and accounting tabs) so that you can custom build the marketing data, performances and all other information on the event.

 

Duplicating only event Information (second option above)

If events and performances change significantly from year to year where there is no pattern to the events or pricing, then sometimes the best way to get started with an event is to find one that uses the same accounting and just duplicate the event and accounting tabs. You will have a quick basis for making another event and can add performances as you wish.

 

Duplicating all data for one or more events

Duplicating an entire event copies everything. This could be used to create the basis for next year's season or for the next session of courses very quickly. The duplication process lets you:

  • Enter a starting date for the first event
  • Change the day of each event on a one by one basis
  • Change the name of the event
  • Change performance times
  • Change performance codes
  • Decrease the number of performances (adding more performances can be done later manually)
  • Indicate if the marketing information should e cleared
  • Indicate if the onsales flags should be altered for you

IT can be used any number of times on any number of events. For example if you have a set of courses, you may want to do them all at one time. If you have a season of 5 events, you might do this 5 times if the offset dates between events varies from year to year.

 

Setting key parameters for the copy options

 

The first step of copying an entire season or session of classes is to provide some key items so Theatre Manager can build a suggestion for you. You will need:
  • The initial date for the first performance - when you want the first new performance to occur. All performance and on-sales dates are calculated based on their offset from this date. For example. if the date entered is January 1, and you are duplicating 3 performances that are each two days apart, they receive dates of January 1, 3 and 5
  • Fiscal Year All events have a season - you can specify the default for the new events. This can be changed on the second screen on an event by event basis if you are duplicating events that cross seasons.
  • The event prefix. The default is the last two digits of the year. However, you can enter up to 5 characters. This will replace the characters in the proposed event list at the beginning. Example: if the event prefix is 17 and the current event codes are 16-ABC and 16-DEF, Theatre Manager will suggest 17-ABC and 17-DEF
  • Copy Marketing: indicate which of the fields on the marketing tab should be copied to the new event. For courses, you probably want to copy everything if the sessions are being repeated. For events, you probably do not want to copy anything. If nothing is copied, the data will be set blank.
  • Include flags
    • Include Inactive Performances will include performances that you have set inactive
    • Include Cancelled Performances will included performances that are indicated as cancelled. You probably don't want to do that
    • Include Postponed Performances will included performances that are indicated as postponed. You probably don't want to do that
  • Copy Onsale Flags: indicate which onsale flags you want to copy from the original events.
    • If copied, then the current setting of the flag for that event is copied to the new event.
    • If not copied, the event is left off sale.
    • If onsale dates were used in the original event, they will be adjusted to be the same number of days prior to performance. Example: if the onsale date was 58 days prior to the performance date, then the copied one will have an onsale date 58 days prior to the new performance date.

 

Customizing the event list after the proposed dates

Once you have provided on the initial parameters (and clicked the next button), the system will propose a slate of new events for you.

On this list, you can:

  • Disable copying of some of the performances
  • Customize some of the event codes. If you change one for one event, it changes all of them for the same event.
  • Change the event titles if they are not the same for the next season or session. Sometimes they are, but if not, changing one title for one event will change all similar events to the same title.
  • Change the season/fiscal year for an event
  • Change the performance code. Changing one of them only changes that specific one - there is no way to change a number of them to be the same.
  • Change the date of an individual performance
  • Change the time of an individual performance. Note: if there is a '•' after a date, it means that for this course, at least one time is different - meaning that the class dates and times are varied throughout the run of the course. If you do not change the time here, then the copied classes within that course will also have varied times that match the original course. However, if you change this time, then ALL classes in the course will take on the new time.
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Finding Events / Plays

You can access the list of Plays (Events) two ways. First, you can to select the list from the main Theatre Manager toolbar / ribbon bar.

Or you can select Plays in the Setup drop down menu.

Finding a Play Using the Search Button

This find method is best used when you have the event number since it only returns the event closest to your criteria.

  1. Open the Play List window.

    Click here for more information.

  2. Press <RETURN> or <ENTER>, or use the mouse to select the Search Button.

Finding a Play Using The Play List Window

This is a useful search method if you do not have the event number. This method will return a list of all events which match your selected criteria. Then you can choose the correct event.

  1. Open the Play List window.

    Click here for more information.

  2. Choose a search field from the drop down list.

    There are ten fields to choose from:

  3. Enter search criteria in the From and To Fields

    The criteria you enter in the "from" and "to" fields will be based on the field selected in the drop down list to the left of the field. In the above picture you search by Event code. When entering criteria you can be specific or general. That is, if you are searching by Event Code, you can enter the entire event code into the search field ("99-01" - will find the specific event) or you can just enter the first part of the event will find all Events that have event codes beginning with "99-").

  4. Click the Search Button.

    All events matching the search criteria are returned.

  5. Double click on an event to open the Play Setup window.
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Tabs In Events / Plays and Dates

This section describes the various information tabs in the Events and Dates window. Tabs that are critical for event setup are described under Creating An Event / Play.
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Events/Play Tab

Parts of the Play Tab

Play Information

Play # Unique play number generated by Theatre Manager.
Access Groups Specify which groups of people can access the data
Play Code A quick reference for a play. It is recommended that play codes start with the fiscal year of the performance, followed by the play number. This allows for quickly generating reports on plays by year.

If there is more than one venue or different types of series, for example a main-stage and a second stage series, a character code can be included after the year. See below:

  • 13-01 - the first play of the 2013 season
  • 13-05 - the fifth play of the 2013 season
  • 13-C01 - the first play in the "C" theatre (assuming multiple theatres)
  • 13-J01 - the first play in the "Jazz" series
Play Colour You can override the normal play colour displayed on the calendar by selecting a different colour from the colour palette.
Play Title Official title of the play as it will appear on the ticket or internet.

If the play title is perfect for the internet, yet too long to print on a ticket face, you can adjust your ticket face to split it at word boundaries using the tStringFields.$splitString( P_PLAY_TITLE, width, segment) ticket face calculation.

Season Year the play takes place. This is based on the financial year.
Pricing Map Displays the Venue and Number of the Pricing Map that the play will be performed in. Plays which are to be sold with reserved seats must take place in venues that have had seats created. Plays sold as general admission, Festival Sales or Traveling Troupe, may be sold to plays with or without seats created. Click to learn how to change a map for an event.
Theatre map search button. To open a list of possible theatre maps to choose from click the button. From the list double click on a map to select it. There are rules for switching venues or pricing maps. The new venue or pricing map must:
  • Be active.
  • Have the same valid price codes in the new venue and pricing map.
  • Have the same seating capacity and seats must be named (reserved seating only).
  • When changing the reserved seating map for an event, you can select some other venues (and their pricing map).
  • When changing the reserved seating map for one performance, you can only select other pricing maps within the venue.
  • When changing the map for a general admission performance, you set the alternate venue as before.
  • If using the Outlet Edition, the map MUST be owned by the same outlet. People from outside your outlet cannot change pricesmaps or price codes for you.

Additional Information

Corporate Sponsor Name of the sponsor for the production. Additional sponsors could be entered in the notes field. This information can be printed on tickets.
Special Note Additional information such as warnings or special messages that may be required for an play. This information can be printed on tickets.
Director Director of the play. This information can be printed on tickets.
Playwright Playwright of the play. This information can be printed on tickets.

Form Requrements

Forms Add or remove the forms that may be required when people buy tickets to the event. You can set the forms on the event (which apply to the entire event) or on the performance, if the performances are to have distinct form requirements.

If the FORM itself is marked:

  • required and it is in this list, then people buying online will be required to fill out the form before completing the sale.
  • with an expiry time, then people buying online will need to fill it out again if their prior form has expired

The forms that a patron has filled out are in the 'forms' tab on the patron window.

Show Status Information

Active Status of the play for reporting purposes.
Closed Status of the play for ticket sales and postings. If a show is closed, it means that no further ticket sales, exchanges, or refunds are allowed. We suggest closing a show shortly after the event is reconciled and any royalties are paid. It means if people miss an event, they can no longer have their tickets exchanged for other events or for a donation - so close it when you figure you no longer want this to happen.

There is a feature during year end rollover that asks you to if you want to close all the prior fiscal year events - we suggest using that feature if you have not closed shows throughout the season.

Date Closed This field displays the date the play was set to prevent sales and financial changes.
By This field displays the initials of the employee who closed the play.

Web Sales Controls

Maximum Tickets Sets the maximum number of tickets to be sold in an cart for this play via web sales. If the Box Office will allow a patron to have more than the allotted number of tickets, the tickets will need to be sold by a Box Office staff member and not via the internet. Numbers entered here override those entered as global defaults in the System Preferences Web tab.
Regardless of settings on event or performance, at no time can there be more tickets in a single cart than the value in the System Preferences Web tab. This is the absolute limit.
Web Sales Stop Time Number of minutes before/after the performance start time in which to remove a performance from the Internet. Time set here overrides the defaults set in the system preferences web tab. Click here for more information.
The stop time affects emailing of PDF tickets. You cannot email tickets from the box office if the performance is no longer onsale online. This would be after the start time plus/minus any 'web sales stop time'.
Web Sales Stop Type Indicates whether the stop time is before or after the performance begins. Typically, you want the performances to cease being sold online before the actual performance time. However, there are a couple of instances where you might to stop sales after the performance starts, such as:
  • All Day Events - where you want online sales to be available after the gates open
  • Courses - where you may want to allow late registration, say up until the the second class
  • On Demand Streaming - where a video streamed through the ticketing site can be purchased after the original start date/time
Live Content Availability The default time, in minutes, after the start of a performance in which a live streaming video will be available. If nothing specified, it uses the default from the system preferences web tab.
Web Seat Map Display This option allows you to specify how you would like the map to display for web sales. Options in the Drop Down selection are:
  • Use Default from Company Preferences
  • Selected seats only (sold seats are blank)
  • Selected and sold (mask seat codes)
  • Selected and sold (actual seat codes)
  • Use 'tmGfs/Map[x].jpg' for generic map
  • Do not didplay any map

Ticket Printing Information

Print selected ticket face Choose to print ticket for this play (is the default setting)
Ticket Face The ticket face selected for the play. The ticket face number can be typed manually or selected.
Click to open a list of possible ticket faces to choose from. Double click on a ticket face to select it. By leaving this field blank a built in default ticket face design will be used for printing tickets.
Mark ticket as printed (but don't print) Will not print a ticket for the play all though when tickets are sold they will appear printed.
Only Print Sales Promotion ticket face Prints a ticket based upon the promotion selected. For more information regarding printing tickets by promotion refer to Promotion Detail.
Click to print a test ticket for this play.
E-Ticket Delivery Options These indicate how all performances of the play are to deliver electronically. You can change these for each individual peroformance. Click for more information on
Print at Home Options are:
  • Tickets cannot be printed at home
  • Tickets must be printed at home
  • Tickets can be printed at home (patron choice)
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Accounting Tab

The Accounting Tab displays the accounting information for an event. It shows the general ledger accounts set for the event and the applicable taxes applied. As well, when the revenue will be received into the general ledger can be determined.

Taxes to Apply to Tickets

Select the tax rate to apply to the BASE PRICE OF THE TICKET ONLY. This will apply up to three taxes to the event. If there are taxes on the various fees in the promotion, then they are set in the sales promotion Calculation Tab.

Deferred Revenue

In general, deferred revenue results when payment for goods and services (tickets to an event) is received in advance of the goods (the event). Deferred Revenue is a Liability until the event has passed. Theatre Manager then transfers the revenue from the liability account to the earned revenue accounts. Checking the box beside Use Deferred Revenue will define this event as a deferred revenue event. You will be required to insert the necessary set of General Ledger Liability Accounts for recording the deferred revenue. Refer to the section, General Ledger Setting Up the Chart of Accounts for more information on determining a Chart of Accounts.

If the event is set for deferred revenue accounting and the company preferences is set to roll over all events at year end; Theatre Manager will change the deferred revenue setting to earned revenue for all events that were rolled over.

The reason is so that any new performances or extended runs for rolled over events will take on the earned revenue setting.

Posting Accounts

There are six different types of accounts used in combination with Events. They are:

  • a Sales Account
  • an Exchange Account
  • a Refund Account
  • a Discount Account
  • a Markup Account
  • three levels of Ticket Fee Accounts.
  • As well, there are five different ticket categories for each type of ticket. They are:

  • Regular
  • Season
  • Other-Type 1
  • Other-Type 2
  • Other-Type 3.

Depending on how your accounting system is designed, you may want to set up all account types with the same general ledger account. For example, the same general ledger account can be entered for all revenue accounts -- the general ledger will record all revenue for the event into one account. Separate general ledger accounts can be entered for all revenue accounts -- the general ledger will record each type of revenue for the event in a separate account. Refer to the section, General Ledger Setting Up the Chart of Accounts for more information on determining whether to use a detailed versus a simplified general ledger number setup.

Sales Account Designates the general ledger account number used to record revenue received through new ticket sales for the event.
Exchange Account Designates the general ledger account number used to record revenue gain or revenue loss through ticket exchanges for the event.
Refund Account Designates the general ledger account number used to record revenue loss through ticket refunds for the event.
Discount Account Designates the general ledger account number used to record the net value of ticket discounts through ticket sales, ticket exchanges, and ticket refunds for the event.
Markup Account Designates the general ledger account number used to record the net value of ticket markups through to ticket sales, ticket exchanges, and ticket refunds for the event.
Ticket Fee Accounts Designates the general ledger account number used to record the net value of per ticket service charges applied to ticket sales, ticket exchanges, and ticket refunds for the event.

Ticket Types

Theatre Manager can also breakdown your ticket sales for an event into five separate sections.

This allows you to keep track of how your tickets are being sold. The "Other Type" Tabs can be renamed in Default Data: Appearance. Under each of these tabs are independent deferred revenue and earned revenue accounts for each type. Thus allowing you to designate separate accounts for each revenue for all types.

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Performance Tab

The Performance Tab is used to create and manage some aspects of the performances that make up an event. Performance information cannot be added (and the tab will not be made available) until the: have both been entered and saved. If a play has already been set up you can access the Performance Tab at any time.

NOTE: the upper part of the window is only active if some performances are selected in the list. When performances are selected, clicking the buttons in the upper half of the window will change the settings in each selected performance.

For example:

  • Select 3 performances
  • Select (or de-select) allow to sell internet or another option
  • Those 3 performances will (or will not) be able to be sold online. The change is immediate.

My Outlet - Sale Settings

Selling at the Box Office Checking this box allows you to sell the performance at the Box Office.
Selling via the Internet Checking this box allows you to sell the performance on the Internet.
Patrons Can view if not for sale If checked, then the event can be set to show online as coming up, even if not yet for sale. It allows pre-announcing events without enabling for sale.

Subscriptions

Season Control House Checking this box allows the performance to be used in a Control House for subscribers.

Festival Seating Sales

Prevent Overselling Checking this box prevents the performance from being oversold.

Other Outlet - Sale Settings

Selling at ALL Other Outlets Checking this box allows you to sell the performance at other outlets. If you allow a performance to be sold at another outlet, you can now specify which outlets have the capability so that each performance can be sold by different people.

Access

Sell Allows you to control what user access groups have the ability to sell this performance at the box office.
Report Allows you to control what user access groups have the ability to run reports containing this performance.

Performance Email Reminder

Send Reminder You can indicate if you want an email reminder sent to patrons who purchase to a performance. This email can be customized to each event or performance by duplicating and editing a web page, or you can use a default one.
Reminder in Advance Time If you do want an email reminder sent for any performance, then you can indicate how far in advance of the performance it should be sent. This value is typed in weeks, days, hours, and minutes format. Example values are:
  • 6h - for 6 hours
  • 1d - for one day
  • 1w - for one week
  • 4w - for one month
  • 1h30m - for 1 hour 30 minutes
You can type the amount in all in minutes, or using the the format above, or use the clock icon to pick a date so that the system will calculate the actual number of minutes in advance for the reminder time.

Any ticket to the event bought closer to the performance than the email reminder time will receive an immediate reminder.

Single Seat Rules for Reserved Seating Maps

Single Seats not allowed Means that a patron selecting tickets online will not be able to make a seat selection anywhere in the map that would leave a single ticket. This option is designed to maximize revenue and is the recommended/default option.
Single seat checking disabled/relaxed Means that a patron can pick any seat they want and leave single seats on the map. This maximizes patron choice, so the patron could:
  • pick the middle seat out of three, or
  • a single in where there are two seats left.
  • The patron cannot, however, leave a single ticket between two others in their seat selection. (i.e. they can't pick every other seat).
The example to the right shows an example of what would be accepted using this rule.

 

List of Performances and Corresponding Settings

The lower half of the window shows each performance and the settings that are enabled for it.

Performance Information in the list

Status The list of icons indicating the primary status of each Performance (refer to the legend at the bottom of the list)
Perf # Unique performance number generated by Theatre Manager.
Sales Method Type of seating used for the performance, typically either Festival or Reserved.
Date Date of the performance.
Time Time of the performance.
Event/Play A quick reference for the Event/Play Code.
# Sold Number of seats sold for this performance.
# Available Number of seats currently available for purchase for this performance.
# Report Number of seats currently used for reporting.
Perf Type This is a versitile, customizable code table field you can use to flag specific performances. You can use it for display on the web and it can also be used like the Genre flag for TicketTrove. It can also be used for reports to narrow down searching for specific performances. Click here for more information on Pef Type.
Box Office? Whether the performance is available for sale at the Box Office.
Web? Whether the performance is available for sale on the Internet.
Outlet? Whether the performance is available for sale at an outlet.
Subscription? Whether the performance is available for sale via a subscription.
Oversell? Whether overselling is allowed for this performance.
Play # The Play number that this performance is part of.

Additional Buttons

There are additional columns of information that can be displayed in this window. Right click on the column header to check/uncheck desired columns.
Creates a new performance and opens the Performance Setup Window. Click here for more information.
Opens one or more Performance Setup Window(s) for the selected performances.
Deletes the selected performance. Click here for more information.
Shows all transactions for the selected performance.
Verifies all seats for the selected performance. It is best to do this when no other users are logged in.
Convert Earned to Deferred There is a feature on the context menu that allows you to convert earned revenue back to deferred if the performance has been rolled over already. You can select one or more performances and roll them all back.

The feature is described in more detail on the performance detail window at the bottom

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Performance Detail Window

The performance detail window opens when you double click on an existing performance. Through this window you are able to edit performance data. Depending on which sales method is being used you may not have access to some data fields. For example if you are using the festival method you will be allowed to modify the quantity of seats you can sell whereas with reserved seating since every patron requires a seat you cannot access this field.

The tabs available within the Performance Detail window include:

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Performance Setup Tab

General Performance Information

Performance # This is the performance number assigned by Theatre Manager.
Performance Date The date of the performance.
Time The time of the performance.
Performance or Series Code The unique code which defines the performance. They must be unique within the event. It is really helpful if the performance code has the same pattern across events used in managing subscriptions.

Sales Method and Pricing Map

Sales Method the method of selling seats used for the performance. This is typically either Festival or Reserved seating. Click here for more information on the selections available.

Note: you can change one sales method to another if there are no tickets sold for the performance.

You can change any sales method to another if there are no tickets sold for the performance.
If there are tickets sold to a reserved seating event, you can change it to General Admission using the popup. This will simply change all tickets to General Admission and any seat locations associated to the ticket will be deleted.
Default Price Code The price code that is most common should be set as default to save time at selling time. Click here for more information on price codes.
Pricing Map The Pricing map associated with the Event / Play.
Alternate Pricing Map This is used if after the first run of the play you need to switch to a new venue after sales have begin. This may occur if you require an extra venue to run the play or if you switch the venue to a smaller establishment to better use your seats.

Not valid for Reserved Seating.

Template Setup

Template Performance Indicate if the performance is to be considered a template. If it is a template, you can use this performance: Template performances cannot have any tickets sold to them and will not appear in any event lists at the box office or online.
Template Description If the performance is to be a template, then a description needs to be provided when to identify what you are attempting to duplicate.

Access

Access Allows you to control what security levels have the ability to
  • sell this performance -and-
  • run reports containing sales statistics for this performance
Click here for more information on using Security Groups.

Email Reminder

Send Reminder You can indicate if you want an email reminder sent to patrons who purchase to a performance. This email can be customized to each event or performance by duplicating and editing a web page, or you can use a default one.
By default, send email reminders is DISABLED. They must be manually enabled.
Reminder in Advance Time If you do want an email reminder sent for any performance, then you can indicate how far in advance of the performance it should be sent. This value is typed in weeks, days, hours, and minutes format. Example values are:
  • 6h - for 6 hours
  • 1d - for one day
  • 1w - for one week
  • 4w - for one month
  • 1h30m - for 1 hour 30 minutes
You can type the amount in all in minutes, or using the the format above, or use the clock icon to pick a date so that the system will calculate the actual number of minutes in advance for the reminder time.

Any ticket to the event bought closer to the performance than the email reminder time will receive an immediate reminder.

Miscellaneous

Perf Type This is a versitile, customizable code table field you can use to flag specific performances. You can use it for display on the web and it can also be used like the Genre flag for TicketTrove. It can also be used for reports to narrow down searching for specific performances. Refer to Performance Type code table for more information.
Notification For selecting a workflow notification to be sent when a sale occurs for this performance. This it not normally selected, but may be useful for a special event or course.
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Accounting Tab

Tax and Budget

Tax Code A unique tax code applicable to this performance only. Click here for more information on the Tax Tables.
Sales Target The budgeted amount this performance is planned to bring in. This is a 'static' field and is not used in reporting.
Include in Annual Patron Statistics Enable the check box to include the performance in the patron statistics tab summary that is calculated for each patron and shown on the patron window.

if you change this setting and:

  • Set it then Theatre Manager will take all prior sales to this event and add it to the patron statistics. From that point on, each sale will cause the patron statistics to be incremented.
  • Clear it then Theatre Manager will remove this event from all patron totals.
This means you can change your mind with this feature after tickets are sold and data it automatically corrected.

Statistics

Quantity To Sell The number of tickets available for sale.
Quantity To Report The number to be used when the venue is considered 100% sold out. It is normally always the same as the Quantity to Sell.

When might it be different?

The feature is intended to be used if you have a scaled house for actor equity purposes and equity lets you sell your venue at a lower size. You would be holding these 'standing room' tickets -- which equity has allowed you to have for overflow crowds only. If you need the extra seats, you then pay actor equity rates for the expanded venue site to use all seats for that performance.

Online Availability is affected by this number

Online Availability is based on quantity to report. The 'Buy' button in online sales counts all holds in the equation.

The performance is 100% sold out online when SOLDS PLUS HOLDS >= QUANTITY TO REPORT

You can indicate if the social distance holds are part of the hold count for the quantity to report for each performance by:
  • Using the default from the pricing map for this performance (recommended default)
  • Including 'q' holds in the count to reach 100% capacity online for this performance (overrides the pricing map default)
  • Excluding 'q' holds' from the count for this performance (overrides the pricing map default)
eg.
  • If:
    • there are 600 seats in house
    • quantity to report is 200. (meaning you are 100% sold out at 200 tickets)
  • Then:
    • If you hold or sell any combination of 200 tickets, you are considered sold out ONLINE even though there would be 400 available seats in the house.
    • If you decide to increase the reporting amount, then you will only have that many more tickets to sell.
    • Box office is not limited by this number - they can sell as many as you want
Where else can this be used as an effective sales strategy?

If you have a general admission venue where you should only have 300 seats, then you can set the available capacity at 350 and the reporting capacity at 300. This will limit online sales to 300.

However, at the box office, you can 'oversell' the event - like airlines - based on your own calculated no-show factor.

Include Web 'q' Holds? Indicates how the social distance holds are to be included in the quantity to report online (refer to quantity to report above). You can:
  • Use the default quantity to report setting from the pricing map to include or exclude the holds
  • Specifically set this performance to include the social distance holds in determining when you are 100% sold out online -or-
  • Exclude the social distance holds from the calculation if you are trying to achieve sold out at a maximum number of actual ticket sales.
Total Sold A running count of the total sales for this performance.
Held Seat Count This is the number of seats currently being held. For Festival seating you can input a new number to raise or lower the number of holds. For Reserved seating you will need to change the holds on the Venue Map.
Internet Held Seats Additional seats that are being withheld from sale on the Internet.
Social Distance Holds The is the current count of the seats held with the social distance hold letter. This special hold code is specified in System Preferences as the associated seat hold code.

Posting Status

Accounting Posting - Deferred Revenue G/L If the performance has occured, then the posting account for the sales will be listed here. A sales posting of
  • SP-0000000 means that the performance never used deferred revenue accounting
  • SP-XXXXXXX means that the performance was using deferred revenue accounting and the sales posting 'XXXXXXX' is the one that contains the data fro the transfer of deferred to earned revenue
  • blank means that the performance is in the future and has not yet had the deferred revenue posted
Convert Earned Revenue Back to Deferred You will only see the Convert Earned Revenue Back to Deferred button if you are:
  • logged in as a Master User or Outlet Administrator-and-
  • the event has been rolled over from deferred revenue to earned revenue -and-
  • the date of the event is in the future
VERY IMPORTANT: before CONVERTING EARNED REVENUE BACK TO DEFERRED

The purpose of the feature is to create a reversing entry for all posted ticket transactions and move the revenue from earned back into deferred. Altering the account setup before doing this has tremendous implications and you may still need to make a manual GL entry to address any incorrect GL codes.

If you choose to do this, read about the effects in Converting Earned To Deferred Revenue for more information.

Diataxis: 

Converting Earned to Deferred Revenue

Converting earned ticket revenue to deferred can be used to reverse or undo a rollover of deferred to earned revenue for a performance that you did not want to happen (such as performance date got cancelled and moved to the future but the performance date was not changed before end of day was run).

This can be done from two places

  • From the performance detail window as shown below. Use this if you want to do just one performance
  • From the performance setup list on the play tab using the context menu. Use this if you want to roll back a number of performances for an event.

You will see the Convert Earned Revenue Back To Deferred button under the following conditions:

  • You are logged in as a Master User or Outlet Administrator
  • The performance has a GL number that indicates it is rolled over to earned revenue (or was always using earned revenue). This is indicated by the Sales Posting Number which can look like:
    • SP-xxxxxxx. This indicates the performance has has been rolled from deferred revenues and posted to the G/L in sales posting SP-xxxxxxx
    • SP-0000000. This indicates that the performance was never posted to deferred revenue and was marked as only using earned revenue when the first End-Of-Day was run after the performance was created.
  • The Performance date and time must be in the future. You cannot roll back the earned revenue to deferred if the performance is in the past

Before attempting to do this process for the first time, you may wish to get advice from support and see one in action.
Create sales entries if you have made any recent sales to the performances.

-and then-

Do not run the create sales entry process during end of day while rolling back from earned to deferred.

You can continue selling tickets at the box office or online for the performances you are intending to rollback.

 

To create GL entry that will Rollback Earned to Deferred

Be very careful with editing or setting up the accounts. If you do not adhere to the steps, money will get rolled back, but maybe not to the place you expect.

  1. OPTIONAL STEP

    Note: only adjust the accounts if they were never right in the first place. If the accounts are right and the event was rolled over by mistake, skip to step 2.

    On the Accounting Tab, you may need to make the following changes:

    • Deferred Revenue Allocation: Change this option from 'Revenue earned at time of sale' to Defer until .. after performance. If the option is already marked deferred, no change is required.
    • Only change the following settings if you are rolling back ALL FUTURE PERFORMANCES. Otherwise to not change the following:
      • Also defer Taxes: changing this setting makes it possible to put taxes into a deferred account.
      • Accounting Style: changing this setting allows you to split out regular, season and other ticket types into separate deferred accounts.
      • Accounting tabs: you can change the accounts that you want to roll back the deferred income to. You will need to set up the accounts first if they do not exist.
  2. If you didn't change any of the above on the accounting window, and the sole reason that you are rolling back revenue is because you had to post pone the event and simply moved the date forward, then you can click the Convert Earned Revenue back to Deferred without much worry.

    if you have made accounting setup changes, take a Screenshot of your G/L tab before clicking the button so you can compare the values before and after

  3. Close the performance detail window.
  4. On the Event window, click the Refresh button on the tool bar and then go to the G/L entry tab. Review that the account totals are where you expect them to be.

    If they are not, please contact support for assistance.

Sales Management

Settings for Outlet that Owns Tickets

Allow Selling Tickets - At the Box Office Allows the selling of tickets at the Box Office. In the input field on the right, you can set the date and time that tickets are to be released for sale.
Allow Selling Tickets - Via the Internet Allows the selling of tickets via the Internet. In the input field on the right, you can set the date and time that tickets are to be released for sale.
Patron can view Performance on Internet If you want the world to know when performance dates are (including your web site and Ticket Trove), but you do not yet want to allow them to be sold online (and there is no definitive onsale date), you can mark the performance so that 'patrons can view performance online'. When this occurs, the event will show up online in the right place , but the buy button will be disabled and the user will be informed to call the box office.
Allow Tickets - As Pay-What-You-Can in Before-Event-Sales When using the Before-Event-Sales function, this allows tickets to be sold as Pay-What-You-Can.
Status You can postpone or cancel a performance. If you do so:
  • any event using deferred revenues will remain in that state even if the date of performance is past. It means you don't have to change the original performance date if you do not want to. If you re-enable the performance, all revenue deferral rules resume as before - make sure to change the performance date at that time if it has been moved to the future
  • If you indicate Patron can view Performance on Internet for the performance, then a message will appear online in the event list indicating the cancelled state or postponed state and what the patron should do about it
If you mark a show as postponed or cancelled and you have not enabled the view on internet, then Theatre Manager will adjust the length of the run to be only the performances that are on schedule or are marked visible on the internet. This means that the first performance and last performance dates may be adjusted.

If all shows are cancelled, there will be no first and last performance.

This will also clear the live reminder setting for the performance so that no reminders are sent to patrons.

Permissions for Other Outlets

Allow Tickets - At Other Outlets Allows the selling of tickets at Other Outlets. In the input field on the right, you can set the date and time that tickets are to be released for sale.

You can also specify which outlet will sell for the performance from the list on the right. Click here for more information on enabling for outlet sales.

Festival Seating Sales Control

Sales Controls - Prevent Overselling This field can only be accessed if you are selling using the Festival or Inventory methods.

Subscriptions

Season Control Performance If this is a Control house performance, the check box will be enabled. It also lists the Assigned Seats, the Subscription Seats which have been assigned, the number of Seats Renewed and the Subscriptions Renewed.

Form Requrements

Forms Add or remove the forms that may be required when people buy tickets to the event. You can set the forms on the event (which apply to the entire event) or on the performance, if the performances are to have distinct form requirements.

If the FORM itself is marked:

  • required and it is in this list, then people buying online will be required to fill out the form before completing the sale.
  • with an expiry time, then people buying online will need to fill it out again if their prior form has expired

The forms that a patron has filled out are in the 'forms' tab on the patron window.

Diataxis: 

Web Settings

Sales Availability

Performance Flag A special flag used to denote Performance. This is typically used for a plug-in for Web Sales.
Default Purchase Quantity The number of tickets the online sale will suggest as a purchase quantity. The user can choose any number, however you may set the default here.
Maximum Tickets The number of tickets that a patron can buy from the Internet for this performance.

If specified here, the maximum is applied across all carts. i,e,. the patron cannot buy more than XX tickets to this performance, period, whether in one cart or many carts.

If not provided, the default is from the event or system preferences, which ever is provided.

Regardless of settings on event or performance, at no time can there be more tickets in a cart than the value in this field in Company Preferences. That is the absolute limit.
Web Sales Stop Time Number of minutes before/after the performance start time in which to remove the performance from the Internet. If nothing specified, it uses the default from the event or system preferences, which ever is provided.
The stop time affects emailing of PDF tickets. You cannot email tickets from the box office if the performance is no longer onsale online. This would be after the start time plus/minus any 'web sales stop time'.
Web Sales Stop Type Indicates whether the stop time is before or after the performance begins. Typically, you want the performances to cease being sold online before the actual performance time. However, there are a couple of instances where you might need to stop sales after the performance begins, such as:
  • All Day Events - where you want online sales to be available after the gates open
  • Courses - where you may want to allow late registration, say up until the the second class
  • On Demand Streaming - where a video streamed through the ticketing site can be purchased after the original start date/time
Live Content Availability The default time, in minutes, after the start of a performance in which a live streaming video will be available. If nothing specified, it uses the default from the event or system preferences, which ever is provided.

Run Time and Notes

Performance Runs (from) The date that the performance starts. it is always determined by the performance date and time of start and cannot be changed.

The runs from .. through .. date is what is displayed in the event list online.

Through (end date) The date range indicating when the performance ends. It is defaulted as follows:
  • For a reserved or general admission event - this is the start of the event plus the duration of the event set in the event setup. Normally you would not change this
  • For a course of many classes, this is the end date of the last class in the course plus the duration. if you want to change the 'runs through' time, click the manual button and extend/shorten the run time of the entire class.
  • For a class within a course - it is also the start date / time of the class for the duration of the particular class. Normally all classes run the same time, so you would not change this. If you needed to shorten or length any particular class, you would change it from the Classes tab
Over-ride checkbox If the performance runs through date is not reflective of the actual class run time (or any performance of any type), click the 'Override' button and enter your own end date of the run.

This must be after the start of the performance. If you change the start time of the performance to. be ahead of this date,, the runs through date will change, regardless if it is set on over-ride.

Performance Notes Additional performance notes to be placed on the Internet for patrons to read. These appear beside the specific performance in the event listing on the web.

Web Ticket Search, Selection and Display

Web Seat Search Options You can check/uncheck to enable/disable
  • the Best Seat Search popup to search by sections or areas in the venue
  • Search by Price code to allow search by prices starting at a value. If you enable search by price code, then you can also elect to show (or hide) the base price on the popup.
    • This is generally displayed as 'starting at $x.xx)'.
    • Note that base price excludes any calculation of price with taxes, discounts, effect of plug in, or changes based on whether the user is logged on or not.
Pick your Seat search options pick-your-own seat search for this performance if it is reserved seating. Pick you own can be enabled for an entire pricing map and, by default, for the performance. If you do not want pick your own for this performance, then turn it off.
  • Single Seats not allowed - means that a patron selecting tickets online will not be able to make a seat selection anywhere in the map that would leave a single ticket. This option is designed to maximize revenue and is the recommended/default option.
  • Single seat checking disabled/relaxed - means that a patron can pick any seat they want and leave single seats on the map. This maximizes patron choice, so the patron could:
    • pick the middle seat out of three, or
    • a single in where there are two seats left.
    • The patron cannot, however, leave a single ticket between two others in their seat selection. (i.e. they can't pick every other seat).
    The example to the right shows an example of what would be accepted using this rule.
Web Seat Map Display If you are not using pick your own seating, 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 settings can be used to override the settings made on the Setup >> Company Preferences >> Web Options tab. Options are:
  • Use default in Play/Company Prefs
  • Selected seats only (sold are blank)
  • Selected and sold (mask price codes)
  • Selected and sold (actual price codes)
  • Use 'tmGifs/Map(x).jpg' for generic map
  • Do not display any map
Pick your own seats always displays sold seats as taken, typically with an icon for a person.

Payment Settings for the web

Final Date If entered, this represents the final date after which all credit cards will be accepted for this performance. Before that final date, only the credit card types in the 'accepted credit card' list will be shown on the online payment window - and only if tickets for the specific performance are in the cart.

If the patron has multiple performances in the cart, each with their own designated credit cards, then online sales will restrict the visible card types to only those that are available for all performances in the cart (i.e. it takes the most restrictive list).

If the date is blank, then you cannot restrict credit card payments - and all cards will be accepted

Accepted Credit Cards Click to select the credit card payment types that can be accepted online - if this performance is in the patrons shopping cart. A final date must be specified. After that time, all credit card types will be accepted.
Note: it doesn't matter what performances the user buys, if they just happen to pick one that is restricted to a specific card, then ALL other payment methods are eliminated and the user can only use that card to check out.
Enable Post Dated Payments Click to indicate of the patron can elect to pay for this performance using post dated payments online.
Final Payment Date If post dated payments are accepted, indicate the date by which all payments must be made. Theatre Manager will generate equal monthly payments for the user and offer them that choice online.
Diataxis: 

Holds Tab

The hold tab on each performance is used to indicate how you want any refunded tickets put back on hold, if the seat is a protected seat. This feature is called the return to holds map because it describes what happens to the seat when a patron no longer wants the ticket.

 

Returning Tickets to Hold Status

Return tickets to hold for this performance If a ticket is refunded, any seat with a default hold will return to hold status. All other seats remain available for purchase.
Use over-ride seating map for this performance Allows you to specify your own custom return-to-hold map to be used when the ticket is refunded. For example, you may want different holds on an opening night performance thank all other performances.
Use default seating map from theatre Uses the default holds on the pricing map when the ticket is refunded.

if you change the pricing maps 'default return to hold' settings, it only affects tickets being returned from that point on.

Please make sure that the design of your social distance pricing maps take into account which seats are normally held on creation of a new performance and which ones are specified on the return to hold map.
Diataxis: 

Ticket Printing Tab

Ticket printing options and e-ticket delivery for print at home are most often enabled and disabled in the Play tab of the Event window. You can over-ride the settings to allow them to be different for every performance.

For the steps on Turning on Print at Home Options at the Individual Event level, Click here.

Parts of the Ticket Printing Tab

Box Office Settings

  Selections are:
  • Print ticket face and any sales promotions
  • Mark tickets as printed (but don't print)
  • Print only the sales promotion ticket face
  • Print ticket face only
  • Use the same as the event setting, what ever that is currently set at

E-Ticket Delivery

  Selections are:
  • Tickets cannot be printed at home (patron must select mail or will-call)
  • Tickets must be printed at home (patron has no option)
  • Tickets will be printed at home (unless patron selects mail or will-call)
Diataxis: 

Course

This tab relates to the management of Courses in Theatre Manager and is more thoroughly covered in the Course Management section of the online help.

  • On the left side of the Courses Tab, Class Dates and information are displayed.
  • On the right side of the Courses Tab, Report Cards issued for a Course are displayed. For more information about Report Cards, click here.

The performance runs from and through dates are automatically calculated as follows:
  • For the primary class that is being sold, it is the beginning of the class through the end of the LAST CLASS
  • For each of the other classes, the run time is simply the start of the class to the end of the class, based on the duration of each class.
You can change either the entire class range, or each individual class length by double clicking on the class and editing the end time.
Diataxis: 

Tasks

This shows the tasks associated with the performance
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Live Content

Refer to the web page Live Web Content for an explanation of the process.
While there are a number of streaming solutions and we don't recommend a particular one over the other (each has its benefits), the one that venues seem to like most is boxcast due to its variety of streaming formats.
Live content is available for all performance sales methods. This means that live content can be accessed by patrons with mobile devices during a live in-person show.

Live Content Type

Content Type Which type of content will be live for this performance.

Options:
  • Disabled for this performance
  • Video (requires selection from support list below)
  • iFrame - which embeds the content in a TM web page.
  • Customized Content
Video Service

The video service provider that will be used for content containing videos.

Supported Video Providers:
Diataxis: 

Live Content Availability

The length of time a live stream video can be viewed online after the performance date/time is managed at three levels. These consist of:

The software default allows for viewing streamed performances up to six hours after the date/time of the performance. Editing the Live Content Availability setting in the Web & Reports tab of System Preferences alters the default for the system. This setting can be overridden in the Event tab on a per event bases as required. In turn the Event setting can be overridden at performance level in the Web Settings tab of the Performance Detail window.

Examples of where the default setting might be altered include:

  • A prerecorded video where, when purchased, a patron can continue to view the video at their leisure for days/weeks following the initial performance date/time. In other words, On Demand Streaming.
  • A recorded class or course where an attending student may go back to review the lesson.
  • A recorded meeting or event where a patron is unable to attend at the time of the meeting can go back and watch a replay.

 

System Preferences

The Live Content Availability setting is located in the Web & Reports tab of System Preferences. This setting is only accessible while logged into Theatre Manager as the Master User.

 

 

Event

The Live Content Availability setting is managed in the Event tab of the event setup under Web Sales Controls.

 

 

Performance

The Web Settings tab is located in the Performance Detail window. This is accessed by double clicking on a Performance anywhere in the Event setup.

 

 

Diataxis: 

BoxCast

This shows the detail elements required for setting up BoxCast for use with live streaming in Theatre Manager.

BoxCast is a for-pay video provider capable of playing pre-recorded and broadcast streaming video

 

BoxCast (Video Provider)

Content ID The unique BoxCast content ID. The content ID is inserted into the TM Web Pages.
Show Description Show a description of the video
Show Highlights Show the highlights of the video. If you allow highlights, you will be asked fort the amount of 'extra space' to place below the video - in pixels
Aspect Ratio The aspect ratio of the video that will be played. The aspect ratio is the ratio of height to width of the video. Most modern content is in the Widescreen 16x9 format. You can specify original broadcast TV 4 x 3
Diataxis: 

CineSend

This shows the detail elements required for setting up CineSend for use with live streaming in Theatre Manager.

 

CineSend (paid service)

API Key The API key for your account at CineSend
Content ID A unique ID given to your content by CineSend
Use Landing Page Use the landing page at CineSend that has additional links available
Aspect Ratio The aspect ratio of the video that will be played. The aspect ratio is the ratio of height to width of the video. Most modern content is in the Widescreen 16x9 format. You can specify original broadcast TV 4 x 3
Diataxis: 

DaCast

This shows the detail elements required for setting up DaCast for use with live streaming in Theatre Manager.

 

DaCast (Video Provider)

Video ID The unique DaCast video ID. The video ID is inserted into the DaCast API on the TM Web Pages.
Aspect Ratio The aspect ratio of the video that will be played. The aspect ratio is the ratio of height to width of the video. Most modern content is in the Widescreen 16x9 format. You can specify original broadcast TV 4 x 3
Diataxis: 

Vimeo

This shows the detail elements required for setting up Vimeo for use with live streaming in Theatre Manager.

 

Vimeo (Video Provider)

Event ID The unique Vimeo video ID. The ID is a number, like 148751763. If the Vimeo URL looks like https://vimeo.com/148751763 then the Vimeo Video ID is the numbers 148751763
Chat ID The unique Vimeo Chat ID. The ID is a number and letter combination at the end of the URL, like https://vimeo.com/148751763/1244df87rbj2.
Aspect Ratio The aspect ratio of the video that will be played. The aspect ratio is the ratio of height to width of the video. Most modern content is in the Widescreen 16x9 format.

 

Vimeo

Vimeo supports both pre-recorded and live streaming content. In order to do truly private content -- content that is not also available on Vimeo's free, public website -- a subscription to Vimeo Premium is required. The subscription permits access to the "domain level privacy" feature which restricts videos playback so that it can only occur on your Theatre Manager website -- e.g. tickets.yourvenue.org. Important to also set Hide From Vimeo option on your Vimeo account to allow playback on other websites. More details on the various levels of Vimeo privacy, and their implications, can be found on the Vimeo privacy, explained website.

If you're looking for a way to save money, then you can use lower privacy options, but beware that doing so might allow ticket buyers to share the video link with other ticket buyers, and you might miss out on ticket sales.

 

Setting up Vimeo in Theatre Manager

Live Performance Detail

  1. Determine your video's Vimeo Video ID.
  2. Determine the video's Aspect Ratio
    • Widescreen (16x9)
    • Original TV (4x3)
  3. Open Theatre Manager
  4. Locate the Event that contains the Live Performance
  5. Locate the performance on the Events & Dates window
  6. Edit the performance
  7. Click the Live tab
  8. Select Vimeo from the Video Service drop-down menu
  9. Enter the Vimeo Video ID
  10. Select the video's Aspect Ratio
Diataxis: 

YouTube

This shows the detail elements required for setting up YouTube for use with live streaming in Theatre Manager.

 

YouTube (Video Provider)

Video ID The unique YouTube video ID. The ID is a mix of case-sensitive characters and numbers, like M7lc1UVf-VE. If the YouTube URL looks like https://www.youtube.com/watch?v=M7lc1UVf-VE then the YouTube Video ID is the part after the v=: M7lc1UVf-VE
Aspect Ratio The aspect ratio of the video that will be played. The aspect ratio is the ratio of height to width of the video. Most modern content is in the Widescreen 16x9 format.

YouTube

YouTube is a very popular video streaming service. The service itself is free, but videos are always accessible from the YouTube page. It can be a good choice for events that are free to access -- where it's not a problem that the video is accessible from youtube.com. It's not possible to restrict access to only your ticketing website with YouTube.

 

Setting up YouTube in Theatre Manager

  1. Determine your video's YouTube Video ID.
  2. Determine the video's Aspect Ratio
    • Widescreen (16x9)
    • Original TV (4x3)
  3. Open Theatre Manager
  4. Locate the Event that contains the Live Performance
  5. Locate the performance on the Events & Dates window
  6. Edit the performance
  7. Click the Live tab
  8. Select YouTube from the Video Service drop-down menu
  9. Enter the YouTube Video ID
  10. Select the video's Aspect Ratio

video.js

This shows the detail elements required for setting up Video.js for use with live streaming in Theatre Manager.

 

Video.js (open source video player)

Download Source URL's If using a pre-recorded video then these URLs allow you to specify customized formats, optimized for certain devices. Most devices support H.264 .mp4, but additional formats can be added. See the video.js video support matrix for more details.
Streaming Source URL's If using live streaming video then HLS .m3u8 is the only live streaming option. See the video.js video support matrix for more details.
Aspect Ratio The aspect ratio of the video that will be played. The aspect ratio is the ratio of height to width of the video. Most modern content is in the Widescreen 16x9 format. You can specify original broadcast TV 4 x 3
Diataxis: 

Transaction List

The following represent a list of transaction which have occurred for a selected performance. For more information on Transactions, Click here.

You view these from the going to the Performance Tab and selecting a performance. Then click the Transactions button.

Pricing - Price Codes

On the Play/Event Setup Window, price codes are displayed on the right side and are for the currently selected (highlighted) performance. Clicking on the different performances will change the prices seen.

This section is:

  • a description of the Price List,
  • Setting a Default Price Code for a performance (box office only)
  • Copying Prices from one performance to all selected. This is useful for making each weekend performance the same price as another.
  • Duplicating Prices which copies prices and promotions from another event for all the matching series codes. This is useful once you have set up the first event of a season and want to make all the other the same -and-
  • Editing Prices

Pricing Information

Pricing information for the selected performance on the left side displays the price list on the right side of the window. When you click on different performances on the lest, the price list will change to reflect that performance.

If you want to change one of the prices for the performance, the just double click on it. to see the edit window on the right. Make any changes, including activating/inactivating it and save.

If you calculate price excluding taxes and the newly calculated based price does not return the full price you want, try enter a fractional price. eg, instead of a price of $12.65, you might try adding almost half a cent to see if $12.654 works,

In the list, from left to right the price list displays:

Code Displays the single character code that is associated with this price. This character was assigned in the Price Code field in the Venue Map window.
Use? Check box field. If the box is checked then the price code is available for use by the performance that is highlighted in the performance list.
Description The description you give to easily identify the price code. For example, Adult, Child, Senior, Student. Or alternatively: Front, Mezzanine, Loge, Balcony.
Price Displays the dollar value of the price code. For example, $10.00, 15.00... etc.
City Displays the amount of city tax charged on the price code.
State/PST Displays the amount of provincial / state tax that is charged on the price code.
Federal/GST Displays the amount of Federal tax charged on the price code.
Price + Tax Displays the total price of the price code with all taxes included.
Enable Enable the selected price codes all at one time (you can use context menu as well, or edit them one at a time)
Disable Disable the selected price codes all at one time (you can use context menu as well, or edit them one at a time)
Diataxis: 

Duplicate Prices

In Theatre Manager , you can duplicate the prices from an entire event already built in Theatre Manager to the new event you are creating.

  1. Click on the Pricing Tab of the Events and Dates Window.

    Pricing information should now display on the right side of the Events and Dates window.

  2. Click the Duplicate Prices button.

    The Duplicate Price Wizard window opens.

  3. Select the event you wish to copy all prices from.
  4. Click the button.

  5. The rule here is that Theatre Manager will duplicate the pricing for each performance from an existing event. The Event you copy from MUST have the same number of performances with the same naming convention: i.e. 1-SAT, 2-FRI etc. If not the case advance to the more selective process of Copying Prices

Copying Prices

In Theatre Manager , you can copy prices to a single performance or group of performances, from any performance saved in Theatre Manager.

  1. Click on the Pricing Tab of the Events and Dates Window.

    Pricing information should now display on the right side of the Events and Dates window.

  2. Select the performances that you want to Copy Prices to.

    To do this, click on the first performance you want to copy prices to, then drag you cursor over the remaining performances from the performances list on the left side of the window. Alternately, you can click the first performance, and then hold <CTRL> (Windows) or <COMMAND> (Mac) and click each additional performance.

  3. Click the Copy Prices button.

    The Copy Price Wizard window opens.

  4. In Step 1, select the performance to use as a Pricing Template.

    To further refine your search, click the drop down list under the 1. You can then choose a different five search fields. They are:

    Select a search field, and you can further restrict the search using the "from" and "to" fields to enter criteria. For example, the (picture) below displays a successful search for performance that have Play Codes starting with 07.

  5. In Step 2, you select the performance that you want to use as a Pricing Template.

    As you select plays, their price codes are displayed on the left and the performance's price codes are displayed on the right.

  6. Choose the Price Codes you want to copy.

    Highlight the Price Codes you want. You can select all, none, or some of the price codes to be copied.

  7. In Step 3, you choose which Attributes of the Price Code to copy.

    There are four parts of the price code that you can copy across. The Description, the Price, Able To Use Flag, and Enabled/Disabled Promotions. To copy an attribute put a check in the box beside the attribute desired.

  8. Click the Copy button.

Selecting a Default Price Code

Note: Default price only applies to box office sales.

Web sales always default to selecting the highest price because patrons generally accept any price offered. They never look to pay more, but they may look to pay less if it applies. Psychologically, if a computer offers a lower price, then people assume it must be right and nobody looks.

The default price list only shows one line of price, so if you want to show more prices for customers online, you can edit rowTicketReserve.html to show more lines - allowing the patron to see and then pick a price easier.

Each performance (series) can have its own default price code setting.

  1. Click on the Pricing Tab of the Event Setup Window.

    Pricing information will display on the right side of the Event Setup Window.

  2. Select the performance to set the Default Price Code for.

    Click on the performance from the performance list. The prices for this performance display in the price list on the right side of the window.

  3. Open the Default Price Code drop down list.

    A list of usable price codes is displayed.

  4. Select the Price Code to be the Default.

    Do this by clicking on a price code from the list.

Adding New Price Codes from Venue

Theatre Manager Supports dynamic pricing where you can change the pricing zones in a venue, change the prices, and/or change the pricing map for the performance.

If new price zones are found when looking at pricing for a performance that do not have corresponding prices, you will see an alert dialog that asks what you want to do with those additional pricing zones. You can:

  • Cancel adding the new pricing zones - which means that the new prices will not be created. This is the best option as pricing is not changed.
  • Add the pricing zones to the performance as initially disabled, which means that the price codes are added as zero price, but not enabled for purchasing. This is a safe option since the price codes are added, but nobody can use them until you set prices.
  • Add the price zones as initially enabled, which means that the prices are instantly available as zero price tickets. This is the least safe option, but probably what you would pick if the event is not available for sale online. If a performance is available for sale online, the disabled setting is automatically be used for that performance.
You will only receive this message to add prices if:
  • The event is still open for sales. If it has been closed or is inactive, you will not be prompted to add prices if they are different
  • You click on each performance in the prices tab to view the prices for that performance - ie the prices codes are not automatically added on change of venue.
  • there are additional price codes in the venue that are not set up for the performance
Diataxis: 

Promotion Tab

The promotion tab assigns promotions to a performance. You can assign whatever promotion you want to any performance. A performance could have all available promotions or only specific promotions A performance must have at least one (1) promotion in order to sell tickets to the performance. In order to do this, there must be promotions created already. For detailed information about promotions Click Here.

By default, ALL promotions are available to the performance when it is created.

 

Parts of the Promotions Tab

Performance # Number of performance assigned in order of creation.
Performance Code Code assigned based on the week and day of the performance.
Performance Date The date of the performance.
Peformance Time Time of the performance
Sel Displays one of the four icons

  • Green Check - means that the promotion is enabled for all the selected performances
  • Red X - means that the promotion is disabled for all the selected performances
  • Yellow Circle - means that the promotion is enabled for at least one of the selected performances, but not all
  • Grey Circle - means that the promotion is enabled for at least one of the selected performances (but not all) AND there is at least one performance where the sales promotion cannot be used because the price codes it is valid for are not enabled.
Seq# System defined number for the Promotion
Promotion Name of the Promotion
Promotion Type Ticket Type for G/L Posting
Used Where the Promotion can be used for a sale
Other Outlet Indicates if the Promotion is available at another Outlet
Sets the Promotion as the default for the selected Performance
Allows the promotion for use with the selected performance. Click here for information on enabling promotions for a performance.
Disables the promotion for the selected performance. Click here for information on enabling promotions for a performance.
Name Enter part of the sales promotion name to search for only those that match the filters below.
Gives you alternate selections to filter the list displayed. Choices are:
  • All
  • Available by Date
  • Not available by date
  • Box Office
  • Internet
  • Selected Only
Diataxis: 

Maps Tab

The Map tab allows you to view the current map, with the specific holds being used, for the performance. When you click on a performance on the left, the map for that particular pereformance is displayed on the right.

From this tab, you can

  • View the current house dressing for a reserved seating event.
  • add and release holds for the selected performance.
  • create a different return to hold map for each performance if you want tickets returned to hold when they are refunded in a different way that the venue default.
  • Print the map with the holds right before the performance - for the front of house staff.
  • see the Hold and Sold count and their effect on online sales based on the reporting capacity settings.
  • etc
To help manage online sales based on reporting capacity, a table below the map window shows current physical capacity, reporting capacity, sold, held (and social distance held) totals.

The remaining seats indicated how many more seats can still be sold online. When it is negative, online sales are prevented because you have reached reporting capacity, even if there are seats left that can be sold to the performance.

Parts of the Maps Tab

Performance Information

Performance # Unique performance number generated by Theatre Manager.
Performance Code A quick reference for the performance.
Performance Date Date of the performance.
Performance Time Time of the performance.
# Sold Number of seats currently sold for the performance.
# Held Number of seats currently held for the performance.
Sales Method Type of seating used for the performance, typically either Festival or Reserved.
Play # Sequence number of the event.

Additional Buttons

Shows the current map as it appears in the Ticket Selection process.

Shows the default holds map for the venue as set in Theatre Maps.
Checked in Seats Map Shows the seats that have been purchased and:
  • highlights those that are checked in using a forest green colour
  • shows the seats that are not checked in using the sales promotion letter code and normal colour
  • Removes all holds from the map since they cannot check in
Allows a seat to be held by a letter code for the selected performance.
Allows a seat to be released for sale for the selected performance.
Prints a graphical version of the "House Dressing" for the selected performance. Click here for more information on printing the Graphic Map by Performance.
If you add holds in the theatre map for a performance that has already been set up, you will need to go into each performance in the event:
  • Select the Holds tab.
  • Check the Radio button .
  • Then click the Refresh button.
  • The Added Holds will populate the map for the performance.

Seat Availability Calculations (bottom of Map)

Physical Seats The number of seats that are physically placed on the pricing map that could be sold, held or available to be sold.
Reporting Capacity The number of seats that is considered the maximum that could be sold. Most often, it is the same as the Physical seats in the venue. However, you can alter it to be a lower or higher number at any time.

Making it lower has some ramifications:

  • Online, the number of seats remaining that are available is the lesser of

    REMAIN = Reporting Capacity - Sold seats - Held seats

  • If the remain number is below zero (see description below):
    • patrons will not be able to buy tickets online.
    • At the box office, this will say 'held only' are available.
Sold The number of seats sold to that performance. This should be the same number as the attendance count for that performance. You should be able to see that number of tickets assigned to patrons.
Total Held Seats Indicates the number of 'held' seats for this performance. These are all the lower case letters of ALL types, regardless of purpose (usher, social distance, light board holds, artist holds, subscription holds - they are all counted in this number)
(incl) Social Distance This number represents the count of tickets marked a social distance using the social distance hold letter specified in system preferences.

Note: The total hplds - social distance holds = the number of holds assigned for some other purpose.

This number just breaks those out for clarity.

Remain The number of tickets remaining represents the count remaining that can be sold online.

If the number remaining is negative, it means patrons cannot buy tickets online, even if you see tickets available on the map. This is because reporting capacity is less than the physical capacity.

This can be useful if yo want to reserve some seats for later - just make a lo reporting capacity and increase it as time goes by.

Red Message If you see a red message, Theatre Manager is interpreting the numbers for you.
  • Can't Sell Online Held only - means the the count of tickets 'Remaining' is negative and there are none more to sell based on the setting for Reporting quantity, even if it looks like tickets are available. Increase the Reporting quantity if you want more tickets available online.
Diataxis: 

Attendance Tab

In the Attendance tab you can view the patrons who are attending a performance. As well, you can:
  • Set the attendance the day of the performance - Setting attendance allows you to track which patrons with tickets actually attended the performance.
  • Refund tickets - The refund function is for ease of use if:
    • on the day of the performance a patron decides that they would like to refund their ticket you can do so without having to change windows.
    • the promoter cancels the show and you want to mass refund of all the tickets back to the system and give patrons their money back, or turn it into a donation or Gift Certificate.

    Context Menu Features

    Use the context menu to do a lot of things to the orders such as

    • Add tickets to an order
    • Pay for the order if it has a balance
    • Exchange tickets for another event if you are using this for a waitlist event or it is cancelled
    • Assign the ticket to another patron if somebody else is picking it up
    • Reprice the ticket for a gala so that you can add a donation when the gala ticket is purchased online
    • etc.

     

    Parts of the Attendance Tab

    Performance # Number of performance assigned in order of creation.
    Performance Code Code assigned based on the week and day of the performance.
    Performance Date The date of the performance.
    Purchase # Purchase reference number.
    First Name Patron's first name.
    Last Name Patron's last name.
    Company Company the patron works for.
    Section Section the patron is seated in.
    Row # Row the patron is seated in.
    Seat # Seat number the patron is seated in.
    Quantity Number of admittance per ticket.
    Sets the attendance for the performance. This is only available on the day of the performance or after it has taken place.
    Clears the attendance of the performance. This is only available on the day of the performance or after it has taken place.
    Print the selected tickets for this performance that are not yet printed.
    Does a Mass Refund of the selected tickets back to the patron using the credit card used to pay for the event.
    Transfers the selected ticket(s) to another performance.
Diataxis: 

Transfer Tickets to Another Performance

Occasionally, you may need to transfer all the tickets from one performance to another. Rather than doing this individually, you can transfer them in a batch by using the wizard on the Attendance tab of the Event setup. This can be helpful when:

  • You have cancelled the performance and need to re-seat patrons in another performance
  • You want to move a subscription package to another performance
  • You need to transfer people into a HOLD or WAIT LIST performance
  • Anytime a mass re-seating of patrons is required
  • You are considering moving all patrons to a venue with different orientation and capacity instead of simply changing venue.

The transfer function moves all selected tickets by matching seat codes for reserved seating events (festival seating events cannot be transferred in this fashion). Tickets for festival seating events will need to be manually exchanged. Tickets are not re-priced when they are transferred and do not affect order balances.


Tickets will not be moved if:

  • There is no corresponding seat code in the new performance
  • The Price Code is not available in the new performance
  • If some of the selected tickets in any one order cannot be moved (e.g. some tickets within the order can be transferred but others in the same order cannot - perhaps because the seat code does not exist or the seat is already booked to another patron in the new performance) the entire order will be ignored. You will then need to manually exchange all the tickets in the order.


To transfer tickets from one performance to another:

  1. Bring up the Events List in the Setup menu, or by clicking on the icon on the main tool ribbon.
  2. Click the icon to populate the list with your events.
  3. Double click on the Event containing the performance you wish to transfer the tickets FROM.

  4. Click on the tab
  5. Highlight the performance on the left that you are transferring the tickets FROM.

  6. Highlight the ticket(s) on the right that you wish to transfer.

    You can select some or all of the tickets, allowing you to transfer only a sub-group of the total attendance.

  7. Click the Transfer button at the bottom of the window.

  8. Enter the performance number you want to transfer the tickets TO.

    Alternatively, you can use the icon to search for the performance.

  9. Select whether you want to transfer:
    •    Only the selected ticket(s) (in this example, eight tickets), or
    •    All of the tickets within this performance
  10. Click the Transfer button.

    The Transfer Confirmation opens.

  11. After you have reviewed the information, click the Transfer button.

    The valid tickets will be transferred to the new performance.

Volunteer Tab

"Volunteer" is a broad term meaning "Personnel," "Volunteers," "Staff," or a variety of other terms. The field refers to any person assigned to an activity - whether they are paid or unpaid. you may have a mixture of paid and unpaid staff within the same event, for example Ushers (who are unpaid) and Run Crew (who are compensated). Since the name of the field is customizable, some organizations may retain the term "Volunteer," while others change it to reflect their own terminology. The nomenclature in your database may be different than "Volunteer."

This Volunteer tab displays a list of the volunteers (personnel) assigned to each performance of the event, and what their task will be during the performance.

Parts of the Volunteer tab

Performance Information On the left side of the window, the listing of performances including the sequence number of the performance, series code, and performance date.
Volunteer Information On the right side of the window, the listing of volunteers assigned to a specific performance.
Allows you to look up and add a volunteer to the selected performance.
Brings up the Volunteer Activity Detail window for the selected patron.
Allows you to remove a volunteer from the selected performance.
Show volunteer working entire event Enabling the check box, displays the volunteers who are working for the entire play. Disabling shows the volunteers who are working the selected performance only.
Diataxis: 

Adding Volunteers to an Event

"Volunteer" is a broad term meaning "Personnel," "Volunteers," "Staff," or a variety of other terms. The field refers to any person assigned to an activity - whether they are paid or unpaid. you may have a mixture of paid and unpaid staff within the same event, for example Ushers (who are unpaid) and Run Crew (who are compensated). Since the name of the field is customizable, some organizations may retain the term "Volunteer," while others change it to reflect their own terminology. The nomenclature in your database may be different than "Volunteer."

Adding volunteers to an event is as easy as "drag and drop" from a contact list to the Volunteers window in Event Setup, or using the convenient button at the bottom of the Volunteers tab.

  1. Open an event through the Setup>>Events & Dates menu, or by clicking the button.

    Proceed to the tab.

  2. Highlight the performance on the left-hand side to which you want to add volunteers.

  3. Click the button at the bottom of the window.

    A contact lookup window of Active Volunteers opens.

    Patrons must be listed in their patron records as active volunteers with positions they are able to perform. For more information on setting up patrons as volunteers, click here.

  4. Highlight the volunteer in the lookup that you wish to add to the performance.

    Some patrons will appear more than once in the lookup, indicating they are capable of performing more than one position.

    Click the button.

    Your chosen patron now appears on the Volunteer tab of the event setup.

  5. Repeat to assign all volunteers

After adding all your volunteers, you may want to edit the details of their assignments to be more specific on the task they are to perform (for example, Ushers may be assigned to "Orchestra" or "Balcony" or "Coat Check," and Run Crew may be assigned to "Fly Loft" or "Spot Operator" or "Grip").

Editing a Volunteer Assignment

After adding all your volunteers, you may want to edit the details of their assignments to be more specific on the task they are to perform (for example, Ushers may be assigned to "Orchestra" or "Balcony" or "Coat Check," and Run Crew may be assigned to "Fly Loft" or "Spot Operator" or "Grip").

  1. Open an event through the Setup>>Events & Dates menu, or by clicking the button.

    Proceed to the tab.

  2. On the left side of the window, highlight the performance you want to add volunteers to.

    The list of volunteers currently assigned to that performance are displayed.

  3. Click on the volunteer to change their assignment.
  4. Click the button.

    The Activity Detail window opens.

  5. Edit the Activity Details as necessary.
  6. Click the Save button and close the Activity window to return to the Event >> Volunteer tab.

Removing a Volunteer Assigned to an Event

If a Volunteer is unable to perform the assignment, or you need to remove them from the Volunteers list for any reason, You can do this in the Volunteer tab of the event.

To remove a volunteer from a performance or event, you perform the following steps:

  1. Open an event through the Setup>>Events & Dates menu, or by clicking the button.

    Proceed to the tab.

  2. On the left side of the window, highlight the performance to remove the volunteer from.

    The list of volunteers assigned to that performance opens.

  3. Click on the volunteer to be removed.
  4. Click the button.
  5. A confirmation dialog opens.

  6. Click the button.

Revenue Tab

This tab displays a detailed summary of the revenue taken in for each performance of an event. The Play is broken down into individual performances.

Below is an explanation about each column on this tab.

Performance Code This is the code used to track the performance by.
Performance Date The date of the performance.
Performance Time The time of the performance.
# Sold The current number of tickets sold to the performance.
# Report The number of tickets being used for reporting.
Scanned The number of tickets where the patron was marked as attending the event, either from scanning them in using a wireless scanner or by manually setting attendance for the event.
Price The base price pf the ticket.
Discount The total of all discounts.
Gross Sales The total amount of sales minus all discounts, fees, and taxes.
Ticket Fee 1 Total of all fees categorized to this fee.
Ticket Fee 2 Total of all fees categorized to this fee.
Ticket Fee 3 Total of all fees categorized to this fee.
City Tax The total of all City taxes.
State / PST Tax The total of all State or PST taxes.
Federal / GST Tax The total of all Federal or GST taxes.
Total The total of all money collected during payment. This includes fees and taxes.
Journal No Code If the performance has occurred and you are using deferred revenue accounting, this will be the G/L number that it was posted to.

If the sales posting is SP-000000, then:

  • the event was rolled over from deferred to earned , which can be reversed -or-
  • the event had no sales at time of rollover, -or-
  • the event was never marked as use deferred revenue in the accounting tab

If the Journal code is something like SP-xxxxxx, then double click on the line to see the journal entry that shows the quantity of tickets sole and revenues at time or rollover during end of day.

Note: the '$' in the status column also indicates that the performance has been rolled over to earned revenue.

Performance # The performance number assigned by Theatre Manager based on order inputted.
Diataxis: 

Sales Tab

The Sales tab displays a detailed summary of the sales analysis taken in for the event event. Each line displays the NET number of tickets that were sold, the gross sales in dollars, the amount of markups in dollars, the amount of discounts in dollars, the price before tax, the amount of tax in dollars (each tax level is broken out separately), and the net sales. The price before tax is the gross sales + markups - discounts + 3 levels of ticket fees. The Net Sales is the price before tax + 3 levels of taxes.

Parts of the Sales Tab

Sales Date Date of the sale
Promotion Type Type for G/L Posting
Promotion The name of the promotion
Sales Total Price The total of the sales to the event / play.
Quantity The number of tickets being used for reporting.
Base Price The base price pf the ticket.
Discount The total of all discounts.
Net  Sales The total amount of sales minus all discounts, fees, and taxes.
Ticket Fee 1 Total of all fees categorized to this fee.
Ticket Fee 2 Total of all fees categorized to this fee.
Ticket Fee 3 Total of all fees categorized to this fee.
City Tax The total of all City taxes.
State / PST Tax The total of all State or PST taxes.
Federal / GST Tax The total of all Federal or GST taxes.
Total The total of all money collected during payment. This includes fees and taxes.
Sales Amount The total of all money collected
Sales Quantity The numner sold
Exchange Amount Sales that were exchanges
Exchange Quantity Total tickets exchanged
Refund Amount Sales that were refunded
Refund Qunatity Total tickets refunded
Commission Commissions Paid
Outlet - Owner Outlet who owns the event
Allows you to change the display summary to more closely suit your organizational needs. Choices are:
  • Promotion by Day
  • Day
  • Promotion
  • Promotion Type
  • Outlet
  • Outlet by Day
  • Outlet by Promotion
Diataxis: 

G/L Entries Tab

The G/L Entries tab displays a detailed summary of the transactions created and journalized to the general ledger for the general ledger accounts defined for this play.

Refer to how to balance the event after it closes

Parts of the G/L Tab

Journal Number The specific journal number associated with the G/L entry.
Description Whether the entry is a Sales Posting, Deposit Posting, or manual G/L entry
Date Date the G/L entry took place
Account # The G/L Account number.
Memo A single memo line, generated by Theatre Manager to indicate in the ledger the purpose of the entry.
Debit The debit amount associated with the G/L entry.
Credit The credit amount associated with the G/L entry.
Date Posted The date the entry was posted to the G/L.
You can adjust the summary options by choosing the drop down menu. Selections are:
  • No Summary
  • Account #
  • Journal # and Account #
  • Journal Date and Account #
  • Posting Date and Account #
G/L entries do not include tickets from unposted sales or orders marked as reservation only. All difference lines should be zero if the event balances. Click the Clear Reservations only button, to reset the reservation only flag for all tickets sold to this play.
Summary Table At the bottom of the window is a summary listing of the revenue from:
  • Sold tickets - this is the counts from the ticket inventory
  • Cash Flow - which is derived from transactions tracking how the tickets got to be sold or refunded
  • Non-Posted - which are tickets that have not yet been posted to the G/L
  • Reservation Only - which are tickets marked reservation only and we are not telling accounting about
The difference across the bottom should be zero. If so, then all parts of TM are in balance for this event. You will also see a • balances • message in blue at the upper left of the subtotal area in the window. If you do not see that, you should investigate (after posting all entries).

To the right is a commission total. That generally should have totals at the bottom that are zero as well. However, in an outlet version, if one outlet sells the ticket and the owning outlet refunds the ticket, then you will see non-zero totals. That indicates tickets were exchanged or refunded or the user by the owner of the event and the original outlet is still is due their commissions on the work they did.

Diataxis: 

Balancing after event completed

We recommend doing a few things once an event is over:
  • Making sure that all parts of the event balance (tickets, compared to daily sales, compared to the general ledger
  • Verifying that all revenue is in the proper earned accounts (and nothing is left in the deferred accounts if you were doing deferred revenue accounting -and-
  • If everything balances, then close the event to prevent further ticket sales, exchanges or refunds from occurring to the event. If you subsequently find that you want to refund a ticket, you can reopen the event, then close it again after the refund is done.

The best time to balance the event is after the last performance has occurred and after you have done end of day to move all deferred revenue into earned.

 

Verifying that Ticket Inventory and Financials Transactions Balance

The quickest check is that the word • balances • appears at the top left of the lower part fo the screen. If it says this, it usually means that all the other aspects below balance.

The meaning of the various lines ay the bottom are:

  • Sold Line is the number of sold tickets from inventory. This is the absolute revenue, most correct values for sales to the event:
    • Quantity The number of tickets sold from inventory
    • Ticket $ This is the values of tickets sold, less discounts - or the net sales
    • Ticket Fee 1 The total amount of ticket fee 1 for all the sold tickets. If you have named ticket fee 1 something specific, it's name will appear here.
    • Ticket Fee 2 The total amount of ticket fee 2 for all the sold tickets.
    • Ticket Fee 3 The total amount of ticket fee 3 for all the sold tickets.
    • All Taxes The value of all the taxes attached to the sold tickets (local, provincial/state, Federal
    • Total $ The total amount of money taken in for all the tickets. it is the ticket$ + ticket fees + all taxes
    • Commission If you set up paying commission for tickets, this will be the total commission associated with the sold tickets. it is NOT part of the Total sales, since it would be an expense payable.
  • Cash Flow Line: is the summary of all ticket transactions created from tickets sales.. The values is each column should be exactly the same as the values from the Sold Line form Inventory. If it is not, then some transactions have not been created from end of day, or somebody was playing with transactions and may have duplcaited them. Contact Arts Management support if you find they do not match
  • Non-Posted: Transactions may exist, but may not have been posited during end if day. If there are values in this row, it means you should complete end of day. before attenpting to balance.
  • Reservation Only: Some tickets may have been marked as reservation only - which is an ancient practice of selling tickets before they were paid for and not telling accounting. if you see any number is this row and you are done with the event, then
    • Click the Clear Reservation Only button to unmark the tickets and make then enter the accounting system
    • Run your end of day. All data in the 'non-posted' and 'Reservation only' rows should move up into the sold and cash flow lines
    • Run a report to find receivables for the event to see if some tickets should be returned because they were school or group sales that did not attend and wouldn't be paying
    • Start your comparison again
If end of day has been run and the values at the bottom of this area all say the difference is 'none', then ticket inventory and transactions balance.

That reinforces the confidence in the GL entries discussed below.

If some lines are not quite right, there are two things that might find the difference:
  • Verify seats in the performance. This recalculates the event and performance totals based on tickets sold.
  • Run the order-transaction balance report for orders since the show started to go on sale. That might find a transaction that was not created. (which is why it is important not to force end of day balance)

 

Verifying that Ticket Inventory and GL are in the right place

Once you haven 'none' in the difference row, we need to see what the make sure that the state of the accounts that post to the GL are correct.

  • If using deferred revenue accounting, you should see some of your deferred accounts in the upper list. However, they should all be zero. If they are not zero, then there are two possible problems:
    • You might still have the last performance to roll over. If you roll over each performance on the day after, then you may need to wait till the day after the event and do end of day. That should fix it. if it does not, then its probably the next problem
    • or, somebody changed the deferred accounts in the middle of the sales for this event. That's usually obvious one of your deferred accounts is negative and matches the amount in your other deferred accounts. That means you need to make a GL entry to put things in the right place (in theatre manager)
  • The earned accounts should match up to the Sold inventory line. If you have separated out ticket revenue, taxes and fees into separate G/Ls, then the numbers will be obvious. if you didn't. you might have to add up a few numbers to see that they are right.
  • Finally, the Net Credit should be the same as the 'Total $' in the 'Sold' column

Marketing Tab

In the Marketing tab, you can configure the Marketing notes for the play. You can also add the play to a mail list and include external and internal notes for your Box Office Staff. Information you enter on this page will appear on your page in the Ticket Trove iPhone and iPad app.

Parts of the Marketing Tab

Notification The email notification that will be sent when tickets are purchased to this play. Click here for info on work flow notifications.
Default Mail List Allows you to assign this play to a specific mail list.
Running Time Running time or duration of each performance in minutes. Also displays for Web Sales, facility management calendars and in the calendars exportable in .ics format.
Genre Genre is a setting for events that is common across all Theatre Manager customers. Currently, there are about 30 classifications which will be used in the iPhone/iPad app to help customers find entertainment to their liking.
External Sales Notes Marketing notes for both your Box Office staff and for Web Sales.
Internal Sales Notes Marketing notes that appear to you Box Office staff, but not on the Web.
Event Icon for Web/iPhone App If there is a graphic in the event, entering it here will display the graphic for all performances of the event.
Tags You can add any number of tags to the event.
Diataxis: 

Add an Image to the Event / Play Window

You can add two images to your web sales for each event quite easily. One image is the smaller picture to the left of each event listing. The other is a larger picture (poster style) when the event is selected online. The smaller image also serves as the picture used in the TicketTrove app. If the image is added to either of these two locations, then the TMServer (SecondGen Web Listener) will automatically pick up the image and place it on your website.

If no image is added to the smaller box on the MARKETING tab of the event setup, then the default image from Setup>>Company Preferences>>REPORTS/MISC tab is used.


To add an image for Web Sales and Ticket Trove, you perform the following steps:

  1. Find the Event you want to add the images to.

    Click the Marketing tab.

  2. Open your Operating System File Manager/Finder.
  3. Drag and drop your images into the Play Icon for Ticket Trove / Web display box.

    The Ticket Trove image must be 250 pixels high x 200 pixels wide

  4. Add the web image in the same manner as the TicketTrove icon.

    This image has no size restraints, however for speed of loading we recommend small sized (kbs not mbs) images.

  5. Reload or Refresh your web browser to see the update image.

Removing an Image from the Marketing Tab of an Event / Play

To remove an image that has been saved in the Marketing Tab, you perform the following steps:
  1. Open the Marketing Tab of the Event/Play Setup.

    For instructions on how to access the Event/Play Setup, click here.

  2. The images previously placed, display in the icon boxes on the right of the screen, click on the trashcan icon.

    This removes the image from the database and it will no longer be displayed on the web site.

Tasks Tab

Any tasks associated with an event / play can also be seen in the Event / Play window. From here you can add tasks and associate them with resources, so you can create all the tasks needed for a particular event / play. These can then be added to a project and billed.

Tasks are added on the left side. Once a task has been added, you can select the task and add the resource on the right side.

Click on the Calendar button in the window's top toolbar to view all tasks, performances, and/or volunteers associated with the event / play in a new calendar.

For more information on Tasks, click here. For more information on Resources, click here.

Parts of the Tasks Tab

Task Information

Task # The task number as displayed in the task # field of the Task window.
Description Name that shows in the resource list and elsewhere in Theatre Manager.
Begin / End Date Dates as entered in the Task Detail window.
Task Notes Any Notes associated with the task.
Opens the Task Detail window to add a new task. Click to go to the Add Task page.
The Detail button opens the Task window for the selected item.

Resource Information

Sold Resource # Displays the Project number of the Project
Code The unique Resource Code assigned to the particular resource.
Internal Description The internal description for the resource (shows only inside the Theatre Manager application).
Resource Description The name of the resource.
Quantity The quantity of the specific resource listed in the database.
Opens the Resource Detail window to add a new resource. Click to go to the Add Resource page.
Opens the Detail window for the selected resouce for review or edititng
Removes the selected Resource from the list
Opens the Resource Detail window displaying all the information on the selected resource.
Diataxis: 

Event Usage/References

Diataxis: 

Creating a New Event / Play

The following links, describe how to insert new plays and events into the database.

Creating New Events / Plays

Typical time to program an entire season of 8 or so plays is usually easily done within a morning (including coffee).

 

Creating the event (Summary of Steps)

To create an event from scratch, you use the steps that follow. Links are provided to explain each window in detail. The general steps are:

  • Name the event
  • Set up the Accounting
  • Enter the Marketing information and images
  • Create the performances (you can do this as many times as you need if your patterns are interesting, or want add performances later)
  • Price the tickets for the performances
  • Enable any discounting you want on the performances
  • and then you are done, ready to sell the tickets

 

Step by step creating the event

  1. Open the Event / Play List Window.

    Click here to learn how to access this window.

  2. Click the New button.

    The fields are blanked to allow you to add new data.

  3. Enter the Event / Play information.

    Click here for more information on Event / Play Information tab.

  4. Click the Accounting tab.

    This is more fully described in Accounting setup. If account codes for events do not vary, it can be easier to simply start by duplicating a prior event and then change the name of the duplicated one.

    When accounting is set up, click the Save button to activate the rest of the tabs.

    You may want to create some general ledger account number for the new event / play pror to setting up the event. If so, refer to General Ledger Accounts for more information.

    Venues that do profit/loss by event using class codes, category codes, or job cost code (the name depends on your financial system), often use the same accounts for each event they set up and, instead, rely on the job code in end of day accounting separation in the revenues by event report.

  5. Click the Marketing tab.

    Refer to Marketing Tab for more information. This is where you provide any images, text and genre's that will appear in the online sales module.

  6. Click the Performances tab.

    This allows you to set up and number of performances using many different sales methods (eg a mixture of reserved, general admission, touring, classes and more, if all are related.

  7. Click the Pricing tab.

    After performances are entered, you need to set the Base prices for each pricing zone you created in your venue. Once you set up one performance, you can copy those prices to the other performances if they are similar.

  8. Click the Promotions tab.

    Promotions are a way of setting the valid discounts on tickets for each performance. You typically start with your menu of available promotions and disable the ones you don't want to allow for a performance. For example, you may not want group sales or certain comps on opening night.

  9. You can now start selling the event

    The remaining tabs show information about the current state of sales such as:

    • Maps - shows which seats are taken on any reserved seating performance at a glance
    • Attendance - shows who is coming to the event
    • Personnel - indicates who is working each performance if you are tracking these things for volunteers or facility management
    • Revenue - shows total sales for each performance
    • Sales - allows various summarizations of WHEN people bought tickets to correlate to marketing events or onsales
    • G/L - shows the journal entries showing sales posted to the accounting system via the end of day process
    • Tasks - shows any tasks assigned to the event for any purpose. The can be renter related tasks (move in/move out), or technical activities like maintenance and cleaning, or admin activities like backstage tours
Diataxis: 

Adding Performances

Once you have created an event you can add the performances to sell tickets to.

If you have:

There a subtle difference when the actual ticket inventory is created.

 

Reserved Seating

Tickets are created at the same time as the performance is created. One ticket is created for each seat in the theatre so that tickets always exist for every seat. This ensures that there can never be a double seating issue!

 

All other sales methods

Tickets are created at time of sale and a ticket can represent an admission of a number of people (e.g. admit 10). If a ticket always represents one admission, the number of tickets created will be similar to reserved seating.

Diataxis: 

Step 1: Number of Performances

The first step is to identify the primary sales method and the number of tickets that can be sold in each performance. The data required is:

Number of Performances Enter the number of new performances you want to add.

If you have

  • a regular pattern of performance with similar dark days, performances times, sales methods, etc, just type in the total number of performances for the event.
  • a different pattern for each week, then do a week at a time and repeat the process
  • no pattern at all, enter however many you want, move them around in the calendar at the end and then edit any outlier dates and times

Sales Method and Map Settings

Sales Method The sales method indicates to Theatre Manager how you want to manage the sale. The three key methods are General Admission/Festival Seating, Reserved, and Course/Classes.

In the Sales Method drop down list, choose the primary type of seating that will be used in this performance. You can change it later on a per performance basis in the calendar.

Sales Method Description
Auction Item Used to sell items being used for an auction.
Consignment Tix Used to sell tickets on the behalf of another group where they have allotted you a particular number of seats and have probably even provided you the tickets. Consignment Tix has no overselling feature.
Festival Seating Used to sell tickets to an event that where seats are not assigned to the patron. This is often referred to as General Admission and sometimes as Rush Seating.
Advantages
  • The performance can usually be oversold because there is some no-show factor that can be counted on.
  • The price of the tickets is usually a little less than reserved seating
  • Patrons will automatically space themselves out to create a comfortable house dressing
  • Can be used for flexible passes
Disadvantages
  • Patrons often arrive at the venue earlier to ensure a good seat. (this can be an advantage if you have a bar)
Inventory Could be used to sell merchandise. For example, T-shirts, Programs, etc. This is a legacy capability in Theatre Manager. Now, it is far better to use the resource based inventory management/merchandise sales.
Reserved Used to sell tickets to an event having reserved seats. Reserved seats can only be used with theatre maps that have had seats created.
Advantages:
  • Customers will pay a higher price for the ticket
  • Most popular ticket sales method
Disadvantages:
  • Cannot count on a no show factor to over sell the theatre
  • House seats must be explicitly booked out
  • Causes some work for the Box Office manager to ensure the house is dressed properly
Traveling Troupe This is used for shows that travel to various locations. This sales method enables a new performance to be created for each booking, track contact onsite, estimated class size, accommodations and some limited schedule items.
Courses/Classes Course registration is designed to help venues manage their education curriculum, workshops and such. There are a number of features that are part of this feature like attendance reason tracking, class rosters, report cards, and more.
Performance Type Performance type is a customizable code table field you can use to flag specific performances. You can use it for display on the web. It can also be used for reports to narrow down searching for specific performances in reports.
Prevent Overselling This field indicates if you want to prevent sales to occur over the Max Quantity to Sell amount. It might be useful to deselect the option for outdoor events where there is no practical limit to the number of tickets that can be sold.

This only applies to General Admission/Festival Seating.

Set Initial Holds On a pricing map, you can set up a standard holds in the venue for house, sound, ushers, artists etc. When you click this optionL
  • reserved seating performance maps automatically get the default holds
  • general admission performance get a lump sum hold amount that matches the total holds in the graphic map

Capacity and Reporting

Max quantity to sell For reserved events, this cannot be changed as it is the total seats in the pricing map. For other sales methods, you can restrict the number of sales to this value.

For example, you may normally have 400 seats in your theatre, but the designer has created a set that obstructs 50 seats. You do not want to create another theatre map, or you just don't have access to them. Enter a quantity of 350 seats to sell. That will be your house total for that event.

Quantity to report Use this setting to indicate when you tell online sales and reports that you are 100% full. It includes all SOLD and HELD seats.

In the prior example, If you have 400 seat house and 50 blocked seats, you can sell 350 seats. If you indicate that the Quantity to Report is 275, then web sales will stop when SOLDS + HOLDS > 275, leaving 75 seats unavailable online.

Refer to further description of meaning of Quantity to Report in performance setup

This option is not applicable for Traveling Troupe.

Diataxis: 

Step 2: Initial Sales Settings for Performances

Initial performance settings let you set up how you would like the event to work. These can be changed:

Initial Performance Settings

Selling at the Box Office Checking this box allows you to sell the performance at the Box Office.
Selling at ALL Other Outlets Checking this box allows you to sell the performance at other outlets. If you allow a performance to be sold at another outlet, you can now specify which outlets have the capability so that each performance can be sold by different people.
Selling via the Internet Checking this box allows you to sell the performance on the Internet.
Allow Patrons To view if not for sale If checked, then the event can be set to show online as coming up, even if not yet for sale. It allows pre-announcing events without enabling for sale.
Set onsale date in advance of performance When creating a number of new performances, you may want to stagger when they go on sale online.

If you enter a value for the number of days in advance of the performance, then theatre Manager will automatically calculate the onsale date based on the performance date during initial creation of the performance.

For example, you may want to set the onsale date 3 months in advance of a long running show.

Season Control House Checking this box allows the performance to be used in a Control House for subscribers.

Other

Sales Target You can enter the sales target for each performance. All performances will get the same value and is placed on some reports.

If the target is to be different on each performance, you will have to correct it after the fact on the performance window for each performance.

The Sales Summary-Quick report can be configured to shows this data in the parameters tab.

Perf Flag A special flag used to denote Performance. This is typically used for a plug-in for Web Sales.
Include in Patron Statistics Include any sales totals for this event in each patron's annual patron statistics tab at the bottom of the patron window. Normally you would want this.

Access

Sell Allows you to control what user access groups have the ability to sell this performance at the box office.
Report Allows you to control what user access groups have the ability to run reports containing this performance.

Performance Email Reminder

Send Reminder You can indicate if you want an email reminder sent to patrons who purchase to a performance. This email can be customized to each event or performance by duplicating and editing a web page, or you can use a default one.
Reminder in Advance Time If you do want an email reminder sent for any performance, then you can indicate how far in advance of the performance it should be sent. This value is typed in weeks, days, hours, and minutes format. Example values are:
  • 6h - for 6 hours
  • 1d - for one day
  • 1w - for one week
  • 4w - for one month
  • 1h30m - for 1 hour 30 minutes
You can type the amount in all in minutes, or using the the format above, or use the clock icon to pick a date so that the system will calculate the actual number of minutes in advance for the reminder time.

Any ticket to the event bought closer to the performance than the email reminder time will receive an immediate reminder.

Single Seat Rules for Reserved Seating Maps

Single Seats not allowed Means that a patron selecting tickets online will not be able to make a seat selection anywhere in the map that would leave a single ticket. This option is designed to maximize revenue and is the recommended/default option.
Single seat checking disabled/relaxed Means that a patron can pick any seat they want and leave single seats on the map. This maximizes patron choice, so the patron could:
  • pick the middle seat out of three, or
  • a single in where there are two seats left.
  • The patron cannot, however, leave a single ticket between two others in their seat selection. (i.e. they can't pick every other seat).
The example to the right shows an example of what would be accepted using this rule.
Diataxis: 

Step 3: Performance Date Pattern

Date of First Performance Enter the date of the First Performance (if no performances already exist,) or the next Performance (if you are just adding another performance).

The date that is entered here is not written in stone. It can be altered in the calendar by dragging a performance and/or it can be edited after the fact if you want to move a performance. It is meant to be used as a guide in creating all performances for the event.

Daily Performance Pattern

Weekdays Using the slider for each day, select the maximum number of performances (up to 10) that typically occur on each weekday

If you have multiple performances on a specific day of the week, select that number and additional performance times will appear on the right hand side. The number of performances is to be used as a general pattern when setting up the performances date and times.

Performance Times

Time slots If there is a day of the week that has more then one performance then you may set a matinee time as well as an evening time. These times are to be used as a general guide line when setting up an event. They can be changed at anytime after the performance has been created.

Performance Series Codes

Create Codes as Refer to Performance Codes for more information
Diataxis: 

Performance or Series Codes

The performance or series code provides quick reference to a performance(s) fpr an event. The content of the code should be reflective of an easy way to find the specific performance during the sales process. Performance codes can be up to eight characters or numbers.

It is important to know that each performance within the event code MUST be unique.
Comparable performances in multiple events can have the same series code so that you can manage or sell a subscription. Selling a subscription will sell all events (in the season package) with the same performance/series code.

If it is important to find a particular performance (1st Friday) for several events at the same time, each series should have the same code. This becomes very usefully when a patron is booking a season subscription and would like to attend the same time every month. Establishing a consistent nomenclature for the Event and Performance codes saves time during the sales process.

The following examples are recommended as an easy way for the sales person to verify that they have the correct performance. Codes should be in a week - day - performance format.

Week Long Performances

The following example would allow for easy comparison of week-long runs of shows.

1-SAT For the performance on the first Saturday.
2-SUN-M For the matinee performance on the second Sunday .
3-SAT-E For the evening performance on the third Saturday.
3-SAT-M For matinee performance on the third Saturday.
3-SAT-A For morning performance on the third Saturday.

Single Day Performances

If you do not have multiple performances per day the next example would allow for an easy comparison of the days of the week.

SAT-1 For the performance on the first Saturday.
SUN-1 For the performance on the first Sunday .
SAT-2 For the performance on the second Saturday.
SUN-2 For the performance on the second Sunday.

Multiple Performance Event/Play

If you have multiple performances per day the next example would allow for an easy comparison of the performances per day.

1-SAT-1 For the first performance on the first Saturday.
1-SAT-2 For the second performance on the first Saturday.
1-SAT-3 For the third performance on the first Saturday.
1-SAT-4 For the fourth performance on the first Saturday.

Single Performance for an Event/Play

If you have an event/play with only one performance, create the performance code as follows.

SHOW For the performance of a play where there will be only one performance.
CONCERT For the performance of a Symphony, Band or music.
GAME For the performance of a sporting type event/play.
DRAW For the performance of a curling event/play.
Diataxis: 

Step 4: Review Performances on Calendar

After you click the Step 3 button, the Step 3 window - Adding a Performance, opens.

  1. Review the calendar.

    As performances can span months, use the forward - back buttons to move through the calendar.

    You can use the middle button to switch the view to 2 week, week or daily view. In those views you can drag events to move them to another time slot or day.

    You can also change the time of a performance by right clicking on a performance and changing the time. On the popup list, you can only select from a list of times that have already been used for performances.

    Possible 'conflicts' will be colour coded and highlighted on the calendar and are broken into 3 parts:

    • Performance - which means there is another performance at any time on that day and possibly in another venue
    • Venue - which means that there is something else in that venue
    • Task - which means that there is some tasks in the venue that may represent conflicts on those days.
  2. To finish, click the Build button.

    To go back, push the Step 2 , or Cancel if you do not want to finish setting up the performance.

    When you push the Build button, the Build Performance list dialog opens.

  3. Click the Build button.

    The Adding performance verification window opens.

  4. Close the window and you are returned to the Performance tab of the Play window and the performance you entered is displayed.

Diataxis: 

Assign Promotions to a Performance

By default, ALL promotions are available to the performance when it is created.

To add a promotion to a performance, you carry out the following steps:

  1. Open the Event Setup window.
  2. Click on the Promotions Tab.

    A list of all the performances for the event is displayed on the left side of the window.

     

  3. Select the performance you want to add promotions to.

    Click a performance to select it. Only one performance may be selected since each may contain different promotion data.

  4.  

  5. Select the promotions you want to use.

    Click a promotion to select / deselect it.

  6. Click the Allow Use button.

    A green check mark in the Sel column shows the promotion is available for the performance. The checked promotions will appear in the buy window when selling tickets to that performance.

Disabling Promotions for a Performance

  1. Open the Event Setup window.
  2. Click on the Promotions Tab.

  3. Select the performance.

    Click a performance to select it. Only one performance may be selected since each may contain different promotion data.

     

  4. Select the promotions you want to remove.

    Do this by highlighting the promotions you want to clear.

  5. Click the Disable Use button.

    A red X appears in the Sel column shows the promotion. The X'd promotions will now not appear in the buy window when selling tickets to that performance.

Diataxis: 

Editing an Event / Play

The following pages describe different options for editing an existing event.

Editing Performances

Each series of performances can be edited after being created. You may be required to change the time or date of the performance or some other attribute. There are different editing options for each of the different sales methods, however they are similar. Before details are explained about editing each performance type. It is useful to know how to access the series detail window so you can start editing.

  1. Find the Event with the performance you wish to edit.

    Click here to learn how to find events.

  2. Open the Event / Play Setup window.

    Double click on the event/paly or press the Open button.

    The Event/Play opens.

  3. Click on the Performances tab.

    The Performance Tab opens.

  4. Double click on a performance to open the Performance Detail Window.

    The detail window is the same for each sales method. Depending on the sales method you may not have access to some fields. Click here for a detailed description of this window.

Allow a Performance to be Sold at Another Outlet

If you allow a performance to be sold at another outlet, you can now specify which outlets have the capability so that each performance can be sold by different people.

You will need to enable the promotions for another outlet. Click here for more information on enabling promotions for another outlet.

To allow a performance to be sold at a different outlet, you perform the following steps:

  1. Open the required event.

  2. Click the Performance Tab.

    If you have enabled the Performance Codes, you can enable Allow Selling at ALL other outlets.

To enable selling at other outlets for specific performances:

  1. Open the selected performance.

  2. Open the Sales Management tab.

    Click here for more information on the Sales Management tab.

  3. Enable At other outlets.

    Outlets that can sell the tickets, for the performance can be selected from the list on the right.

Changing a Performance From Reserved to General

 

Changing a Performance From Reserved to General Admission / Festival Seating

 

There are times when a performance sales method may need to be changed from Reserved seating to General Admission seating. The director/promoter may have changed their mind about the seating configuration, the performance may have been build incorrectly, or social impact may mandate the change.

A performance can always be updated from Reserved to General Admission even if seats have already been sold. Tickets previously allocated to a reserved seat are simply changed to no longer reflect a seat allocation in the database. However, a performance cannot be moved from General Admission to Reserved seating after seats have been sold as Theatre Manager has no way of knowing where to seat patrons who have previously purchased. The steps below outline how to change a performance after it has been built.

 

  1. Find the event / play you want to hold seats for.

    Click here to learn how to find an event / play.

    Event List

  2. Open the event / play by selecting it in the list and clicking Open or by double clicking it.
  3. Select the Performance tab

    Performance Tab

  4. Open the Performance Detail window

    Each performance will need to be updated one at a time.

    Performance Detail Window

  5. Click the Sales Method drop down.

    Sales Method Drop Down

  6. Select General Admission or Festival Seating depending on your database configuration.

    General Admission Drop Down

  7. Click Yes to the continue message.

    Sales Method Warning Message

  8. Select the Accounting tab in the Performance Detail window.

    Performance Detail Accounting Tab

  9. Update the Quantity to Sell field to accurately reflect the total number of seats to be sold for the Performance.

    Quantity to Sell

 

The steps above can be repeated for each performance within an event as needed. Once a performance has been updated it can be marked available for sale at the Box Office and Online.

 

Live Web Content

Most events are live and in person, but in some cases you may want to have streamed content on your website while the performance is occurring. For these types of performances, use Live content settings within Theatre Manager.

 

Live streaming content is set up in the Live tab in the performance's detail window and is described below.
If you set a time limit in a watch window, and somebody exceeds it, so that that cannot see their event. Clear their attendance flag and then they can re-watch the item.

 

Live Content Styles:

  • Video streaming for an online-only event
  • Embedded iFrame
  • Mobile-friendly "Custom Content" for the performance

Live Video Performance (Virtual Events)

Online-only video performances allow you to show streaming video at a specific time to ticket buyers. The video can either be pre-recorded or live streaming, depending on your selected video provider.

 

Supported Video Providers:


 

Aside: Producing Video Content

If you're looking for tools to start recording and streaming live video, then a good place to start is OpenBroadcaster Software (OBS). The OBS Beginner Tutorial gives a good introductory video walkthrough. OpenBroadcaster Software supports a wide range of video providers. The primary way to use OBS is to send an RTMP Stream to the video provider. In turn the video provider will "duplicate" the stream and send it out to all live users. In other words, the video provider handles all the bandwidth required to broadcast your stream to hundreds, or even thousands, of users.

 

Live Experience

Theatre Manager comes with a default set of web pages for a full live video experience. The experience has three parts

  1. Discovery
  2. Pre-Show
  3. Show

 

Discovery

Users can enter the live show by clicking the Watch button under Tickets for Upcoming Performances in their home

Discover Live Tickets

Users will also be made aware of any Live tickets they have if they are logged in and have a ticket to a live performance occurring in the next 6 hours.

 

Watch Live Show

Pre-Show

The pre-show helps build excitement for the upcoming event. It has a countdown timer that let's users know when the event will begin

 

Pre Show

Show

The in-show displays a minimal frame for the video, so that the video content is front and center

 

Show

Supplementary content (Coming Soon)

Supplementary content is information that you'd like to be available on an attendee's smartphone, for the duration of the event. This type of content is most suited to events that are interactive and require audience participation. For example, an outdoor festival that might have maps to various activities. Or a "Theatre in the Wild" event where audiences can self-direct to one of several small performances in different locations.

 

Common Questions

Question: Zoom is designed for video conferencing. Can it be integrated as a video streaming option?

Answer: We've looked into Zoom however it might not be the choice that you're looking for. At least not directly embedded streaming links into the Theatre Manager web pages. Zoom makes the assumption that what you're doing is more of a webinar -- that everyone in the meeting is an active participant. For live streaming events, that's often not the case. Usually, one person is doing the filming while the others are watching.

If you're attempting to use Zoom purely for it's easy-setup, you may want to consider one of two things:

  1. Connect Zoom to Vimeo Live
  2. Switch setups to OpenBroadcaster Software for streaming to Vimeo. It's quite easy.

If you're using Zoom because you want audience participation, then that's something else entirely. Zoom does have integration points with web pages which would require engineering effort within your webpages to treat the interaction that it allows the audience interaction in the correct way.

You could very easily do this kind of event outside of the live streaming portion of Theatre Manager by sending Zoom invites to the patron's email address via a Form Letter email. The attendance reports could be used to know who to let into the class or not, and you could mark attendance using a Course Attendance Report or in Theatre Manager directly.

You may also be interested in the Managed Courses feature in Theatre Manager, which can allow user web access to setting a class attendance. That would allow the Meeting Moderator or Class instructor that isn't a Theatre Manager employee to mark attendance, and also see who is in their meeting/class.

 

Question: Using the free version of Vimeo, the webpage the video is embedded in appears not to be secure as I can see the video ID link in the HTML coding of the page. A patron can right click and find the static link by both via the "save as..." function or the inspect element function. The "save as..." function is the most concerning for us as it is the most simple and easily exploitable. Can the web page security be updated to prevent this?

Answer: The Theatre Manager web sales and the Vimeo and YouTube links that are embedded in the page are secured by HTTPS, which ensures that the content streamed to your user's computers is private and can not be seen by other users. Theatre Manager requires that level of security in order to pass PCI compliance, and we take that notion of security very seriously. Theatre Manager is very secure for your users.

When it comes to Live Streaming video though, what you're referring to is the Gate Control required for a live streaming event, such that only ticket buyers are allowed access to the stream. As of today, that is only possible with Vimeo when using the paid Premium Live Streaming Plan.

The Vimeo feature you'd need is called "Domain Privacy", and it allows you to restrict playback of a video to only people that are viewing the video from your website, which requires a Theatre Manager login and a Theatre Manager ticket to watch. In other words, while people could copy and paste the Vimeo link, it wouldn't help them, because the video would only play through your site's tickets.yourcompanyname.com URL.

The reason that this is the only way for true Gate Control is that it's not possible to fully obfuscate or hide the link that's embedded in the page. There are some ways to attempt to disable that right-click context menu, but many browsers won't respect those options because the same options can be used to make abusive websites. Further, there are actually many other ways that you can see the Vimeo or YouTube link beside right-click, and your patrons could copy and paste it from those as well. YouTube, for example, has no controls for Domain Privacy and so it's not possible for us to restrict the video to only your website.

You're left with a couple choices:

  1. Trust. Hope that people just don't share the link, or if they do, hopefully it doesn't impact sales enough to matter. This option is part of the "free" package options, but your sales could be lower than they might otherwise be with good Gate Control. You could even potentially acknowledge that it's possible, and have a "plea" on the website that mentions the importance of buying a ticket -- the idea seems far fetched, but many news sites have had success with similar pleas for adblockers.
  2. Use Vimeo Professional with Domain Privacy: This will allow you full Gate Control, and it won't matter if users copy and paste links, because they won't work outside your website.

In this instance we're at the mercy of the video CDNs -- YouTube and Vimeo -- and what their options allow us to do. Of the two choices, Vimeo is the more flexible, and the one we currently recommend. We'll continue to look for other CDNs that can guarantee tight Gate Control on the web site for live streaming.

Diataxis: 

Editing Price Codes

There are two different reasons for editing price codes:

One - to initially set up the prices for the price codes.

Two - to alter an all ready set up price.

  1. Select the Play you want to adjust and click the Open button.

  2. Open the Pricing tab.

    For more detailed information about the Pricing Tab, click here.

  3. Select the Performance that you want to Edit Price Codes for.

    Do this by clicking on the specific performance from the performance list on the left side of the Play Setup window. The prices for this performance will display in the price list on the right side of the Play Setup Window.

  4. Select the the Price Code you want to edit and click the Edit Price button.

  5. Enter a description for the Price Code.

    Common price code descriptions are Adult, Student, Senior, etc.

  6. Enter a Base Price.

    The price that is entered here is the ticket price before taxes have been added on. If your company likes to have nice round ticket prices after taxes then you can use the Calculate Price Excluding Tax Feature. It is explained further down the page.

  7. Click Save button.

    Doing this accepts the changes to the price code. Clicking Cancel would canceled the changes.


Calculating Prices Excluding Taxes

  1. Enter the Selling Price you want to end up with after taxes.

    In this example we will use $10.00 and a 7% tax rate.

  2. Click the Calculate Price Excluding Taxes Button.

    The selling price will now display as the price before taxes. In this example the $40.00 Price Code turned into a $38.099 Price Code. Look to the calculation to see how the tax was broken out to create $10.00 final price ticket.

  3. Click Save button.

    This accepts the changes to the price code.

Diataxis: 

Verifying Seats

If you change a venue map, when there are events already on sale, you MUST verify the seats on each performance to re-index the new name to the seat in the event.

This is an internal database verification that ensures all tickets have been created and are properly setup. The verification routine has one key function - to determine if there are any missing reserved seats. This should never happen - verification will detect and correct the issue.

  1. Click the Event button in the Theatre Manager ribbon bar.
  2. Locate the Event with the Performances to be Verified.

  3. Open the Event by double clicking on it.

  4. Select the Performance tab.

    Single click on the performance to be verified. You can select multiple performances at a time if needed.

  5. Click the Verify Seats button.

    The Verify Seats warning dialog opens.

  6. To continue, click the Verify button.

    The progress bar at the bottom of the window will state the function and the progress.

When the Verify process has completed, the Performances will no longer be available for sale at the Box Office. They will need to be marked as available before tickets can be sold.

Setting Attendance

You use setting attendance to keep track of how many patrons attended a performance versus the number of tickets sold. This feature is beneficial for deciding how much can be oversold to a festival house. You may have discovered there is a consistent 'no show' rate of 15% to 20% and can then adjust sales to match the trend. Another use for this feature is calculating royalties based on the number of patrons that actually attended the performance, not based on the number of tickets sold.


It is important to remember that this feature only works if you have the ticket and the patron number printed on the ticket, or a bar code that contains one or both of those numbers.

To set attendance, you perform the following steps:

  1. Click the button in the Theatre Manager Ribbon bar.

  2. Double click on the Play / Event to set attendance for.

  3. Click the Attendance tab.
  4. Select the performance to set attendance for.

    Choose the performance by clicking on the corect date in the column on the left side of the Attendance Tab.

  5. Click the button.

    The Set Attendance button is only accessible if the performance you have selected has already taken place or will be performed that day.

  6. Click the All button to set the attendance flag to "Attended" for all patrons and tickets.

    Use this option if you are sure that all the tickets were redeemed for the performance.

  7. Click the Scan button to manually enter attendance.

    The 'Attendance: Patrons who came' window opens.

  8. Enter the patron number, ticket number or click in the ticket number field and scan the ticket.

    If you enter the patron number, all of the tickets the patron purchased will appear in the window. If you enter the ticket number or scanning the ticket, only that ticket will appear.

  9. Click the Accept button.

    To speed up the process, press the <RETURN> key to accept the ticket # / Patron #. If you are using a bar code scanner, set the default to include an automatic <RETURN> after each scan. If the tickets have a bar code on them, then either the patron number or the ticket number can be scanned in. It depends on what information has been encoded in the bar code.

    If too many tickets have been selected, and not all should be marked as attended, highlight those to remove and click the Clear Attend button. The tickets are removed from the list.

  10. Click the Finished button when all data has been entered .

    This marks all tickets entered in the list as Attended.

Clear Tickets Incorrectly Marked as Attended From a Play

To clear tickets incorrectly marked as 'Attended' from a play, you perform the following steps:

If a mistake is made in setting attendance, attendance for the entire performance (or optionally, specific tickets) can be cleared.

If you set a time limit in a watch window, and somebody exceeds it, so that that cannot see their event. Clear their attendance flag and then they can re-watch the item.
  1. Click the button in the Theatre Manager Ribbon bar.
  2. Double click on the Play / Event to clear attendance for.

  3. Click the tab.
  4. Select the performance you want to Clear Attendance from.

    The tickets for that performance are displayed in the attendance list.

  5. If clearing attendance for a select group of tickets, highlight them in the right hand window.
  6. Click the button.

  7. Click the All button to clear the attendance flag for all patrons and tickets.
  8. Click the button to only clear attendance for the tickets selected.

Selecting a Performance for Attendance

You can select a performance you want to set attendance for from the Patron Attendance window.

To Start selecting a performance, you perform the following steps:

  1. From the main menu bar, choose Accounting >> Confirm Attendance.

    The Patron Attendance list window opens.

  2. Enter Search Criteria.

    The search criteria is entered in the From and To fields and is based on the field listed in the drop down list.

  3. Click the Search button.

    A list of performances opens.

  4. Double click on a performance to select it. Once selected, the performance will open.

  5. Continue at Step 8 of the Set Attended section of Setting Attendance.

Adding a Fee to a Ticket Price

There are times you will want to add a fee to a ticket price. For example, adding a fee when selling tickets for another group.
The steps below outline how to add a fee to a ticket price.

  1. Add a Fee to a Sales Promotion.
    - For information on creating a sales promotion click here.
    - On the promotion Calculation tab, enter the fee you wish to charge into Ticket Fee box 1.
  2. Alter the event Account tab.
    - Select the event the fee is to be applied to. For more information on events click here.
    - Under the event Accounting tab, specify what G/L account the ticket fee should be posted to in the Ticket Fee 1 Account box under the Earned Revenue Accounts (Fees) section.
    - For more information on the accounting tab click here.
  3. Alter the event Pricing tab.
    - Under the event Pricing tab, alter the prices for performances if the fee is to be built into the price.
    - For more information on the Pricing tab click here
  4. Enable the promotion for the event performances.
    - Enable the promotion from Step 1 under the Promotions tab.
    - For more information on the Promotions tab click here.

You have now successfully set-up the ticket fee. When the Sales Promotion you created is selected during the ticket sales process, it will add the fee on top of the base ticket price.

Change the Map For an Event

You can change the Pricing Map an event uses, even if it is reserved seating. it works best if the venues are the same and you are just changing price zones for dynamic pricing. however, you can change to any other venues (larger or smaller) with some ramificatiosn

You can be change a venue to another while sales are occurring. The process takes moments.

You may want to refer to how to Create a new pricing map.

If you change to a venue that is a completely different orientation with more or fewer seats and no tickets have been sold, you may just have to verify seats for the affected performances.

HOWEVER, if it is a reserved seating performance:

There are rules for switching Pricing Maps. The new Pricing Map must:

  • Be active.
  • Have the same valid price codes in the new Pricing Map.
  • Have the same seating capacity and seats must be named (reserved seating only).
  • When changing the reserved seating map for an event, you can select some other Pricing Map.
  • When changing the reserved seating map for one performance, you can only select other pricing maps within the venue.
  • When changing the map for a general admission performance, you set the alternate venue as before.
  • If using the Outlet Edition, the map MUST be owned by the same outlet. People from outside your outlet cannot change pricesmaps or price codes for you.

To change the Pricing Map, you perform the following steps:

If the new map has a price code that is not in the map you copied from, it will NOT be available to add. Also, If you are replacing the pricing map for one or more performances, you must ensure all maps being used have the same price codes. Your pricing map can have unused price codes in its description.

  1. Click the Play/Event button.

    The Play list opens.

  2. Find the specified event and click the Open button.

    The Play / Event window opens.

  3. Click the Venue button.

    The pricing map list window opens, displaying the alternate maps that match the Pricing Map rules.

  4. Choose the appropriate map and click the Select button.

    The Change Map Confirmation opens.

  5. Click the Yes button.
  6. Verify Seats if capacities are different

    Refer to Verifying seats which might be needed after changing venues for a performance.

Ramifications of different Venue Orientation

You can change the performance from one venue to another. There are situations to consider, which may alter what you want to do:
  • Case 1: all general admission performances
  • Case 2: reserved seating performance with nothing sold to it yet
  • Case 3: changing maps to a venue with the same orientation, seating and capacity - probably duplicated from another map and created for price zone changes
  • Case 4: changing map for another venue with completely different seating, orientation, size and with tickets sold

 

CASE 1: General Admission Performances

You can change the venues at any time.

 

CASE 2: Reserved Seating Performances with no seats sold

If there are no seats sold yet to the reserved seating performance, then there is little impact.

  • Change to the new venue (whether it has more os less seating capacity
  • Verify the seats in the performances
  • you can now sell tickets

 

CASE 3: Venue with same orientation and reserved seating, seats can be sold

If a venue is really the same, with same seats, similar size, with perhaps a few seats removed for orchestra pit, or if the price zones are different for the purpose of dynamic pricing.... then change the venue that the performance is in. It is best to simply hold the seats you don't want to sell but if you must change the venue

  • It is assumed that the location of the patrons seats are the same
  • Any seat that is in a part of the venue where the seats have been removed - will become general admission and you will need to reseat them
  • Verify the seats in the performances
  • you can now sell tickets

 

CASE 4: Reserved seating events with seats sold and completely different venue orientations

However, if seats are already sold, be aware of the following ramification. Seats in the new venue have the same seat numbers as the original venue. This may cause patrons to be split into different areas.

Another approach that may help avoid the issue below is using the Transfer seats from one performance to another.

Refer to the image and the description below:

If you simply used the new venue and made more seats, then people may not have seats where you think.

The left venue represents 'smaller' venue. The right venue represents a larger venue
  • The patron has seats 14 and 15 which are:
    • Center, Row B, Seat 7
    • Center, Row B, Seat 8
  • the same seats 14 and 15 now represent
    • Center, Row A, Seat 14
    • Center, Row B, Seat 1

This happens because Theatre Manager:

  • doesn't know anything about spatial orientation.
  • all it can do is make an equivalence based on
  • they had seats 14 and 15,
  • They still have seats 14 and 15
  • but they may be called something different and you many not be together.
so, changing a venue in this manner, while it works, is really intended for moving to spaces that are equivalently set up -- as in dynamic pricing.

Diataxis: 

Updating Holds on a Map

 

Updating Holds on a Map

There are times when the map in a performance may need to be updated to reflect the default holds on the venue map for the event. The performance may have been built without using default map holds or the map for the event/performance may have been updated and include new holds. The steps below provide an outline on how to update the performance to reflect the holds using in the venue map:

  1. Find the event / play you want to hold seats for.

    Click here to learn how to find an event / play.

    Event List

  2. Open the event / play by selecting it in the list and clicking Open or by double clicking it.
  3. Select the Maps tab

    Maps Tab

  4. Highlight the Performance(s) on the left side of the window.

    Should you need to hold seats for multiple performances at a time simply select multiple date/times from the list on the left side of the window.

    Selecting Multiple Dates

  5. Right click on the Map to view the options menu.

    Options Menu

  6. Select Hold All Seats On "Return To..." Hold Map

    Select Option from Menu

 

Once the holds have been updated seats will be held with the default letters from the venue map for those performances selected on the left. All holds appear as lower case letters on the map. Changing the hold colour can be done in the Box Office tab of Systems Preferences by a Master User.

Updated Map with Holds

 

Deleting a Performance

If you chose not to put on a performance for a play, you can delete the performance. However, if you have sold tickets to the performance, you will be unable to delete it -- but you can make it effectively go away by hiding it.

Hiding a Performance

Normally you want to delete a performance completely (see next section), but if you cant, then:

  • Find the performance as per below and try delete it, as per the instructions below
  • if it won't delete, then target="_blank">double click the performance to edit it. Change:
    • The performance date to be the first day of the run
    • The performance code to be something like 'DONTUSE'
    • Set it so that it can't be on sale at the box office or online
    • for added safety, put an on-sale date in that is AFTER the date of the performance for both online and box office - that way if anybody ever changes the onsale flags, it will prevent the performance from showing up

Rules for Deleting a Performance:

You can only truly delete a performance if:

  • You have "Delete" user privileges the Play information under the data tab of Employee Setup.
  • The play must not be archived.
  • No tickets have been sold to the performance.
  • No transactions created for this performance.

To start, you perform the following steps:

  1. Open the Play List Window.

    Click here for more information on opening the Play list window.

  2. Open the Play you want to remove the performance from.

  3. Review the Performance Tab to ensure that no ticket have been sold to the performance.

  4. Note the # SOLD column in the performance list. Quantity must be zero for each performance in the list.
  5. Click the Delete button.

    The Delete Performance dialog opens.

  6. Click the Delete Button to delete the performance.

Change The Map For Specific Performances

Your venue is running a special event. Perhaps, one evening performance is to only have two Price Codes. All the seats on the main floor of the theatre are to be sold at the Adult Price only (your price code A) and all the raised seats are to be sold at a different Price Code, Price Code B. Or you want to implement Demand Pricing for the event where you can change the price codes for a range of seats.

You have created a new map for your venue. Click here for more information on creating the new map. Once the map is created, you can now go on and change the map for the specified performance.

To move from one map to another the maps must be within the same venue. They should contain the same number of seats and have identical seat codes. The maps will should probably contain the same Price Codes, however the new map may have more or less Price Codes than the original.

If there are new price codes in the new venue, you must view event and click on price tab to receive a message to add price codes. Only then can new base price codes be added to a performance.

  1. Click the Play/Event button.

    The Play list opens.

  2. Find the specified event and click the Open button.

    The Play / Event window opens.

  3. Click the Performance tab. Highlight the specific performance and click the Change Map button.

    The Pricing Map list for the selected venue opens.

  4. Choose the map you require.
  5. Click the Select button.

    A confirmation dialog opens.

  6. To complete the change of the map for the selected event / play, click the New Map

    You are returned to the Performance tab.

  7. Click the Verify Seats button.

    The Verify Seats confirmation dialog opens.

  8. Click the Verify button.

    You are returned to the Performance tab.

  9. Open the performance and review all tabs to ensure all the information is correct.

    If you have made any changes, make sure you click the Save button.

    You can now select seats for the special event from the special map.

Deleting a Play / Event

Deleting a play may only be necessary if the play was entered into the database incorrectly, inadvertently, or has been canceled. You can delete a play if all tickets sold have been refunded or exchanged out of the performance and the End of Day Wizard has been completed.

Rules for Deleting a Play:

You can delete only if:

  • You have Delete user privileges the Play information under the data tab of Employee Setup.
  • All general ledger detail records have been archived that are associated with this play.
  • There are no Daily Sales Summary information associated with this play.
  • The play is not a Control House for any Season Subscription Package.
  • There are no Volunteer History records assigned to this play.
  • All necessary ticket based analysis reports have been been printed for this play.

    To delete a Play / Event, you perform the following steps:

  1. Open the Play List Window.

    Click here for more information on opening the Play list window.

  2. Open the Play to delete.

  3. Click the Delete Button in the Plays window.

    After you click the delete button the Delete Play dialog opens.

  4. Click Delete to delete the performance.

    Clicking the Cancel button cancels the deletion.

    If the Sales Method is Reserved Seating, then all tickets that were previously created for this series will also be deleted.

Closing Events / Plays

"Closing" an event / play in the Event / Play Tab removes the ability to sell tickets or change financial information for that event. A "Closed" event can still be included in reports on as long as it is still marked "Active".

An event marked "Closed" that is not marked "Active" will not appear in the Play List, report or mail list selections, and cannot have further sales or changes in financial information. Key events / plays (such as your main stage series) should always remain "Active."

 

In general, you should close an event / play:

  • After verifying that the event tickets and revenue balance
  • When you are finished paying royalties and run your royalty reports
  • When you want to prevent exchanges from old events / plays (such as for subscribers)
You should mark events / plays as Inactive:
  • When you no longer want to see them in mail list criteria and reports - perhaps after a number of years
  • If they are past rentals that are not pertinent to your general business operations.

 

Options to close An Event / Play

You can do this one of three ways:

  • Perform the steps that follow to close an individual event
  • Close all events for past years using an option during year end rollover
  • Select a number of events in the event list, right click and close them

Closing a Single Event Manually

  1. Find the event / play you want to close.

    Click here to learn how to find an event / play.

  2. Open the event / play and locate the status selections in the Event / Play tab of the Events & Dates window.

  3. Check the box next to Closed. A Close the Play dialog opens, asking you to verify closing the event / play.

  4. Click the Closed button to mark the event / play closed.

You can search for Closed events / plays in the Event / Play List by clicking the Closed box in the Event / Play List Window before entering search parameters. Then you can open a closed event and remove the check from the Closed Status box to re-open that event / play.

Creating a General Admission Event & Performance(s)

Before you add an event / play into Theatre Manager, a general ledger account number must be created for the new event / play. Refer to General Ledger Accounts for more information.

In the Event / Play window, there are eight different account number fields in five different ticket types. The eight accounts are:

  1. Sales
  2. Exchange
  3. Refund
  4. Discount
  5. Markup
  6. Ticket Fee account 1
  7. Ticket Fee account 2
  8. Ticket Fee account 3

The five ticket types are:

  1. Regular
  2. Season
  3. Other Type 1
  4. Other Type 2
  5. Internet

Depending on how your accounting system is setup:

  • You may need to create only one G/L account for the entire event / play, or
  • You may need a separate account for each of the account number fields in each of the five ticket type categories.

    To start, you perform the following steps:

  1. Open the Event / Play List Window.

    Click here to learn how to access this window.

  2. Click the New button.

    The fields are blanked to allow you to add new data.

  3. Enter the Event / Play information.

    Click here for more information on Event / Play Information tab.

  4. Enter the Accounting information.

    For more information on the Accounting Tab, Click here.

  5. Enter the required information on the Marketing Tab.

    For more information on the Marketing Tab, Click here.

  6. Click the Save button.
  7. You have now created your Event. Next we add the Peformances.

  8. Click the Event's Performance tab. Then the New button.

    The Adding Perfromance window opens.

  9. In the Sales Method list, choose festival. For more information on this window Click here.

    Review the other fields and when complete, click the Step 2 button.

  10. In step 2, you set the pattern for the number of plays per day.

    For more information on how to enter data in this window, click here.

  11. Click the Step 3 button.

  12. In step 3, you finalize the performance.

    For more information on Step 3, click here.

  13. Now you have finished setting up the perfrormances, click the Build button.

    The Build confirmation dialog opens.

  14. Click Build again.
  15. Your performance is now added to the event.

    Click here for information on selling Festival tickets.

Diataxis: 

Creating an Event for Traveling Troupe Performances

Theatre Manager has a Performance Type/Sales Mode for Traveling Troupe performances. It is a method to record each run-out performance traveling group does, including the income from the run-out, activities of the group while they're traveling, and attendance/demographic data about the audience.


There are a few steps to setting up a Traveling Troupe performance.

  1. Create an Event under which to add the performances.

    Typically, all traveling troupe performances are recorded under one Event. For step-by-step instructions on setting up events in Theatre Manager, click here.

  2. Assign a map to the event.

    The traveling troupe method only sells 1 "ticket" to the venue contact for the show, so it does not matter which map is assigned here. Location details are filled out on a per-performance basis, so the map location/seats/etc are truly immaterial to this particular Event.

  3. Fill out the Accounting Tab with the appropriate accounts for the income from the various run-outs.
  4. Select a Genre from the dropdown list on the Marketing tab.

  5. Click the Save button.
  6. On the Performance tab, click the New to add a new performance.

    You can start with just one or as many as you'd like. The traveling troupe sales method allows for quick adding of performances directly from the sales window, so not all shows need be set up at once.

  7. Select "Traveling Troupe" for the performance type.

    This "triggers" Theatre Manager to display the traveling troupe sales window when you sell the performance. For more information about creating Performances, click here.

  8. Set up a promotion to use for traveling troupe performances.

    Tickets and revenue for all the performances will need to be recorded under a promotion, so it is best to set one up for the specific use.

    The calculation could be for $0 (a comp) because the sales process allows for an override of the cost of the performance to match the contracted amount for the show. For instructions for creating promotions, click here.

    There is an option in Setup >> System Tables >> Code Tables used in the Traveling Troupe sales process to record important activities/times for the chamber group (call times, rehearsals, etc).

    For information this option in code tables, click here. To learn how to add values to code tables, click here.

  9. Set the access for the employees who will be selling the traveling troupe performances.

    Go to Setup >> Users and Access >> Employee List. Revise the employee access settings revised to include the ability to adjust the price of the performance.

    Select the employees one by one.

  10. On the Functions Tab of the access settings, ensure the employee(s) have a check next to Ticket Sales - Set the price of a traveling troupe performance during the sales process.

  11. Then you sell the performance to the road venue, using the primary contact at the venue as the patron to whom the performance is sold.

    For instructions on how to do so, click here.

  12. You can also add performances on the fly from the Order window. Highlight the Travelling Troupe performance, from the right-click menu, choose New performance.

    or

    Click the Add Play button in the Order window toolbar / ribbon bar.

      Note: Adding performances on the fly from the Order window requires the creation of a Performance Template with a future date that can be duplicated.

      A Performance Template can be setup by;

    1. Creating a Travelling Troupe Performance (just for the purpose of the template)
    2. Next, go to the performance setup tab >> On the Template Performance Section, check the template performance checkbox and enter a description.
Diataxis: 

Duplicating an Event / Play

To Duplicate and Event/Play, you perform the following steps:
  1. Select Setup >> Plays from Theatre Manager's main menu. Alternatively, click the Play button in the main Theatre Manager toolbar / ribbon bar.

    The Play List window opens.

  2. For more information on finding events, click here.

  3. Highlight the Event / Play you want to duplicate.

  4. Click the Duplicate button.
  5. A duplicate event /play is now available for you to edit.

  6. Open the Duplicate Event/Play for editing.

You can now change:

  • Information on the Event/Play Information tab
  • Accounting Tab (the information from the play/event should have been duplicated
  • On the Marketing tab, set the genre and make any notes you want to include online.
  1. When you have completed your editing, click the Save button.

    You can now add your performances on the Performances tab. Click here for more information on adding performances.

Diataxis: 

Merchandise Setup (deprecated/Old Way)

This approach is Deprecated:

Please do not use this method any more. We suggest using resources and inventory instead.

You can also have direct links to inventory (like t-shirts) from any web page.

You can use Theatre Manager to sell merchandise at the Box Office and via the Web by setting up an Event for merchandise sales. To do this, you would perform the following steps:

  1. Create a new map just for merchandise sales. This will be a general admission map so only the information under the description tab will be required.
  2. Build your merchandise event using the merchandise map from above.
  3. Create a performance for each piece of merchandise.

    Take note of the performance numbers as you build. These will be used in steps below.

  4. Duplicate and edit the tmVenueDefault.html page found in the tmVenue folder.

    Change the name of the duplicated page to tmVenue**.html where ** represents the map number from Step 1.

    Edit the content of the page to advertise your merchandise.

  5. Duplicate TMticketsPrice_MapDefault.html and the TMticketsSection_MapDefaultf.html pages.

    Note the f at the end of the second page.

    Change the work Default to the Map number from Step 1.

    Alter the line for the map image within the page to reference the image for the merchandise item. By change the line as outlined before Theatre Manager will reference the image sharing the same item number as the performance number.

    Locate the following:

    F_HTML_SEATMAP&selected_only=no&img_quality=75" border="0">

    The TMticketsPrice_Map page may look like this:

    F_HTML_SEATMAP&selected_only=yes&selected_border=144&selected_color=007700&img_quality=75" border="0">

    Replace both with:

    PB_SEQ.gif" target="window_blank">

    PB_SEQ.gif" width="392" height="200" border="0">

    Click on image for larger view

  6. Save pictures of the merchandise in the order of the events. Alter the names of the pictures to say item**.gif where ** represents the performance the item will be sold as. Place these pictures in the tmGIFS folder within the web pages.

Working with Auction Items

A number of organizations are now using auctions as a standard fundraiser during the season. Theatre Manager supports the selling of auction items.

Setup a Donation Campaign - Optional

Most often items used in the auction are donated by other organizations. By setting up a donation campaign, these items can be tracked and receipts can be issued for the donation.

  1. Setup a donation campaign for the items received.

    Click here for more information on setting up a donation campaign.

  2. Enter the donations to the Patron record.

    Use the description field to describe the auction item. Using one of the donor fields, classify the gifts received. Examples of classifications are travel, gourmet, electronics, theatre, etc.

  3. Use 'Gift In-Kind' as the payment method.
  4. Print a report on the donation campaign to have a list of all auction items.

Setting up the Event with Auction Items

  1. Create a new event called Auction with the season.

    Click here for more information on creating an event.

    An example would be Auction 2007.

  2. Create a new performance as 'Sales Method' Auction Item.

    Click here for more information on adding a performance.

    Set the 'Quantity to Sell' as the total number of Auction Items available.

  3. Create a new performance as 'Sales Method' General Admission. - Optional

    An additional performance can be used to track admission to the auction.

The Night of the Auction

  1. All running bids for auctions will be tracked separately at the tables.
  2. At the end of the auction, pull all the auction tracking forms.
  3. Find the winning patron in the database and sell a ticket to the auction item performance.

    The ticket order window will have additional information for handling auction items.

  4. Enter the price and description of the item.
  5. Go to the Payment window and place the order 'On Account.'
  6. Repeat Steps 3-5 for each additional auction item.

    If a patron has won more than one auction item, make sure to add the items to one order.

  7. When the patron comes to the Box Office to pay, go to the order in their Patron record.

    Orders are stored on the Order tab of the Patron record.

  8. Select the order and then click on the Payment button.

    A receipt can be printed so the patron has payment verification when they pick up their item from the table.

Diataxis: 

Ticket Faces

With Theatre Manager you can customize ticket faces when printing on BOCA or Practical Automation compatible printers. You can:

  • Select the information to be printed on a ticket
  • Define where the information is printed on the ticket.
  • Determine the size of the fonts printed on the ticket.
  • Assign different ticket faces to different plays.

The process of creating a customized ticket face does involve some trial and error to align information and font sizes. To access the Ticket faces window you:

  1. Choose Setup >> Ticket Faces from the Main Menu.

    The Ticket Face List window opens.

  2. Click here for more information on the Ticket Face List window.

Ticket Face List Window

The Ticket Face List window displays the listing of the faces for your organization. From this window you can add new ticket faces, edit existing faces, duplicate an existing ticket face, delete ticket faces, print a list of your ticket faces and export the listing.

Parts of the Ticket Face List Window

Inserts a new ticket face. For more information on creating new ticket faces click here.
Opens the selected ticket face for editing. For more information on editing ticket faces click here.
Creates a duplicate copy of the current ticket face.
Deletes the selected ticket face. For more information on deleting ticket faces click here.
Generates a report of all listed ticket faces to the screen or default print location.
Imports a tmf format ticket face into Theatre Manager.
Exports a ticket face out of Theatre Manager in a tmf format.
Merge Merges the selected ticket faces together. All ticket faces that are being merged must be based on the same file for the merge to be allowed.
Description Search option for the ticket face. Select a search parameter that best suits the ticket face to be located.
From Starting range of the ticket face search.
To Ending range of the ticket face search.
Search button to execute the search.
Ticket# Unique number assigned by Theatre Manager to track the ticket face.
Description Name of the ticket face.
Outlet-Owner Outlet responsible for the ticket face.
File Name Data the ticket face is composed of.
Diataxis: 

Ticket Face Detail Window

The Ticket Face Detail window displays all of the information about a ticket.

Parts of the Ticket Face Detail Window

Inserts a new ticket face. For more information on creating new ticket faces click here.
Saves changes made to the current ticket face.
Creates a duplicate copy of the current ticket face.
Reverts changes made to the ticket face back to the last saved point.
Deletes the selected ticket face. For more information on deleting ticket faces click here.
Generates a report of the ticket faces to the screen or default print location.
Ticket Face# Unique number given to the ticket face by Theatre Manager
Outlet Outlet responsible for the ticket face.
Description Name of the ticket face, if it is for a ticket, receipt, renewal notice etc.
Code used to create the ticket face. For more information on the ticket face code tab click here.
Equations calculated prior to printing the ticket. For more information on the constants tab click here.
Additional options for ticket printing. For more information on the options tab click here.
Adds a line to the bottom of the ticket parameters and opens the Ticket Face Detail window. For more information on the Ticket Face Detail window click here.
Removes the currently selected lines from the ticket face.
Ticket DPI Conversion Allows the conversion of the row and column information to a different DPI.
Enables printing of a sample ticket to the printer. Ensure the printer is correctly set up in the options tab. This is designed to print a sample ticket with sample information. To see an actual ticket with correct information the ticket face number must be entered into the Plays and Dates information for a particular play. Sell tickets to a test patron account and print them as a final test of the ticket design.

Ticket Face Code Tab

Parts of the Ticket Face Code Tab

Row Row the calculation is applied to
Column The column the calculation is applied to
Rotation The rotation of the data
Font The font used to display the data
Height The height of the characters
Width The width of the characters
Calculation Exports the ticket calculations
Add a line to the ticket face calculations.
Remove a line from the ticket face calculations.
Ticket DPI Conversion Allows the conversion of the row and column information to a different DPI.
Enables printing of a sample ticket to the printer. Ensure the printer is correctly set up in the options tab. This is designed to print a sample ticket with sample information. To see an actual ticket with correct information the ticket face number must be entered into the Plays and Dates information for a particular play. Sell tickets to a test patron account and print them as a final test of the ticket design.

Constants Tab

You use constants to add to ticket face equations. Constants replace long lines of equation that need to be repeated or in conjunction with pick statements. A pick statement may read if the constant is not met to print one thing on the ticket but if the constant is met to print something completely different. Constants allow for more editing options and can be used as many times as is needed in the ticket face.

Parts of the Constants Tab

Constant #1 First constant equation.
Constant #2 Second constant equation.
Constant #3 Third constant equation.
Constant #4 Fourth constant equation.
Opens the constant equation window. For more information on creating constants click here.
Print Ticket Depending on Value of Constant #4 If the value of constant #4 equals zero the ticket face will not print.

Ticket Face Constants

You use constants to add to ticket face equations. Constants replace long lines of equation that need to be repeated or in conjunction with pick statements. A pick statement may read if the constant is not met to print one thing on the ticket but if the constant is met to print something completely different. Constants allow for more editing options and can be used as many times as is needed in the ticket face.

An example of a constant value is:

  • CON(PATRON_FIRST_NAME,' ',PATRON_LAST_NAME).
  • This statement says:

  • Print the patron's first name, a space and the patron's last name.

Rather then having to type this information several times, CONSTANT1 can be typed to generate the patron's name. A more complicated constant may be used within the ticket face when something other then the regular ticket information is to be printer.

In addition to acting as a constant, line #4 can be set to require a value equaling something other then zero. If the value of the equation is zero, a ticket will not print. This feature can be used when a ticket is not required if a patron meets specified conditions.

Adding a Constant

  1. Open the Ticket Face List window.

    Click here to learn how to access this window.

  2. Select the ticket face you are adding a constant to.

    Single click on a ticket face to select it.

  3. Click the Open button.
  4. Click the Constants tab.

  5. Click the Lookup button.

    The Constants Detail window opens.

  6. Enter the Constant equation.

    To enter information under 'Calculation', click on 'Category' drop-down list.

    Once you have selected an option, click the 'Available Fields' drop-down list.

    This pop-up menu has two columns.

    The left column is the fields to be entered and the right column is the sample information. Select a field (for example - company name). The information that appears in the field calculation (D_COMPANY) instructs the printer to put the company name (found in Company Preferences) in this location on the ticket.

    You can type this information into the field calculation, however, if all event data is typed onto the ticket face, this prevents the tickets from being able to be used for other events. Click here for more information on Calculations.

  7. Click the Save button.

    The Constant has now been added to the ticket face and can be used in conjunction with other equations.

Options Tab

Parts of the Options Tab

Print to Port

Printer #1 Option 1 for ticket printing. Any ticket printed using this ticket face will be sent to the printer specified in the hardware setup as printer #1

This allows you to print a batch of tickets to two printers with different stock in them, depending on the event purchased. Printers do not have to be identical types or models or ports.

Printer #2 Option 2 for ticket printing. Any ticket printed using this ticket face will be sent to the printer specified in hardware preferences identified as printer #2.

This allows you to print a batch of tickets to two printers with different stock in them, depending on the event purchased. Printers do not have to be identical types or models or ports - they have to be the same manufacturer.

Dual Path Printer

Ticket Printer Path #1 Port 1 on the ticket printer. Select this option if the ticket should print to this port.
Ticket Printer Path #2 Port 2 on the ticket printer. Select this option if the ticket should print to this port.

Logo

This capability is NOT RECOMMENDED FOR USE. PCX images must be 1-Bit Black & white (not 24 bit colour or shades of grey). There is no support provided from AMS with the feature.
Some printers support downloadable pcx graphic files. PCX is is an old black and white graphics format, not often used anymore. You can only use 1-Bit (i.e. black and white) 200 DPI impages and is not as clean as pre-printed logos on tickets. Choosing to have the printer do this affects the printer performance because of the large amount of data required for the image.
PCX Logo File File name of the logo to be printed on the ticket
Search button to locate the logo file.
Opens the logo in it's designated program for viewing.
Opens the folder the logo resides in.

Creating a Ticket Face

  1. Open the Ticket Face List window.

    Click here to learn how to access the Ticket Face List window.

  2. Click the New button.

    An empty Ticket Face Detail window will open.

  3. Enter the name for the ticket face in the description field.
  4. Click the Save button.

  5. Click the Add button.

    The Ticket Face Detail window opens.

    For more information on the Ticket Face Detail window click here.

  6. Enter a Calculation.

    To enter information under 'Calculation', click on 'Category' drop-down list. Select an option and click the 'Available Fields' drop-down. The left column of this pop-up contains the fields to be entered and the right column shows sample information. Select a field (for example, company name). The information that appears in the field calculation (D_COMPANY) instructs the printer to put the company name (found in Company Preferences) in this location on the ticket.

    You can type information directly into the field calculation, however, if all event data is typed onto the ticket face, it can not be used for other events. Click here for more information on Calculations.

  7. Click the Save button.

    The equation is added to the ticket face.

  8. Click the Constanats tab.

  9. Enter constants as needed.

  10. For example, you need to have your ticket face for a single performance ( the second Saturday) not print the price for that night and the pricing is applicable to 3 promotions.

    You would enter the Constant PB_SERIES_CODE='2-Sat'+SC_DESCRIPTION='MTP Single Tickets'|SC_DESCRIPTION='Manager Discretion Comp'|SC_DESCRIPTION='Media Comp'

    For more information on adding constants click here.

  11. After you have entered your constant, click the Save button.
  12. Click the Options tab.

  13. Select the default printer settings for this ticket face.

    For more information on the Options tab click here.

  14. Click the Ticket Face Code tab.

  15. Click the Save button.

    The changes to the ticket face have now been saved. Click the Test Ticket button to preview the ticket.

Editing Ticket Faces

  1. Open the Ticket Face List window.

    Click here to learn how to access the Ticket Face List window

  2. Select the search option.

    Choose from the drop down the most effective search option.

  3. Enter the From and To range.

  4. Click the Search button.

    A list of ticket faces meeting the search criteria opens.

  5. Select the ticket face you want to change.

    Single click on a ticket face to select it.

  6. Click the Open button.

    The Ticket Face Detail window opens.

  7. Make changes to the ticket face as needed.

    For more information on editing lines in a ticket face click here.

    Use the Revert to undo changes to the last saved point.

  8. Click the Save button.

    The changes to the ticket face have now been saved.

Formatting Ticket Faces

The best way to determine the effect of changing row, column, font or any other item is to print tickets after changing one or two parameter. To edit the row parameter you perform the following steps:

  1. Double click on a line to open up the Ticket Face Detail window.

  2. Change the row parameter.
  3. Click the Save button.

    The changes have now been accepted for this line.

  4. Click the Test Ticket button.

    A sample ticket will print for review.

Row Placement

When you are formatting ticket faces, you need to think in Rows and Columns.

Row

The number of rows on a ticket face is dependent on the resolution of the ticket printer in dots per inch (DPI). The total number of rows is equal to the total number of dots that could be printed in the height of the ticket. To calculate the total number of rows available, multiply the DPI of the ticket printer, times the height of the ticket. For example:

  • If a printer has 200 DPI resolution, it prints 200 dots per inch. A two inch high ticket will have 400 dots or rows.

    By entering 300 into the row perimeter, you instruct the printer to start printing the information at the 300th dot, or 1.5 inches from the top of the ticket.

  • If the printer is 100 DPI there are 200 dots in the height.

    By entering 150 in the row parameter, you instruct the printer to start printing the information at the 150th dot or 1.5 inches from the top of the ticket.

Column Placement

The number of columns is dependent on the resolution of the ticket printer in dots per inch (DPI). The total number of columns is equal to the total number of dots that could be printed in the width of the ticket. To calculate the total number of columns available multiply the DPI of the ticket printer times the width of the ticket.
  • If the printer has 200 DPI resolution, it prints 200 dots per inch. A 5 inch wide ticket will have 1000 dots or columns.

    By entering 300 into the column parameter, you instruct the printer to start printing the information 1.5 inches from the left edge of the ticket.

  • If the printer is 100 DPI there are 500 dots in the width.

    By entering 150 in the column parameter you instruct the printer to start printing the information 1.5 inches from the left edge of the ticket.

Font Name

The fonts you can use are dependent on those built into the printer firmware. Historically, the FGL standard specifies some that are expected to be in any Practical Automation, Boca or Datamax S-Class printer that supports the FGL language. You can see them in the popup list below:

Beside the name of the font, there is a number bracketed number. This refers to the number of dots (or pixels) in each character.

A (5 x 7) font means that the font is designed to print each character 5 dots wide and 7 dots high on the ticket face.

You can alter the size of the font by changing the height or width parameter in the ticket face to make it bigger in one or both directions.

Font Height

Height allows you to customize and stretch the font height (in pixels).

For example:

  • if the font selected is (5 x 7) pixels -and-
  • the height set at 4
the vertical size of the font will change. The height of the font will be multiplied by 4 and print at 28 instead of 7.

Font Width

Width allows you to customize (stretch) the font width (in pixels).

For example:

  • if the font selected is (5 x 7) pixels -and-
  • the width set at 2
the final printed size of the font will change. The width of the font will be multiplied by 2 and print at 10 pixels wide instead of 5.

Font Rotation

Rotation allows you to print information both horizontally along the ticket and vertically across on the ticket.

The options are:

  • NR (No Rotation) means no rotation and information is printed horizontally along the ticket face.
  • RL (Rotate 90+) means rotate the text clockwise (to the left) and print from the top to bottom.
  • RR (Rotate 90-) means rotate the text counter clockwise (to the right) and print from the bottom of the ticket to the top.
  • RU (Rotate 180) means print the text upside down on the ticket face.

Note: the row and column settings indicate where the text starts to print. If you are printing using the rotation RR from bottom to top, then you may wish to have a row that is near the bottom of the ticket (and vice versa for RL)

Calculation on Ticket

There are two ways to enter information into the field calculation area of a ticket. You can type the information directly into the field calculation area or use the two pop-ups to select from a list of commonly available fields.

Both methods can be used to build a ticket. Available fields are divided into several groups.

Default Data Enables the placement of information about the company contained in the Company Preferences setup. For example, the company name, address, and telephone numbers.
Theatre Information Enables the placement of information about the Theatre pricing Map associated with the play. For example:
  • the theatre name & address
  • the section/row/seat names.
  • entry zones if you are using those

With COVID19, you may want to add an entry zone (per the image to the right) which are set up in the pricing map entry zones
Play Information Enables the placement of information about the Plays and Dates associated with the ticket. For example, the play title, play date and time, and play sponsor.
Ticket Information Enables the placement of information about the ticket sold to the patron. For example, the price paid, price discounts, and the ticket serial number. The ticket serial number is a unique number generated by Theatre Manager for each ticket.

The unique number can be printed on any ticket along with the ticket bar code field in ladder format as shown in the picture or as a QR code if using Microcom printers. All you have to do is select the bar code and make sure it prints clearly and entirely on the ticket (but not on a perforation).

Some interesting ticket calculations:

Pass/GC/Member Data Enables the placement of information about the pass, gift certificate, or membership sold to the patron. For example, purchase date, expiry date, member type, control number, and online redemption password.
  • The control number is a unique sequential number generated by Theatre Manager for each membership used for tracking purposes.
  • The redemption code is a random 15 character string generated when each pass/GC is sold and should be printed on the 'pass' ticket face if the pass is intended to be redeemed online by somebody other than the patron who purchased it. Note: it can also be printed on a form letter if passes are generated on paper documents. The redemption code cannot be seen on any screen for obvious reasons.
In other words:
Order Information Enables the placement of information about the order created when the ticket was sold to the patron. For example, the order date and total order dollar amount outstanding.
Payment Information Enables the placement of information about the payment made by the patron. For example, payment type, total payment value, and the credit card number.
Patron Information Enables the placement of information about the patron. For example, the patron name, address, and telephone numbers.
Donation Information Enables the placement of information about the donation made by the patron. For example, the campaign, donation date, and the total donation amount outstanding.
Donation Receipt Data Enables the placement of information about the donation receipt as it pertains to donation of a patron. For example, the receipt number, date the receipt was issued and the value of the receipt.
Miscellaneous Information Enables the placement of printer created information. For example, drawing boxes, drawing lines, and printing the internal ticket printing counter. The internal ticket printer number is a number generated by the printer every time a ticket is printed. If the same ticket is printed 4 times, each ticket will have an unique number.

Calculation Commands

Quick reference information for Calculation Commands

Cheatsheet

 

Calculation commands are great if you know the name of the field and you want to manipulate it.

However, sometimes you may need to add a new field from a pick list in order find the name of what you want.

The third line of the sample screen C_HOME_PHONE has no formatting in the field calculation.

This instructs the printer to left justify the home phone of the patron starting in row 15 and column 1040. To justify the phone number place the field in brackets and prefix it with the letters 'jst'. Follow the field (inside the bracket) with a comma and a single quote to start the formatting instructions, enter the formatting instructions, and close with a single quote.

For example, jst(C_HOME_PHONE,'-8') formats the field calculation to allocate 8 spaces for the home phone number and to right justify when printing.

String Justification

String Description Example
jst ()

jst(string1,number1,string2,number2,string3,number3,...) Returns a string containing the specified string left or tight justified with sufficient spaces added to make a total length specified by number.

The jst() function also includes concatenation. If number is negative the resulting string is right justified, if the number is positive the string is left justified; number must be in the range of 1 to 999.

  • jst('This is left justified',30) gives |This is left justified   |
  • jst('This is right justified',-30) gives |  This is right justified|
^n (caret) Causes the data to be centered in the field n characters wide.
  • jst('This is centered',^30) gives | This is centered |
-n (minus) Causes the data to be right justified in a field n characters wide.
  • jst('This is Right',-20) gives |*******This is Right|where * represents spaces
$ Places a $ sign in front of the data.
  • jst(PS_TOTAL_PAID,'$' gives $12.00 if the ticket price paid was 12.00
Pc Causes the part of the field not filled by the data to be filled by character c.
  • jst(PS_TOTAL_PAID,'-7P*' gives '**12.00' if the ticket price paid was 12.00
X Causes the data to be truncated if its length exceeds the field length. The default is not to truncate.
  • jst('abcdef','4') gives 'abcdef'
  • jst('abcdef','4X') gives 'abcd'
U Causes the data to be converted to upper case.
  • jst('this IS upper Case','U' gives 'THIS IS UPPER CASE'
L Causes the data to be converted to lower case.
  • jst('this IS lower Case','L' gives 'this is lower case'
C Causes the data to be capitalized.
  • jst('this IS Capitalized','C' gives 'This Is Capitalized'
Nnn Causes the data to be treated as a fixed decimal number with nn decimal places.
  • jst(0.235,'N') gives '0.235'
  • jst(0.235,'N2') gives '0.24'
E Applies to numbers only and displays a blank when the number is zero.
  • jst(0,'N2') gives '0.00'
  • jst(0,'N2E') gives ' '
, Applies to numbers only and adds commas as number separators.
  • jst(1234,'N2') gives '1234.00'
  • jst(1234,'N2,') gives '1,234.00'

String Functions

String Description Example
cap()

Returns the capitalized representation of a string, that is, the first letter of each and every word in the string is capitalized.

  • cap('tHeATre MANAGER') returns 'Theatre Manager'
con(string1, string2, [,string3] ...)

Returns a string concatenating or combining two or more string values.

 

Theatre Manager will build concatenations. Simply select more than one field from the available fields list when editing the field calculation. To format the concatenation simply treat the concatenation as one field calculation.

  • con(C_FIRST_NAME,'/',C_ADDRESS1,'/',C_POSTAL_CODE).

First name, address, and postal code information together on the same line and places a slash between each item. Formatting is limited to the group of fields linked together.

  • jst(con(MS_SECTION,', Row ',MS_ROW_NUMBER,', Seat ',MS_SEAT_NUMBER),'^38x').

Centers section, row, and seat number in a space 38 characters wide. A comma and row precede the row number and separate it from the actual number. A comma and seat precede the seat number and separate it from the actual number.

  • jst(con(dtw(PB_PERFORM_DATE),', ',dtm(PB_PERFORM_DATE),dtd(PB_PERFORM_DATE),dtcy(PB_PERFORM_DATE),' Time: ', jst(PB_PERFORM_TIME,'T:h:N A')),'^50')

Prints 'Saturday, December 21 1998 Time: 8:00 PM'. The printing would be centered in a 50 character space.

len() Returns the length of the string, that is, number of characters.
  • len('abcd') returns '4'
  • len('abcd') + 15 returns '19'
low() Returns the lower case representation of a string. Any non-alphabetic characters in the strings are unaffected by low().
  • low('tHeATre MANAGER') returns 'theatre manager'
  • low('1234') returns '1234'
mid( string, position, length) Returns a substring of a specified length, starting at a specified position, from a larger string. If position is less than 1 it is taken as 1, that is the first character; if it is greater than the length of the string, an empty string is returned. If length is greater than the maximum length of any substring of string starting at position, then the returned substring will be the remainder of string starting at position..
  • mid('Theatre Manager',9,3) returns 'Man'
  • mid('Theatre Manager',9,24) returns 'Manager'
pos(substring, string) Returns the position of a substring within a larger string. The substring must be contained within string in its entirety for the returned value to be non-zero.
  • pos(' ',J. Smith') returns 2 (the position of the space character)
  • pos('Mouse','Mickey Mouse') returns 8
  • pos('mouse','Mickey Mouse') returns 0 - note the case of the substring
upp() Returns the upper case representation of a string. Any non-alphabetic characters in the strings are unaffected by low().
  • upp('tHeATre MANAGER') returns 'THEATRE MANAGER'
  • upp('1234') returns '1234'
  • upp(mid(dtw(PB_PERFORM_DATE),1,3)) returns 'MON'
tStringFields.$splitString( String1, width, segment) Returns the Nth segment from the string string where the string is broken into even word boundaries that are no no longer than width.

CR's LF's, Tabs are converted to spaces and double spaces are then removed from within the string.

example: tStringFields.$splitString(P_PLAY_TITLE,1)

will take a long string like P_PLAY_TITLE and find entire words within the width of 40 characters and return only those.

eg, for a title like:

  • The Curious Incident of the Dog In the Night Time
  • 40 characters is: The Curious Incident of the Dog In the N
  • The last space before the 40th character is the space before the 'N'
  • segment #1 is: The Curious Incident of the Dog In the
  • Segment #2 is: Night Time
this can let you split titles and orient them dynamically on a ticket
tTicket.$getReceipt( Pixels) Prints a Moneris EMV receipt on the ticket printer using the font and rotation indicates. The receipt starts printing at the row and column specified. Each successive line will be separated by the number of DPI in the parameter. This function is best if it is the only thing in the calculation. If the payment was not taken through a Moneris EMV machine, you will want to print regular payment information instead. A sample payment receipt has been created for you that you can import which handles both EMV and internet credit card receipts in one ticket face.

Date/Time Functions

The date/time functions operate on a datestring to return date values or strings representing some part of a date/time. A datestring is a string recognizable as a date using a date format.

String Description Example
dat(datestring| number [,dateformat])

Converts a datestring or number to a date value using a second optional argument, a dateformat string. The date formatting string can be composed of the following symbols:

  • Y Year 98 (no century)
  • y Year 1998 (with century)
  • C Century 19
  • m Month short form (JUN)
  • M Month number (06)
  • n Month long form (June)
  • D Day of month (12)
  • d Day of month (12th)
  • W Day of week (5)
  • w Day of week long form (Friday)
  • V Day of week short form (FRI)
  • E Day of year (between 1 and 366)
  • G Week of Year (between 1 and 52)
  • F Week of Month (between 1 and 6)
  • dat('Dec 21 11','MDY') returns '122111'
  • dat('Dec 21 11','D m Y') returns '21 DEC 11'
  • dat('Dec 21 11','w, d n, y') returns 'Wednesday, 21st December, 1911'
  • dat('Dec 21 98','V m D Y') returns 'WED DEC 21 98'
dim(datestring,number)

Increments a datestring by a number of months. Months containing different numbers of days are accounted for.

Jan 31 96 increased by one month gives Feb 29 96, but beware, Feb 29 96 decreased by one month (using a negative number) returns Jan 29 96, not Jan 31 96.

  • dim(dat('Dec 21 98',3)) returns 'Mar 21 99'
dtcy(datestring)

Returns the year and century of a datestring as a string.

  • dtcy(dat('Dec 21 98')) returns '1998'
dtd(datestring) Returns the day part of a datestring unless it is part of a calculation when it is returns as a number.
  • dtcy(dat('Dec 21 98')) returns '21st'
  • dtcy(dat('Dec 21 98')) + 0 returns '21'
  • dtcy(dat('Dec 21 98')) + 1 returns '22'
dtm(datestring) Returns the month part of a datestring.
  • dtm(dat('Dec 21 98')) returns 'December'
dtw(datestring) Returns the week part of a datestring.
  • dtw(dat('Dec 21 98')) returns 'Monday'
  • upp(mid(dtw(PB_PERFORM_DATE),1,3)) returns 'MON'
dty(datestring) Returns the year part of a datestring.
  • dtcy(dat('Dec 21 98')) returns '98'
tim(timestring[,timeformat])

Converts a timestring to a time value using a second optional argument, a timeformat string. The time formattinG string can be composed of the following symbols:

  • H Hour (between 0 and 23)
  • h Hour (between 1 and 12)
  • N Minutes
  • S Seconds
  • s Hundredths
  • A AM/PM
  • tim('13:25:57','h:N A')) returns '1:15 PM'
  • tim('13:25:57','h:N.S A')) returns '1:15.57 PM'

Lookup Functions

The lookup functions provide a method for selecting items from a list of values.

String Description Example
max(value1[,value2]...)

 Returns the maximum value from the list of values. The values should all be numbers when numeric comparison is used or all strings when string comparison is used.

  • max(3,6,2,7) returns '7'
  • max('dagger','dog','digger') returns 'dog'
min(value1[,value2]...) Returns the minimum value from the list of values. The values should all be numbers when numeric comparison is used or all strings when string comparison is used.
  • min(3,6,2,7) returns '2'
  • min('dagger','dog','digger') returns 'dagger'
 pick(number,value0,value1,[value2]...)

Selects an item from a list of string or numeric values. The number argument is rounded to an integer and used to select the item. value0 is returned if the result is 0, value1 if the result is 1, value2 if the result is 2, and so on. If the number is less than zero or greater than the number of values in the list, then an empty value is returned. The list of values can be a mixture of string and numeric values.

  • pick(2,'A','B','C','D') returns 'C'
  • pick(2>4,'A','B','C','D') returns 'A', as 2 is not greater than 4, thus it is False, where False equals 0.
  • pick(2<4,'A','B','C','D') returns 'B', as 2 is less than 4, thus it is True, where True equals 1.
  • pick(pos('A','DEF')>0,'Price Not Found','Price Found') returns 'Price Not Found'
  • pick(pos('A','ABC'),'Price Not Found','Price A','Price B','Price C') returns 'Price A'

Number Functions

String Description Example
abs(number)

Returns the magnitude of a real number ignoring its positive or negative sign.

  • abs(1002) returns '1002'
  • abs('-203.45') returns '203.45'
  • abs('12ABC') returns '0'
int(number)

 Returns the integer part of a number; it does not round to the nearest integer.

  • int(23.1056) returns '23'
  • int('-2.66') returns '-2'
  • abs(int('-2.66')) returns '2'
mod(number1,number2) Returns the remainder of a number division, that is, when number1 is divided by number1 to produce a remainder; it is a true modulus function.
  • mod(6,4) returns '2'
  • mod(6,4) returns '2'
  • mod(9,1.5) returns '0'
rnd(number,dp) 

Rounds a number to a specified number of decimal places by dp .

  • rnd(2.105693,2) returns '2.11'
  • rnd(0.5,0) returns '1'

Labels

Entering a label, or string of characters that will be the same on every ticket, is accomplished by placing the label in single quotes.

Ontario Face Value Requirements for Ticket Price

On July 1, 2018, Ontario (Canada) introduced a law regarding the primary/secondary ticket market. While it has direct applicability to Ontario, it might also be of benefit to other locales.

  • The content of the 'Fave Value' of a ticket is set up in Company Preferences->Ticket Options
  • For e-tickets, the display of the face value is enabled in the Web Options Tab. if set, then print at home tickets and web carts will automatically show the face value along with final price.
  • There is a ticket face calculation (illustrated below) that calculates the Face Value for the ticket face prior to printing it. All you need to do is include it on your ticket faces. where desired

Adding Face Value field to a ticket face

  • add a new calculation to the ticket face
  • Select Ticket Information as the category
  • Select Sale Price (using Face Value calculation) to insert the field into the ticket face
  • Place the face value field where you want it on the ticket and save
  • Make sure to test your ticket
  • Repeat for all affected tickets.

QR Codes and Printer Compatibility

As of September 2021, we are aware of two ticket printers that can print QR codes on the ticket face:
  • Any Microcom ticket printer manufactured 2018 or later. (any purchased from Arts Management will certainly work)
  • Any Boca printer with FGL language version 46 or later. You many need to talk to Boca to make sure - the firmware comparability list is below

Practical Automation does not support QR codes at time of writing and older printers are not field upgradeable.

Sample Ticket with QR code

 

Inserting QR code into a Ticket Face

To add a QR code to a ticket face, you need to make sure that the area yo want to print it on is big enough and is high contrast.. Usually that means an ALL-WHITE stub area. If the area you chose to print the QR code on has darker coloured background you may find scanning times increased.

The steps are:

  1. Insert a new calculation line in your ticket face.
  2. Select Ticket Information from the Categories field
  3. Select QR code from the Available Fields in the image to the right.
    • That will add the correct calculation to your ticket face as per the image below
    •  

      If you are using a Boca printer you will need to update the default QR code with additional characters. Where the default code looks like:

      con('<QR6,1,1,2>ticket=',PS_SEQ,'~010patron=',PS_C_SEQ,'~010')

      backets will need to be added to the con statement following the QR references to make the code look like this:

      con('<QR6,1,1,2>{ticket=',PS_SEQ,'~010patron=',PS_C_SEQ,'~010}')

  4. Change the Column to about 890 or so - so that it prints on the stub. The ticket example above uses 890 in the ticket face code shown in the next diagram.
  5. The Row might need to be adjusted a little to move the QR code away from the edge of the ticket and center it across the narrow part of the ticket. The ticket example above uses 100 in the ticket face code shown in the next diagram.
  6. You may need to remove some of the other fields that are on the stub area of the ticket face
  7. Test the ticket face with QR code
    • Do a test print to see that it works
    • Do a test scan of the ticket using your scanners to see that it works. Working only means that the scan is successful and that the ticket will likely be rejected as not being sold, or not for this day, etc
  8. Adjust the ticket face as necessary and reprint and retest

 

Sample QR Code from the above ticket exmaple

 

Explaining the QR code format

<QR#,#,#,#>{barcode text}

NOTE: You should not change the parameters in the QR code without talking to AMS support. Only adjust the position of the QR code on the ticket face using the Row and Column settings.

All of the Quick Response (QR) bar code command parameters are optional. If omitted default values will be used. The QR command and the barcode text is all that is required. For example the command {Arts Management} will create a Quick Response 2D barcode for the text “Arts Management” using all default values.

The Parameters, explained in order, are:

  • Point Size - between 3 and 16
  • Apply Tilde - either 0 or 1
  • Encode Mode - either 0,1, or 2
  • Error Correction Level - between 0 and 3
  • {Barcode text}
Point size we have found that '4' to '6' are suitable sizes for a bar code on a ticket stub
Apply Tilde When Apply Tilde is equal to 1, the tilde (~) may be used to recognize some special characters in the input data.
  • If set to 1, you can use the format ~ddd if you want to specify the ASCII code of the character to be encoded. Default is off. For example
    • If you enter the following text in the Data field: ~029AB you will actually be encoding GSAB where GS is a delimiter ASCII 29 character. This can be used in a single string to encode GS and RS characters (GS = ASCII 29 and RS = ASCII 30). Other commonly used ASCII codes are ~009 for a tab and ~013 which is a return function. These are useful when encoding multiple fields in a single symbol.
    • Theatre Manager Linea Pro Scanners use ~010 to represent a new line between data values and this cannot not be changed.

      1 is the default for Theatre Manager and is required

Encode Mode The data represented in the symbol may be compressed by changing the encoding mode, if certain text is being encoded. Valid values are:
  • 0 for Byte (upper and lower case letters)
  • 1 for Alpha-Numeric (upper case letters only) - default for theatre Manager
  • 2 for Numeric
Error Correction The level of Reed Solomon error correction level placed in the symbol. More error correction creates a larger symbol that can withstand more damage. Valid values are:
  • 0 for Level M, 15% recovery capacity
  • 1 for Level L, 7% recovery capacity
  • 2 for Level H, 30% recovery capacity - default for Theatre Manager - may be changed.
  • 3 for Level Q, 25% recovery capacity
{barcode text} Do not change any values in this - otherwise ticket scanning will not work.

QR Code for Scanning Gifted Tickets

Scanning tickets that have been gifted to another patron in the database require the gifted patron number be included in the QR code inserted on the Ticket Face. The existing ticket face with a QR code can be updated to include the gifted patron number:

 

  1. Open the existing Ticket Face that has a QR code

  2. Locate the line of code in the Ticket Face that looks like this:

    con('<QR6,1,1,2>{ticket=',PS_SEQ,'~010patron=',PS_C_SEQ,'~010}')

  3. Double-click to open this line of code.
  4. Replace the entire code with this updated version:

    con('<QR6,1,1,2>{ticket=',PS_SEQ,'~010patron=',pick(PS_INTENDED_FOR_C_SEQ>0,PS_C_SEQ,PS_INTENDED_FOR_C_SEQ),'~010}')

 

Any tickets that have previously been Gifted and printed prior to updating the ticket face code can be unprinted and reprinted. This will ensure they can be scanned at the time of entry.

Exporting Ticket Faces

  1. Open the Ticket Faces List window.

    Click here to learn how to access this window.

    Click here for a detailed description of this window and it's functions.

  2. Select the ticket face to be exported.

    Single click on a ticket face to select it.

  3. Click the Export button.

    The Export Ticket Face dialog opens for your operating system.

  4. Browse to the location to save the file.
  5. Give the file a unique name the file.
  6. Click the Save button.

    The ticket face will be exported as a .tmf file to the specified location.

Diataxis: 

Adding Accented Letters to a Ticket Face

Printing accented letters on tickets limits you to using Font F13.

This means for any field that has an accented letter within it, the line must use font F13 (other lines of coding can be any other font you wish). This is the only available font within the default language for the ticket printer that uses the extended ASCII character set.

Click here to download a table of Font 13 codes or refer to the table at the bottom of this help page.

Why don't thermal printers support accents in all fonts?

Automatic printing of French or other European characters is not easily done using ticket printers. To understand why, is a bit of a trip through computer history. ASCII (American Standard Code for Information Interchange) is a character encoding system based on the English Alphabet. ASCII codes represent text in computers, communications equipment, printers and any other device that uses text. ASCII first came from telegraphic codes. Its first commercial application was a code for teleprinters. It began in the 1960s and the last update to the character set was in 1986. It was the standard world wide until 2008 when it was surpassed by UTF-8.

As computer technology spread, the ASCII character set spread with it and the Europeans decided to get creative and put some accented characters in some of the empty slots in the character set -- where these characters was not standardized into the exteneded ASCII set until the 1970's. Because of this the characters are non-standard and their placement in the listing in irregular.

Because this was a large problem, they invented UTF-8 (about 1992 http://en.wikipedia.org/wiki/UTF-8) , the universal character set. UTF 8 is designed to hold 2 billion plus character combinations, including the entire Chinese character set. All new computers, realizing that foreign language is a benefit, support this. Theatre Manager is fully UTF8 -- you can put accented characters into the database. You can print them on reports. You can add them to emails. all those products also understand UTF8 so characters are no issue.

Unfortunately, it is not the same for the ticket printers. Ticket printers do not understand UTF 8. They are limited to ASCII and a few variations. The only font supplied with the printers is the extended ASCII set in Font 13. Click here to access the Practical Automation Printer manual.

 

How to use FONT 13 to get accented characters

In some instances, a Play or Event title or other piece of information you need to print on a ticket face, includes an accented letter. The following instructions will allow you to make that edit.

  1. Chose Setup --> Ticket Faces to open the Ticket Face List Window.

    For more information on the click here.

  2. In order to have accented characters appear on a ticket face, you will need to HARD CODE the accent onto the ticket face. For Example, to have Théatre appear on a ticket face,

  3. Create a new ticket face, or a duplicate of an exiting ticket face.

    This will allow you to continue using the original ticket face for your events that do not require any accented characters. For more information on designing ticket faces, please click here.

  4. Double-click the line of ticket face code to edit to include the accented text.

    This opens the Ticket Face Detail window for that line of code.

    For information about formatting ticket faces, click here.

  5. Select Font F13 from the Font Drop Down Menu. .

    Selection of any font, other than F13, will print "?" for the character. Any other fonts available do not reference the extended ASCII character set.

  6. Click here to download a table of Font 13 codes.

  7. Enter the Code con(chr(128),'a devrait 'chr(136)'tre moi')

    To add the title:Ça devrait être moi

  8. Font 13 Characters and Numbers

    Click here to download a table of Font 13 codes.

    DecCharDescriptionDecCharDescription
    128
    Ç
    Latin upper case C with cedilla192
    Graphic Character
    129
    ü
    Latin lower case u with diaeresis193
    "
    130
    é
    Latin lower case e with acute194
    "
    131
    â
    Latin lower case a with circumflex195
    "
    132
    ä
    Latin upper case A with circumflex196
    "
    133
    à
    Latin lower case a with grave197
    "
    134
    å
    Pilcrow sign198
    ã
    Latin lower case a with tilde
    135
    ç
    Latin lower case c with cedilla199
    Ã
    Latin upper case A with tilde
    136
    ê
    Latin lower case e with circumflex200
    Graphic Character
    137
    ë
    Latin lower case e with umlaut201
    "
    138
    è
    Latin lower case e with grave202
    "
    139
    ï
    Latin lower case i with umlaut203
    "
    140
    î
    Latin lower case i with circumflex204
    "
    141
    ì
    Double low line205
    "
    142
    Ä
    Latin upper case A with grave206
    "
    143
    Å
    Section sign207
    "
    144
    É
    Latin upper case E with acute208
    ð
    Latin lowercase eth
    145
    æ
     ligature209
    Ð
    Latin uppercase Eth
    146
    Æ
    Latin upper  ligature210
    Ê
    Latin upper case E with circumflex
    147
    ô
    Latin lower case o with circumflex211
    Ë
    Latin upper case E with umlat
    148
    ö
    Latin lower case o with umlaut212
    È
    Latin upper case E with accent
    149
    ò
    Latin lower case o with grave213
    Latin lower case dotless i
    150
    û
    Latin lower case u with circumflex214
    Í
    Latin upper case I with accent
     151
    ù
    Latin lower case u with grave215
    Î
    Latin upper case I with circumflex
    152
    ÿ
    Latin lower case y with umlaut216
    Ï
    Latin upper case I with umlaut
    153
    Ö
    Latin upper case O with umlaut217
    Graphic Caracter
    154
    Ü
    Latin upper case U with umlaut218
    "
    155
    ø
    Small slashed zero219
    "
    156
    £
    Pound Sign220
    "
    157Ø Large slashed zero 221
    "
    158
    x
    Times222
    Ì
    Latin upper case I with grave
    159
    ƒ
    Latin lower case f with hook223
    Graphic Character
    160
    á
    Latin lower case a with acute224
    Ó
    Latin upper case O with accent
    161
    í
    Latin lower case i with acute225
    ß
    Eszett or Sharp S
    162
    ó
    Latin lower case o with acute226
    Ô
    Latin upper case O with circumflex
    163
    ú
    Latin lower case u with acute227
    Ò
    Latin upper case O with grave
    164
    ñ
    Latin lower case n with tilde228
    õ
    Latin lower case O with tilde
    165
    Ñ
    Latin upper case N with tilde229
    Õ
    Latin upper case O with tilde
    166ªfeminine ordinal indicator 230
    µ
    Micro sign
    167
    º
    Degree Symbol231
    þ
    Lower case letter Thorn
    168
    ¿
    Inverted Question Mark232
    Þ
    Upper case letter Thorn
    169®Registered Trade Mark - note it is not the 'tm' symbol233
    Ú
    Latin upper case U with acute
    170
    ¬
    Not sign234
    Û
    Latin upper case U with circumflex
    171
    ½
    Fraction one half235
    Ù
    Latin upper case U with grave
    172
    ¼
    Fraction one quarter236
    ý
    Latin lower case y with acute
    173
    ¡
    Reversed Exclamation Mark237
    Ý
    Latin upper case Y with acute
    174
    «
    Left-pointing double angle quotation mark238
    Graphic character
    175
    »
    Right-pointing double angle quotation mark239
    "
    176
     
    Graphic character 240
    "
    177 " 241
    "
    178
     
    " 242
    "
    179 " 243
    "
    180 " 244
    "
    181
    Á
    Latin upper case A with acute245
    "
    182
    Â
    Latin upper case A with circumflex246
    "
    183
    À
    Latin upper case A with grave247
    "
    184©Copyright248
    "
    185
     
    Graphic Character 249
    "
    186 " 250
    "
    187
     
    " 251
    "
    188
    " 252
    189
    ¢
    Cent Sign253
    "
    190
    ¥
    Yen254
    "
    191
    Graphic Character 255
    "

Adding Quotes to Text on a Ticket Face

There are times when the text on a Ticket Face may be required to appear in quotes. This can be done with the use of single quotes around a set of double quotes. An example would be:

' "I have quotes" '

The text opens and closes with single quotes. Within the single quote are double quotes that will appear on the ticket as a part of the text. You can have as many double quotes as are required within the single quotes.

Deleting a Ticket Face

Once a ticket face has been deleted, it is gone. If a particular ticket face is not useful at present, you can mark it inactive by removing the check from the Active box on the Ticket Face Detail Window for that ticket face.

To delete a ticket face, you perform the following steps:

  1. Open the Ticket Faces List window.

    Click here to learn how to access this window.

    Click here for a detailed description of this window and it's functions.

  2. Select the ticket face to delete.

    Single click on a ticket to select it.

  3. Click the Delete button.

    The delete confirmation dialog opens.

  4. Click the Delete button.

    The ticket face is removed from Theatre Manager.

Accented Characters and Ticket Faces

Tickets, whether they are being printed to a Practical Automation, BOCA, Datamax or other printer, utilize a programming language known as FGL (Friendly Ghost Language).

FGL will print some accented characters, however, it will only print in Font F13. Since Font F13 is generally impractical for text usage on an entire ticket face, and to allow clients to use the entire range of fonts provided by Practical Automation/BOCA printers, Theatre Manager strips accents before it sends the ticket data to the ticket printer.

In order to have accented characters appear on a ticket face, you will need to HARD CODE the accent onto the ticket face. For Example, to have Théatre appear on a ticket face,

  • Start by creating a new ticket face, or a duplicate of an exiting ticket face. This will allow you to continue using the original ticket face for your events that do not require any accented characters. For more information on designing ticket faces, please click here.
  • Make a line that says "Theatre" on the ticket face.
  • And a second line that says "`" (that's an accent).
  • Place the accent appropriately on the face so it appears over the e.

This will work for hard coded words, but not for database generated fields such as names.

So while Theatre Manager can print the accented é to a regular printer (for reports and such), it will not print to a ticket printer because of the print language used by the printer.

For Macintosh alternate keys (for non-ticket printing usage) click here.

For PC alternate keys (for non-ticket printing usage) click here.

Mail Lists Setup

Although Mail Lists does technically fall under System Setup, the category itself is so big and so often used by clients, it has it's own place in Theatre Manager's Online Help. Click here to access Mail Lists help.

System Tables

Many setup items fall under the System Tables category. Most of the customizable or drop-down fields that must be populated in Theatre Manager fall under System Tables. Please find links to all of these items below.

Code Tables

Code Tables are used to control the values selected in user defined fields. The values entered for each Code Table category appear in a Drop Down, Pop Up field, or Calculated fields. You can add new values to the Code Tables, when nessesary, and you create as many values for the Code Tables your company requires.

You access the Code Tables through the Setup >> System Tables >> Code Tables Menu.

The Code Table Data Window opens.

Diataxis: 

Inserting Values

To insert a value into an existing code table, you perform the following steps:

  1. In the left column of the Code Tables Data window, highlight the table you want to insert a new value.
  2. Click the New button in the Code Tables Data window ribbon bar.

    The Code entry dialog opens.

  3. Enter the new code.
  4. Set the status of the new code.

    When inserting, the default is always "Active".

  5. Click the Save button.

    The new code is now saved and added to the code table.

Diataxis: 

Editing Values in a Code Table

You can edit the value of a entry in a code table but by changing it you will be changing all records which used the previous value.

  1. Double Click the value you would like to edit.

  2. Change the value as needed and click the Save button.

    The value will be changed in the code table and on all records which contained that value.

Diataxis: 

Changing Value Status

Changing the status of a code table value is a good way to remove a value from use temporarily.

To change the status of a Code Table value, you perform the following steps:
  1. Select the Code Table and Table Etrey value you would like to change the status of.

  2. Click either the Activate or Inactivate Buttons depending on which status you would like to change the value of.
Diataxis: 

Setting or Removing a Default Value

Some code tables allow setting up a default value to be used when inserting a new record into Theatre Manager. For example, if the salutation code table had a default value of "Mr. and Mrs." This feature reduces the amount of time it takes to input information into Theatre Manager. Values that do not change each time a new record is inserted can be predefined.

Setting a Default

  1. Select the value from the appropriate code table.

    Single click the value to highlight it.

  2. Click the Set Default button.

    A bullet should now appear beside the value, signifing the default code table value.

Removing a Default

  1. Select the default value from the appropriate code table

    Single clicking the value to highlight it. This will be the value that is marked by the bullet.

  2. Click the Remove Default Button

    The default should now be removed. If the bullet has disappeared the process was successful. There is no longer a default value.

Diataxis: 

Merging Code Table Values

Merging Code Table Values can take some time as it depends on how many values you are merging and the number of times they have been merged. Make a backup of your database before you perform a merge on code table data. Click Here to learn how.

  1. Select the values that you would like to merge.

  2. Click the Merge button.

    The Duplicate Search Options Window will open.

  3. Select the value you would like to merge all data into then click Merge

    A Warning Window will open asking you to confirm the merge.

  4. Click Yes to continue with the merge.
Diataxis: 

Deleting Values

To determine if you can delete data from a code table, check the Delete Button. If the button is inaccessable (greyed out) no data can be removed from the table. Once a code has been assigned to a record it cannot be deleted. If you want to prevent further use of an value, and you can not delete it, disable it. Click here for more information in changing the status of a vaule.

To delete a value, you perform the following steps:

  1. Choose the code value to be deleted

    Do this by single clicking the value.

  2. Click the Delete button.

    The Delete a Record confirmation dialog opens.

  3. Click the Delete button to complete the deletion

    The Value is now be deleted and has been removed from the table.

Diataxis: 

Reloading Table Values

When you launch Theatre Manager, the current values from the Code Tables are loaded into memory. Adding new values or editing existing values does not reload the values stored in memory for other employees currently logged onto Theatre Manager. To see any changes made, all users need to re-launch Theatre Manager to see all changes made by other users updated in memory.

To reload all the changes made to the code tables, you need to perform the following steps:

  1. Close Theatre Manager.
  2. Start Theatre Manager.

    Any changes made to the code tables will be visible and available.

Diataxis: 

Code Table Options

The pages that follow provide specific details about the various options available inside Code Tables.
Diataxis: 

Access groups

Security levels or Access groupings define functional groups of people as per the examples in the screen below. These access groups can be
  • As broad as a department
  • As specific as a person or two

To use this feature, you need to do three things:

  • Create a list of departments of access groups to suit your needs in this code table
  • Assign an employee to one or more access groups
  • Assign a specific record to one or more groups using the access field on each record. If the employee matches any one of the groups, they will be able to see the data. This applies to:
    • Donation records
    • Ticket Sales
    • Ticket Reporting
    • Tasks
    • Mail Lists
    • Donation Campaigns
    • Play Access
    • Performance Access
    • Volunteer Activities
    • and more
Diataxis: 

Using Access Groups

Certain types of records within Theatre Manager may need restrictions as to who can view/edit them. If this is the case you will see a field on the screen labelled 'Access' as per the first image.

When you click on the popup, there are 3 options to choose from and which are explained below. These security access groupings are defined in code tables and need to be assigned to an employee.

All Groups If you have access to all groups (form employee prefernces) or if the current record allows access by all employees, you will be able to set that 'all groups' have access.

This setting means that anybody may view or edit this particular record.

My Access The setting allows you to change the access of the current record to provide at least the same access that you have.

You cannot remove groups that you do not have access to, so that means if you only are assigned the box office and finance groups, and the existing record has box office and marketing, marketing will still have access.

Custom If you select this option, you will see a floating window like the image below. You will only see groups to which you are assigned and you can indicate which ones other employees will need to access the record.

If there are groups to which you do not belong and that are part of the security for this record, you will neither see them, nor be able to change them and they will always be put back onto the security string.

This means you can

  • give or take away access to groups you belong to
  • but not groups that you do not.

Diataxis: 

Country

The Countries in the code table list appear in the Country drop down list in the Patron window, Default Data, Maps, Web Sales, and other places using the Country drop down list in Theatre Manager.

You can shorten the list by setting countries to inactivate, or if a country is not a 'System' country, it can be deleted from the code table. If a country is not in the Code Table, it can be added.

For 'System' countries, Theatre Manager has built in controls for phone numbers, postal codes, and more. Currently these are:

  • Canada
  • USA
  • Australia
  • New Zealand
  • Depending on the region, defaults can be set. For more information on setting a country as a default in the Company Defaults, click here.

    For more information on how to access the Country table click here.

    For information about editing values in Code Tables, click here.

Diataxis: 

Course Attendance Reasons

Course Attendance Reasons must be setup in Setup > >System Tables >> Code Tables before they can be used in Courses.

The field settings are:

  • Attendance Reason - this is a short description to appear online in the patrons' attendance record. Examples: 'away' or 'sick'
  • Expanded Description - is a longer description for lists for the attendance reason. Examples:
    • 'cannot attend - personal reason' or
    • 'caught the current flu going around'
  • set the status to be active or in active
  • indicate that the attendance reason as being patron usable. If this flag is set, then a patron can use this excuse to set their own attendance to a class within a course using the online module. For example, if a student could not attend one day in a drama class, ballet class, swim class or pilates session they can indicate why they cannot come so that the instructor knows who will be present that day.

Staff can use all reasons that are active, including those that are marked not patron usable

For information about editing values in Code Tables, click here.

To see where and how Course Attendance Reason is used in Courses, click here.

Diataxis: 

Course Level

Course Levels must be set up in Setup> > System Tables >>Code Tables before they can be used in Courses and Report Cards.

For information about editing values in Code Tables, click here.

Diataxis: 

Course Report Card Categories

Report Card Categories also have to be setup before Report Cards can be used. Go to Setup>>System Tables>>Code Tables to find Report Card Categories and assign values to it.

For information about editing values in Code Tables, click here.

Diataxis: 

Course Report Card Ratings

Just like Categories, Report Card Ratings have to be defined in Code Tables before they can be used. Go to Setup>>System Tables>>Code Tables to find Report Card Ratings and assign values to it.

For instructions on assigning values to Code Tables, click here.
Diataxis: 

Default Posting Accounts

Specific general ledger asset and income accounts are required to be defined prior to Creating Sales Entries and performing Deposits.

Refer to the section General Ledger Accounts to create the account information. Click here for more information.

For information about editing values in Code Tables, click here.

Because these code table values are defaulted, you may not insert a new default account or delete an existing account, however, you can edit an existing account. The result values are the types of default accounts that must be set up in Theatre Manager.

You must assign a General Ledger Account number to each of the defaulted values. The general ledger accounts you use must be created to carry out the sole purpose of the default value.

For example: Once you have an accounts receivable account, that account will only be used as an accounts receivable account.

Note: The donation main bank account and the transfer bank account have special meaning cannot be the same.

Refer to the help on setting up Restricted Donation Accounts for more information.

 

Editing a Default Account

The default accounts should not need to be edited or changed very often. There may be times which you need to.

For example: When upgrading Theatre Manager, sometimes new default accounts are added, or you may desire to change the account numbers on a yearly basis. Before editing a default account ensure that there is a general ledger account number that is set up.

Refer to Creating General Ledger Accounts for more information.

  1. Double click on the account to be edited.

    The Entry of Account Description Window opens.

  2. Enter the G/L account number.

    If you do not already have a general ledger account number setup in G/L accounts do so now. Entering a G/L Account number here, will assign a general ledger account to the default account in code tables.

    For example: The default account "Exchange Fees" is assigned the G/L Account # 4 - 2000 - 200. Therefore all revenue generated from exchange fees will be posted to that account number.
  3. Enter an account purpose (or description).

    This field should be already filled in. You may change the name if you like, but it is not recommended.

  4. Click Save

    The changes have now been saved.

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Special accounts for Outlet Setup

Please take care setting up the accounts below. They are design to act like 'revolving accounts' for sales an receivables. If set up properly, the periodic outlet balancing process should be relatively straight forward.
Account Purpose Account Type Description and what happens in your outlet What happens in the other outlet
A/R Ticket Sales Other Outlets Owe You Asset If you allow another outlet to sell your tickets, an entry will be made to this account for the amount that they owe you. This is why it is normally an Asset account (receivables)

The offset account for the tickets will be the accounts in the accounting tab of the event setup window

The other outlet will have taken the payment for the tickets and they will owe you money.
  • The payment is debited the asset accounts (in their books) that they have set up in the payment code tables under their outlet.
  • The offsetting credit will be their A/P Ticket Sales owed to other outlets. This is described below.
In general, tickets the other outlet sells is owed to you, less commissions.
A/R Commissions owed from other outlets Asset When you sell tickets for another outlet, you can receive a commission for the sale (if they set one up in Commission Setup

The amount that the other outlet owes you

  • is debited in this receivables account
  • and is credited to the special Commission Income account (below)
Commission setup has an accounting tab.

When a commission is owed to an outlet, the accounts in the commission tab are used for the outlet:

  • Commission Cost of Sales is Debited
  • Outlet Payable Account is Credited
A/P Ticket Sales owed to other outlets Liability This is the account used to track money you owe to the other outlet after selling one of their tickets. It is the reverse of the description of the 'A/R Tickets sales other outlets owe you' under the last column - what happens in the other outlet. Essentially, your outlet:
  • puts money for the sale into your bank
  • owes the other outlet
This is also the reverse of the description of the 'A/R Tickets sales other outlets owe you' under the third column - what happens in your outlet other outlet.
Commission Income from all other outlets Income When you sell a ticket for another outlet, any commission due to you is offset into this account. (see 'A/R Commissions owed from other outlets - fourth column') When another outlet sells your ticket, the commission payable is placed into the account in the commission setup. (see 'A/R Commissions owed from other outlets - third column')
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Donation Campaign Category

The Donation Category Code Table values are displayed in the Description Tab on the Donation Campaign set up window and are used to categorize donations for online sales.

items appear online in the sort order (alphabetical) and the external name is used to categorize and provide headers for each group. You can access various categories online using direct links in emails or web pages

Suggested values to enter into this code table for external name are:

  • Gifts to Capital Campaign
  • Donations to Individual Campaigns
  • Support our Educational outreach

There are 3 fields:

  • External Name - see above
  • Internal Name - which can be the same as external name, or if you prefer a different set of names, for internal use, enter them instead
  • Sort order - which is the order in which the categories will be displayed online. You may want this to be different than the alphabetical sort order of the names for marketing purposes. Eg, Individual Donations are in the middle of the alphabet, but you may want them to be first in the online web page, so make the sort order for this a a '1' and for Gift Certificates, make that a 2 or a 3, etc.

For information about editing values in Code Tables, click here.

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Donor Asset Types

Donor Asset Types must be set up in Setup> > System Tables >>Code Tables before they can be used in the Patron Management Assets tab (for statistics).

For information about editing values in Code Tables, click here.

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Donor Giving Capacity

The Donor Giving Capacity values are displayed on the Donor Tab on the Patron Window. Click here for more information on the Donor Tab.

For information about editing values in Code Tables, click here.

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Donor Moves Management

The Code Table Moves Management is used to track interactions with Donors and Potential Donors. Moves Management can be used to track Patrons as relationships are built, donations given and contributions increase.

Click here for more information on the Donor Tab.

For information about editing values in Code Tables, click here.

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Donor#1 Popup Field

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details.

These fields can be made manditory fields through the Mandatory Data Tab in Company Preferences. You can also change their names in the Appearance Tab of Company Preferences. This way you to customize Theatre Manager to your venue's requirements.

For information about editing values in Code Tables, click here.

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Donor#2 Popup Field

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details.

These fields can be made manditory fields through the Mandatory Data Tab in Company Preferences. You can also change their names in the Appearance Tab of Company Preferences. This way you to customize Theatre Manager to your venue's requirements.

For information about editing values in Code Tables, click here.

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Donor#3 Popup Field

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details. They can also be made manditory fields through the Mandatory Data Tab in Company Preferences and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your venue's requirements.

click here.

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Facility Calendar Types

Calendar Types are set in new Tasks as they are inserted into the Calendar in Facility Managment. There are "permanent" system Calendar Types built into Theatre Manager.

Facility Calendar Types are built-in codes you do not have to set up. While you cannot change the meaning of each of these, you can change the description to something more meaningful to your organization.

These are used as the general types for the Facility Task Types you will use to define the type of each task.

Click here, to learn more about Calendars.

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Facility Project Types

Facility Project types are used to assign a particular type to a project, such as Wedding, Conference, etc.

For information about editing values in Code Tables, click here.

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Facility Resource Groups

Resource Groups are categories for different types of Resources in Theatre Manager's Facility Management module. Resources can be grouped under different headings. The default heading in Theatre Manager is the Generic Resource.

Click for more information about Resources, Resources, Inventory and Merchandise.

The default setting in Theatre Manager is the Generic group. Other groups can be added as needed.

Groups might be for internal resources and those sold on line. Examples might be:

  • Typical internal resource groups
    • Light devices
    • Sound equipment
    • Rooms
  • Resource groups that might also be sold online could be
    • Merchandise
    • CD's and Music
If you wish, you can add a sub category to the resource group in another table to collect like type items for display online.

For information about editing values in Code Tables, click here.

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Facility Resource Sub Groups

Resource Sub Groups are sub categories of resources within a resource group in Theatre Manager's Facility Management module. Resources can be grouped under different headings. The default heading in Theatre Manager is the Generic Resource.

Click for more information about Resources, Resources, Inventory and Merchandise. The default setting in Theatre Manager is the Generic group. Other groups can be added as needed.

Resource Sub Groups are intended to be sub-classification within a resource group when items are sold online. For example, a resource group of Merchandise might have subgroups like

  • Men's t-shirts
  • Womens t-shirts
  • Hat's
When inventory resources are assigned to the subgroup, they are lumped together online making it easier for people to buy something. In the Men's t-shirts example, all items in that category will be lumped together and a pop-up will show the sizes and colours so that all a patron has to do is select the size.

i.e. there is one Men's t-shirts with a bunch of sizes/colours on the web pages.

For information about editing values in Code Tables, click here.

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Facility Task Types

The Facility Task Types are those that appear in the Task Information Window, Task Type drop down.

  1. To enter a new task type, click the new button.

    The Task Type Add window opens.

  2. In the Calendar Type tab, select the Calendar Type the task is to be associated with, from the drop down list.

    You can also choose a color for the task on a calendar.

  3. Click the Save button.

    The Default Security tab is now available.

    You can now choose a security level. Security indicates which groups of employees can view/change information for tasks of these types when they are created. You can change any of these and they will apply to the next task of this type created. Prior tasks are not affected.

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Facility Volunteer/Personnel Pricing Levels

The types of activities your organization's volunteers engage can not only be set up, assigned and tracked inside Theatre Manager but if you have the Facility Module, Pricing Levels can be established and changed to reflect things like Overtime and Stat Holidays. You define pricing levels for the volunteer on the Facility Billing tab of a Volunteer's Activity window.

  • Click here for more information on the Facility Billing tab.
  • For more information on volunteer management inside Theatre Manager click here.
  • For information about editing values in Code Tables, click here.
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Folder Names

The Code Table Folder Name is used to categorize and organize Folders within Theatre Manager. At the current time, these Folders can be found when saving Form Letters or Mail Lists

You can create folders where you can store Form Letters and Mail Lists. It makes it handy to separate them by department, for example. You could have a Development folder and a Box Office folder. The Box Office would store all their Mail Lists in the Box Office folder - then when the Development staff go looking for a Mail List, they don't have to wade through all the Box Office Mail Lists to find their own. Folders can be used as search options in the Form Letter List and Mail List windows to ease the search time for the desired Form Letter or mail List.

The folders can be divided by department or person, or any other division you want.

For information about editing values in Code Tables, click here.

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Gender

The gender table contains the following genders as a minimum. You may add more if there are options that you need for your venue. For example, we have heard that some students are now indicating that the 'Prefer not to Say'.

The Gender code table is also linked to the salutation table. If people pick a salutation, you can indicate the gender that is to be associated with the salutation. For example, Mr. generally translates to 'Male'. If a patron picks that as a salutation, Tm will help by setting their gender to Male, if it is set to the default of 'Unknown'

For information about editing values in Code Tables, click here.

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Letter Types

Letter types are displayed in the Form Letters Window accessable through the Letters Tab.

Types allow you classify the types of letters that can be created and sent to patrons

For information about editing values in Code Tables, click here.

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Media Types

The Media Types are used to maintain the type of press for members of the media.

Click Here to view the help on Media Management.

For information about editing values in Code Tables, click here.

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Member, Pass and Gift Certificate Categories

The Member Category Code Table values are displayed in the Description Tab on the Member type set up window and are used to categorize passes and gift certificate for online sales.

items appear online in the following sort order:

  • Alphabetical by the 'sort order' of the category (multiple categories can have the same sort order), then by
  • External name used to categorize and provide headers for each group, then by
  • The actual pass/gift certificate name within the category
You can create online links to various categories online using direct links in emails or web pages

Suggested values to enter into this code table for external name are:

  • Gift Certificates
  • Memberships
  • Subscriptions
  • Passes

There are 3 fields:

  • External Name - see above
  • Internal Name - which can be the same as external name, or if you prefer a different set of names, for internal use, enter them instead
  • Sort order - which is the order in which the categories will be displayed online. You may want this to be different than the alphabetical sort order of the names for marketing purposes. Eg, Subscription Passes fall towards the end of the alphabet, but you may want them to be first in the online web page, so make the sort order for this a a '1' and for Gift Certificates, make that a 2 or a 3, etc.

For information about editing values in Code Tables, click here.

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Mktg Field #6

The Marketing Code Table values are displayed in the Marketing Tab on the Patron Window. They can also be made manditory fields through the Mandatory Data Tab and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your own venue's requirements.

For information about editing values in Code Tables, click here.

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Mktg Field #7

The Marketing Code Table values are displayed in the Marketing Tab on the Patron Window. They can also be made manditory fields through the Mandatory Data Tab and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your own venue's requirements.

For information about editing values in Code Tables, click here.

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Mktg Field #8

The Marketing Code Table values are displayed in the Marketing Tab on the Patron Window. They can also be made manditory fields through the Mandatory Data Tab and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your own venue's requirements.

For information about editing values in Code Tables, click here.

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Order Reasons to Buy

The Reasons to Buy (or why did patron buy) code table is used to maintain what made the patron purchase tickets. This code table is used on the payment window. This can be used for determining the effectiveness of the marketing tools your company is using.

It is recommended that this code table be somewhat specific and contain between 10 and 25 key possible reasons for why patrons buy from your organization. Examples might be:

  • some newspaper sources
  • some social media sources
  • some sources based on annual activities like subscriptions, fundraiser, or donation
  • some sources based on referrals like friends

The Revenues by Why Did Patron Buy report is a great way to summarize this data for relevant events and periods of time.

You can make collection of this data mandatory for all orders by enabling the reason to buy option in System Preferences.
For all values in this table, you will want to take care in where you make them available.
  • Available at box office
    • will likely be checked for most reasons, but may not be checked for reasons like Facebook Referral or what have you.
    • You may also any to disable seasonal things when not appropriate such as Subscription or Christmas Flyer and then enable them again when appropriate.
  • Available on internet
    • should be unchecked for reasons that a customer should not pick.
    • e.g. <forgot to ask> is not really suitable for online sales.
For online donations, you will want a code table entry that:
  • indicates that the order is for donations (e.g if the word donation is in the reason to buy list, it is probably sufficient)
  • is active
  • has the Available on internet unchecked so it cannot be picked during online ticket orders.
  • is placed in the tmcheckoutdonationreasontobuy.html web page for donation only onliny orders.

For information about editing values in Code Tables, click here.

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Pass/G.C. Card Status

The member card status codes are displayed on the Member Card Window. They are used as a reference as to the status of the card. Each card status may be set as 'active' or 'inactive'. Inactive card types do not count towards the maximum access card limit for a pass/Gift certificate setup-> edits tab.

Click here for more information on the Member Card window.

For information about editing values in Code Tables, click here.

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Patron Age Codes

The Code Table Age Codes is used to categorize personnel and/or volunteers into particular age ranges. If the age is unknown, then an age code Unknown may be useful. Age codes could also be specific birth years if required.

For information about editing values in Code Tables, click here.

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Patron Location

The Code Table Patron Location is used to categorize the locations or categories that can be found though-out patron data entry for:
  • phone numbers
  • addresses
  • e-mail addresses
  • web site addresses
Note: for addresses, you can indicate if 'Company/Title' should be printed on the address label or form letter address. This field would be checked for 'work' addresses, and not for 'home'. If the company name is not marked to be printed on an address (in codetables), it never will for labels or form letters

For information about editing values in Code Tables, click here.

 

Default Locations used at the Box Office

Every code table can have a default value indicated by the '•' at the left of the code table entry. This is important to set for the Location table as it affects which location is used by default. In the example below:

  • Home is the default location, so it will appear in the new patron entry screen.
  • Home is allowed to be used for:
    • Phone numbers so the default for all phone numbers entered at the box office is 'home'. If you don't want that for a specific phone number, you much change it on the patron window
    • E-mail - which is shown as the default for email entry
    • Web site - which is shown as the default for web sites
    • Address - which is shown as the default for addresses
  • Home is not allowed for fax in this example. The default for fax will be one of other locations that allows fax numbers

 

Default Locations used on the web Site (for new patrons)

Locations on the web are a bit more granular and refer to the code tables for values, but do not use the code tables for position of usage.

For example, on the web you may want to:

  • Only allow certain items to be entered
  • duplicate some of them (like allow entry of multiple phone number)
  • Change the order in which they are presented

to do this, you edit the file called constantPATRONCONTACTNEW.txt that is in the tmTemplates folder. In that file, you would have a number followed by a tab, followed by the name of the location from the code table. The number reflects the meaning of the contact data. Always put Email first. The following is an example:

4 tab Home   where

  • 4 means email per the legend -and-
  • Home is the value to use which must exist in code tables and be valid for that entry

so a reasonable list of entries are:

Number Value Description
4 Home the default email address is 'home' it does at the top opf the new patron web page
1 Home the default mailing address is also 'home' which goes in the address section of the web page. If you put a second address in this table, you could allow patrons to enter a work address or leave it blank.
2 blank A blank entry means take the default location for a phone from the code tables. In the example of the code table above, it would also be 'home'
2 Work means add a second entry field for another phone number and label it 'Work'
2 Cottage means add a third entry field for another number and label it 'Cottage'

The above table do not have any entry for 3 (faxes) or 5 (web sites), so those options will not be presented to the user.

 

Default Locations used on the web Site (for existing patrons)

There is a similar file called constantPATRONCONTACTEXISTING.txt with the same rules for existing patrons. Theatre Manager will always show all the data in the patron record and no more. If you want to have some empty fields for additional data, you can add more to the template.

For example, if you want to allow up to 3 phone numbers, then you might have a table of

  • 2 tab Home
  • 2 tab Work
  • 2 tab Mobile
Theatre Manager will fill the appropriate ones in from the patrons record and leave blank ones it cannot find, so the patron may add them if they wish.

 

Default Locations used on the web Site (for existing patrons)

There is a similar file called constantPATRONCONTACTLIMITED.txt with the same rules if you are using limited profile patrons to specify what those phone or emails will be called when a patron fills them in.

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Patron Name Suffixes

Name Suffixes are chosen from the Patron window. These can be included when sending letters to patrons.

For information about editing values in Code Tables, click here.

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Patron Relationships

Patron Relationship tracking is a convenient way to know the nature of the relationship amongst patrons such as: whether two people share a subscription and sit together, who works on external Boards together, or what guardians can pick up a minor after a class.

The example below provides some ideas for the relationship code table that you can enhance to suit your business and CRM requirements.

Making a relationship entry under one patron automatically makes an entry under the other patron. The code table allows you to create terminology that clearly defines both sides of the relationship. For example:

  • in a family relationship you could use Parent/Child to show who is the parent in the relationship and who is the child.
  • a work relationship could be supervisor/employee.
  • some relationships might use the same words like coworker/coworker.
  • some political relationships could be Knows the Mayor/Is known by the Mayor

Use any pair of words that helps you define the relationship.

For information about editing values in Code Tables, click here.

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Patron Salutations

The Patron Salutations code table is used to maintain the salutations on the patron and employee windows.

Default Gender Setting the gender allows the gender to be automatically tagged in the patron's record when a salutation is applied to a patron's record. Then there is no guessing as to who you are talking with. Gender can be used in search criteria for reports, exporting and mail lists and are created in the gender table.
Status Allows the salutation be changed between Inactive or Active. Some salutations are not changeable and are marked as Permanent or System. This field is searchable.
Available At Select areas where the salutation can be used in the Box Office, Development, or Internet. More than one choice can be used. This field is searchable.

For information about editing values in Code Tables, click here.

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Setting Patron Salutation As Mandatory On Patron Insert

To make the salutation a mandatory field whenever a new patron record is created:
  1. Go to Setup >> System Tables >> Code Tables.
  2. Scroll to Patron Salutation.

    A blank salutation is set as a default by Theatre Manager. The default value in a code table is marked with a dot to the left of the entry.

  3. Highlight that blank salutation and click the Remove Default button.

    This removes the blank default salutation.

  4. Remove the blank salutation using the Delete button.

    If it has been used in a patron record, you will not be able to remove it. Mark it inactive.

  5. To mark a value inactive, follow instructions found here.
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Patron Type

The Code Table Patron Type is used to sort patrons records into categories. This information is used for Patron Records.

For information about editing values in Code Tables, click here.

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Payment Methods

The Payment Methods Code Table is used for setting up various forms of payment types used to pay balances on orders such as credit cards, cash, interac, cheque, other, etc.
  • The payment Code is the abbreviated form that is found throughout Theatre Manager.
  • The Payment Method is the full description of the payment type that appears online and at the box office.
  • Security Group Access provides
    • Ability to set which groups of people can use the payment method. It means you can set access to some of the custom payments to certain people. Eg. There may be some different ones for education, development, group sales or inter departmental transfer payment types.
    • Security cannot be use for the 7 built in payment methods below (eg ~CASH, ~CHECK ,etc)
  • The G/L account column displays the GL asset account that a particular payment is posted to.
  • The Sort Order allows you to organize the payment method display order where paymetns are listed online and at the box office. this way you can put your commonly used items at the top of the list. Sort order is 10 characters, alphabetic
  • Payment types are one of:
    • Credit Card - can be used with merchant providers or EMV devices to authorize cards. You must have contracted with your merchant provider to use each card type you want to accept. There are some specific values for the payment code if the payment type is 'Credit Card'. These are:
      • VISA - for Visa
      • MCARD - for Mastercard
      • DISC - for Discover
      • DCCB - for Diners Club
      • INTRAC - for Interac (debit) in Canada
        • currently only supported for Moneris EMV cards.
        • You cannot accept INTRAC without using an EMV device.
        • This method is removed from the payment list when doing refunds -- but it can be used for EMV refunds since the choice of refund method is then based on the card the patron actually uses.
      • JCB - for JCB cards
      • UPAY - for Union Pay (Chinese branded)

      This will ensure that Theatre Manager validates for the required number of digits for each card type, and have the correct numeric algorithm. An error message is displayed if the numbers are not entered correctly, to assist card entry.

      Before changing the merchant provider for a credit card payment method, please read about the ramifications
    • EFT - (Electronic Funds Transfer) can be used, amongst other things, for post dated payments and produce an export file during end of day. The export file is formatted to your bank and will cause funds to be transferred from patrons to your account.
    • System - are 7 special built in system payments that cannot be deleted (only inactivated) like cash, check, voucher, pass/gift certificate redemption and gift in kind. They cause Theatre Manager to behave in a distinct way and ask for special data to be entered for that payment method.

      These built in payment methods are:

    • Other - can be used for any other payment methods such as intra-campus PO's or payment entered in another system and recorded in TM - those which cannot be accommodated in the standard payment methods

Please refer to Rounding of Cash Payments if you are in Canada or another country that requires rounding of certain payment methods.

While this features is typically used for cash, you can use on any payment method

For information on how to access the payment method table click here.

For information about editing values in Code Tables, click here.

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Inserting a New Payment Type

Inserting a New Payment Type is used to add options to the Payment Methods category.

  1. Create a general ledger account number.

    Entering a new payment type in Code Tables requires entering a General Ledger Account number for the card type in the Chart of Accounts.

  2. Open Code Tables.

    Click Here to learn how to access the Code Tables Window.

  3. Click on Payment Method.

  4. Click the New button.

    The Payment Methods Insert Window opens.

  5. Enter the payment code.

    This is the short form of the payment description. This text appears as the code table lookup value.

  6. Enter the payment description.

    This is the full description of the type of payment that you are creating. This text appears as the code table result value.

  7. Enter the GL account number.

    This is the GL number that you created in step one. Type in the full 8 digit account number or use the drop down list on the right side of this field to manually select the account number.

  8. Select the payment type.

    Click on the radio button that best describes the type of payment method you are inserting.

  9. Select mandatory fields.

    If a customer is paying via credit card, you must decide which credit card fields must be entered before payment can be accepted. The fields you may make mandatory are credit card number, credit card expiry date, credit card authorization number, and process card via credit card server. The last selection is available using Theatre Manager's Credit Card Authorization.

    Selecting yes for any of these fields makes them mandatory fields.

  10. Select the Merchant Charges tab.

    For Credit Card processing a Merchant #, Service Charge G/L Account Number and Percent of Dollar Value or Dollar Charge Per Transaction are required.

  11. Click the Save button.

    The new payment type has now been created and is ready for use.

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Changing Credit Card Provider

Before changing the merchant provider for a credit card payment method, please about

Generally there are two aproaches:

  • Create new credit card payment methods for the new merchant provider and migrate all post dated and recurring donation payments to the new provider. This is the best choice because
    • It preserves history of which merchant did which payment
    • Allows you to reactivate old merchant account if you need to do linked refunds for past payments (such as occurred during Covid and mass cancellations, but could just as easily occur for a cancelled concert at any time
    • It sets up future post dated credit card payments to use the new merchant
  • Move all existing and historical credit card payment methods to the new provider so that they no longer exist under the old provider. This is rarely used:
    • It sets up future post dated credit card payments to use the new merchant
    • All historical data is also migrated, so future linked credit card refunds will not work, since they are for the incorrect merchant provider.

Impact on Merchant Profiles

In both cases, moving to a new merchant provider means any Merchant Profiles established for patrons will become useless.

The patron merchant profiles will be recreated under the new merchant account as each patron purchases in the future. They cannot be transferred from one merchant provider to another.

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Rounding Cash Payments

In Canada, the penny was vanquished in 2013. This means that cash sales at the door need to be rounded up or down, depending on the price. Theatre Manager will do that for you automatically if you:

  • Go to Setup>>System Tables>>Code Tables
  • Select Payment Methods
  • Double click on the payment method you wish to setup for rounding on the right. If you are rounding the Cash payment method, then find the system ~CASH payment explicitly per the image below.
  • click on the 'Misc' Tab for the payment method and set 'Allow Payment Rounding' on
  • indicate the amount of rounding you want.
    • Normally, this rounding amount would be $0.05 to round to the nearest nickel.
    • You can have TM round to the nearest dime, quarter or any value you place into this field.
  • Provide a fee type that will be used to track any rounded amounts -or-create one if you do not have a rounding fee account
    • you will need a G/L code in your chart of accounts to post the fee to.
    • the fee should not have any tax associated with it as you are just tracking the amount of cash that you gain or lose to rounding the payment. If your payments are evenly distributed (i.e. half are rounded up, half are rounded down), the total amount in this account will approximate zero.

Example: How does the process work?

Lets say the value of the ticket you sell is $29.46. Any tax is calculated by Theatre Manager is purely on on the price of the ticket (not the payment) and this is what is posted to the sales accounts and all reports.

  • if the person pays by any method other than cash, you receive $29.46 in the asset account
  • if the patrons pays by cash, the order total is still $29.46 and the cash payment that is requested is rounded down to $29.45. The payment windows does this for you automatically.
  • When the person gives you cash for $29.45
    • the ticket is still allocated the full price of $29.46 (which includes per ticket fees and taxes)
    • the bank account for cash payments is only allocated $29.45 because that is what you received.
    • the fee account is allocated -$0.01 as a write off
While intended only for cash payments at the box office, Theatre Manager will round any payment type you want if you set them up this same way.

Diataxis: 

Deleting a Payment Type

If a payment type has been used, it cannot be deleted.

If you wish to discontinue a payment type, disable it. Click here to learn how.

To delete an unused payment type:

  1. Select the payment type that will be deleted.
  2. Click the Delete button.
  3. The Delete codtable confirmation opens.

  4. Click the Delete button.

    The payment type is now deleted. Clicking the Cancel button will abort the deletion.

Diataxis: 

Performance Type

This is a versitile, customizable code table field you can use to flag specific performances. You can use it for display on the web and it can also be used like the Genre flag for TicketTrove. It can also be used for reports to narrow down searching for specific performances.

Using this field, you can also search for specific performances during the Ticket Sales.

If you are using this field for courses, Click here for more information.

For information about editing values in code tables, click here.

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Play / Event Genre

Genre is a general classification for events that is common to all Theatre Manager customers.

You cannot edit the Genre Table

Currently, there are about 70 classifications which are used in the TicketTrove iPhone/iPad app to help customers find entertainment to their liking as well as on the event search window on the web.

For Example: Customers can look for drama, hockey games, musicals, symphonies, ballet, etc.

Specifying a genre for an event is required.

You will need to update the genre setting for each future event on the Events and Dates Marketing tab to help users search for specific types of events in their interest area.

Click here for more information on the Events and Dates Marketing tab.

For information about editing values in Code Tables, click here.

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Promotion Sales Groups

Sales Promotions are able to be grouped into letter codes to help make them easier to read on a report. By assigning a letter to a group of Sales Promotions, you can categorize them in a report by their similarities. For example, you can use the letter 'S' to indicate all the Season Sales Promotions (Early Bird, Season, Flex Season) into one category. Then when running reports, you can run them based on Report Subtotal Group 'S', rather than selecting the promotions one by one. In addition, when running full reports on an event, you can subtotal all your

A - Single Ticket Sales (regular, 2 for 1, General Admission).
D - Special Benefit Promotions (Dinner, Opening Gala, Development Events).
G - Group Tickets (Senior homes, Brownies).
M - Media Tickets (Critics, Editors).
S - Season Tickets (Earlybird, Season).
Z - Comp Tickets (Listed with a 'Z' so they appear last in reports)

Or any categorization you choose.

You can set names for these categories so they are more meaningful to your organization in the Code Table setup for Promotion Sales Group.

For information about editing values in code tables, click here.

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Province/State Code

The Province/State Code Table is a list of Provinces and States in North America and recognized American states throughout the world. This list is primarily used for Web Sales.

The name Province can be changed to State (and vice versa) in the Appearance tab of Company Preferences. For more information on changing the title click here. Altering the Sort Value allows you to determine whether Provinces or States appear at the top of the list. They are assigned to Groups which sorted alphabetically. Each Province/State is then sorted numerically within the group.

For example, Provinces might be in Group 'A', and States in group 'B'. Within the Group, you would assign the Provinces A01, A02, A03, etc. The States would be given Sort Values of B01, B02, B03, etc. Since A comes before B, the Provinces would come above the States in the list. American users would do the opposite.

Depending on the region a default can be set. For more information on setting a Province or State as default click here.

For information about editing values in Code Tables, click here.

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Subscription Date Change

The values from this table are displayed on the Season Subscription Detail Window. They reflect if a patron changed the date which they were attending plays for their subscription. They also allow for better marketing records to be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

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Subscription Location Change

The values from this table are displayed on the Season Subscription Detail Window. When the patron is renewing, you can record if they changed their season seats and where in the theatre they moved to.

This means better marketing records can be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

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Subscription Renewal Status

The values from this table are displayed on the Season Subscription Detail Window. They allow for better marketing records to be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

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Tag Groups

Tag groups are ways to conveniently group a number of different tags that you want to associate with records.

Tag Types allow you group or classify the tags in the tag setup tables

 

For information about editing values in Code Tables, click here.

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Transaction Source

Allows for reporting on the appropriate sales source. Used in the Box Office tab of the employee window, it indicates the department the employee works in.

For information about editing values in Code Tables, click here.

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Transaction Types

The Transaction Types Code Table is a system table and cannot be changed. The values found here are a list of all the possible types of transactions that can be created and found in Theatre Manager. The result value is the actual transaction name, while the lookup value is a short form that is usually found on transaction reports, or inside the patron transaction tab. If you come across a transaction lookup value that you don't recognize, visit this code table to find its definition.

The Transaction type Values are:

Code Value Transaction Description Type Sort Key

PATRON or AUDIT

AC Patron Card Viewed by Authorized User N audit
ACR Coupon Redeemed N audit
AEI Patron Change-Internet N patron
AIT IT system notification N audit
ALI User logged in N audit
ALM Email password to user N audit
ALO User logged out N audit
ALX Lockout/multiple failed PW attempts N audit
AM Patron Merged N patron
AP Audit of Pricing/Promotion Setup Changes N audit
APD Audit of non deposited payment deleted N audit
AS Patron Added N patron
ASI Patron Added-Internet N patron
AT Audit of Operator Over-Rides N audit

CREDIT CARD (No longer supported after Version 6)

COU Credit Card Fee Over/Under Y credit
CRD Credit Received Deduction Y credit
CS Credit Card Fee Y credit
CTF Credit Card Fee Transfer From Patron N credit
CTT Credit Card Fee Transfer To Patron N credit

DONATION

DEF Donation Exchange From Y donation
DET Donation Exchange To Y donation
DR Donation Refund Y donation
DRB Donation Benefit Refund Y donation
DRC Donation Soft Credit Refund Y donation
DS Donation Y donation
DSB Donation Benefit Y donation
DSC Donation Soft Credit Y donation
DTF Donation Transfer From Patron N donation
DTT Donation Transfer To Patron N donation
DU Donation Unprint N donation
DUR Donation Reprint N donation

FACILITIY

FEF Facility Management Exchange From Y facility
FET Facility Management Exchange To Y facility
FR Facility Management Refund Y facility
FS Facility Management Sale Y facility
FTF Facility Management Transfer From Patron N facility
FTT Facility Management Transfer To Patron N facility

MEMBERSHIP

MEF Pass/G.C. Exchange From Y membership
MET Pass/G.C. Exchange To Y membership
MR Pass/G.C. Refund Y membership
MRB Pass/G.C. Benefit Y membership
MRR Pass/G.C. Manual Redemption Y membership
MS Pass/G.C Y membership
MSR Pass/G.C. Redeemed For Y membership
MTF Pass/G.C. Transfer From Patron N membership
MTT Pass/G.C. Transfer To Patron N membership

FEES

OEF Order Fee Exchange From Y fees
OET Order Fee Exchange To Y fees
OR Order Fee Refund Y fees
OS Order Fee Sale Y fees
OTF Order Fee Transfer From Patron N fees
OTT Order Fee Transfer To Patron N fees

PAYMENTS

PD Payment Post Dated Y payments
PDD Payment Post Dated Deposited Y payments
PDR Payment Post Dated Refund Y payments
POF Payment Move From Order Y payments
POT Payment Move To Order Y payments
POU Payment Over/Under Y payments
PT Payment Y payments
PTF Payment Transfer From Patron N payments
PTT Payment Transfer To Patron N payments

INVENTORY

RIAD Resource Inventory Adjustment N inventory
RICI Resource Inventory Check In N inventory
RICO Resource Inventory Check Out N inventory
RIEN Resource Inventory Tracking Ended N inventory
RIH Resource Inventory Held N inventory
RIPR Resource Received by patron N inventory
RIR Resource Inventory Released N inventory
RIST Resource Inventory Tracking Started N inventory

RESOURCES

REF Resource Exchange From Y resources
RET Resource Exchange To Y resources
RR Resource Refund Y resources
RS Resource Sale Y resources
RTF Resource Transfer From Patron N resources
RTT Resource Transfer To Patron N resources

EXCHANGES

TEF Ticket Exchange From Y exchanges
TET Ticket Exchange To Y exchanges

REFUNDS

TR Ticket Refund Y refunds

SALES

TS Ticket Sale Y sales

MISC

ACR Coupon Redeemed N misc
TTF Ticket Transfer From Patron N misc
TTT Ticket Transfer To Patron N misc
TU Ticket Unprint N misc

OUTLET

XR Outlet-Donation refunded for another Outlet Y outlet
XS Outlet-Donation sold for another Outlet Y outlet
YR Outlet-Pass/G.C. refunded for another Outlet Y outlet
YS Outlet-Pass/G.C. sold for another Outlet Y outlet
ZEF Outlet-Ticket exchange from for ticket own Y outlet
ZET Outlet-Ticket exchange to for ticket own Y outlet
ZR Outlet-Ticket refund for ticket owned by Y outlet
ZRC Outlet-Commission Payables to Other Outlet Y outlet
ZRS Outlet-Sales Payable to Other Outlet Y outlet
ZS Outlet-Ticket sale on behalf of another Y outlet
ZSC Outlet-Commission A/R from Other Outlet Y outlet
ZSS Outlet-Sales A/R from Another Outlet Y outlet

Click here to download a PDF of the Transaction Types Codes List

Diataxis: 

Traveling Troupe

The Traveling Troupe code table affects the Traveling Troupe buy window. The result values are listed on the troupe buy window in the order you would like them to be displayed (Lookup Value). The Result values are important "times" for the traveling troupe. A call time is assigned to each value in the buy window. This is so a troupe manager can print a daily report of the troupes activities for the members of its troupe.

For information about editing values in Code Tables, click here.

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Units of Measure

This is a listing of the various units of measure recognized by the program. They are "permanent" system values built into Theatre Manager and cannot be edited or amended.

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Volunteer Activity

The types of activities your organization's volunteers engage in can be set up, assigned and tracked by Theatre Manager. This page shows you how to set up those activity types.

Refer to the video help on volunteer management for more information.

Click here, for more information on setting up Volunteer Activities.

Diataxis: 

Adding Volunteer Duties

To set up volunteer activities, you perform the following steps:

  1. Go to Setup >> System Tables >> Code Tables and scroll down to select Volunteer Activity.

  2. Click the New button to open the Volunteer Activity Insert window.

  3. Give the new activity a specific name so anyone will be able to decipher its purpose. It will also appear on reports and search criteria.
  4. Optionally, if tracking hours or if hours do not match the task or performance it is associated with
    • Enter the number of hours before and after the performance that the volunteer is expected to be there. For example, if the performance starts at 7:30 pm, you might expect an usher to arrive 1 hour before and stay a half hour afterwards. If these two fields are set, they add extra time to the volunteer record before event start and duration of performance. Thus a 2 hour performance might result in a time credit of 2 + 1 before and 0.5 after, or 3.5 hours. This will show on the calendar in Facility Management.
    • Alternatively, you can specify a fixed number of hours to credit to the staff/volunteer for doing this activity. This approach is more suitable for things like directors, actors or volunteer office staff who might be given a time allotment, regardless of the duration of the event.
    • If either of the above are provided, they become defaults during data entry. If not provided, the setup can specify the total time if you want the time to be fixed, rather than based on calendar input.
  5. If you want this activity to have special colouring on the calendar, select a color other than black.
  6. On the Duties tab, enter any default duties for this position.
Diataxis: 

Volunteer Activity Status

The Status tab is used to indicate if the volunteer/personnel activity code is active or inactive as well as where it might be used.

Diataxis: 

Web Permissions for Personnel Activity

This feature is designed to work in conjunction with the Web Services to give a permission Staff member/volunteer to accomplish various tasks within the web module -AND/OR- Producers (regular Patrons) the ability to see and export sales and attendance information.

The permissions will allow:

If this activity code is associated with the person for a particular event, the following indicates what they can do online. The employee/volunteer will need to pull up the event/performance online in a web browser.

Permission Meaning
View performance Revenue Allows the Producer or Promoter of an event to view performance revenue for the event that they are assigned to
View attendance This means that the Volunteer/Employee/Promoter can view the patron information for people who have purchased to the event o the course.
Set attendance This means that the employee/volunteer can set or clear attendance reasons for the patron for each class or event using a tablet or computer. This is not meant for high volume attendance tracking - more for courses and really small events.
Add (sell to) patrons If enabled, the employee/volunteer can add NEW patrons to the course. It is designed for those kinds of classes where people can just show up - and then be enrolled by the instructor.
Remove (refund) patrons If enabled, the employee/volunteer can remove people from the course/class and issue a refund to the patron in form of a credit (eg pass/gift certificate).
Reschedule performance Allows the employee/volunteer to change the date and time of a class within the course
Duplicate performance Allows the employee/volunteer to add extra classes to the course.
Diataxis: 

Course Management - web access

The typical setup for web access for instructors of courses is illustrated to the right. Typically, they will be one or more of:
  • Set Attendance
  • Add (sell to ) patrons
  • Remove (refund) patrons
  • Reschedule Performance - which is important of its a course which means they can change the date of the performance
  • Create New Performance - which lets them add a new date for a course

The web permissions are described more fully in the Web Permission Page.

If you create this type of activity and add it to a patron, you can:

  • assign it to a course (or any event and/or performance for that matter) -AND-
  • they will be able to manage it online to do the activities you have assigned above

Event Producer/Promoter - Web Access

The typical setup for web access for the producer or promoter is illustrated to the right. Typically, they will be one or more of:
  • View Performance Revenue
  • View Attendance

The web permissions are described more fully in the Web Permission Page.

If you create this type of activity and assign it to a patron, you can:

  • assign them to an event (or performance) -AND-
  • they will be able to, at any time, view or download:
    • the revenues for the event (or performance) -AND/OR-
    • retrieve limited information about the patrons who are attending the event
If a promoter has a few events at your venue, you just need to assign them promotor permission to each of the events and they will see them online.

You can even track which events they have viewed and how often by looking at web logs.

Volunteer Activity Facility Setup

If you have the Facility Management module, on the Facility tab, enter all of:
  • Default billing rate - which is what we wish to bill the person out at to the renters.
  • Default hourly cost - which is the default hourly cost of using the person in this volunteer activity. It can be overridden by setting pay rates on the employee facility set up window
  • Sales Tax Code - which is used to add taxes to the expenses and income
  • Use deferred accounts if set, then any facility project marked as using deferred accounts will use the deferred account entered below. If neither the project, nor the activity uses deferred accounts, then only the earned accounts need to be specified.
  • Accounts
    • Deferred Expense Account - the deferred account into which future expenses will be placed if using deferred accounting for the project. This is typically a liability account
    • Earned Expense/Cost of Goods Account - the earned account for expenses This is typically either an expense of cost of goods account. When the project ends, this is where the expenses will be rolled over into.
    • Deferred Income Account - the deferred account into which future income will be placed if using deferred accounting for the project. This is typically an asset account
    • Earned Income Account - the earned account for income. When the project ends, this is where the invomce will be rolled over into.

 

Review Rates

To see current billing rates for anyone already associated with this activity, click the Review Rates button. The same window will pop up if you change the default billing rate, giving you an opportunity to change or leave alone the billing rate for anyone associated with the activity.

Diataxis: 

Volunteer Awards

Personalizing your volunteer recognition component of your program is the best form of showing appreciation for the contribution of volunteers. In this code table, you add the details for your awards.

For information about editing values in Code Tables, click here.

Diataxis: 

Volunteer Custom Field 1

The Custom Volunteer Field 1 (Volunteer Eye Color) field can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Diataxis: 

Volunteer Custom Field 2

The Custom Volunteer Field 2 (Volunteer Hair Colour) field can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Diataxis: 

Volunteer Custom Field 3

The Custom Volunteer Field 3 (Volunteer Instrument) can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Diataxis: 

Volunteer Custom Field 4

The Custom Field #4 (Volunteer Vocal range) code table can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Diataxis: 

Volunteer Hour Ranges

The Volunteer Hour Ranges code table Used to summarize volunteer hours in the Volunteer Hour Summary Report.

For information about editing values in Code Tables, click here.

Diataxis: 

Volunteer Shift

The Volunteer Shift code table can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Diataxis: 

Volunteer Status

The Volunteer Status can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Diataxis: 

Workflow Notifications

The Workflow tab allows you to create and manage different notification types for Internet and Box Office Sales.

Click here for more information on WorkFlow Notifications.

For information about editing values in Code Tables, click here.

Diataxis: 

Sales Promotions

Sales promotions are used during the ticket purchase process to indicate how the base ticket price is to be altered to arrive at the final ticket price. A sales promotion is a discount, a markup, or a combination of both that is added to a ticket at the time of purchase. A ticket sold at "full" price has a sales promotion that has a no markup and no discount.

Markups and discounts can be percentages or fixed amounts. For Example:

  • A half price sales promotion has a 50% discount.
  • A group discount could be $4.00 off the regular price.
  • A special promotion that includes a reception, may have a markup of $4.00 added to the regular price.

A sales promotion can combine a discount and a markup. For Example:

  • You could have a special seniors price which is always $7.00 that combines a 100% discount with a $7.00 markup.

Ticket prices before tax are calculated as:

Ticket Price = Ticket Base price - Sales Promotion Discount + Sales Promotion Markup.

Sales Promotions Codes are accessed through the Setup >> System Tables >> Sales Promotions Menu.

The Sales Promotions window opens.

Click here for a detailed description of this window and it's functions.

Diataxis: 

Sales Promotions List Window

Sales promotions are used during the ticket purchase process to indicate how the base ticket price is to be altered to arrive at the final ticket price. A sales promotion is a discount, a markup, or a combination of both that is added to a ticket at the time of purchase. A ticket sold at "full" price has a sales promotion that has a no markup and no discount.

Markups and discounts can be percentages or fixed amounts.

For Example:
A half price sales promotion has a 50% discount.
A group discount could be $4.00 off the regular price.
A special promotion that includes a reception, may have a markup of $4.00 added to the regular price.

A sales promotion can combine a discount and a markup.

For Example:
You could have a special seniors price which is always $7.00 that combines a 100% discount with a $7.00 markup.

Ticket prices before tax are calculated as:

Ticket Price = Ticket Base price - Sales Promotion Discount + Sales Promotion Markup.

Promotions must be available at other outlets before a performance can be sold at the other outlets.

Sales Promotions Codes are accessed through the Setup >> System Tables >> Sales Promotions Menu.

Parts of the Sales Promotions Window

Inserts a New promotion. For more information on inserting new sales promotions click here.
Opens the edit window for the selected promotion. For more information on editing sales promotions click here.
Creates a copy of the sales promotion.
Deletes the selected promotion. For more information on deleting sales promotions click here.
Generates a report of the listed sales promotions to the screen or default print location.
Exports out the listed sales promotions in a tab-delimited format.
Sets the selected promotion as the default.
Enables the selected promotion.
Disables the selected promotion.
Promotion Search option for sales promotions
From Starting point for search
To Ending point for search
The type of promotions you wish to view: All, Active, Inactive
Promotion The descriptive name of the promotion.
Desc (External) The external description of the sales promotion to be printed on a ticket or displayed on the internet.
Group Group letter the promotion belongs to.
Map Letter Letter that will appear on the map for this promotion.
Coupon A coupon is required for this promotion.
Discount $ The dollar discount for the promotion.
Discount % The discount percentage for the promotion.
Markup $ The dollar markup for the promotion.
Markup % The markup percentage for the promotion.
Ticket Fee 1 Ticket Fee 1 value.
Diataxis: 

Sales Promotion Code Window and Detail Tab

The Sales Promotion Detail window is where you enter new, or edit sales promotions.

The Sales Promotion Code window can be broken into 3 parts:

  1. The toolbar / ribbon bar. Click here, for more information on the buttons and what they do.
  2. The Name and Status of the current promotion.
  3. The Tabs. These are:
  • Description - As Described on this page.
  • Calculation - Click here for a description of this tab.
  • Edits - Click here for a description of this tab.
  • Plug In - Click here for a description of this tab.
  • Performances - Click here for a description of this tab.
  • Transactions - Click here for a description of this tab.

Parts of the Detail Tab

External Description The descriptive name of the promotion.
Exclude Price Codes The price codes which the promotion cannot be used with.
Report Subtotal Group Select from the drop down list, the appropriate grouping to use to subtotal similar promotions together on reports. You can add more groups in the Promotions Sales Groups. Click here for more information.
Map Display Letter The letter to display on a graphical map when a ticket is sold using this promotion.
Subscription Hold Letter The hold letter to display on a reserved seating map in a control house, when a ticket is held for a subscriber using this promotion as part of the subscription process.
Ticket Type for G/L Posting The ticket type to which the promotion applies. Availble are:
  • Regular
  • Season
  • Other Type 1
  • Other Type 2
  • Other Type 3
Ticket Face # Sales promotions can print an extra ticket under certain conditions, for example a restaurant voucher if it is a Dinner and Show promotions.
Diataxis: 

Calculation Tab

This is a very powerful tool to help you figure out ticket pricing if you are applying fees, discounts and commissions.

This window is broken into four columns:

  • Ticket Pricing Options
  • Tax Rate
  • Calculation Options
  • Sample Price Calculator

Notes about tax rates set in this window:
  • The tax rate for the base price and effect of markup and discount are set in the event setup. (the upper tax rate highlighted in the image)

    It are not set here since each performance can have different taxation rates than the service fees and are only used here to test things under various rates (since TM doesn't know which event you mean).

  • The tax rate on ticket fees are set in the promotion window and used everywhere (the bottom 3 that are highlighted in the sample above)

 

Parts of the Calculation Tab

Ticket Pricing Options   Tax Rate Calculation Options

Enable or disable

Sample Price Calculator
Price

=Base Price for Ticket Price Code

-Discount Used to decrease the base ticket price by a fixed dolar amount OR by a percentage This tax rate setting is only for sample calculator to provide an idea.

The Actual Tax Rate comes from tax rate on the performance.

Apply the Dollar Discount First. This means that any percentage discount is applied after the dollar discount is applied. For example: 1$ off and then 10% off that calculation is different than $1 off the original price plus 10% off the original price. Displays what the values you have entered do to change the price.
+Markup Used to increase the base ticket price by a fixed dolar amount OR by a percentage Apply the Dollar Markup First. This means that the dollar amount is added to the price and then any percentage amount is added on top. Eg. $10 added to the price, followed by 10% on the total is different than $10 added to the original amount plus 10% of the original price.

Always add the Markup - means add the markup amount even if the price of the ticket starts at zero (comp) or gets discounted to zero. it is away of making a ticket a fixed price and can be used for things like a youth ticket anywhere in the venue or a fixed amount of a tip added at dinner theatre, even to comp tickets.

and round to the nearest Indicates if the base price is to be rounded BEFORE adding fees and taxes.
  • 0=No rounding before fees and taxes
  • other values could be used to indicate rounding to nearest:
    • $0.05 (five cents)
    • $0.10 (ten cents)
    • $0.25 (twenty five cents)
    • $0.50 (fifty cents)
    • $0.18 (eighteen cents)
    • $1.12 (dollar twelve)
+Ticket Fee 1 A ticket fee added to the base ticket price by a fixed dolar amount OR by a percentage Choose the tax to apply from the Drop Down List Always Add Fees
+Ticket Fee 2 A ticket fee added to the base ticket price by a fixed dolar amount OR by a percentage Choose the tax to apply from the Drop Down List
+Ticket Fee 3 A ticket fee added to the base ticket price by a fixed dolar amount OR by a percentage Choose the tax to apply from the Drop Down List
and round to the nearest Indicates if the base price is to be rounded AFTER adding fees and taxes.
  • 0=No rounding after fees and taxes
  • other values could be used to indicate rounding to nearest:
    • $0.05 (five cents)
    • $0.10 (ten cents)
    • $0.25 (twenty five cents)
    • $0.50 (fifty cents)
    • $0.18 (eighteen cents)
    • $1.12 (dollar twelve)
Commission Table Opens the Commisions Setup Lookup to apply a commission

If a performance is to be sold at another outlet, the promotion slected will require a Commission.

Diataxis: 

Edits Tab

Parts of the Edits Tab

Use For Sales Enable the appropriate check boxes for this promotion:
  • Via the Box Office
  • Via the Internet
  • At Another Outlet
  • Include in Patron Statistics
Can be sold between Enter the dates for when the tickets can be sold From and Through
Can be used

Enable the appropriate check boxes for this promotion

  • For tickets sold before the date of performance
  • On the day of sale of the performance
Base Price The Lowest and the Highest price of the ticket the promotion can be appied to
Maximun Use The maximum number of time a promotion can be used
For Example: the first 50 tickets get a discounted rate
Coupon Requirements BOX OFFICE has a special meaning. It tells the system that in order to get this promotion/discount, the patron must present a coupon to you at the box office that verifies eligibility for the discount. An example might be:
  • An entertainment book 2 for 1 coupon where you want the patron to provide you with proof that they have the coupon as payment
  • Military or AAA discount (or similar) where the patron must show the affinity card to get the discount
  • age related discounts where the patron must show proof of age to get student or senior pricing

In such cases, the order ticket print status is automatically set to HOLD @ WILLCALL FOR COUPON regardless if the patron asks to have their tickets mailed.

This feature can be used to exclude batch printing all tickets in an order if the order contains at least one ticket with this sales promotion.

ONLINE has a slightly different meaning. If you mark that a coupon is required for an online sales (for the same reasons as above) and the ticket is printed-at-home, Theatre Manager will:

  • Allow Print-at-home for the tickets (that need coupons) along with the rest of the tickets.
  • The bar code on the tickets that need coupons will be invalid and cannot be scanned
  • The instructions on the ticket can contain words that indicate it must be taken to the box office to exchange for a real ticket, at which time any coupons or eligibility can be verified.
This means if the patron buys 4 tickets (1 of which require a coupon from the web sale) the customer will still receive 4 tickets that can be printed. They won't wonder if one is missing. Instead, that one ticket will contain instructions to take it to the box office.
Coupon Requirements Note When a patron buys online and the print at home setting requires a coupon, you must also enter a note in this field. This provides the box office staff (and the patron) some instructions what they have to do to validate the ticket. This is printed on the upper left corner of the print at home ticket, per the sample.
Notifications If necessary, select the appropriate notification from the drop down list
Diataxis: 

Plug In Tab

Plug-Ins are special code segments designed specifically for your Theatre that affect how the sales process works. For example, a sales promotion plug in might look at the number of tickets and change regular sales to group sales of tickets automatically.

Click the Plug In button to open the the Plug In List Window.

Diataxis: 

Performances Tab

The Performances tab, allows you to veiw indepth information about the Plays / Events / Performances you want to apply the promotions to.

Parts of the tab

Opens the highlighted Performance in the Performance Detail window for editting. Click here for more information on editing a performance.
Disables the current sales promotion from the selected performance(s). To enable the sales performance again, you will need to edit each performance or mass enable from the sales promotion list.
Clicking the Transactions button, opens the transactions list window to show the transactions related to the selectd performance.
Allows you to find specific performances to select from by selecting an option.
From / To You can further refine the displayed list by entering from or to information related to your selection in the drop down list.
Click the Search button to find the performances that match your search critera.
Diataxis: 

Transactions Tab

This tab allows you to view all the transaction related to Plays / Events / Performances. You can further refine the results of your search through making a selection in the drop down list box, or by enabling or disabling the checkboxes. Once you have the list of transactions you can use:
Allows you to insert a new transaction record.
Opens the Transaction Detail window for the selected transaction record.
Deletes the selected transaction record.
Diataxis: 

Sales Promotion Toolbar / Ribbon Bar

The functions available are:

Help - opens the appropriate page in the online help.
New Adds a new record.
Save - Saves the current entry.
Duplicate - Duplicates the current entry as a new record.
Revert - reverts the current entry back to the last time it was saved.
Delete - removes the current entry from the listing.
Print - prints the current record to the default printer.
Spell - Checks the spelling in the appropriate fields.

Merging Sales Promotions

If a number of sales promotions have been created over the years that had a similar purpose, you may find it useful to merge them if they are not longer used.

For example: If an 'Early Bird Subscriber- 20xx' promotion was created for each and there is no possibility of re-using them, you could merge all the old ones into the current one. The discount calculations will be lost - but the meaning - on each ticket from the past - will still be clear as it will say 'early bird subscription'.

It is suggested that you only merge promotions where the meaning is similar and they are not likely to be used again.

The steps are:

  • Select a number of sales promotions that have similar meaning and/or can be considered the same thing
  • Click the merge button at the top of the sales promotion list window
  • Click on the sales promotion that you would like remain. All others in the list will be merged into this one promotion. You may want to pick the one that you know you used the most or the one that you like the name of best.

Diataxis: 

Default Promotion

One promotion is set as the default promotion. This is the promotion that is initially displayed in the promotion portion of the sales window when selling tickets. The name of the default promotion is listed beside the set default button on the lower left portion of the promotion window.

If no default exists, then the words "No Default" will appear beside the button.

To mark a promotion as the default, you perform the following steps:

  1. Choose Setup>>System Tables>>Sales Promotions.

    The Sales Promotion List window opens.

  2. Select the promotion to become the default.

    Single click on a promotion to select it.

  3. Click the Set button.

    The status bar displays the name of the default sales Promotion.

Removing the Default Setting

Just as a default promotion can be set, it can also be removed. To remove the default setting from a promotion follow the steps outlined below. If you just want to change the default promotion, you do not have to remove the current default. You can just set the new default the same way that was described in the section "Setting a Default Promotion".

  1. Select the promotion currently set to default.

    Single click on a sales promotion to select it.

  2. Click the Clear button.

    The bar at the bottom of the window now states No Default Sales Promotion had been selected.

Adding a Promotion

To Add a new promotion, you perform the following steps:

  1. Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

    The Sales Promotions list window opens.

  2. Click the New button.

    The Promotion Detail Window opens.

  3. Enter Sales promotion Name.

    Try to give the promotion a name that is relatively self explanatory.

    For example: If the promotion is a buy one get one free type of admission, name the promotion 2 for 1. Refer to Promotion Ideas Page for more promotion description examples.

  4. Enter the dates that the Promotion will be active.

    The effective date is the date that the promotion takes effect, the thru date is the date that the promotion is good until. If the promotion does not have time constraints leave the date boxes empty.

  5. Enter Price Codes to be Excluded.

    Excluded Price Codes are Price Codes that should not be effected by this Sales Promotion

  6. Assign the Promotion to a Report Subtotal Group.

    Report Groups are a single letter or number that are used to group similar promotions together on reports. A subtotal will be printed for each group on reports. Classification of promotion codes make revenue reports more meaningful. Eg. The following groups could be used to classify your promotions:

    A - Single Ticket Sales (regular, 2 for 1, General Admission).

    D - Special Benefit Promotions (Dinner, Opening Gala, Development Events).

    G - Group Tickets (Senior homes, Brownies).

    M - Media Tickets (Critics, Editors).

    S - Season Tickets (Earlybird, Season).

    Z - Comp Tickets (Listed with a 'Z' so they appear last in reports)

    These letters can be further defined in Code Table data.

  7. Select a Map Display Letter.

    This is the letter that will appear on the seat in the Map

  8. Select the Per Ticket Fees.

    This is where you can setup three levels of ticket fees. You can also decide which taxes will be applicable to those order fees. Once again clicking on the check box for that tax desired. Refer to Promotion Example Page for examples of Per Ticket Fees.

  9. Set Promotion Type.

    Similar to the report groups, these classify similar sales promotions together. There are four possible selections to choose from. Regular Admission, Season Ticket, and three user defined fields. These promotion types are used in the same manner as the report groups.

  10. Click on the Calculation tab.
  11. Enter the Base Price Calculation.

    Here is where you enter a markup and/or a discount for the promotion. You can create a discount or markup based on dollars or percentage.

    For example: You can create a discount of $10.00 or 25 % off of a given ticket price. You can also create a markup of $5.00 or 15 % on a given ticket price.

    You can also use the markups and discounts in conjunction with each other, such as, create a promotion that has a discount of 100 % with a markup of $7.00. This promotion used on any ticket will yield a ticket with price of $7.00.

    You can also decide which taxes are applicable to the promotion. Click on the check box for the taxes that should be included.

  12. When complete, click Save .

    This finishes the process and saves the promotion. Refer to the section on Selling Tickets for details on how to apply the promotion during a ticket sale.

Diataxis: 

Editing Promotions

Over time, promotions can change and will need to be updated.

To update a Promotion, you perform the following steps:

  1. Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

    The Sales Promotions list window opens. Enter any search parameters and click the Search button to display a list of promotions that match your criteria.

  2. Click on the promotion to edit.
  3. Click the Open Button.

    The Promotion Code Detail Window opens with the data for the selected promotion.

  4. Change data as needed.
  5. Click the Save Button.

    This saves all the data you have changed. The new data will be displayed in the Sales Promotions Window.

Diataxis: 

Enable a Promotion

To Enable a batch of promotions, you perform the following steps:

  1. Select the promotion you want to enable.

  2. Click the Enable button.

    The Enable Promotions for Performance dialog opens.

  3. To enable for a series of performance, click the Play Code button.

    The Play List window opens.

  4. Highlight the Event / Play you want to add the promotion to and click the Select button.
  5. You can not add multiple Plays / Events at the same time. They need to be added individually.

  6. Cloose the Day of Performance from the drop down list (if the promotion is only for a specific day of the week).
  7. Cloose the Sales Method from the drop down list (if the promotion is only for a specific Sales Method).
  8. When complete, click the Enable button.
  9. The Enable Sales Promotion confirmation dialog opens.

  10. Click the Yes button.
Diataxis: 

Enabling a Promotion for Another Outlet

If you want to allow a performance to be sold at another outlet, a promotion code must be enabled for that outlet. To enable a promotion for another outlet, you perform the following steps:

  1. Open the Sales Promotion List window.
  2. Click here for more information on opening the list window.

  3. In the search, choose the other outlet to be selling the tickets.

    The list of available promotions for that outlet is displayed.

Exclude Price Codes

 

The Exclude Price Codes field can be used to prevent a Sales Promotion from having access to the specified prices. It's designed increase the efficiency of a Sales Promotion and prevent a ticket from being sold at the wrong price point.
    1. Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

      The Sales Promotions list window opens. Enter any search parameters and click the Search button to display a list of promotions that match your criteria.

    2. Click on the promotion you want to edit.
    3. Click the Open Button.

      The Promotion Code Detail Window will open with the data for the selected promotion.

    4. Locate the Exclude Price Codes fields under the External Discription field.

    5. Enter the Price Codes to be excluded for this Promotion.
    6. Click the Save button.
    7. Close the Promotion Detail window.

Disable Sales Promotions

Sales promotions can be enabled or disabled in a batch mode using the 'Enable' and 'Disable' menu items on the sales promotion list window.

To Disable a batch, you perform the following steps:

  1. Select the promotions you want to disable.

  2. Click the Disable button.

    The Disable Promomotions for Performance dialog opens.

  3. Enter the information for the disabling of the promotions, when complete, click the Disable button.

    The Disable Promotions Confirmation dialog opens.

  4. Click the Yes button to disable the selected Promotions.
Diataxis: 

Deleting Promotions

If a promotion has been setup incorrectly or expired you can delete it. You cannot delete a promotion which is being used on current tickets or transactions.

To delete a promotion, you perfrom the following steps:

  1. Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

    The Sales Promotions list window opens. Enter any search parameters and click the Search button to display a list of promotions that match your criteria.

  2. Click on the promotion you want to delete.
  3. Click the Delete button.

    Clicking the delete button opens one of the two following dialogue boxes:

    This dialogue box opens when you try to delete a promotion code that has been used to sell tickets for an event that has not been archived, or patron transactions have not been archived.
    To delete a promotion, all events that have tickets sold with that promotion must be archived. For further information about Archiving an Event click here.
    Click OK to close the dialogue box. The promotion will remain in the database.

    This Dialogue box opens when you are deleting a promotion that has never been used or no longer has tickets or transactions referenced to it.
  4. Click the delete button.

    The promotion will then be deleted and removed from the Sales Promotions Window.

    To cancel the deletion of the selected promotion, click the Cancel button.

Diataxis: 

Promotional Ideas

This page is intended to provide you with some examples and ideas for promotions, ticket fees, promotion report groups and order fees.

The following examples are some ideas and suggestions, they do not have to be implemented.

Sample Sales Promotions Setup

Single Ticket Promotions (Promotion Report Group R)
  • 2 for 1
  • Regular
  • General Admission
  • Senior Special
  • Member Discount
  • Sponsor Discount
  • Rush seating

Complimentary Ticket Promotions (Promotion Report Group C)

  • Staff
  • Promotional
  • Media
  • Volunteer
  • Artist
  • President
  • Other

Season Ticket Promotions (Promotion Report Group S)

  • 5 play
  • 3 play
  • Season Early
  • Season Regular
  • Flex Pass

Group Ticket Promotions (Promotion Report Group G)

  • Group 10 +
  • Group 20 + 

Possible Ticket Fees

  • Asset Replacement Fund
  • Ticket Handling Charge

Order Fees

  • Order Handling Charge
  • Phone Order Fee
  • Credit Card Order Fee
  • Mailing Ticket Fee
Diataxis: 

Sales Rules

Sales rules are used to provide mappings of a sales promotion and/or price codes from one promotion and/or price code to another. They can be used in conjunction with one or more of:

Coupon codes which offer a price reduction by way of a sales promotion will require a sales rule. Memberships/Passes which convert the ticket to an average dollar per admission will require a sales rule.

Sales Rules are designed to alter the sales promotion from one that is typically used on a regular basis to another which may be restricted for use by applying a promotion conversion. Although they are not exclusive for use for online sales this is particularly useful for the self-serve online patron to offer price reductions or special rates.

Sales Rules which convert promotions are also useful in tracking the type of ticket(s) that have been purchase for any given event. By applying a Promotion Conversion you can then track how many tickets were sold using a specific coupon code or pass type within your ticket based report.

Sales Rules are accessed from the Setup Menu >> System Tables >> Sales Rules

The following window will appear.

From this window you will click to create a Sales Rule - Promotion Conversion

Diataxis: 

Sales Rules Notes

The following outlines steps to create a sales rule.

Open the sales rule list by clicking the Setup Menu >> System Tables >> Sales Rules

From the Sales Rule List window you will click to create a sales rule with a promotion conversion.

The following window will appear.

    Enter the following data under the Notes Tab setup
    • Enter the Internal name of the rule
    • Enter the External name of the rule
    • Enter the Enternal note of the rule
    • Enter the Internal note of the rule

Sales Rule - Promotion Mappings

The meaning of the icons on the bottom of the window are:

Inactive Sales Rule This means that the sales rule detail line has been marked inactive. It will never be used during a sale (unless made active in the future)
Inactive Promotion The 'TO' promotion is currently inactive. so, even if the 'From' promotion is selected during the sales process, and in active 'TO' promotion will render this particular sales rule unusable at the current time.
No Uses Left The Sales Rule Detail has a limit on the number of uses and it appears to have been reached. If so, then this sales rule detail cannot be applied.
Applies to already discounted tix Normally, a sales rule only apply to full price tickets. This indicates that the sales rule, when applied, is allowed to discount a ticket that has already been discounted (in a plug in)
Price Code Excluded This can reflect one of two conditions that might cause the sales rule not to be used
  • If the 'TO' price code is blank (meaning, it is to remain unchanged if the sales rule is applied), and the 'FROM' price code is excluded from the 'TO' sales promotion, this sales rule detail cannot be applied.
  • If the 'TO' price code is specified (meaning it could be changed), and it is excluded from use in the 'TO' sales promotion, then this sales rule detail cannot be applied.
Promotion Date Range Not Current This is not an error, per se. However, if the available date range on the 'TO' sales promotion is specified, and the current date is not within it, then this sales rule detail cannot be applied.

 

Inserting a sales rule

Click from the bottom left to open and add a new Sales Rule Promotion Conversion.

Specify the price code sale promotion combination in the FROM section that, if used to sell a ticket, will be converted to the price code and promotion in the TO section.

NOTE: The FIRST price code/combo that is found in the TO section will be matched with the ticket sale. Any subsequent rules with the same price code/promtion will be ignored.

NOTE: The price will change to the TO promotion regardless whether the it is enabled for the performance or not. This way, you can leave it disabled so that it can't be picked accidentally.

Here you specify accepted promotions on tickets which can be used in this sales rule to convert the promotion on the ticket(s).

Use the to access your sales promotion list and select the promotion.

  • You must have a different promotion on both the FROM and TO. Eg you can have a mapping from:
    • Online Promotion 1 to subscription promotion 2 (which means translate anything online to a subscription - useful if the pass is a subscription pass
    • but not from Promotion 1 to Promotion 1 (This ensures that you have good traceability in the revenues by promotion type of reports.)
  • Price codes can be left blank if all prices codes are to be converted. However, you can limit which price codes are acceptable if you want. Example:
    • If you specify from Price Code A to Price Code B, then only tickets with price code A will be accepted, and the price code will become 'B'
    • If you specify from Price code A and leave Price code B as blank, it will not change the price code
    • If you leave the from price code blank, and the to price code blank, then no attempt is made to change the price code
  • Maximum Uses can be left blank if the rule is not restricted. However, you can limit the number of uses. Example:
    • Enter 2 for the Maximum uses for a 2 for 1 conversion for a buy one get one promotion.
    Click to save the sale rule - promotion conversion.

    You can now apply the sales rule to a Coupon Code or Membership/Pass

Sales Rule Conversion - Promotions Tab

Parts of the Promotions Conversion Window

Inserts a new promotion conversion for the sales rule. For more information on inserting sales rules click here.
Saves changes made to the sales rule promotion conversion.
Creates a copy of the current promotion conversion for this sales rule.
Undoes changes to the last saved point.
Deletes the current promotion conversion. For more information on deleting sales rules click here.
Checks the spelling of fields that can be typed in.

Convert From Price Code/Promotion

Price Code Price code that will be changed when this sales rule is used. Leave blank to allow for all price codes.
Promotion Promotion that will be changed when this sales rule is used.
Opens the promotions list window in order to search for a promotion.

Convert To Price Code/Promotion

Price Code Price code that will be effective when this sales rule is used. Leave blank to not change the price code.
Promotion Promotion that will be effective when this sales rule is used.
Opens the promotion list window in order to search for a promotion.
Maximum Uses The maximum number of uses this conversion can be used for.
Current Uses The current number of total tickets that this sales rule has been used for.
Pending Rules The count of tickets in shopping carts where the sales rule conversion is pending usage. It will be used when the user checks out. If the user abandons the cart, this will be decremented appropriately.

Sales Rule Conversion - Additional Edits Tab

There are two key fields on this window:

  • Sort order - which describes the order in which a sales rule mapping is to be applied. When attempting to apply a mapping, Theatre Manager:
    • looks at the first rule. If the promotion/price code match and the rule can be applied, it applies it
    • If the first mapping cannot be applied, it goes down the list attempting each mapping in turn until one applies, or it runs out of rules
    You can edit the order of the promotion rules one at a time, or you can re-order them en masse
  • Maximum Uses - allows you to set a maximum number of uses for this promotion mapping. You cannot exceed this number of conversions and if you hit the limit, this promotion conversion is ignored going forward. Use zero for unlimited conversions.
  • Current Uses - are the number of conversions that have occurred. You can use the tickets tab to see them. Note, this number can be greater than the number of tickets if some of the tickets have been refunded.
  • Pending Rules - are those that are sitting in an active shopping cart pending use on a checkout.

Sales Rules Conversion - Tickets Tab

The Tickets tab shows a list of tickets that the current sales rule conversion/promotion mapping has been applied to.

It only shows tickets that are currently sold (any that were returned will no longer appear in this list.)

  • Double click on a ticket to see its detail. From there you can get to the patron, order, etc
  • Use the search at the bottom to search for tickets by patron, order, and other choices
  • Use the retrieved search data to print reports or export directly from from this tab.

Sales Rules Conversion - Reporting & Exporting

Ticket data from patrons who have successfully redeemed a coupon using a Sales Rule conversion can be sent directly to one of the Attendance and Front of House reports or exported out of Theatre Manager from the Tickets Tab.

To print, highlight the data from the Tickets list window and right-click to display the drop-down menu. Select Print Report option from the drop-down menu. Choose a House Report. The data highlighted will be sent as dynamic criteria for this House Report. The report will display on the screen for review.



To export, highlight the data from the Tickets list window and right-click to display the drop-down menu. Select the Export option from the drop-down menu. Choose a file format and save the file to computer for review.

If there are more than one Sales Promotion conversion mapping in a Sales Rule, reporting or exporting will need to be done for EACH conversion mapping to produce a full picture of the number of patrons who have redeemed tickets using the Sales Rule.

Copy Sale Rules Mapping to another Sale Rule window

If you have sales rule promotion mappings in one or more sales rules setups that you want to copy into another sales rule, it is and easy as dragging them from one window to another.

The process is:

  1. Open the sales rule mapping tab that has the mappings you want to copy into another sales rule
  2. Open the sales rule mapping tab that you want to receive the copy of the sales rules
  3. Select the sales rules to be copied as per the diagram and drag them to the second window you have open

  4. When you release the mouse, sales promotions mappings will now be in the second sales rule as well.

    Note: Sales rules must be unique. Any rules that already exist in the window you are copying to will be ignored during the copy process.

  5. The copied sales rules will automatically be placed last in the list and ordered to be applied last.
    If you want the sales rules applied in a different order, refer to changing the sales rule mapping sort order/

Reordering Sales rules en masse

Sales rule are applied in the order that you specify. This allows you to bias the order which which you want Theatre Manager to look at things.

For example, you may have a rule:

  1. that limits conversion from regular price in section 'A' to a very special discount, limited to the first x people.
  2. After that, you may want a rule that converts the rest of the ticket from regular price in section 'A' to a different price

In this case, the order of the promotion mapping is clearly required to be in the same order as above. if they are not in that order, then use the mechanism below to reorder them.

Reordering the Sales Rules Mappings

  1. Select the sales rules you want renumbered and use the context menu to select Renumber selected sales rules

  2. You will be asked to provider a number to start the reordering process at. Change this number to get the sales rules numbered in the approximate area you want them.

    Theatre Manager will change the Sort Order of the sales rules that are selected.

  3. After you have renumbered a group, you can select other sales rules mappings and renumber them with a different starting number
  4. Repeat this process (iteratively) as often as needed to get the sales rules into the order you want them applied.

Sales Rule Usage

The sales rule usage tab shows you which coupons and gift certificates currently use this sales rule. If you double click on one of the line sin the list, it will take you to the coupon or gift certificate using the sales rule.

Click the link to see where Sales Rules are set:

Sales Rule - Deleting a Sales Rule

Once a sales rule has been created and assigned to either a Coupon Code or a Pass/GC it cannot be deleted from Theatre Manager.

Sales Rule - Merging Sales Rules

Sales Rule can be created uniquely for one specific purpose, a coupon code or Pass. Often this is the case however you may find sales rules may have a dual purpose.

You can Merge together common sales rules to become one

Sales Rules are accessed from the Setup Menu >> System Tables >> Sales Rules

The following window will appear.

From the list select the rules you wish to merge.

Click and the following window will appear.

Select the Sales Rule into which all information will be combined and click

Note that this cannot be undone.

Region Rules

Region Rule Detail Window

Donation Giving Levels

Donation Giving Levels are setup to allow for donations from patrons to be tracked using a giving level matrix.

The matrixes are setup through the Donation Giving Levels Window which can be accessed through the Setup >> System Tables >> Donation Giving Levels.

The Donation Giving Levels Window will open displaying all current Giving Level Matrixes.

Donation Giving Levels List Window

Parts of the Donation Giving Level Window

Inserts a new giving level through the Giving Level Detail Window.For more information on inserting giving levels click here.
Opens a window to edit a giving level through the Giving Level Detail Window.For more information on editing giving levels click here.
Creates a copy of the selected giving level.
Deletes a giving level.For more information on deleting giving levels click here.
Generates a report of the giving levels to the screen or default print location.
Exports the giving level list in a tab-delimited format.
Giving Level The name of the level.
Outlet-Owner The Outlet associated with the campaign.
Pledged The pledged goal.
Actual The total dollars raised to date.
Count The number of pledges associated with the giving level.
Soft Credit Soft Credits associated with this campaign.
Matching Gift The total dollars raised as Matching Gifts.
Match Count The total number of Matching Gifts.
Balance The total dollars needed to meet the pledged goal.
Diataxis: 

Creating Giving Levels

To create a new Donation Giving Level, you perform the following steps:

  1. Open the Donation Giving Levels window.

    Click here to learn how to access this window.

  2. Click the New button.

    The Giving Level Detail window opens.

  3. Enter a name for the Giving Level.
  4. Click the Save button.

  5. Click the the Add button.

    The button will become accessible once you have entered a matrix name.

    The Giving Level window opens.

  6. Enter the name of the giving level.

    i.e. Bronze

  7. Enter the lower limit of the giving level.

    i.e. 1

  8. Enter the upper level of the giving level.

    i.e. 99

  9. You can also select a Notification to be sent, by clicking the Drop Down List.
  10. On the 'BENEFITS' tab, you can:
    • enter a description of the benefits associated with the giving level
    • specify the non-tax-receiptable portion of the donation.
      • For example, a give at the $100 level may include a dinner valued at $25, so the $25 would be entered as the non-receiptable portion
      • In this way, you can assign different non-receiptable amounts and benefits at each giving level
  11. Click the Save to save the giving level.
  12. Repeat this procedure to add the different giving levels

Example Matrix:

  • Bronze $ 0.01 - $99.99
  • Silver $ 100.00 - $499.99
  • Gold $ 500.00 - $999.99
  • Platinum $ 1000 - $1000000.99
Diataxis: 

Editing a Donation Giving Level Matrix

The rules for creating a giving level are
  • you need a range for all values of money from 0.01 to 99999999999.99, whether you expect people to give at that level or not.
  • do not leave gaps in the range of numbers, and
  • and you cannot overlap a range.
If a range overlaps, you will see a message like the one to the right imploring that they be fixed.

In this case, all but one of the amount ranges overlap at least one other.

Overlapping means that the end of one range is the same or after the beginning of any other range (or vice versa). Often, fixing one range to not overlap, may fix others.

To edit a Donation Giving Level matrix, you perform the following steps.

  1. Open the Donation Giving Level window.

    Click here to learn how to access this window.

  2. Click on the Giving Level Matrix you wish to edit.
  3. Click the Open button.

    The Giving Level Detail window opens.

  4. Select the level to be edited and click the Detail button.

    The Giving Level window for the selected level opens.

  5. Change the required data.
  6. Click the OK button.

    The changes are saved and the new data is displayed in the Giving Level Detail Window.

Diataxis: 

Deleting Giving Levels

Giving levels are contained in matrix. Giving levels cab be deleted as the entire matrix or a single level in a matrix. A giving level or matrix used by a donation campaign can not be deleted.

To delete a Giving Level Matrix, you perform the following steps:

  1. Open the Donation Giving Levels window.

    Click here to learn how to access this window.

  2. Select the giving level matrix.

    Single click on a matrix to select it.

  3. Click the Delete button.

    The Delete Level confirmation dialog opens.

  4. Click the Delete button to delete the selected giving level matrix
Diataxis: 

Deleting a Giving Level from a Matrix

To delete a level from within a matrix, you perform the following steps:

  1. Open the Donation Giving Levels window.

    Click here to learn how to access this window.

  2. Select the giving level matrix.

    Do this by single clicking the value.

  3. Click the Open button.

    The giving level detail window opens.

  4. Select the level to be deleted.

    Single click on a level to select it.

  5. Click the Delete button.

    The delete confrimation dialog opens.

  6. Click the Delete button to delete the giving level.

Diataxis: 

Packages

A package, within Theatre Manager, is designed to group together several items. These items are listed together and require fewer clicks to purchase.

Do not confuse Packages with Subscriptions. Subscriptions sell the same seats, on the same night, using the same pricing for a patron. Packages do not define seating location or price. They simply allow for all items within the package to be sold together as a grouping.

The Packages window is opened through Setup >> System Tables >> Packages. From this window you can add, remove and edit existing packages.

The Package List window opens. Click here for a description of the Package List window.

Package Setup

Setting up a package requires you to first create the package, then Add the events / plays to the package.

Creating a Package

To Create a new package, you perform the following steps:
  1. Open the Package List window.

    Click here for more information on the Package List window.

  2. Click the New button.

    The Package Detail window opens.

  3. Enter the name for the package.
  4. Edit the External Name.

    The External Name populates automatically with the information entered in the Name field. Altering this information may not always be necessary.

  5. Click the Save button.
  6. The Content tab is now available for selection.

  7. Select the tab.

  8. Add items to the package as need.

    For details on adding items to a package, click here. Add as many items are are required for the package.

  9. Select the tab.
  10. Add any external or internal sales notes, as required.
  11. Select the tab.
  12. Check the box next to Via the Internet.
  13. This makes the package available online.

    Only do this for testing the package, or when you are ready to have the package available for purchase.

  14. Click the button.

    The package is now saved to the database and can be used in online sales.

Adding Items to a Package

  1. Open the Package List window.

    Click here to learn how to access the Package List.

  2. Double click on the desired package.
  3. Select the tab.

  4. Click the New button.

    The Package Item Detail window opens.

  5. Click the Event/Play Add button.

    The Event List window opens.

    Click here for more information on searching for Events.
  6. Select the desired Event.

    Single click on the event to select it. If multiple events are required for the package you must add them individually.

  7. Click the Select button.
  8. Choose the desired Performance Restrictions option.
  9. Click the Add button.

    The Performance List window opens.

  10. Select the desired Performances.

    Single click on a performance to select it. To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac).

  11. Click the Select button.
  12. Close the Package Item Detail window.

    To continue to add more performances to the package, repeat the select and Add steps.

Editing a Package

  1. Open the Package List window.

    Click here to learn how to access the Package List.

  2. Select the Package to be edited.

    Single click on a package to select it.

  3. Click the Open button.

    The Package Detail window opens.

  4. Make changes as needed.
  5. Click the Save button.

    The changes are now saved and the window can be closed.

Purchasing a Package

Packages can be sold using a direct link from an organizations main web site to the package.

The individual performances within a package do not need to be made available for online sales. This allows you to define the performances within the package, to be available as a package only, and not as individual performances in the online sale.

Performances can be made available for single ticket sales within the online sales and still be a part of a season package.

Deleting a Package

  1. Open the Package List window.

    Click here to learn how to access the Package List.

  2. Select the Package to be deleted.

    Single click on a package to select it.

  3. Click the Open button.

    The Package Detail window opens.

  4. Select the Content tab.

  5. Select the items listed in the Content tab.

  6. Click the Delete button.

    The Delete Package Detail Lines confirmation window opens.

  7. Click the Delete button.
  8. Close the Package Detail window.
  9. Click the button.

    The Delete Package confirmation window opens.

  10. Click the button.

    The package is now removed from the database.

Package List Window

Parts of the Package List Window

Creates a new package. For more information on inserting packages click here.
Opens the selected package for editing. For more information on editing packages click here.
Creates a copy of the selected package.
Deletes the selected package. For more information on deleting packages click here.
Generates a report of the selected packages to the screen or default print location.
Exports out a list of the selected packages in a tab-delimited format.
Options to search for packages by.
Like The text used to search for a select package.
Package # The unique sequence number for the package.
Active Indicates the status of the package. An Active package can be made available for purchase.
Name (Internal) Lists the internal name of the package. This is the name used to refer to the package with the organization.
Name (External) Displays the external name of the package. This is the name seen online.
Box Office Indicates is the package is available for sale at the box office.
Web Indicates if the package is available for sale online.

Package Detail Window

Parts of the Package Detail Window

Creates a new package. For details on setting up a new package click here.
Saves changes made to the package detail window.
Creates a copy of the current package.
Undoes changes to the last saved point.
Deletes the current package. For more information on deleting packages click here.
This feature is not available in this window.
Checks the spelling of text within the fields displayed in the current tab.
Package # The unique sequence number for the package. This is used when creating links to the package within the online sales.
Name The name of the package within Theatre Manager. This name is used for internal purposes.
Status Indicates the status of the package. An active package can be made available for purchase.
Opens the Sales Management tab.
Opens the Content tab.
Opens the Notes tab.

Package Sales Management Tab

Parts of the Package Detail Sales Management Tab

External Name The external name of the package. This is the name displayed in the online sales.
At the Box Office When checked, the package is made available for sale at the box office. The Future Onsale Date indicates the date and time the package will be available for sale at the box office.
Via the Internet Checking the box indicates the package can be purchased online. When a date and time are entered into the Future Onsale Date field the package will not appear online until this indicated date.
At Other Outlets Check this box to allow other Outlets to sell the package. A date and time can be entered to indicate the onsale date of the package for other outlets.

Package Content Tab

Parts of the Package Detail Content Tab

Item # The unique sequence number for the item within the package.
Type The type of item in the package. At this time only Events can be added to packages.
Description The name of the Item added to the package. If the item is an event the event code and title are displayed.
Outlet-Owner The company the item belongs to.
Adds a New Item to the package.
Opens the Package Item Detail window for the selected item.
Removes the selected Item from the package.

Package Item Detail Window

Parts of the Package Item Detail Window

Creates a item to add to the package. For details on creating new items click here.
Saves changes made to the item detail window.
Creates a copy of the current item.
Undoes changes to the last saved point.
Deletes the current item detail and returns to the package detail window.
This feature is not available in this window.
Checks the spelling of text within the fields displayed.
Package Item # The unique sequence number for the item within the package. This is generated by Theatre Manager.
Type The item type to be added to the package.
Status Checkbox indicates if the current package is active or not
Event The Event to be added to the package.
Opens the Event List window. This can be used to locate the event to be added to the package.
Performance Restrictions Only one option can be selected. All performances, except those listed will add all the performance for the event excluding those in the list below. Only listed performances will add only those performances for the selected event to the package.
Opens the Performance List window. This window can be used to select the desired performances for the package. The Performance Restrictions will be applied to the selected performances.
Removes the selected performance from the package.

Package Notes Tab

Parts of the Package Detail Notes Tab

External Sales Notes These notes appear online and are visible to patrons during the online sales process. Often additional details regarding the package are entered here for patron reference.
Internal Sales Notes Internal Sales Notes are visible within Theatre Manager only and cannot be seen by the general public.

Donation Campaigns

Donation Campaigns are setup to track to what campaign received donations from patrons.

The campaigns are setup through the Donation Campaign Window accessed through the Setup >> System Tables >> Donation Campaigns Menu.

The Donation Campaign List window opens.

To see all the Donation Campaigns, click the Search button.

For more information on the Donation Campaign List window click here

To further refine your search, you can select from the drop down list, choose an item to search for, enter text and click the Search button.

Diataxis: 

Donation Campaign List Window

Parts of the Donation Campaign Window

Accesses the Help section for this window.
Inserts a New campaign through the Campaign Detail Window. For more information on inserting campaigns click here.
Opens a window to edit a campaign through the Campaign Detail window. For more information on editing campaigns click here.
Deletes a campaign. For more information on deleting campaigns click here.
Generates a report of donation campaigns to the screen or default print location.
Exports out a donation campaign list in a tab-delimited format.
Opens the Donation Giving Levels Window. For more information on giving levels click here.
Merges two campaigns.For more information on merging campaigns click here.
Opens the DonorSearch Analytic List Window.
Category The code table category assigned to the donation campaign for online ordering and categorization
Campaign The name of the donation campaign.
Actual Dollar value the donation campaign has collected to date.
Solicitor The main solicitor for this campaign.
Notification Message sent to inform user of activity to this campaign.
Pledged The total pledges to date.
Soft Soft Credits associated with this campaign.
Outlet-Owner The Outlet associated with the campaign.
Count The number of pledges to date.
Giving Level The giving level matrix that is being used by the donation campaign. Click here to learn how to set up a giving level matrix.
Campaign Flag Include the campaign in patron statistics tab
Diataxis: 

Creating a New Donation Campaign

To review Quick Reference information on Creating a Donation Campaign, You can choose

Cheatsheet

Screencast

Creating a Donation Campaign

To Create a new donation campaign, you perform the following steps:

  1. Open the Donation Campaign List window.

    Click here to learn how to access this window.

  2. Click the New button.

    The Campaign Detail window opens.

    Click here for a detailed description of this window.

  3. Enter the name of the campaign.
  4. Enter the time period of the campaign.
  5. Enter the solicitor for this campaign.

    This field is defaulted to the current user. The Employee Lookup button can be used to display a list of all current Employees.

  6. Select a ticket face.

    This prints an extra ticket for a donation and can only be used by thermal printers.

    A ticket face is usually not necessary. Only add one if:
    • You want to print a specific looking receipt on a ticket printer for box office donations that emulates CRA needs (the tax receipt report should be used instead)
    • You like to have a sort of paper audit of donations at the box office to hand to development or finance (there are great reports for that too, meaning this isn't usually required)

  7. Select the Notification type.

    This will send an email to whomever has been setup to receive emails based on this type of Notifications. This does not have to be entered.

  8. Click the Accounting tab.
  9. Enter in the Accounting information for this campaign.

    If this is a Restricted Campaign (one which deposits to a bank account OTHER THAN the Operating Account, check the Restricted Campaign box and fill in the appropriate Bank account.

    Different G/L Accounts can be selected for prior fiscal years, current fiscal year, and future fiscal years. For more information on creating G/L accounts click here.

    Click here for more information on this window.

  10. Select the Edits tab.
  11. Select the giving level matrix to use for the campaign.

    Click here to learn how to setup giving levels.

  12. Select the access to be given to the campaign.
  13. Determine if a receipts should be printed for this campaign.
  14. Select the edit controls on the benefit amount.
  15. Click here for more information on this window.

  16. Click the Statistics tab.
  17. Enter the target amount for the campaign.
  18. Click the Save button.

    Click here for more information on this window.

  19. Close the Campaign Detail window.

    The campaign will be saved and displayed on the Donation Campaign window.

Diataxis: 

Campaign Detail Window

All the details of a campaign can be entered, edited and kept track of in the Campaign Detail window. This page explains the details of the window and its tabs.

 

Parts of The Campaign Detail Window

Opens a new Campaign Detail window to enter a new campaign.
Saves the currently open campaign.
Creates a duplicate of the currently open campaign.
Can be clicked while editing to revert back to the last time the open campaign was saved.
Deletes the Campaign currently open.
Checks the spelling in the appropriate fields.
Campaign Name Enter the internal name for the campaign.
Outlet Allows you to chose between any outlets avaialbe for your organization.
Access Groups Specify which groups of people can access the data
The Description tab is where you enter the descriptive information about the Campaign. It is described on this page.
The Accounting tab is where you enter the Account information for the Campaign. Click here for more information about the Accounting tab.
The Edits tab is where you define where donations to the campaign can be accepted and the Giving Level Matrix. Click here for more information about the Edits tab.
The Statistics tab shows all the total donations for the selected campaign. Click here for more information about the Statistics tab.
The Notes tab lets you enter text notes for the campaign. Click here for more information about the Notes tab.
The Donations tab shows you the list of donations to the campaign. From here, you can open, delete, make payments and print the selected donation. Click here for more information about the Donations tab.
The G/L Entries tab shows you the list of G/L Entries to the campaign. From here, you can add, open and delete, G/L entries. Click here for more information about the G/L Entries tab.
The Transactions tab shows you the list of Transactions related to the campaign. From here, you can add, open and delete, Transactions. Click here for more information about the Transactions tab.
Diataxis: 

Description Tab

Campaign Name The name of the donation campaign.
External Name Name to be displayed on the internet.
Category Assign the donation to a category that can be used to group and sort the campaigns in online web pages. These are set up in Donation Campaign Category code tables.
Campaign Starts Ends The time period that the campaign is running.
Ticket Face (Optionally), you can select a ticket face to be used for donations. Click the Ticket button to open the Ticket Face List window. Select a ticket face to be printed for a donation receipt. This function can only be utilized by thermal ticket printers.
A ticket face is usually not necessary. Only add one if:
  • You want to print a specific looking receipt on a ticket printer for box office donations that emulates CRA needs (the tax receipt report should be used instead)
  • You like to have a sort of paper audit of donations at the box office to hand to development or finance (there are great reports for that too, meaning this isn't usually required)
Notification The workflow notification type that you would like to be sent out for this campaign. Click here for more information on setting up Workflow Notifications.
Tags You can add any number of tags to the donation campaign.
Diataxis: 

Accounting Tab

Parts of the Accounting Tab

Posting Accounts

Restricted Campaign Generally funds are deposited to the Operating Account as setup in your Default Posting Accounts.

If you want the funds deposited to another account for this campaign, check the Restricted Campaign box and enter the correct Bank Account and transfer information below. This will cause Theatre Manager to create a general ledger clearing entry for your finance department to indicate the movement of funds via their bank interface. Refer to the example on restricted donations

Note: you will not be able to set up a restricted donation campaign if:
  • A restricted bank account is provided for the campaign. This is a physically separate bank account from your main bank account if required by law. it is typically an asset account
  • The restricted bank account is one of the special bank accounts in code table default accounts
  • The xfer from bank account and the clearing account in code tables are the same account in default accounts
Restricted Bank Account Restricted Bank Account for this campaign. it is normally a physically different bank account if you are tracking funds for special purposes like capital campaigns or casino/gaming accounts - as may be required by law.

Click the button to open the Chart of Accounts lookup.

Income "Prior Year in blue" and earlier. Prior fiscal year account for this campaign. We recommend that this be an unrecognizable account in your accounting system to prompt you to look at any posting to a prior year donation account.

The reason for a non-sensical account number is simple: posting to prior year donation accounts usually causes auditors to be concerned because the year end has been closed and audited as far as donations for prior years which have been compared to receipts issued.

An account number with an account name like 'Donation posted to prior year, please investigate' is a good idea.

Click the button to open the Chart of Accounts lookup.

Refer to the link about what happens if you change Amount, Campaign, or Fiscal Year for a Prior Fiscal Year donation for more information.
Income for "Current Year in blue" Current fiscal year account for this campaign.

Click the button to open the Chart of Accounts lookup.

Deferred Revenue for "Next Year in blue" and Later If you wish to defer donations for a future fiscal year for this campaign, you can select a different account than the current year account. It would normally be a liability. During year end rollover, any donations entered in future fiscal years will be rolled into the earned accounts. Click the button to open the Chart of Accounts lookup.
Patron is allowed to receive a benefit when giving to the campaign Applies the benefit matrix from the giving level matrix to this campaign. Click here for more information on setting up benefits for donations.
Can be changed from the default for the giving level Allows the value of the benefit to be edited during a donation.

Benefit Amount

Checkbox Patron is allowed to receive a benefit when giving to the campaign.
Checkbox Can be changed from the default for the giving level.
Benefit Account Benefit general ledger account for this campaign.

Click the button to open the Chart of Accounts lookup.

Diataxis: 

Changing Prior Year Donations

Changing financial information about donations after your year is complete is usually not a good idea especially if its after your financial audit and approved financials have been send to the Government.

If you need to do it, make sure you have a discussion with your accounting staff and/or auditors first.

You will be reminded of the accounting ramifications if you happen to change any one of the following items for a donation (per the image below) that was entered for any fiscal year PRIOR to this year:
  • Campaign
  • Donation amount
  • Fiscal Year on the donation
An other data fields on the donation can be changed at any time without financial implication and you will not see any of the messages below.
This process mentions fiscal prior year account setup in the campaign - refer to that if you need to see hour your accounts are set up and where things will post

Changes to Campaign, Amount or Fiscal Year

If you change Campaign, Amount or Fiscal Year, you will see a messages similar to below below asking to confirm the change.

If you really want to change the prior year financial data, you will see a second message to confirm the change, as below.

 

If you agree to both dialogs, the donation data will be changed.

Theatre Manager will create transactions that

  • Reverses the original amount, campaign and fiscal year using the account number below that relates to the donation fiscal year
  • Create a new transaction for the new amount, campaign and fiscal year
Thus, if you are changing a donation from the current to the past year, then you will affect prior year books. This will take funds out of out of the current year account and put into the prior year account.

Since the Government has been told about the prior year, your finance people and auditor will need to know, so that they can amend prior year. This is especially important if it is a multi year pledge that is not full paid because of the discounting for present value that need to be done on Government forms.

In other words, if you need to do this, make sure your finance people know. IT may not be an issue at all.. but then again, it might be very important to know.

Sales Tab

Accept Donation at

Via the Donor Tab Allow the campaign to be displayed as a choice when a donation is being entered through the donor tab on the patron window.
In conjunction with a Ticket Sale Allow the campaign to be displayed as a chouce when a donation is being given through an order created on the ticket tab in the patron window.
Taken during a Ticket Return Allow the campaign to be displayed when a ticket is being refunded / returned for any reason.
Accepted on the Internet Allow the campaign to be accessed via the Internet and donations made Online. Additional option, Visible in Internet List. This allows for the selected campaign to appear in the list of available donation campaigns for patrons to give to.
  • If both options are enabled, the donation campaign will appear online on this page - https://tickets.artsman.com/TheatreManager/1/login?donationcampaigns
  • If Accepted on the Internet is enabled for a donation campaign, this would apply to the campaign used for rounding up a online cart, where the donation campaign should NOT appear on the organizations donation page.
  • Another use for Accepted on the Internet is in conjunction with direct donation link where the campaign would not appear online for everyone.
Visible in Internet List Normally, donations campaigns available online should be visible online. There may some special purpose donations that you may create a quick-add button for that do do not want to see in list. If so, uncheck this option.

Examples might be: round up donations or quick donate on checkout window for a particular purpose.

Sort Order Allows you to specify an online sort order for campaigns (instead of purely alphabetical). The default is a three level sort:
  • Grouping order as specified for the Campaign Category code table, if one is provided)
  • Sort order specified for the campaign in this window (if any)
  • Finally, by the Campaign Name
Accept Post Dated Payments If post dated payments are accepted online, indicate the final payment date. Monthly payments will be set up through to the end of the payment date. You could set the date to be end of the year to get recurring yearly payments.
At other Outlets Allows the campaign to be accessed and donations made at other outlets.

Include in Patron Statistics

Include in Annual Statistics Donation values will appear in patron statistics tab.

Default values for a new Donation

Fiscal year Normally, the fiscal year on a donation defaults to your fiscal year in which the donation falls. If you enter a donation for a future year, it will take on a future fiscal year.

If you want to change the default behaviour for this donation campaign and force the fiscal year to be in the future, you can enter a future non-zero year into this field.

It must be a future year (since the default of zero means the current year now and forever). And if it is always to be the next fiscal year, you will need to edit this field at year end every year.

Accrual accounting (GAAP, FASB, IRS an CRA) says you should not set for future years. But sometimes auditors will allow deferral of subscription donations to the next year.

NOTE: Default Fiscal/Program Years are Copied to each Donation at time of creation of the donation. After that, you can change either of then on the donation.

Changing the default does not affect past donations - you must change them manually.

Program Year The default program year for a donation is the calendar year on the donation date. If you wish it to be different then set a default value into this field. It must be a future year.
Default Solicitor The primary solicitor for the campaign. You can select or change the solicitor, by clicking on the Solicitor button to open the Employee Listwindow to select or change a solicitor for the Campaign.
Diataxis: 

Edits Tab

Parts of the Edits Tab

Print Controls On Receipts

Print receipts for this Campaign Allows receipts to be printed for this campaign and you may (optionally) set a minimum donation mount if desired for receipt printing.

You can choose the conditions under which you want to print tax receipts in Canada.

Email Receipt for Online Donor If checked and the patron donates online, a single one receipt per payment style donation receipt will be created and attached to the patron's web confirmation.

You will be warned if your company preference setup contains no:

The above images should be in place to so that the tax receipt looks complete (and in Canada, contains all the required information for tax receipts).

This option is not available:

  • if you are not printing receipts for the campaign -or-
  • the online donation amount does not meet the minimum amount required for a receipt
    • If the online donation amount does not meet the minimum amount required for a tax receipt, then no tax receipt will be sent. The receipt option will remain the default for the campaign.
If Over A certain Amount If an amount is entered, then any single donation that is under the specified amount will never get a tax receipt printed in the batch printing or automatic emailing of receipts.

Note: Receipts are generated for each payment towards a donation. As long as the donation is over the threshold for receipting, each payment gets a receipt. If you are expecting multiple payments, you may want to consider selecting Annual Statement Style receipts when entering the donation - to minimize any administrative burden.

For example: A donation might be $100 (and entitled to a receipt). if the patron pays with post dated payments for $10.00 each, monthly, each payment will get a receipt (i.e. 10 receipts, regardless if the receipt is under the threshold). Printing the Annual Statement Receipt might be one way to reduce receipting effort if the payments are small and donations are large.

Default Tax Receipt Options Theatre Manager has a number of tax receipt options that you can set for each donation.

You can set the default for the campaign, which will be copied to each new donation when the donation is created.

Suggested Donations Online

Suggested Amounts You can enter a list of suggested donation amounts - and if you do, then the online donation module will have buttons that let the patron quickly pick that amount as a donation - without having to enter information. The patron will always have the ability to enter a custom amount.

If you have no suggested amounts, then the patron will be required to type in a value for the donation.

If you drag some of the giving levels to this list, Theatre Manager will take the minimum value in the range for that giving level and add it to the list. You might want to take most popular ranges and drag onto this field for quick entry.

Giving Level Matrix

Giving Level The giving level matrix that will be used for the campaign. For information on setting up a Giving Level Matrix for use here, click here.
Opens the Giving Level (inserting) window, allowing you to add more levels to the campaign. Click here for more information on adding levels.
Opens the Giving Level window, allowing you to edit the selected Giving Level. Click here for more information on editing levels.
Allows you to delete the selected Giving Level. Click here for more information on deleting a level.
Diataxis: 

Statistics Tab

The statistics are kept as a total for all Donations to this Campaign. Targets are useful for long term capital campaigns. Theatre Manager does not support targets on an annual basis for ongoing/annual campaigns.

Parts of the Statistics Tab

Total Target Goal for the campaign.
Show on Internet Shows the progress to date on the web pages in the internet.

It will show the progress on the:

Non-Financial Donation Amounts

Prospects The total value of prospect donations for the campaign.
Soft Pledges The total value of soft pledge donations for the campaign.
Soft Credits Total value of soft credits allocated for the campaign.

Donation Amounts Affecting G/L

Actual Total amount received.
Total Donations Total number of donations for the campaign.
Hard Pledges The total pledged amount for the campaign.
Matching Gifts The amount of matching gifts for the campaign.
# Gifts Matched The number of matching gift donations for the campaign.
Written Off The total value of donations written off against this campaign.
Balance Owing Total balance owing on donations for this campaign.
Diataxis: 

Notes Tab

An area for any internal notes about this particular campaign. The Notes tab is not a mandatory field when setting up a Campaign.

Parts of the Notes Tab

External Sales Notes Enter any notes about the campaign that you would like patrons to see online - that might help them decide to give to this campaign.
Internal Sales Notes Enter any notes about the campaign that are for staff only
Icon You can drag a 200 pixel wide by 250 high image to this area - which will be shown during online sales in the list of donations
Diataxis: 

Donations Tab

Parts of the Donations Tab

There are some actions you can do to one or more donations from the context menu that are not available on the toolbar:

Status Icon based indicators on the various aspects of the donation.
Order # The order number is a reference number for the order.
Prog Yr Program Year.
Use Indicates the source detailing hose the donation was received.
First / Last & Company Name Name of the patron making the donation.
Campaign Name Name of the campaign the donation was applied to.
Fiscal Year The accounting Fiscal Year the donation was made.
Donation Date Date the donation was made.
Pledge Amount The amount the patron pledged to this donation.
Actual Amount The actual amount the patron has confirmed they will donate towards their original pledged amount.
Giving Level What level of giving the donation is at.
Balance Outstanding balance of the pledged amount remaining to the paid.
Total Receipted The amount of the donation that has been issued paayment/receipts.
Soft Credit The total amount of Soft Credits that have been applied to the donation.
Program Name How the patron would like to be recognized on the program.
Diataxis: 

G/L Entries Tab

Parts of the G/L Entries Tab

View Selection Drop-down (set to All G/L Entries in the example) Choose which entries you want to see in the list and then click the lookup button to view the list. The default is All G/L Entries.
Journal # The unique Journal # for the entry
Description The type of journal entry it is (ie. Sales Posting)
Date The posting date for the entry.
Debit The Debit amount of the entry (if applicable)
Credit The Credit amount for the entry.
Not available.
Opens the selected entry for viewing/editing.
Not available.
Diataxis: 

Transactions Tab

The Transactions tab allows you to view the specific details surrounding the audit transactions of the selected campaign.

Seq # The transaction reference number.
Trans Date Date the transaction took place
Journal No Journal Entry reference number.
Code Theatre Manager reference code used to determine the type of transaction.
Transaction Desc Brief description of what the transaction was.
Order # Reference number used to tract the components of the order.
Diataxis: 

Delete a Campaign

  1. Open the Donation Campaign window.

    Click here to learn how to access this window.

  2. Click on the campaign you want to delete.

    The campaign must not be tied to any transactions in order to be deleted.

  3. Click the Delete button.

    A Delete confirmation dialog opens.

  4. Click the Delete button.

    The donation campaign has now been deleted.

Diataxis: 

Editing a Donation Campaign

  1. Open the Donation Campaign window.

    Click here to learn how to access this window.

  2. Select the campaign you wish to edit.

    Single click on a campaign to select it.

  3. Click the Open button.

    The Campaign Detail window opens.

  4. Change the required data.
  5. Click the Save button.

    The changes are saved and the new data is displayed in the Donation Campaign window.

Diataxis: 

Merging Donation Campaigns

  1. Open the Donation Campaigns window.

    Click here to learn how to access this window.

  2. Select the campaigns to merge.

    Do this by holding <CTRL> (Windows) or <OPTION> (Mac) as you click the campaigns.

  3. Click the Merge button.

    The Merge Donations window opens.

  4. Choose the Campaign the others are to be combined into.
  5. Click the Merge button.

    A merge confirmation dialog opens.

  6. Click the Merge button.

    The campaigns are merged and displayed in the Donation Campaigns Window as the campaign you chose to merge the files into.

    Other Campaigns are deleted after the procedure is complete
    If the campaigns were going to different GL entries in your accounting system, you may want to make a manual GL entry in your accounting system to reflect the merged numbers.
Diataxis: 

Membership, Pass, G/C Types

Passess, Gift Certificates and Memberships are bought by a patron and may (depending on your company) entitle them to a monthly newsletter, advanced ticket purchases, or discounts on ticket sales. Memberships can also be setup to allow a set number of free admissions with purchase. Gift Certificates are purchased for a dollar denomination and then given to another patron who can use the gift certificate as cash to purchase tickets for a performance. Passes can be setup to provide free admissions to a predefined number of performances; as well passes can be setup as "Average cost per Admission" the pass is purchased for a set price and allows x number of admissions. when the pass is redeemed Theatre Manager will override the price code and change the price to the denomination of the pass.

Setting up Pass G/Cs and Memberships is performed throughout the Pass G/C Member Types Window. The window is accessed through the Setup >> System Tables >> Pass G/C Types Menu

The Member Types Window opens.

Click here for a detailed description of this window.

Finding a Pass G/C Type

To Find Types, you perform the following steps:

  1. Select Setup >> System Tables >> Pass G/C Types Menu.

    The Member Types Window opens.

  2. To refine your search, you can choose from the drop down list, turn off or on the Active/Inactive flags, enter text in the description box and click the Search button.

    Or leave blank and click the Search button for a complete list of Memberships.

    The results which fit your parameters will be displayed.

    To access a membership double-click it.

Diataxis: 

Pass G/C Types List Window

Through this window you can add, edit, delete, view the details and verify Pass G/C types.

Parts of the Pass G/C Types List Window

Accesses the Help section for this window.
Inserts new Pass G/C type. For more information on inserting Pass G /C/ types click here.
Edits the selected Pass G/C type. For more information on editing Pass G/C types click here.
Copies the selected Pass G/C type.
Deletes the selected Pass G/C type Click Here to learn how to delete member types.
Generates a report of the Pass G/C types to the screen or default print location.
Exports a list of Pass G/C types.
Verifies the selected Pass G/C type. For more information on verifying member types click here.
Description Description of the Pass G/C type which will be displayed in all Pass G/C pull down menus.
Purchase $ Dollar value of the Pass G/C type at time of purchase.
Redeem $ Dollar value representing how much of the Pass G/C has been redeemed/used (or the value of items for which it has been used)
Issue Qty Number of this Pass G/C type to be sold.
Redemption Method Method of redemption for the selected Pass G/C type. For more on the redemption methods, click here.
Notification Lists any workflow notifications that have been setup for this Pass/G.C.
Rule Name Lists any Sales Rules that may be associated with this Pass/G.C.
Diataxis: 

Creating a Membership, Pass, Gift Certificate

"Membership" is a broad term meaning "Gift Certificates," "Flex Passes," "Vouchers," "Other Income" or a variety of other forms. Since the name of the field is customizable, some organizations may retain the term "Membership," while others change it to reflect their own terminology such as "GC/Pass," "Gift Certs." or even "Other Income." The nomenclature in your database may be different than "memberships."
Theatre Manager sells four key items: Tickets, Donations, Memberships and resources. While "tickets" allow admission to an event and "donations" are gifts from patrons for which a tax is receipt is usually printed, "memberships" can take on a variety of other items.

Memberships are often seen as a payment method, as in a Gift Certificate or Flex Pass. They are used to exchange value from the membership to a ticket purchase. For example, a Gift Certificate can be purchased, and exchanged at a later date (used as a payment method) for tickets or other items for sale. Similarly, a Flex Pass is purchased, and exchanged for tickets at a later date.

Memberships can also denote affiliation with a group, such as a Symphony League, Actors Club.

And finally, Memberships can also be a methodology for getting payments for non-ticket/non-donation items into Theatre Manager such as rental income, playbill advertising, and concession income.

For more information on determining the membership type that best suits your needs click here.

To Create a new Pass, Gift Certificate or Membership, you perform the following steps:

  1. Go to the Setup Menu >> System Tables >> Pass G/C Types (remember, yours may be called "Pass," "GC/Pass," "Gift Certificates" or some other name).

    The Pass G/C Types window opens.

  2. Click the New button.

    The Pass G/C Detail window opens for entry.

  3. Give the Membership an INTERNAL name that you will know the membership by within your organization.

    You will have an opportunity to change the EXTERNAL name (the name by which your patrons will know this membership) on the Description tab.

  4. Proceed to each tab in the Membership Setup.
Diataxis: 

Description Tab

The Description tab is the first of the setup tabs in a new membership. Many of the fields in this tab are optional.

 

Parts of the Description Tab

Pass GC Type Internal Name used during the sales process at the box office - which may be different than the external name.
Category Select a category for the pass or gift certificates. These are created in the Member Category code table. The categories are used to group similar pass types for display on the pass/gift certificate sales web page.
Access Groups Specify which groups of people can access the data
Active A pass or gift certificate must be marked active in order for it to be sold or redeemed. Refer to the compete list of redemption rules.

If you no longer wish to sell passes/GC's, but still allow redemptions, enter a final date that they can be sold that is prior to today.

External Name Name by which the patrons will know this membership (this name appears on the web).
* Available From Date and time the membership will be available for sale.
* Available Till Date and time the membership will no longer be available for sale. This does not mean "redeemable" until.
* Ticket Face The ticket face that will be used for this membership. If a ticket is to be printed for this membership, then the ticket coding must be based on Member Data.
* Exclude Price Codes If, during the redemption of this membership, any specific Price Codes in the Event Setup are to be unable to be used by this Membership, then those Price Codes need to be listed here.
* Notification If an internal email notification is to be sent when this particular membership is sold, it must be indicated here.
* External Sales Notes Enter notes regarding what this Membership/Pass/GC is for and it will appear in the online notes beside each pass/gc. This as a marketing opportunity to communicate with your online patrons.
* Internal Sales Notes Notes regarding what this Membership/Pass/GC for internal use only.
* Tags You can add any number of tags to the membership type.

* indicates an optional field

Diataxis: 

Redemption Rules Tab

The Redemption Rules tab controls how the pass works and how it can be redeemed. There are 5 different types of Memberships that can be created in Theatre Manager. Each one serves a specific purpose, yet remains flexible in the parameters you determine. The 5 types are:

  1. Free Admission
  2. Dollar Value
  3. Average Dollar Per Admission
  4. Can't Buy A Thing
  5. Use Promotion

While a pass seems like something you are selling, it really is, first and foremost, a payment method.

People buy passes or gift certificates with the expectation that they can redeem them. After all, it is their money. Some passes can be limited to the amount of money that can be redeemed, after which Theatre Manager will require and up-charge.

Most passes and gift certificates should be tax exempt (but may include the total intended redemption value that includes taxes)

At time of sale, the value of the entire value of the pass is generally deferred in a liability account. When a portion of it is used to pay for tickets, the ticket will have the actual taxes payable calculated that the time of the sale of the ticket -- and the passes redemption value covers the entire cost of the ticket.

Tax is never allowed on a 'Dollar Value' or an 'Average Dollar Admission' type of pass to enforce those rules

Method of Redemption

Free Admission Free Admission is simply that - a "free admission." If you are giving away a ticket to an event in a radio giveaway or an auction, you can create a Free Admission pass. This allows the recipient to exchange the free admission pass for an admission ticket to any event. You can limit the events applicable to the pass in the "Valid Plays" tab of the Membership setup. Special Considerations:
  • The number of free admissions can be controlled by changing the # of Passes issued on the right side of the screen.
  • If the passes are going to be free, then the "Can be sold for a zero value" on the EDITS tab must be selected.
Dollar Value A Dollar Value pass is essentially a Gift Certificate. If the patron gives you $50 to use at a later date, then redeems the pass to purchase tickets, it should be set up as a Dollar Value. Special Considerations:
  • Typically, the "# of Passes Issued" is set to 0, and the "Purchase Amount" is set to $0. Then on the EDITS tab, the "Value Can Be Changed During Purchase" option is selected so Gift Certificates can be sold in any amount.
  • In most U.S. States, and all of Canada, Gift Certificates never expire and should be set as such in the EDITS tab.
  • The General Ledger accounts for "Dollar Value" and "Average Dollar Per Admission" are typically liability accounts as they start out as a credit to the patron and then are used as a reduction of that credit.
  • Tax is not allowed on this Pass Type.
Average Dollar Per Admission This is more commonly known as a "Flex Pass" where a patron purchases a pack of "x" admissions for "y" price. The Flex Pass is then redeemed for tickets on whatever schedule the patron wishes. The parameters can be set such that the patron can use one, some or all admissions on the same performance. Average $ per Admission passes (or better known as "Flex Passes") are rapidly becoming more popular than the traditional "all-in" subscriptions.
Special Considerations:
  • The values for "# Passes Issued" and "Purchase Amount" must be set for an Average Dollar Per Admission type.
  • Theatre Manager will split the Purchase Amount equally across all available redemptions. So if the Flex Pass is $100 for 5 admissions, regardless of the actual price of the ticket, Theatre Manager will attribute $20 ($100/5) to each event where the pass is redeemed.
  • Tax is not allowed on this Pass Type.
You may set a "Maximum per admission" to limit the value to which the pass can be applied.

Using the above example, you set a Maximum per admission of $25. If the recipient attempts to redeem the pass on an event where the ticket price is $30, Theatre Manager will apply $25 from the pass to the ticket, and leave a balance owing of $5 to be paid in some other form.

This allows the box offie the flexibility of up-charging for more expensive nights even when a patron buys a lower price pass - and creating a win-win from a customer service perspective.

Can't Buy A Thing This is used as a true membership such as a Symphony League, Community Players, or other membership group. This can also be used to track sales that are merchandise, concessions, advertising sales, rental fees or other miscellaneous forms of income.
Special Considerations:
  • Can't Buy A Thing and Use Promotion are the only two membership types where "Grace period before approval needed to renew expired memberships" (on the EDITS tab) can be employed. This is because these are the only two true membership types, whereas the previous three are based on admissions.
Use Promotion This pass type is designed to allow pass holders reduced admission prices for a specific time period. When this pass is used, the price of the tickets changes from their original promotion to something else using the sales rules mapping.
Examples of this membership type are:
  • Annual movie pass
  • Alumni who receive a "2 for 1" discount on tickets
  • Musicians who receive a dollar discount on tickets purchased
  • or patrons who belong to an elite club within your organization who, as a benefit of membership, receive a set discount on tickets.

Redeemable By


There are four options for who can redeem the pass or gift certificate.

Purchaser only Only the patron who purchased the pass will be able to redeem it. This is good when you wish to limit the pass to the owner alone.

Online Redemption Rules:

  • The patron can see this pass and redeem it without a password because it is assigned specifically to them.
  • No other patron can redeem this pass (including household members)
Any Household Member Any member of the same household can redeem the pass. This is good for a flex pass where you may want it redeemable by the patron, their spouse or any other members of the household.

Online Redemption Rules:

  • The patron who owns the pass can see and redeem it without a password because it is assigned specifically to them.
  • Other household members can see the pass and use it without a password when they choose 'Redeem passes' at the cart or checkout page.
  • Patrons outside the household will be unable to use the pass
Any Patron (Visible to Purchaser) This pass can be redeemed by any patron in the database. This type of redemption is good for Gift Certificates or Raffle/Give-Away vouchers where you do not know the final user at the time of the sale.

Online Redemption Rules:

  • The patron who owns the pass can see and redeem it without a password because it is owned by them.
  • All other patrons will need both the pass control number and the redemption password.
If a pass that may be redeemed by any patron is to be used online, then the BOX OFFICE MUST also give the patron the redemption password. It is 15 characters long and can be printed on the 'pass' ticket face or on a form letter based on passes/gift certificates.
Any Patron (Not Visible to Purchaser) This pass can be redeemed by any patron in the database. This type of redemption is good for Gift Certificates or Raffle/Give-Away vouchers where you do not know the final user at the time of the sale.

Online Redemption Rules:

  • All PATRONS will need both the pass control number and the redemption password.
  • Even the patron who purchased it cannot use it without the password because it is not visible in their account
For this redemption method, ALL Patrons (including the one who purchased the pass) will need to enter the pass redemption password. The pass will not show on anybodies account until it us used at least once.

Redemption Options for Passes

Depending on the type of Membership, you may be able to specify certain parameters about how it operates. The available fields will grey out or become available as appropriate.

# of Passes Issued For Free Admission or Avg $/Admission, you can indicate how many passes will be issued with this membership. The number can be zero, as long as on the EDITS tab, you indicate that the value can be changed during purchase.
Purchase Amount The cost of this membership. The value can be set to zero as long as one of two conditions are met on the EDITS tab. Either:
  • "Value can be changed during purchase" or
  • "Can be sold for a zero value" are enabled.
The former is ideal for Gift Certificates. The latter is for use with a Free Admission type of pass.
Redeemable Amount The value of the pass during the redemption process. This is usually the same as the Purchase Amount, however can be different. For example, you may have a "Holiday Gift Certificate" where the Redeemable Amount is higher than the Purchase Amount. To achieve this, set the Purchase Amount at $1, and the Redeemable Amount at $1.10. This will increase your Gift Certificate value to 10% more than the Purchase Amount.
Sales Rules Sales Rules are mappings for converting one Sales Promotion to another Sales Promotion. They can be really useful when redeeming gift certificates online to show how the origina price was changed.

Internet Options for Pass or Gift Certificate Redemption

At your discretion, you may choose to make some Memberships redeemable online. For example, a Flex Pass holder or Gift Certificate owner may be able to redeem their Membership for tickets online.

Redeem via the Internet This checkbox indicates whether the selected Membership can be redeemed online. If enabled:
  • The patron will be able to see all the passes associated with their account online on a pass/gc redemption web page
  • A patron can redeem passes/gift certificates online that were given to them by another patron if they know both:
    • the pass number -and-
    • the redemption code.
    The redemption code is a secret serial number unique to each pass/gift certificate that is generated when it is sold. The Box Office staff can only see this redemption code if it is printed on a ticket face or on a form letter based on Passes/Gift Certificates. This is for security reasons and also that they do not need the redemption code to use the pass at the box office.

    Under certain circumstances, Theatre Manager may support redemption codes embedded in track III on specialty cards - contact sales to find out more about the encoding and where to source cards.

Refer to rules regarding payment of pass before use for the sub-options.
Renew via Internet If the Membership is renewable (applies to "Can't Buy a Thing" and "Use Promotion" only), this checkbox indicates if the pass is renewable online.
Diataxis: 

Redeemable via Internet Options

If you decide to allow the pass or gift certificate to be redeemed online, you have two options:
  • Must be fully prepaid for. This is the default option and means that the pass or gift certificate must be paid for by the patron before it can be used online. This includes making postdated payments towards the value of the pass.
  • Might be unpaid. If this option is selected, it means that a patron can redeem the pass or gift certificate online before it is even paid for. Enabling this option requires that the employee has the function security enabled for Payments - use pass that has not been fully paid for'
    This option exposes you to Risk and is not recommended.

    If a pass or gift certificate is not paid for and the patron uses it to see a show, you risk being left with a receivable that the patron might never pay for after seeing the show. In effect, it means you gave away a comp ticket unwillingly.

Diataxis: 

Accounting Tab

The Accounting tab determines where the funds go to during a sale, and are drawn from during the redemption.

If the method of redemption is Average $/Admission or Dollar Value Gift Certificate. taxes will be ignored as GAAP treatment is to defer taxes on financial instruments until the time of redemption via a ticket purchase. At that time, taxes on the ticket are taken from the value of the redemption. You may want to include taxes in the total cost.

Parts of the Accounting Tab

Tax Rate to Apply

Tax Rate A drop down to select the tax rate applied to this membership. If there is no tax rate for this membership, then select "None."

Default Fiscal Year

Fiscal Year Normally, passes and gift certificates are sold for the fiscal year that you are currently in. If this is the case, leave this field blank.

However, sometimes there is a time where you are selling passes now for a future fiscal year. If that is true, enter the future fiscal year that the pass is for (normally the next year). When selling the pass, TM will use the default fiscal year for the pass, or the current fiscal year of the venue, whichever is greater. This prevents defaulting to a prior fiscal year.

General Ledger Accounts

Income for FY20xx and Earlier For many membership types (Free Admission, Dollar Value, Average Dollar Per Admission), the income account is normally a liability account. As the membership is sold, the liability goes up. As the membership is redeemed, the liability goes down.
Deferred Revenue FY20xx and Later If the usable redemption period of a membership or gift certificate falls within the upcoming year, rather than the current fiscal period, you may want to consider deferring the revenue in a liability account. During data entry of the pas/G.C., you will need to specify the future fiscal year. If you do this, then revenue will be rolled over into the current year during year end rollover.
Benefit Expense Account If there is a difference between:
  • the sale amount of the membership, and
  • its redeemable value
then enter the GL account to which the difference should be applied. This is normally considered as a marketing expense for selling/promoting the gift certificate.

For example, if you have a holiday Gift Certificate promotion where if you buy a Gift Certificate for $100, but receive a redeemable value of $110, you will want to attribute the $10 expense to the marketing GL line. Use of this membership benefit amount ties back to the Redeemable Amount on the Type tab.

Unearned Income Write-Off Account If the membership expires (as set in the Edits tab), then any unearned income will be moved to the GL account indicated here when the pass is manually written off.
Diataxis: 

Sales Management Tab

The Sales Management tab is the third - and possibly most important - of the setup tabs in a new membership. You must carefully consider each of the check boxes and options in this tab as your selections control how the Membership can be sold and redeemed.

Parts of the Sales Management Tab

Allow pass/g.c. to be Purchased

Via Member tab on the patron screen This option allows the membership to be sold using the BUY button on the patron record on the MEMBER tab.
In conjunction with a ticket sale This option allows sales staff to sell the membership using the Member tab on the left-hand side of the Order Window during the ticket sale process.
As a ticket refund ("store credit") This would be selected if the membership is a voucher that is issued to a patron to rectify customer service situations. Instead of issuing a cash refund, a voucher/pass/gift certificate may be issued for a future ticket purchase.
Via the internet This option allows the membership to be sold online.
Visible in Internet List Normally, pass/GC types available online should be visible online. There may some special purpose ones that you may create a quick-add button for that do do not want to see in list. If so, uncheck this option.
Sort Order Allows you to specify an online sort order for pass/GC types (instead of purely alphabetical). The default is a three level sort:
  • Grouping order as specified for the Pass/GC Category code table, if one is provided)
  • Sort order specified for the Pass/GC type in this window (if any)
  • Finally, by the Pass/GC Name
Accept Post Dated Payments If you wish to offer a payment plan for this Membership online, indicate the final payment date in this field.

Include in Patron Statistics

Include in Annual Statistics Checking this option will include sales of this membership when generating annual patron statistics reports.

Icon for TicketTrove/Web

Icon Place any 200x250 pixel image there which will appear online in the pass/gift certificate web sales page that you can create a direct link to via eblasts or from other web sites or web pages.

Pass/G.C. Management for Other Outlets

Sales Rules at Other Outlets If you have the Outlet Edition of Theatre Manager, you may choose to allow sales of a particular pass/g.c at other outlets. If so, you will be able to select which outlets may or may not be able to sell a specific pass/g.c.
Redemption Rules at Other Outlets If you have the Outlet Edition of Theatre Manager, you may choose to allow redemption of a particular pass/g.c at other outlets. If so, you will be able to select which outlets may or may not be able to redeem a specific pass/g.c.
Diataxis: 

Edits Tab

The Edits tab is the fifth of the setup tabs in a new membership. You must carefully consider each of the check boxes and options in this tab as your selections control how the membership can be sold.

Parts of the Edits Tab


Edit Controls on Pass G/C

Value can be changed during purchase Allows the employee selling this membership to change some values (such as those set in the Redemption Rules tab or the pass expiry date) during the sale. This is important if you have set your Gift Certificates to sell for an unspecified dollar amount. You will need to change the $0 amount to the amount the patron wished to purchase the gift certificate for.
Sell in even multiples of original value If the membership has a specified value, checking this option allows the membership to be sold only in even multiples (1, 2, 3...) of the original value. When an employee purchases multiples of the member type it will increase the quantity of memberships by the number of multiples purchased. The number of admissions will also be increased by the same number of multiples purchased. A Flex Pass, for example, may cost $30 for 2 admissions. By selecting this option, you can sell 4 admissions for $60, or 6 for $90, but not 3 for $30 or 2 for $25.
Can be sold for a zero value If the membership is to be given away or "comped" (for example a "free admission" or a Radio Giveaway Voucher), then this option must be selected.
Can be renewed after expiry date Only available for "Can't Buy a Thing" and "Use Sales Promotion" as they are the only true membership types (as opposed to admission based memberships). This option allows the membership to be renewed after the expiration date defined when the membership was sold.
Future memberships can be redeemed now If a membership is Season Year specific (i.e. a patron purchases a Flex Pass for the 20xx season), this option allows the redemption of this pass prior to the start of the season.
Entry scan creates festival (General Admission) seating tix If your site employs ticket scanners for audience entry control, scanning this membership card will create a festival (General Admission) ticket. There is no need for the bearer of this kind of membership to stop by the box office. They only have their membership scanned during their entry to a festival or General Admission event, and Theatre Manager will register a sale to that membership.

Default Mail List

You can add a patron to a mail list based on purchase of a type of pass. The patron will:

  • be added to the mail list the first time this pass is purchase
  • be added if the pass is purchased again at some future time, but the patron was removed from the mail list for some reason
  • be added to the mail list if an order containing the pass is transferred to their account
  • NOT be removed from the mail list if the pass is refunded

Mail List Enter or lookup an option mail list that should be associated with the patron account when the pass or gift certificate is purchased.

Defaulting the Control Number

A Control Number is a number associated with a membership that Theatre Manager uses to identify and track the specific membership within the system. ONE of the following options must be selected for the membership.

Defined at time of purchase This option allows the seller to manually define the Control Number used for the membership. This is typically employed when there are pre-printed membership cards or magnetically encoded gift cards that already have a Control Number on them.
Theatre Manager Defined Theatre Manager will assign the next number in sequence to the membership. This option must be used if the membership is to be sold online.
Next available # starting at This option allows your organization to serialize the Control Number. For example, you can indicate that all Gift Certificates start at 100,000, while 2011 Flex Passes start at 11,000. This allows for easy recognition by sales staff as to the original purpose of the membership

Defaulting the Expiration Date

An expiration date indicates when the membership will no longer be redeemable. ONE of the following options must be selected for the membership.

Never Expires Indicates that the membership will never expire. In most U.S. states and all of Canada, Gift Certificates must be set to "Never Expire." Please contact your local revenue agency for laws governing your Province/state.
Expires in xx Months This allows the membership to be used on a "rolling" basis. It will expire xx months from the purchase date.
Expires on Date This option allows the membership to expire on a specific date, such as the end of the season year. Popular for Flex Passes, it prevents the previous year's unused admission from being carried over to the current year.

Other fields on the Type tab

Number of Access Cards assigned to membership Like a hotel asking how many room keys you want, Access Cards can be assigned to a specific membership allowing more than one patron to use the membership. For more information on Access cards click here. Leaving the values at 0 allows one card to be issues for a membership.
Grace period before approval needed to renew expired membership If the membership is renewable ("Can't Buy a Thing" or "Use Sales Promotion" only) then you may indicate the number of months after expiry where the membership can be renewed without a Master User override. If engaged, this is typically set to 1 or 2 months. For example, if you plan to increase the membership price from one year to the next, you may wish to offer a grace period for the old price to those who have recently expired memberships.
Maximum # of tickets redeemable per performance and/or event Indicates the maximum number of times this membership can be used within a single performance or event. For example, if the membership is a flex pass for 5 admissions, how many admissions can be used in a single performance? In order to encourage diversity of attendance, some organizations choose 1 performance, while others are happy for patrons to attend a single event, using all 5 admissions at once. By default, the setup allows the maximum number of admissions to be used within a single performance.
Diataxis: 

Valid Plays Tab

The Valid Plays tab allows you to indicate which events the membership is able to be redeemed for. You can restrict the use of the membership to specific events simply by adding them here. An unrestricted membership would have no events listed.

In addition, there is an option to allow over-riding the event settings when each individual pass/GC is sold. If checked, then the events in the pass/gc Valid Events list takes precedence.

Parts of the Valid Plays tab


Allow Setting Valid Plays Normally, this list indicates which events that any patron holding a valid instance of this pass is able to use it for -or- the list is bank so that the pass can be used for any events.

However, if you Allow Setting Valid Plays on each Pass/GC, it means that at the time when a pass/gc is sold to a patron, you can over-ride the events in the list and specify a subset of the above (or completely different set) as per the rules below

When the flag is enabled:

  1. If you have events in this list, then the box office can only pick from items in this list - in other words the pass must be a subset of this list. Examples:
    • You might use this for scholarship passes. You can indicate in the pass type which items the scholarship can be for -- and then then attached to a patron, limit it to one of the events.
    • For actor passes, you can set which event they can come to -- and restrict it to the event they are working on - or some other events, that may exclude a big show.
  2. If you have no events in this list, then the box office can pick from any event. This is useful for limiting free passes to one event or scholarships to be redeemed for a certain class or range of classes
Play # Sequence number of the event within Theatre Manager.
Year Season year of the event.
Play Code The Event Code as defined in the Event Setup.
Play Title The title of the event as defined in the Event Setup.
# Perf. Total number of performances for this event.
Allows you to add an event / play to the list.
Deleted the selected play/event from the list.


To Add an Event / Play to the list, you perform the following steps:

  1. Click the button.

    The Event List (lookup) opens.

  2. Click the icon to generate a list of events.

  3. Highlight the events you want to allow for this membership.
  4. Click the button.
  5. Continue adding events as appropriate.
Diataxis: 

Statistics tab

The Statistics tab displays a listing, year by year of the number of passes issues and redeemed and their value. This is a helpful "at-a-glance way of seeing what your organization has in terms of membership liability.

Diataxis: 

Patrons Tab

The Patrons tab shows you the Patrons associated with the selected Pass G/C and Membership.

Parts of the Patrons tab


Status The status of their Pass G/C.
Order # The Order number of the Pass G/C.
Year - Fiscal The fiscal year the pass g/c was purchased.
First Last and Company Name The patron who purchased the pass g/c.
Control # A Control Number is a number associated with a membership that Theatre Manager uses to identify and track the specific membership within the system. A control number must be assigned with each membership, and is defined in the EDITS tab of the Membership Setup.
Purchase $ The amount (in dollars) of the pass g/c purchased in the order.
Issued Pass Amount The amount (in dollars) of the value of the pass g/c.
Issued Qty. The number of admissions in the purchased pass.
Remain $ The amount (in dollars) remaining on the pass g/c.
Remain Qty. The remaining number of admissions left on the pass/g.c.
Date Renewed The date the pass was renewed or purchased.
Expiry Date The date the pass/g.c. is no longer valid.
Opens the Detail window for the selected Pass G/C for editing. Click here for more information on editing Memberships, Passes and Gift Certificates
Deleted the selected pass g/c, membership from the list and places a refund on the order.
Opens the payment window for the order the pass g/c, membership is attched to..
Write Off If you select a number of the passes in the list and use the write off function against the passes, then any with a remaining balance or quantity will be written off and GL entries created to move the unused portion to unearned income.
Extend If you need to extend the expiry date for a number of passes at one time due to some unforeseen reason, you can:
  • Select the passes or gift certificates that you want to extend the expiry date for
  • Click the Extend button
  • A window will open that lets you change the expiry date. The default expiry options are the same as the current options under the edit tab. In other words, if the pass/GC tab is set to expire:
    • on a specific specific date, so will the dialog
    • never, so will the dialog
    • in a certain number of months, so will the dialog - please make sure that you enter the number that you wish to extend
    • You can change the expiry from never expires to a specific date for the pass, if you wish

    Note: any attempt to try to extend a pass or gift certificate that never expires will be ignored UNLESS you:

    • choose the option to specifically set an expiry date -and-
    • tell Theatre Manager you mean to set the expiry date on 'never-expire' passes/GCs

You muse have extend a pass permission in employee function setup.

To refine your search for the correct pass g/c, membership, you can choose from the top down list, enter text and click the Search button.
Diataxis: 

G/L Entries tab

The GL tab lists the general ledger entries associated with this membership.

Parts of the G/L Entries tab

Journal # The specific journal number associated with the G/L entry.
Description Whether the entry is a Sales Posting, Deposit Posting, or manual G/L entry
Date Date the G/L entry took place
Debit The debit amount associated with the G/L entry.
Credit The credit amount associated with the G/L entry.
Memo A single memo line, generated by Theatre Manager to indicate in the ledger the purpose of the entry.
Date Posted The date the entry was posted to the G/L.
Diataxis: 

Transactions Tab

Parts of the Transactions Tab

Seq # The transaction reference number.
Trans Date Date the transaction took place.
Journal No Journal Entry reference number.
Code Theatre Manager reference code used to determine the type of transaction.
Transaction Desc Brief description of what the transaction was.
Order # Reference number used to track the components of the order.
Type Type of pass/g.c or transaction that is referenced.
Description of Entry Details of the transaction.
Debit The debit amount of this transaction.
Credit The credit amount of this transaction.
Total The net effect of the transaction.
Opens the selected transaction displaying the transaction details window.
Diataxis: 

Edit Pass G/C and Memberships

To edit an existing Pass/g.c., you perform the following steps:

  1. Open the Member Types window.

    Click here to learn how to access this window.

  2. Select the Pass/g.c. you want to edit.

    The Pass detail window will open.

    Click here for a detailed description of this window.

  3. Edit the data as needed.
  4. When you have completed your changes, click the Save button.

    The changes will be saved. Clicking the Revert button will abort any changes you made to the member type.

Diataxis: 

Verifying Passes, G/Cs and Memberships

This function is for future development. It is currently not an available option in Theatre Manager.


You use Verify to change the setting on sold passes, G/Cs and Memberships to the new settings of that Type. This function should be used only on the recommendation of a support technician in proper authority.

  1. Open the Membership Types window.

    Click here to learn how to access this window.

  2. Select the member type to verify.

    Single click a member type to select it.

  3. Click the Verify button.

    The following confirmation window will open.

  4. Click the Yes button to continue.

    The Member type has now been verified.

Diataxis: 

Deleting Pass G/C and Membership Types

Pass, G/C and Membership types can only be deleted if they have not been purchased by a patron.

To delete a Type, you perform the following steps:

  1. Open the Member Types Window.

    Click here to learn how to access this window.

  2. Select the Member Type to be deleted.

    Single click on a Member Type to select it.

  3. Click the Delete button.

    If the record can NOT be deleted the following dialog opens.

    If a record CAN be deleted, the following delete confirmation dialog opens.

  4. Click the Delete to confirm the deletion.

    The type is removed from the Member Types Window.

Diataxis: 

Online Discount Suggestions

A Gift certificate can be created in Theatre Manager to provides a discounted purchase price with a higher redemption value. This type of Pass/Gift Certificate is most often used for things like Black Friday sales. It could be used to provide VIP or Memberships, Boxing Day sales or or other seasonal offerings.

The example below shows how to set up a gift certificate where the patron receives a 10% discount on the purchase cost. You can make it valid or any amount the patron purchases, or limit to a single purchase value.
  1. Create a new Pass in Theatre Manager.
  2. Under the Redemption Rules Tab sent the Redeemable Amount to be the value of purchase. In the example:
    • the Redeemable Amount is $10.
    • In the Purchase Amount field set the value to be 10% less than the Redeemable Amount. In the example the Purchase Amount is $9, 10% less than the $10 Redeemable Amount.

      10% Discounted Pass

  3. Under the Accounting Tab set the Redemption/Expense Account to be the GL Account where the difference between the Purchase Amount and Redemption Amount should be posted.
  4. In the Edits Tab check the box for Value can be changed during purchase.

    By allowing the value to be changed Theatre Manager will calculate a 10% discount on the Pass based on the Purchase and Redemption amounts in the Redemption Rules tab. The difference between these two amounts will be posted to the GL Account outlined in the Redemption/Expense Account field in the Accounting tab.

    Pass Value Can Be Changed

Diataxis: 

Resources

Tasks are a major feature of Theatre Manager's newest versions and the Facility Management module. For more information about the Facility Management module click here. To read more specifically about tasks and their place within Facility Management, click here.

This section shows how to set up an organization's resources for use within tasks. A resource can be anything from a consumable item (like paper cups or candy bars for concession), to reusable items like tables and chairs, to rooms for rent, or even employees or volunteers whose time can be considered a resource for a task (and billed to clients using the Facility Management billing/invoicing feature). Resources can be as broadly or narrowly defined as you decide you need them to be.

To open the Tast Resource setup, you perform the following steps:

  1. Choose Setup >> System Tables >> Resources.

    The Resource List window opens to the All resources tab.

For more information about the List window for Resources, click here.

Resources List Window

The Resource List window allows you to Add, Edit and Delte Resources from the Theatre Manager database.

Parts of the Resource List Window

Click on a link to learn more about the features.

Accesses the Help section for this window.
Inserts new Resource. For more information on inserting resources click here.
Edits the selected Resource. For more information on editing resources click here.
Copies the selected Resource.
Deletes the selected Resource. Click here to learn how to delete resources.
Generates a report of the resources to the screen or default print location.
Exports a list of resources.
Click to add inventory for the selected Resource. Opens the Pricing and Inventory Tab.
Description The name of the Resource as setup in the Description Tab.
Active/Inactive Checkboxes When checked, will pull a list of either Active or Inactive Resources (or both).
Shows a list of All Resources.
Shows a list of Resources that have been designated Generic Resources.
Custom tabs are added in the System table Facility Resource Groups, Click here to go to the Resource Groups help page. Resource Groups are categories for different types of Resources. The default setting in Theatre Manager is the Generic group. Other groups can be added as needed.
Table Columns
Resource # The unique number in the database assigned to that particular resource.
Code The unique Resource Code assigned to the particular resource.
Description The name of the resource.
Quantity The quantity of the specific resource listed in the database.
Internal Description The internal description for the resource (shows only inside the Theatre Manager application).

Generic Tab

Resources can be grouped under different headings. The default heading in Theatre Manager is the Generic Resource.

Additional groups can be added in Setup >> System Tables >> Code Tables >> Facility Resource Groups. Click here for more information about adding a group in the Facility Resource code table.

Custom Tabs

Setting up different Facility Resource Groups in the System Code tables creates new tabs in the Resource List window. This allows you to group resources under different headings.

Resources can be grouped under different headings. The default heading in Theatre Manager is the Generic Resource.

Additional groups can be added in Setup >> System Tables >> Code Tables >> Facility Resource Groups. Click here for more information about adding a group in the Facility Resource code table.

Resource Detail Window

The Resource Detail Window is where all of the specific information about a resource and it's usage is put into the Theatre Manager database.

The following pages describe in detail the different tabs of the Resource Detail Window.

Description Tab

The Description tab of the Resource window is where you enter the Resource Group, the type of units, the owner, vendor any special instructions, notofications, size and color of the resource.

Parts of the Description Tab

Accesses the Help section for this window.
Inserts a new Resource. For more information on inserting resources click here.
Saves changes made to the selected Resource
Copies the selected Resource.
Undoes any changes made to the last saved point.
Deletes the selected Resource. Click here to learn how to delete resources.
Generates a report of the resources to the screen or default print location.
Does a spell check of the record.
Click to add inventory for the selected Resource. Opens the Pricing and Inventory Tab.
Resource Code A unique code assigned to the specific Resource (similar to an Event Code, for example).
Outlet The outlet to which a Resource belongs (for organizations using Outlet Edition of Theatre Manager).
Resource Description The internal name of the Resource that will show in the Resource List Window and elsewhere in Theatre Manager.
Status Box When checked, the Resource will be marked as an Active resource in lists.
Resource Group The Resource Group to which a resource belongs. Theatre Manager's default Resource Group is "Generic." Click here, for information on how to add another group or groups.
External Description the name of the resource that is viewable by the general public.
Picture of Resource You can drag and drop an image from your computer into the Picture box. You are limited to a graphic less than 500k. Click here, for more information on adding an image.
Unit The unit of measure for the resource for use in inventory management.
Owner If the resource is owned (or managed), you can include that person by using the patron lookup button and searching for the owner/manager in the database.
Vendor The preferred Vendor from whom to obtain the resource (if applicable)
Special Instructions Include any special or important information about the resource in the Special Instructions field.
Notifications Notifications can be set to alert employees about usage of resources if desired.
Item Colour, Size and Picture Item colour and size description may also be included. You may also drag a picture into the picture field if you'd like.
Tags You can add any number of tags to the resource.

Accounting Tab

The Accounting tab determines where the funds go for Expenses and Income.

Parts of the Accounting Tab

Deferred Accotning For each resource, you can indicate if expenses and income should be deferred.

Even if you select deferred revenue accounting for the resource, it only comes into effect if the resources is attached to a project that is marked to defer revenue on the project's accounting tab.

Expense Accounts

Expense Tax Code The tax rate that applies to the purchase of the resource.
Deferred Liability A liability account as set up in the Chart of Accounts to be used with this resource when it it purchased for later sale.
Earned Expense Account An expense (or cost of goods) account as set up in the Chart of Accounts to be used with this resource when it it purchased for later sale.

Income Accounts

Sales Tax Code The sales tax rate used when selling/renting the resource.
Deferred Asset The deferred income account - usually an asset to track future work (from the Chart of Accounts) to be used when this resource is sold or rented.
Income Account The income account (from the Chart of Accounts) to be used when this resource is sold or rented.

Resource Sales Options

Pricing and Inventory Tab

Parts of the Pricing and Inventory Tab

Sales Method The three options are:
  • Component Only - the resource is intended only as part of a larger resource and is not used on its own (for example, a mic cable as part of a PA package).
  • Facility - the resource is rented or used over and over again without need of replenishment (for example, the PA package).
  • For Sale - the resource will need to be replenished as it is used (for example, paper cups).
Resource Cost The replacement cost per unit of the resource (unit is set up on the Description Tab).
Resource Pricing The suggested amount is how much should be charged per use of the resource. Usage is defined by the lookup button to the right of the entry field (in the example, it's set to Per Day).
Customizable checkbox When checked, the Suggested Price can be changed when the resource is used.
Inventory Management
Enable Inventory Tracking checkbox Sets up the inventory management for this rental resource. If inventory tracking is enabled, then Theatre Manager will ensure that no more than the available quantity is rented at any given time.

Click here to see how to Add Inventory Tracking.

Enabling Inventory Tracking

Tracking inventory allows you to specify the number of units available. If tracking is not on, Theatre Manager assumes the number of units available are unlimited. To start tracking inventory for the selected resource, perform the following steps:

  1. In the Pricing and Inventory window, click to enable Inventory Tracking.

    If required, enter Notes about the inventory modification.

    Optionally - You can enter the number of units to track.

  2. To start inventory tracking, click the Start button.

    The inventory number appears on the Pricing and Inventory tab and in the Resource List.

Adjusting Inventory Tracking

This page is under construction.

Removing Inventory Tracking

You can disable the tracing of a particular resource. To remove tracking for the selected resource, perform the following steps:

  1. In the Pricing and Inventory window, click the check box to disable Inventory Tracking.

    If required, enter Notes, such as a reason the tracking was disabled (for example, the particular unit has been replaced).

  2. Click the Stop button.

Components Tab

The Components Tab can be used for those resources which may require the use of various components (a PA System in the example). It is not a required tab for resource setup.

Parts of the Pricing and Inventory Tab

Components List Add or remove components to/from a resource here using the Add or Remove buttons at left under the list.
Component Detail This section on the right side applies to the currently selected component resource on the component list on the left. In the example, the selected component is Speaker Cables, so the items under Component Detail apply to Speaker Cables as they are being used as a component of the PA System (the current selected Resourse)
Component The currently selected component resource.
Component Type Component resources are either a Standard part of the current Resource, or an Optional part of the Resource as designated here.
Amount Used Set here how many units of the selected component resource are to be used in the instance of the current Resource.

Notes Tab

In the notes tab, you can enter any internal notes about this particular resource. The Notes tab is not a mandatory field to fill out when setting up a Resource.

Usage Tab

Parts of the Usage Tab

Task # The unique number in the database assigned to the particular task.
Rental Start Date The start date for the rental of the respurce.
Rental Expected End Date The ending date for the rental of the resource.
Description The name or description as it appears on the calendar.
Quantity How many of the current resource are set for use.
The New Button is grayed out on this tab as it is not possible to add usage to a Resource.
Opens the selected Task Resource Detail window in order to edit the resource details as they pertain to that task.
Deletes the resource from the Task.
Opens the selected Task for editing.
Drop-down that allows searching the Task list for All Resources, by Task Description, or by Task Begin Date.

G/L Entries

G/L Entries

  • The G/L Entries tab shows all G/L entries associated with the specific resource.
  • Transactions Tab

    Transactions

    • The Transactions tab shows each transaction associated with the resource. This tab and the G/L Entries tab will be populated as you use the resource and has no set up requirements.

    Adding Resources

    A Resource can be any tangible item you wish to sell through Theatre Manager. They may be a space/room rental, a concession item like food and drink or merchandise like CD's, DVD, clothing and more. The break down of resources can be as broad as a concession snack or as granular as a specific t-shirt size. The scope depends on the level of inventory tracking you engage Theatre Manager to do.

    You can have direct links to inventory (like t-shirts) from any web page.

    Adding a Resource

    1. Click Setup >> System Tables >> Resources.

      The Resource List window opens.

      For more information on Resource List, click here.

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

      The Resource Detail Window opens to the Description tab.

      For more information on Description tab, click here

    3. Enter a Resource Code.

      Resource Codes are abbreviated shorthand that help quickly identify and sort items. For example, a Coffee Mug Gift Basket might be represented as MUGGIFTBSK.

    4. Enter a Resource Description.

      The Resource Description is the internal name of the resource and will show in lists and on reports in Theatre Manager.

    5. In the Description tab enter the External Description for the resource.

      This will be the name that appear on Invoices and is displayed online to the general public.

    6. Select a Resource Group from the drop down.

      A Resource Group can be used to indicate a collection of like items. Examples might be a concession group for all concession items, a specific t-shirt design to group together individual size resources or a physical location to group spaces for rent in a venue. For more information on setting up Resource Groups, click here.

    7. Add a picture to the Resource Icon for Web field by dragging and dropping the image.

    8. Select the Accounting tab

      For more information on the Accounting tab, click here.

    9. Enter the Expense Tax Code, Deferred Liability and Cost of Goods GL Accounts.

      Expense Accounts will not effect your End of Day or GL Reports. They are added for future implementation to help with the expense side of reporting and inventory.

    10. Enter the Sales Tax Code, Deferred Asset and Income Account GL Accounts.

    11. Select the Sales tab.

      For more information on the Sales tab, click here.

    12. In the Accept Resource at area indicate where the Resource is to be sold.
      • In Conjunction with a Ticket Sales - Allows item to be sold at the Box Office
      • Accept on the Internet - Allows item to be sold online
      • Visible in Internet List/Grid - Allows item to be sold and displayed online

    13. Select the Pricing & Inventory tab.

      For more information on the Pricing & Inventory tab, click here.

    14. Select For Sale bullet in the Resource Sale Method section of the page.
    15. Enter the retail value of the resource in the Suggested Price field.

      If tax is to be charged on the item the Suggested Price should be the retail value less tax. Tax will be added on top of this price based on the Sales Tax Code selected in the Accounting tab.

    16. Select the Notes tab.

      For more information on the Notes tab, click here.

    17. Insert text into the External Sales Notes field.

      This is where marketing language is inserted and is made visible online to patrons. This text appears online in a highlighted box next to the Resource Icon for Web image from the Description tab.

     

    To access Merchandise items online a "Merchandise" or "Shop" button may need to be added to the Navigation Bar if not previously added. For instructions on how to edit the Navigation Bar click here.

     

    Editing a Resource

    1. Click Setup >> System Tables >> Resources.

      The Resource list Window opens.

      Click here for more information on the Resource List window.

      Highlight a Resource from the list by single-clicking on it.

    2. Click the Open button.

      The Resource Detail window opens.

      Click here for more information on the Resource Detail window.
    3. Edit the information for the Resource as required.
    4. Click the Save button.

    Delete a Resource

    1. Click Setup >> System Tables >> Resources.

      The Resource List Window opens.

      Click here for more information on the Resource List window.
    2. Highlight a Resource from the list by single-clicking on it.

    3. Click the Delete button.

      The Delete Confirmation dialog opens.

    4. Click the Delete button.

      The Resource Record is deleted.

    Tax Tables

    The Tax Rates Window can be accessed through the Setup >> System Tables >> Tax Tables menu. The tax table displays all current taxes which have been setup for use with Theatre Manager. From the window you can also insert, edit and delete taxes.

    The Tax Rates List window opens.

    Click here for more information on the Tax Rates List.

    Tax Rate List

    Parts of the Tax Rate List Window

    Accesses the Help section for this window.
    Inserts a new Tax Rate. For more information on inserting tax rates click here.
    Edits the selected Tax Rate. For more information on editing tax rates click here.
    Copies the selected tax rate.
    Deletes the selected Tax Rate. Click here for more information on deleting tax rates.
    Generates a report of the tax rates to the screen or default print location.
    Exports a list of tax rates in a tab-delimited format.
    Tax
    The name of the tax.
    Active
    Will show either Yes the tax rate is active for use or No it is not Active for use.
    City Rate
    The portion of the tax rate that applies to City or municipality tax.
    State/PST Rate
    The percentage rate of the tax that applies to State or Provincial taxes.
    GST/Federal Rate
    The portion of the tax rate that applies to Federal or GST taxes.

    Tax Rate Detail Window

    Parts of the Tax Rate Detail Window

    Inserts new Tax Rate. For more information on inserting tax rates click here.
    Saves changes made to the selected Tax Rate.
    Duplicates the selected Tax Rate.
    Undoes changes to the last saved point.
    Deletes the selected Tax Rate. For more information on deleting tax rates click here.
    Tax Code
    Name of the tax rate.
    Setup for the City or Municipal portion of the tax code. For more information on this tab, click here.
    Setup for the State or Provincial portion of the tax code. For more information on this tab, click here.
    Setup for the Federal or GST portion of the tax code. For more information on this tab, click here.
    List of the G/L journal entries for each instance of the tax code's usage. For more information on this tab, click here.

    The names for the City, State/PST, and Federal/GST tabs can be set in Setup > System Preferences > Appearance Tab to reflect whichever is the suitable option. Our examples here show both names - but depending on your location, you may set them appropriately. More information can be found here.

    City Tax Tab

    Parts of the City Tax Tab

    Tax Number
    Your organization's tax ID number for City taxes.
    Tax Rate
    The percentage of the tax rate that applies to City taxes.
    Deferred Tax Account
    Deferral account number from your Chart of Accounts for the City tax. For more information about the Chart of Accounts in Theatre Manager, click here.
    Tax Payable Account
    Liability account from your Chart of Accounts for the City tax.

    State/PST Tax Tab

    Parts of the State/PST Tax Tab

    Tax Number
    Your organization's tax ID number.
    Tax Rate
    The percentage of the tax rate that applies to State or PST taxes.
    Deferred Tax Account
    Deferral account number from your Chart of Accounts for the State/PST tax. For more information about the Chart of Accounts in Theatre Manager, click here.
    Tax Payable Account
    Liability account from your Chart of Accounts for the State/PST tax.
    Apply To Base Sale Price Only
    When selected, this option will apply the percentage set above to only the base price of the ticket or pass (parallel method).
    Apply To Base + City
    When selected, this option will apply the percentage set above to the base price plus the City price set in the City Tab(cumulative method).
    Apply To Base + Federal/GST
    When selected, this option will apply the percentage set above to the base price plus the Federal/GST tax set in the Federal/GST Tab(cumulative method).
    Apply To Base + City + Federal/GST
    When selected, this option will apply the percentage set above to the base price plus the City tax and plus the Federal/GST tax (cumulative method).

    Federal/GST Tax Tab

    Parts of the Federal/GST Tax Tab

    Tax Number
    Your organization's tax ID number.
    Tax Rate
    The percentage of the tax rate that applies to Federal or GST taxes.
    Deferred Tax Account
    Deferral account number from your Chart of Accounts for the Federal/GST tax. For more information about the Chart of Accounts in Theatre Manager, click here.
    Tax Payable Account
    Liability account from your Chart of Accounts for the Federal/GST tax.
    Apply To Base Sale Price Only
    When selected, this option will apply the percentage set above to only the base price of the ticket or pass (parallel method).
    Apply To Base + City
    When selected, this option will apply the percentage set above to the base price plus the City price set in the City Tab(cumulative method).
    Apply To Base + State/PST
    When selected, this option will apply the percentage set above to the base price plus the State/PST tax set in the State/PST Tab(cumulative method).
    Apply To Base + City + State/PST
    When selected, this option will apply the percentage set above to the base price plus the City tax and plus the State/PST tax (cumulative method).

    G/L Entries Tab

    Parts of the G/L Entries Tab

    View Selection Drop-down (set to All G/L Entries in the example)
    Choose which entries you want to see in the list and then click the lookup button to view the list. The default is All G/L Entries.
    Journal #
    The unique Journal # for the entry
    Description
    The type of journal entry it is (ie. Sales Posting)
    Date
    The posting date for the entry.
    Debit
    The Debit amount of the entry (if applicable)
    Credit
    The Credit amount for the entry.
    Not available.
    Opens the selected entry for viewing/editing.
    Not available.

    Inserting a Tax Code

    To add a Tax Code, you perform the following steps:;

    1. Click Setup >> System Tables >> Tax Tables.

      The Tax Rate List window opens.

      Click here for a description of this window.

    2. Click the New button.

      The Tax Rate Detail Window opens.

      Click Here for a detailed description of this window.

    3. Enter the Tax Code name.

      This is the name that will be displayed anywhere the Tax Code can be selected.

    4. Enter the tax number in the City tab.
    5. Enter the Tax Rate percentage that applies to City taxes for the overall rate.
    6. Click the Lookup button next to the Deferred Tax Account field.

      The Chart of Accounts Lookup window opens.

    7. Select the G/L account the city tax should be applied to.
    8. Click the Lookup button next to the Tax Payable Account field.

      The Chart of Accounts Lookup window opens.

    9. Select the G/L account the city tax should be applied to.
    10. Select the State/PST tab.

      Click here for more information on the State/PST Tax Tab.

    11. Enter the tax number in the State/PST tab.
    12. Enter the Tax Rate percentage.
    13. Click the Lookup button next to the Deferred Tax Account field.

      The Chart of Accounts Lookup window opens.

    14. Select the G/L account the State tax should be applied to.
    15. Click the Lookup button next to the Tax Payable Account field.

      The Chart of Accounts Lookup window opens.

    16. Select the G/L account the State tax should be applied to.
    17. Select the Federal/GST tab.

      Click here for more information on the Federal Tax Tab.

    18. Enter the tax number in the Federal/GST tab.
    19. Enter the Tax Rate percentage.
    20. Click the Lookup button next to the Deferred Tax Account field.

      The Chart of Accounts Lookup window opens.

    21. Select the G/L account the Federal tax should be applied to.
    22. Click the Lookup button next to the Tax Payable Account field.

      The Chart of Accounts Lookup window opens.

    23. Select the G/L account the Federal tax should be applied to.

    24. Click the Save button to save the tax.

     

    Editing Tax Codes

    1. Click Setup >> System Tables >> Tax Tables.

      The Tax Rate List window opens.

      Click here for a description of this window.

    2. Select the tax code you wish to edit.

      Do this by single clicking on the value.

    3. Click the Open button.

      The tax rate detail window will open with the data for the selected tax code.

    4. Change data as required.
    5. Click the Save button.

    Deleting a Tax Code

    Tax Codes can only be deleted if they have not been used for any transactions in Theatre Manager.

    1. Click Setup >> System Tables >> Tax Tables.

      The Tax Rate List window opens.

      Click here for a description of this window.

    2. Select the tax code to delete.

      Do this by single clicking on the value.

    3. Click the Delete button.
    4. The Delete confirmation opens.

    5. Click the Delete button.

    Fee Tables

    The Fee Type window is opened through the Setup >> System Tables >> Fee Tables.

    The Fee Table window opens.

    From this window you add, remove and edit Fee Tables.

    Fee Type Detail Window

    Parts of the Fee Type Window

    Accesses the Help section for this window.
    Inserts a new fee. For more information on inserting fees click here.
    Saves changes made to the fee.
    Creates a copy of the current fee.
    Undoes changes to the last saved point.
    Deletes the current fee. For more information about deleting fees, click here.
    Not yet available in this window.
    Checks the spelling of fields that can be typed in.
    Description Name given to the fee.
    Outlet Outlet responsible for the fee.
    Status When checked the fee is active and can be used.
    Details about the fee. For more information on the description tab click here.
    Calculations for the fee. For more information on the calculation tab click here.
    Rules of the fee. For more information on the edits tab click here.
    An optional list of performances to which the fee can be applied. For more information on the performances tab click here.
    An optional list of member types to which the fee can be applied. For more information on the member types tab click here.
    Sales notes about the fee. For more information about the notes tab click here.
    G/L entries for the fee. For more information on the G/L entries tab click here.

    Description Tab

    Parts of the Description Tab

    External Name Name of the fee as it will appear on the internet or a ticket face.
    Effective Unitl If there is a range of dates during which you want the fee to be applied, enter a start and ending date.

    • If a start date is provided but no end date, then the fee applies after the start date forever
    • If an end date is provided but no start date, then the fee applies from now until the end date is reached
    Base Price Between Ordinarily, the fee will apply to any item in the shopping cart, regardless of price. however, if you want the fee to only apply to tickets (or donations or passes) that have a base price valued between $x.xx and $y.yy, then enter the range of prices. This allows you to structure non-refundable box office fees to vary, based on the price of the item.

    Note: the price that is checked is the base price and all taxes, fees and discounts are ignored when evaluating if the fee is valid or not.

    This might be beneficial use of fees for Road House style venues.

    G/L Account General ledger account to apply this fee to - which is normally an income account
    Search button to access a list of G/L accounts.
    Statistics Fee will be included in the patron statistics.
    Automatic Fee will be added to the order automatically based on the edit controls in the edits tab. Some fees cannot be marked as 'auto-add':
    • Any fee that is associated with mailing fee, print at home fee, or will call fee which are set in company preferences. These are managed by the system automatically
    • Any fee that is part of a payment rounding fee. These are managed by the system and set in code tables for payment methods (typically cash)
    • Any fee that is part of a pre access code

    Calculation Tab

    Parts of the Calculation Tab

    Default Fee Amounts

    $ Amount Value of the fee prior to tax calculations
    Per Order Fee is applied once to the order.
    Per Item Charge the fee in a multiple of the number of items purchased.
    Percentage Set a percentage for the fee of either the total order or the items in the order, based on the radio button choice above, rather than a flat dollar amount.
    To Maximum Maximum amount to be charged for this
    Allow fee to be changed Fee can be edited at the time of purchase

    Tax Setting

    Tax Rate Tax rate to be applied to this fee

    Sample Price Calculator

    Value of Applicable items Enter a test value for the items in an order or cart to see how the Fee calculator would work.
    Number of Applicable items Enter a test number of items in the order or cart that the fee would be applied for a number of items in the cart or order.
    Fee Amount The value of the fee based on the number and value of applicable sample items.
    City Value of the city tax based on the tax rate and Effect on fee of
    State/PST Value of the State/PST tax based on the tax rate and Effect on fee of
    Federal/GST Value of the Federal/GST tax based on the tax rate and Effect on fee of
    Net Fee Shows what the net fee would be based on the calculations
    Value plus fee The value of the applicable items plus the fee for the total cost
    Subtracts the tax from the fee amount to help you decide how to adjust fees if you want them without tax.

    Edits Tab

    You can decide what fees apply to when making a sale. If a fee is added automatically or manually, it looks at the content of the order or cart and will only apply the fee if the corresponding item(s) are in the cart.

    • Depending on which you pick on the right side of this screen, some options will disappear.
    • On the left side, you can only make the fee apply to one of the three groups. For example, if the fee applies to a payment source, it cannot apply to a ticket purchase and vice versa.

    Parts of the Edits Tab

    Allow fee to be used during

    Coupon Code Fee is tied to the use of a coupon code at checkout.
    New Sale Fee is applied to a New Sale.
    Modify Fee is applied when an order is modified.
    Exchange Fee is tied to either:
    • Echanged Tickets
    • Purchased Tickets
    Refund Fee is tied to a refund.

    Allow fee to be used when entering by:

    Box Office Applies fee when ever a ticket is sold by the Box Office.
    Before Event / Pay What You Can Applies fee when ever a ticket is sold before event/pay what you can.
    Development Applies fee when ever a ticket is sold by Development.
    Internet Sale (added by Patron) Applies fee when ever an item is purchased by the Patron through your web sales module
    Internet Sale (added by Staff/Volunteer) Applies fee when ever an item is sold by the Staff (volunteer) to the Patron as part of the manage sales process for courses and such

    Only apply fee to the following items:

    Tickets Applies fee when ever a ticket is sold.
    Regular Admission Fee is applied to any tickets sold using regular admission accounting.
    Season Ticket Fee is applied to any tickets sold using season ticket accounting.
    Other-Type 1 Fee is applied to any tickets sold using other-type 1 accounting.
    Other-Type 2 Fee is applied to any tickets sold using other-type 2 accounting.
    Other-Type 3 Fee is applied to any tickets sold using other-type 3 accounting.
    Pass / G.C. Applies fee when ever a Pass or G.C. is purchased.
    Donation Applies fee when ever a Donation is purchased.
    Resource/Inventory/Merchandise Applies fee when ever a resource (inventory item or merchandise) is purchased. Currently only applicable for online sales
    Payments at Specific Sources Applies fee when purchaced at Any Source.
    Internet / Web Sales Applies fee when purchased online.
    Telephone Order Applies fee when purchased through a Phone Order.
    Mail Order Applies fee when purchased via Mail Order.
    Patron Present Applies fee when the Patron is at the Box Office.
    Patron wants items mailed at Box Office Applies fee only when the Order Ticket Handling Option is set to Mail To Patron.

    Performances Tab

    Parts of the Performances Tab


    Leaving this list blank will default to the fee being applicable to all performances.
    You are limited to about 750 performances which is more than you should need in a year. If you need more than that, either:
    • Remove the performances that are in the past -or-
    • If you want to keep the information which performances the fee applied to, then duplicate the fee and start it anew for the next year.
    Exclude Selected Performances When selected, the fee will be excluded from the performances listed.
    Apply to Selected Performances When selected, the fee will apply to only the performances listed.
    Play The Seq # of the event(s) in the list.
    Performance The performance(s) code for the events in the list
    Date The date of the performance(s).
    Time The time of the performance(s).
    Play Title The full title of the event(s)
    Year The fiscal year of the play(s)
    Theatre Name The name of the theatre that the coupon can be used for.
    Opens the performance lookup list window to allow the selection of performances.
    Delete the current selected performance from the list.

    Member Types Tab

    Parts of the Member Types Tab


    Leaving this list blank will default to the fee being applicable to all memberships.
    Exclude Selected Member Types When selected, the fee will be excluded from the member types listed.
    Apply to Selected Member Types When selected, the fee will apply to only the member types listed.
    Member # The Seq # of the member types(s) in the list.
    Member Description Internal Name used during the sales process at the box office - which may be different than the external name.
    Redemption Method The method of redemption for the membership.
    Tax The tax rate applied to this membership.
    Active The status of the membership.
    External Notes Notes regarding what this membership is for and may will appear online for the patron to read.
    Opens the member type lookup list window to allow the selection of member types.
    Delete the current selected member type from the list.

    Resources Tab

    Notes Tab

    Enter notes in this tab that pertain to the usage of this particular fee. Notes are for internal use only.

    Patrons Tab


    As patrons incur this fee, each instance of the fee's usage will be recorded in the Patrons Tab for your reference.

    G/L Entries Tab


    As journal entries are created and posted, each instance of the fee's usage will be recorded in the G/L Entries Tab for your reference.

    Fee Table Usage

    This tab indicates where the fee has been associated with a process such as:

    • Mailing fee, print at home fee, or will call fee (all in company preferences)
    • Payment rounding fee (in code tables)
    • Coupon or pre-access code fee

    Creating a New Fee

    To create a new fee Type. you perform the following steps:

    1. Open the Fee Types List.

      Click here to learn how to access the Fee Types List.
    2. Click the New button.
      The Fee Type Detail window opens.
    3. Enter the Fee Type Description.
    4. Enter the description details as needed.
      For more information on the description tab click here.
    5. Click the Calculation tab.
    6. Enter the calculation information as needed.

      For more information on the calculation tab click here.
    7. Click the Edits tab.
    8. Enter the edit preferences as needed.

      For more information on the edits tab click here.
    9. Click the Performances tab.
    10. Enter the Performances as required.
      • Choose The Exclude Selected Performances to ensure the fee in NOT applied to the performances you select.
      • Choose Include Selected Performance to ensure the fee is applied to ONLY the selected perdomances between the dates entered on the Description tab.

      For more information on the performances tab click here.

    11. Click the Notes tab.
    12. Enter notes as needed.
      For more information on the notes tab click here.
    13. Click the Save button.

      The fee is now saved and to be applied to future orders.

    Editing a Fee Type

    1. Open the Fee Types List window.

      Click here to learn how to access the Fee Types List.

    2. Select the Fee to be edited.

      Single click on a fee to select it.

    3. Click the Open button.

      The Fee Type Detail window opens.

    4. Make changes as needed.

    5. Click the Save button.

    Deleting a Fee Type

    1. Open the Fee Types List window.

      Click here to learn how to access the Fee Types List.

    2. Select the Fee to be deleted.

      Single click on a fee to select it.

    3. Click the Delete button.

      A Delete Record confirmation window opens.

    4. Click the Delete button.

      The fee is now removed.

    Order discounts (negative fees)

    The use of negative fees and the ability to change it from the default discount requires a special permission set for the employee in the function tab of employee setup, per the image to the right.

    This in the column 'window' and look for Fees - to allow the user to Enter a negative value for a fee (i.e. discount).

    It is possible to create fees that discount an entire order - essentially negative fees. This can be useful for a one time subscription discount or for refunding portions of ticket fees.

    The example below highlights some of the things you might need for setting up a negative order fee. There are variations such as if subscribers get an automatic discount vs tuition discounts that would not be automatic.

     

    Example for Tuition Fee Discount

    Key settings for a negative fee like tuition refund would be:

    Description Tab (highlighted below)

    • Give it a name like Tuition Refund for tracking purposes
    • Use an account that appropriately identifies the refund in your accounting system.
      Since it is a refund, it is probably an expense account or cost of goods. Please discuss with your accountant for the proper account number for tracking purposes.
    • Be sure that Do not automatically add to orders is unchecked if you want to add the fee manually such as Tuition Refunds. Click it for automatic order discount such as for Subscription Sales.

    Calculation Tab (highlighted below)

    • Make it a per order fee
    • Allow the fee to be changed if you are going to be prorating the tuition refund based on number of classes attended.
    • if your tuition is taxable, then the fee should also be taxable at the same rate. Most often tuition is not taxable.

    Edits Tab (highlighted below)

    • Apply fee to actions: Modify (optionally Exchange and Refund)
    • Apply fee at Box office only

    Coupon and Pre-Access Codes

    Coupons and pre-access codes provide a lot of versatility. Their prime purpose is to allow one or both of:
    • A discount on a certain show to a target market segment
    • Access to that event before it goes on sales to the public - or that is never on sale to the general public

    Examples of marketing activities that are supported

    1. Amex front of the line. The performance must be tagged as only accepting AMEX for a period of time.)
    2. A one time mailing discount for subscriber purchases online - for their tickets
    3. Automatic access to events based on a patron classification (mail list) once the patron logs in so you know that the access code cannot be passed around the internet - the recipients can be identified up front
    4. A wide ranging discount (eg 2 for 1) if a special coupon code is entered - including limiting the number of uses of that sale promotion within a section of the venue
    5. Scaled discounts based on the first x people get '10%' in an area, the next Y people get '5%' based on sales rules
    6. Limited access to subscribers to an add on show after the fact. The general capability can be extended (using plugins) to any people that satisfy a dynamic set of criteria such as donors in the past 6 months to certain campaigns that also have bought other specific events.
    7. and much more - refer to the explanation of each window.
    The Coupon Codes window is accessed through Setup >> System Tables >> Coupon Codes.

    From this window you can add, remove and edit Coupon Codes.

    Diataxis: 

    Coupon Codes List Window

    Parts of the Coupon Code List Window

    Inserts a new coupon code. For more information on inserting coupon codes click here.
    Opens the selected coupon code for editing. For more information on editing coupon codes click here.
    Creates a copy of the current coupon code.
    Deletes the current coupon code. For more information on deleting coupon codes click here.
    Generates a report of the coupon codes to the screen or default print location.
    Exports out a list of the coupon codes in tab-delimited, comma delimited and two Excel formats.
    Options to search for coupon codes by, including the Coupon Name (Internal), Coupon Code, whether the coupon is Active, and which Outlet it is available for.
    From Starting point for the search.
    To Ending point for the search.
    Coupon Name Name of the coupon code.
    Coupon Code Name of the verbal code used to enact coupon as payment.
    Outlet-Owner Outlet responsible for the fee.
    Mail List Name Displays the name of the mail list the coupon is restricted to.
    Start Date Date that the coupon is available for use.
    End Date Date that the coupon is unavailable for use.
    Max. Uses Maximum number of times that the coupon may be used before becoming inactive.
    Current Uses Current number of times that the coupon has been used.

    Coupon Codes Discount Detail Window

    Coupons are used to enable pre-access to tickets and/or cause a discount on tickets during the checkout process. The intention is a code may be mailed or given to a group of patrons who may, at checkout on the web or at the time of payment at the box office, specify the coupon code and get tickets or receives a discount if there are any uses left on them.

    Parts of the Coupon Code Discount Detail Window

    Inserts a new coupon code.
    • For more information on creating coupon codes for discounts click here.
    • For more information on creating coupon codes for order fees click here.
    • For more information on creating coupon codes for presale access click here.
    Saves changes made to the coupon code.
    Creates a copy of the current coupon code.
    Undoes changes to the last saved point.
    Deletes the current coupon code. For more information on deleting coupon codes click here.
    Checks the spelling of fields that can be typed in.
    Internal Description Internal name given to the coupon code.
    External Description External name given to the coupon code to be displayed on web.
    Coupon Code Verbal code used by patrons to enact coupon code as a form of payment.
    Status When checked the coupon is active and can be used.
    Folder You can assign a folder name to the coupon code so that you can search by that if you wish.
    Details about the coupon code. For more infomation on the Availability Tab click here.
    Promotions for the coupon type. For more information on the Promotions Tab click here.
    Applicable performances for the coupon. For more information on the Performances Tab click here.
    List window of patrons and orders that have used the coupon code. For more information on the Redemptions Tab click here.

    Availability Tab

    Redemption Details

    Redeemable From Date that the coupon is available for use.
    Redeemable Until Date that the coupon is no longer available for use.
    Accesses a calendar to select dates.
    Restricted to Mail List Coupon is only available to members of selected mail list. Any other patron who tries to use the coupon will be told that it is invalid.
    Accesses the Mail List Lookup window to select Mail List.
    Auto Add on Web If a mail list is specified for the coupon, you can decide how the coupon gets into the patrons cart. Choices are:
    • Never - means that the coupon is not automatically added to the patrons cart when they sign in. The patron will need to specify the coupon code after logging in in order to receive the benefits that the coupon conveys (like pre-access)
    • Only if Patron is on the selected maillist - means that the coupon will automatically be added if the patron signs in online. They have to take no action to receive the benefits of the coupon. It could be used to create automatic discounting of certain ticket prices for certain performances using a sales rule.
    • Any household member on maillist. - will auto add the coupon for any member of the patrons household when they log in. This conveys the patrons benefits over to their partners or dependants.

    Coupon Usage Type

    Applies discount when used Check this box if this coupon code could apply a discount to tickets via sales rules tab or orders (using a one time discount)
    Presale access via internet Check this box if this coupon code will allow patrons to purchase tickets to certain performances before they are available to the general public.

    If you provide a list of performances in the performance tab, then:

    • Each time the coupon code is entered on the event list
    • The event list will show only the selected performances that are in the performance tab per the image to the right.
    Note: if the patron clicks search or leaves this page, then all other performances will be added to the mix. Entering the coupon code again will show only the performances again.

    Overall Coupon Usage Limits

    Max Coupons available The number of times that this coupon can be used before it becomes inactive. Leave blank to disable this feature.
    Used Coupons The current number of times that this coupon has been used.
    Coupons in web carts The number of coupons currently in shopping carts.

    Redeemable At Sales Sources

    Box Office Check this box if this coupon can be used in conjunction with a sale at the Box Office.
    Internet Sales Check this box if this coupon can be used in conjunction with a Web Sale.

    Sales Rule Tab

    Parts of the Sales Rules Tab

    Sales Rules The rule which will be applied to convert the tickets from one promotion and/or price code to another. For information on sales rules promotion conversion, click here
    Opens the Sales Rule list in order to select a sales rule.
    One Time Order Fee Order fee applied to the coupon.
    Max Use per coupon Maximum number of tickets per order that this coupon can be used to receive a discount.

    Performance Tab

    Parts of the Performance Tab

    Event/Play # The # of the event/play(s) the coupon can be used for.
    Event/Play The name of the event/play(s) that the coupon can be used for.
    Performance The performance(s) that the coupon can be used for.

    When the patron enters the pre-access coupon online, then any event in the list of performances will be displayed in the performance list to make it easier to select the events. Immediately after the pre-access coupon is entered, the other events will disappear for this one time only -- effectively making the pre-access coupon a quick filter to the events.

    In addition, the coupon shows in the shopping cart with a button to let the patron show the events again.

    For performances that are in the permitted list:

    • if the performance is not on sale on the internet, it will become visible and able to be sold based on the pre-access code
    • If the performance is in the past, it will not be shown. This allows you to offer pre-acces coupons through the run of an event
    • If the performance is marked as postponed or cancelled, it will also show if its marked visible on the internet. Since those performances are already visible, the coupon code shows them - they are just unable to be purchased.
    • performances that are subscription control houses will not show based on a coupon since they are special puprose
    Date The date of the performance(s).
    Time The time of the performance(s).
    Event/Play Title The full title of the event/play(s) that the coupon can be used for.
    Year The fiscal year of the event/play(s) that the coupon can be used for.
    Theatre Name The name of the theatre that the coupon can be used for.
    Perf # The performance number.
    Opens the performance lookup list window to allow the selection of performances that the coupon is valid for.
    Delete the current selected performance from the list of valid performances for the coupon.

    Redemptions Tab

    The redemptions tab displays a list of every instance when the coupon was redeemed.

    The Redemptions tab will show Coupon redemptions only. Pre-Sale access only allows access to an event and is not tracked within the code. Pre-Sales access is best tracked by Sales Rule, Promotion Conversion

    For more information and sales rules - promotion redemptions click here.

    Pre-sale access can be limited to members of a Mail List by selecting the Mail List on the Availability tab.

    Notes Tab

    The Notes Tab of a Coupon or PreAccess Code is where content regarding the code can be placed. The field accepts plain text or HTML code. Text from this field appears on the ticketing site beside the Coupon or PreAccess Code in the web cart. This is a great marketing opportunity to communicate with your online patrons.

    Resources Tab

    Implementing Coupon Codes

    For further information on creating a coupon for discounts, click here.

    With Restricted Access Codes, please be aware of the following:

    If...

    1. on the availability tab if you set your Max Coupons to 10
    2. on the promotion tab set you set the max use per coupon to 2
    3. and in the promotion conversion detail you set the Maximum Uses to be 20 ( 20 tix max ).

    The following occurs

    • If everyone only buys 2 tickets per order, the coupon will remain available for all 10 coupons available.
    • If someone buys 4, only two ticket will be affected by the coupon.
    • If you reach either the 10 coupon threshold or the max uses of 20 no more discounts will be offered.

    The following topics indicate how to implement coupon codes for redemption and/or presales access within Theatre Manager

    Creating a Coupon Code for Ticket Discounts

    Using Theatre Manager, you can create Ticket Discount coupon codes.

    You can create coupon codes for both ticket discounts and presale access. For more information on creating coupons for presale access, click here.

    With Restricted Access Codes, here is an example of restricting the coupon to 10 coupons of 2 redemptions for a maximum of 20 tickets:

    1. on the availability tab if you set your Max Coupons to 10
    2. on the promotion tab set you set the max use per coupon to 2
    3. in the promotion conversion detail you set the maximum Uses to be 20 ( 20 tix max ).

    The following occurs

    • If everyone only buys 2 tickets per order, the coupon will remain available for all 10 coupons available.
    • If someone buys 4, only two ticket will be affected by the coupon.
    • If you reach either the 10 coupon threshold or the max uses of 20 no more discounts will be offered.

    To create a Coupon Code for Ticket Discounts, you perform the following steps:

    1. Click here to learn how to access the Coupon Codes List window.

    2. Click the New button.

      The Coupon Code Discount Detail window opens.

    3. Enter the Coupon Code Description.

      The internal description will only be displayed in Theatre Manager and the external description will be displayed for web sales.

    4. Enter the code that the Patron will use to receive the coupon discount in the Coupon Code box.

      Example: 2FOUR1

    5. Enter the availability dates detail as needed. ( blank for unlimited )

      For more information on the availability tab click here.

    6. Add a Mail list if restricting the coupon to only patron on a particular Mail List.

      Leave blank if coupon is unrestricted and can be used by any patron

    7. Select option for Auto Add
    8. Check Coupon Usage Type

      Note that the default on insert is Applies discount when used

    9. Click the Save button.

      The promotion, performance and redemption tabs are now available.

    10. Click the Promotions tab.

      For more information on the promotions tab click here.

    11. Click the New button and create a promotion conversion.
    12. For more information on promotion conversions click here.

    13. Click the Performance tab.
    14. Click the New button.

      For more information on the performance tab click here.

      The Performance List Lookup window opens.

    15. Select the performance(s) that the coupon will be used for.

      To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac).

    16. Press the Select button.
    17. Click the Save button.

      The Coupon Code has now been created. Click here for more information on editing a Coupon Code or click here for more information on deleting a Coupon Code.

    Creating a Coupon to Add/Remove an Order Fee (Online)

    You can create coupon codes for both order fees and presale access. For more information on creating coupons for presale access, click here.

    1. Create the order fee.

      Click here for more information on creating fees.

    2. Ensure the fee you create has the option checked to be allowed to be used during coupon code.

    3. Open the Coupon Codes List window.

      Click here to learn how to access the Coupon Codes List window.

    4. Click the New button.

      The Coupon Code Discount Detail window opens.

    5. Enter the Coupon Code Description.

      The internal description is displayed in Theatre Manager and the external description is displayed for web sales.

    6. Enter the code the Patron will use to receive the coupon discount in the Coupon Code box.
    7. Enter the order fee number in the One-Time Order Fee Field/Box.

      You can search for the order fee by pressing the Search button.

      The fields described above, are the only fields required to be filled out on the Availability tab for the order fee coupon to work. The other fields do not apply or are optional. For more information on the Availability tab click here.

    8. Click the Save button.

      The promotion, performance, and redemption tabs are now available.

    9. Click the Performance tab.
    10. Click the New button at the bottom of the window.

      For more information on the Performance tab click here.

      The Performance List Lookup window opens.

    11. Select the performance(s) the coupon will be used for.

      To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac).

    12. Press the Select button.
    13. Click the Save button.

      The Coupon Code has now been created. Click here for more information on editing a Coupon Code or click here for more information on deleting a Coupon Code.

    Creating a Coupon for Presale Access

    You can set-up coupons to allow patrons to have presale access to buy tickets online before they go on sale to the general public.
    You can set-up coupons to be used both presale access, as well as ticket discounts or order fees. For more information on:
    1. Ensure the performance has a future onsale date.
      • Go to Events/Plays
      • Select the Event/Play
      • Click on the Performances tab
      • Double-click on the performance
      • Click on the Sales Management tab
      • Input future on sale dates for the internet and/or box office. (if you want people to buy online, you need to enter a date for at least online sales -- box office could always be on sale)
      • Save
      Make sure that there is a sales promotion on each performance that allows it to be bought online

      Click here for more information on Events/Plays and Performances.

    2. Open the Coupon Codes List window.

      Click here to learn how to access the Coupon Codes List window.

    3. Click the New button.

      The Coupon Code Discount Detail window opens.

    4. Enter the Coupon Code Description.

      The internal description will only be displayed in Theatre Manager and the external description will be displayed for web sales.

    5. Enter the code that the Patron will use to receive the coupon discount in the Coupon Code box.

      This code can be manually entered by patrons on the web, or manually at the box office. If the coupon is 'auto-add' on web, then a mail list must be supplied to limit the distribution and the coupon will only be added to the cart if the user logs in.

    6. Enter the availability Redeemable date (optional)

      The dates and times you enter will be before the future onsale date you entered in Step 1. You only need this if you want to limit the dates that the coupon will be available to use. If you want the coupon to work right away, leave the dates blank.

    7. Indicate if the coupon should auto-add on the web (optional)

      This is handy for pre-sales access where if the patron logs in, the coupon code will automatically add to the cart for only the patron or anybody in the household. If that occurs, they can see performances that others cannot see without doing much more than logging in.

    8. Set the Coupon Usage Type

      A coupon can be used to apply discounts to tickets that are purchased -or- to only provide access to specific performances in advance of general sale on the web -or- a coupon can perform both those features simultaneously.

    9. Click the Save button.

      The Presale access via internet field, promotion, performance and redemption tabs are now available.

    10. (optional) If you want to limit the coupon to specific patrons, enter a mail list number in the Restricted to Mail List field.
    11. Place a check in the Presale access via internet box.
    12. Place a check in the Redeemable at Sales Source - Internet Sales box.
      The fields described above are the fields required to be filled out on the Availability tab in order for the presale coupon to work. The others do not apply or are optional. For more information on the availability tab click here.
    13. Click the Performance tab.
    14. Click on the New button at the bottom of the window.

      For more information on the performance tab click here.

      The Performance List Lookup window opens.

    15. Select the performance(s) that the coupon will be used for.

      To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac). The selected performances will need to have the future onsale date set as in Step 1.

      If a performance does not have a check in "Allow Selling - Via The Internet" under Event >> Performance Tab, if it is added to the Coupon Code Performance Tab, online ticket selling will still be available. Online selling will only be available until the future onsale date, when tickets go on sale to the public.
    16. Press the Select button.
    17. Click the Save button.

      The Coupon Code for Presale Access has now been created and can be used online.

    Enabling Coupon as a Payment Method

    If you do not see Coupon listed as a payment method type on the payment method drop down, it will need to be activated.

    To set Coupons up as a payment method, you perform the following steps:

    1. Choose Setup >> System Tables >> Code Tables to access the code table window.

      The Code Table window opens.

    2. Select Payment Methods in the Code Table list.

      For more information on Code Table Payment Methods, click here.

    3. Double-click on Coupon in the Code Table Entries list.

    4. Set the coupon to be Active.
    5. Select the coupon availability.

      Select whether the coupon payment method will be available as a payment method at the Box Office, Internet Sales, Development or a combination of the three.

    6. Click the Save button.
    7. Close the detail and code table list window.

      Coupon is now be available as a payment method.

    Using Coupons at the Box Office

    Coupon codes can be redeemed at the box office provided box office is selected under the coupon code's availability tab. For more information on the Availability Tab, click here.

    1. Access the Payments window during the order before the payment is to be made.

      For more information on accessing the payment window, click here.

    2. Select Coupon as the Payment Method.

      Coupon # and Coupon Quantity Boxes will now be displayed.

      If coupon is not an entry in the drop down list of payment methods, you will need to enable it. For more information on enabling coupon as a payment method, click here.

    3. Type the coupon code in the Coupon # box.

      Alternatively you can look-up the coupon code by using the Search button. This button opens the Coupon Code List window. For more information on the Coupon Code list, click here.

    4. Enter the quantity of coupons to be applied to the order in the Coupon Quantity box.
    5. Click the Accept Payment button.

      A confirmation dialog opens. The coupon will have been applied to the order and the order total will change.

      If the coupon is not accepted, ensure the coupon code is set-up to allow the selected performance, price code and promotion.

    6. Choose another payment method to finish processing the order.

      For more information on creating payments, click here.

    Editing a Coupon Code

    1. Open the Coupon Codes List window.
      Click here to learn how to access the Coupon Codes List.
    2. Choose the Coupon Code you want to edit.
      Single click on a package to select it.
    3. Click the button.
      The Coupon Code Discount Detail window opens.
    4. Make changes as needed.
    5. Click the button.
      The changes are now saved and the window can be closed.

    Deleting a Coupon Code

    1. Open the Coupon Codes List window.
      Click here for more information on accessing the Coupon Codes List.
    2. Select the Coupon Code to be deleted.
      Single click on a Coupon Code to select it.
    3. Click the button.
      The Delete Record confirmation window will open if the selected Coupon Code has not been used in any transactions.
    4. Click the button.
      The Coupon Code is now deleted.

    How the Web Sales Pages Work With Coupon Codes

    By default the coupon button in the TMcart page takes you back to the TMtickets page so you can buy more tickets. If your customers tell you they are "stuck" when entering a code, this may be the reason.

    You have set up a pre-sale coupon, but how does the website manage it?

    The idea of when a coupon/Pre-Sales Code is entered on the Event Listing page is to STAY on that page because the Event Listing will be updated with any NEW events that you coupon / Pre-Sales Code gives you.

    For example, I have set up a presale coupon for our event Classic Vaudville. This has been sent out to selected patrons.

    When they click the Add Code button, the event list displays the event that coupon is good for.

    The patron now clicks the buy button and the Seat Selection window is displayed.

    Our patron clicks the Find Best Seats Available button.

    The seats are the ones they want, so they click the Add Tickets to Shopping Cart button.

    The Cart is displayed. The tickets are in the cart and the coupon discount has been applied. The next step is to choose go to checkout and make payment.

    However, if the patron has NOT noticed the Coupon, they may then enter the Coupon Code again and click the Add Coupon button.

    By default the coupon button in the TMcart page takes you back to the TMtickets page so you can buy more tickets. If your customers tell you they are "stuck" when entering a code, this may be the reason.

    If your intention is to give only discounts with your coupons, then it would make more sense for the patron to be directed to the Shopping Cart page after entering in their coupon so they can SEE that the coupon was entered, and if they ALREADY purchased tickets that the coupon is applicable for, they will see the discounted ticket price there too.

    Report Card Templates

    A report card template can be assigned to a specific course to evaluate Patrons/students enrolled in that course. The report card allows a standardized grading system to be used for all students, and the template can be used across multiple classes as a "base" form.

    For more information about report cards, click here. For more about how to set up and utilize courses within Theatre Manager, click here.

    Diataxis: 

    The Report Card Template List Window

    To access templates for Report Cards, go to Setup > System Tables > Report Card Templates:

    Parts of the Report Card List Window

    Inserts a new report card template For more information on inserting report card templates click here.
    Opens the selected report card template for editing. For more information on editing report card templates click here.
    Creates a copy of the current template.
    Deletes the current report card template. For more information on deleting report card templates click here.
    Generates a report of the list of report card templates to the screen or default print location.
    Exports out a list of the report card templates in a tab-delimited format.
    Template drop-down
    Options to search the report card template list.
    From
    Starting point for the search.
    To
    Ending range for your search.
    Template #
    The unique number for that report card template in the database.
    Template
    The name assigned to the report card template.
    Entered
    The date that report card template was entered into the database.
    Updated
    The date the report card template was updated.
    Active
    Indicates if report card template is marked Active.
    Diataxis: 

    Adding a Report Card Template

    Categories must be set up before adding Report Cards. Click here for more information on setting up Report Card Categories.

    To create a template for Report Cards, you perform the following steps:

    1. Select Setup >> System Tables >> Report Card Templates.

      The Report Card Template List window opens.

    2. Click the New button.

      The Report Card Template Insert Window opens.

    3. Enter a descriptive name for the new template.
    4. Click the Add Categories button.

      The Categories list populate from the Report Card Category code tables. Click here for more information on setting up Report Card Categories.

    5. Click on each Category in turn, and enter specific items for Ratings in the fields on the right.

      For example, under Contribution, one item might be Class Participation and another might be Peer Feedback.

      These are the items for which students will be given Ratings. For information about setting up Report Card Ratings, click here.

      Continue entering Descriptions.

    6. When you have completed entered Categories and Items in each Category for Ratings, click the Save button.

      The Usage Tab in the Report Card Template displays the instances of the Template's use in Courses. You can also add report cards to or delete report cards from a Course from the Usage Tab.

      For more information about assigning Report Cards, click here.

    Editing a Report Card Template

    To edit an existing Report Card Template, you perform the following steps:

    1. Open the Report Card Template List window.

      Click here to learn how to access this window.

    2. Choose the template edit.

      Single click on a template to select it.

    3. Click the Open button.

      The Report Card Template Insert window will open.

    4. Change any data as necessary..
    5. When you have completed makeing your changes, click the Save button.

    Deleting a Report Card Template

    To permanently remove a Report Card template, you perform the following steps:
    1. Open the Report Card Template List window.

      Click here to learn how to access the Report Card Template List.

    2. Select the report card template you are deleting.

      Single click on a template to select it.

    3. Click the Delete button.

      The Delete Record confirmation window opens.

    4. Click the Delete button.

      The template is now deleted.

    City Lookup Table

    The City Lookup Table allows for automated insertion of the City, Province / State, Country when a specified Postal / Zip Code is entered.

    The City Lookup Table Window is accessed through the Setup >> System Tables >> City Lookup Table menu. If you already have a large database of patrons, Theatre Manager can automatically create a lookup list. Depending on the size of your database this process may take upwards of one hour.

    The City / Postal Code Window will open.

    Click here for a detailed description of this window and it's functions.

    List Window

    Parts of the City / Postal Code Lookup Window

    Postal Code / Zip Code
    The range of the postal / zip codes that apply to the location.
    City
    The city with which the range is associated.
    County
    The range of the Counties (US) which apply to the location.
    Province / State
    The province / state with which the range is associated.
    Country
    Country of the entry as it appears in the Country table of Theatre Manager.
    Area Code
    Telephone area code for the entry.
    Time Zone
    Time zone the entry falls in.
    Inserts a new lookup value. Click here for more information on adding new values to the table.
    Opens an existing code value for editing. Click here for more information on editting the selected value.
    Duplicates the selected value.
    Deleted the selected value. Click here for more information on deleting the selected value
    Imports a list of pre-defined codes. Click here for more information on how to import a list of predefined codes.
    Exports the lookup list. Click here for more information on exporting the lookup list.
    The Verify button, checks that the latitude and longitude for full addresses in Canada and the US is set correctly.

    Lookup Detail Window

    The Lookup Detail Window allows you to enter additional values, or edit and existing value on a one-by-one basis. This can be useful if there are specific towns that are included in a particular postal/zip code that do not already exist on the list.

    For more information about the tab, click here.

    For more information about the tab, click here.

    Postal Code Tab

    Parts of the City / Postal Code Lookup Detail Window
    Postal Code Tab

    Postal Code
    Postal or zip code for the entry.
    City or Town
    City the range is associated with.
    County
    County the range is associated with.
    Province
    Province or state the range is associated with.
    Country
    Country of the entry as it appears in the Country table of Theatre Manager.
    Area Code
    Telephone area code for the entry.
    Time Zone
    Time zone the entry falls in.
    Observe Daylite Savings Time
    Indicate if the entry observes daylite savings by checking this option.
    Creates a new item in the lookup list.
    Saves changes made to a code.
    Copies an existing Code.
    Removes changes made to the Code up to the last save point.
    Deletes the selected value.

    Geographical Info Tab

    Parts of the City / Postal Code Lookup Detail Window Geographical Info Tab

    Latitude
    The accepted "center" (North/South) of the postal / zip code area.
    Longitude
    The accepted "center" (East/West) of the postal / zip code area.
    US FIPS55 Code
    Used for US zip codes, this is a specific categorization by the Geographic Names Information System. For more information, click here.

    Inserting a Lookup Value

    To insert a lookup value, you perform the following steps:

    1. Open the City/Postal Code Lookup List Window.

      Click here to learn how to access this window.

    2. Click the New button.

      The Postal Code Lookup window opens.

    3. Enter the range of the postal / zip code

    4. Enter the city or town to which the entered range applies
    5. Enter the county to which the entered range applies.
    6. Enter the province/state to which the entered range applies.
    7. Use the drop down to select the Country to which the range applies.
    8. Enter the Area Code to which the range applies.
    9. Use the drop down to select the Time Zone to which the range applies.
    10. Check the box if this postal code participates in the Daylight Savings Time program.
    11. On the Geographical Info tab, enter the Latitude, Longitude, and (optionally) the USGS FIPS 55 Code.
    12. Click the Save button to save the changes.

      To cancel the insert, click the Revert button.

    Editing a Lookup Value

    To edit a lookup value, you perform the following steps:

    1. Open the City/Postal Code Lookup List window.

      Click here to learn how to access this window.

    2. Select the lookup value you wish to edit.

    3. Click the Open button.

      The Postal Code lookup window for the selected value opens.

    4. Modify the details as needed.
    5. Click the Save button to save the changes.

      To cancel the edit click the Revert button.

    Deleting Existing Lookup

    1. Open the City/Postal Code Lookup List window.

      Click here to learn how to access this window.

    2. Select the lookup value to delete.

      Single click on a value to select it.

    3. Click the Delete button.

      The Delete City Lookup warning dialog opens.

    4. Click the Delete button to continue with the deletion.

      Clicking the Cancel button aborts the deletion.

      The deletion will be confirmed with the following confirmation message.

    Importing Values

    You can import your own list of values from a tab or comma delimited file into your database using the steps below.

    1. Open the City/Postal Code Lookup List window.

      Click here to learn how to access this window.

    2. Click the Import button

      The Import Data window opens.

    3. Click the Select button.
    4. Select the file you wish to import.

      Do this by single clicking the value.

    5. Click the Open button.

    Exporting a City Lookup Table

    1. Open the City/Postal Code Lookup List Window

      Click here to learn how to access this window.

    2. Click the Export button.
    3. Choose the export format.

      The Select Postal Code Export File opens for your Operating System..

    4. Browse to where the file will be saved and name the file.
    5. Click the Save button.
    6. The table will be exported to the location using the file name assigned.

    Diataxis: 

    Volunteer Signup Templates

    This function allows the Volunteer Manager to create a small survey for specific shows to ask patrons/volunteers to pick which shows or performances that they'd like to participate in. The idea is the patron would access the ticketing web site, sign in and then indicate their preferences.

    You access Volunteer Signup templates through the Setup >> System Tables >> Volunteer Signup Templates.

    The List Window opens.

    Add a Volunteer Signup Template

    To add a Volunteer Signup Template, perform the following steps:

    1. Access Volunteer Signup templates through the Setup >> System Tables >> Volunteer Signup Templates.

      The List Window opens.

    2. Click the New button.

      The Schedule Template window opens.

    3. Enter a Name for the template and the Start and End dates a Volunteer can signup.

    4. Click the Save button.
    5. To add template details, click the New button.

      The Schedule Template Detail is where you enter the information to query the volunteer for their responses to signing up for activities and any preferences they may have for doing these activities for some selected performances.

    Invoice Comments

    Invoice Comments are printed at the bottom of invoices for statements, payment reminders, and confirmation notices.

    You access the Invoice Comments Window through Setup>>System Tables>>Invoice Comments Menu.

    The Invoice Comments window opens.

    Diataxis: 

    Invoice Comments List Window

    The parts of the window are as follows:

    Inserts a New comment through the Comment Detail Window. For more information on inserting comments click here.
    Opens a window to edit a comment through the Comment Detail Window. For more information on editing comments click here.
    Deletes a comment. For more information on deleting comments click here.
    Generates a report displaying the list of comments to the screen or default print location.
    Exports the selected invoice comments in text tab-delimited format.
    Description Search options for locating comments.
    From Starting range to search by.
    To Ending range to search by.
    Description Description of the comment.
    Minutes Prior Time prior to the event to arrive.
    Outlet Owner Outlet responsible for the comment.
    Changed By User initials of the last employee to edit the comment.
    Diataxis: 

    Invoice Comments Detail Window

    Standard comments can be maintained for the various types of invoices, statements, payment reminders and confirmation notices that are sent to patrons.

    Parts of the Invoice Comment Window

    Insert a New comment through the Comment Detail Window. For more information on inserting comments click here .
    Saves comments when edited in the Comment Detail Window. For more information on editing comments click here.
    Creates a copy of the current comment.
    Undoes changes to the last saved point.
    Deletes a comment. For more information on deleting comments click here.
    Checks the comment for spelling errors.
    Description Brief description of the nature of the comment.
    Arrival Special field. If it is >0 then a default arrival time will show on invoices that are printed. if is = 0 then no message will arrive. The Message cannot be chaged based on arrival time.
    Comment The comments.
    Diataxis: 

    Adding Invoice Comments

    To Add invoice comments, you perform the following steps:

    1. Open the Invoice Comments window.

      Click here to learn how to access this window.

    2. Click the New button.

      The Invoice Comment Detail window opens.

    3. Enter a name for your comment in the description field.
    4. Enter the details of the comment.
    5. If applicable, enter the number of minutes to arrive before the performance.

    6. Click the Save button to save the comment.

      The comment is saved and added to the Invoice Comment window.

    Diataxis: 

    Editing Invoice Comments

    To Edit Invoice Comments, you perform the following steps:

    1. Open the Invoice Comments window.

      Click here to learn how to access this window.

    2. Select the comment you wish to edit.

      Single click on a comment to select it.

    3. Click the Open button.

      The Invoice Comment Detail window opens.

    4. Change data as needed.

    5. Click the Save button to save the changes.
    Diataxis: 

    Printing an Invoice and Adding the Comments

    To print an invoice, you perform the following steps:

    1. In the Patron Window, click the Order tab.

      For more information on opening Patron records, click here.

      For more information on the Order tab, click here.

    2. Highlight the Order you want to print the invoice for, and click the Invoice button.

      The Print Invoice Criteria window opens.

      You have the option to page through the criteria using the tabs, or the Next button.

    3. To add the Invoice Comments, Click the Next button to navigate to the Footer tab.

    4. To have the comments print, enable the Print tear off section check box.
    5. Enter a Performance Start warning time, if applicable.

    6. From the Additional Comments drop down list, choose the comment you want to have printed on the invoice.
    7. When you have determined all the criteria for your invoice is correct, click the Done button.

      Your invoice prints.

    8. The Invoice comments print on the bottom of the invoice.

    Diataxis: 

    Deleting Invoice Comments

    1. Open the Invoice Comments window.

      Click here to learn how to access this window.

    2. Select the comment to delete.

      Single click on a comment to select it.

    3. Click the Delete button.

      A Delete confirmation dialog opens.

    4. Click the Delete button.
    Diataxis: 

    Plug-in Modules

    Plugins are customized special code segments written by Arts Management specifically tailored to perform business rule logic to automatically alter prices on tickets, memberships, gift certificates, fees, donations, and/or mail lists for patrons who purchase either online, or via the box office. Their purpose is to enforce site specific rules during the sales process.

    The organization describes a business rule / reason why to alter a patrons shopping cart purchases, then Arts Management writes customized code to perform that action. Plugin code may be required to change/adapt over time, depending if the business rules or requirements change within the organization from year to year.

    The "how does a plugin work" is not as important from your viewpoint, as having a clearly defined business rule/requirement to Arts Management for each situation. Whats important is that a business rule offers an A or B solution. If conditions X, Y, and Z are met, then perform action A. If conditions P & Q are met, perform action B. etc. It can also be as simple as if condition R is met, perform action C.

    Plugins cycle through the defined business rules each time an item is added or removed from the shopping cart. If any of the business rule conditions "match" items within the cart, then the those items are processes through the special code segment to alter their default state (i.e. alter their price, price code, and/or sales promotion —> the most common alterations).

    Plugins allow patrons to utilize web sales for their purchases by receiving their justified discounts without having to contact the box office directly. Plugins are also utilized in the box office to automatically provide patrons their justified discounts; without having the box office staff to remember each business rule to determine discounts patron may be applicable for.

    For example, plug-ins could achieve the following kinds of special rules:

    • if more than 10 tickets are purchased, automatically change them to a group sale
    • provide preferred seating areas to donors of a certain level
    • limit ticket sales to certain events at certain times of the year to people who buy subscriptions
    • automatically convert ticket sales from single tickets to subscriptions if the customers buys a certain number of tickets.
    • automatically give subscribers (or frequent buyers) discounts on subsequent tickets.
    • prevent a sale for next season unless a donation is received.

    Plug-ins may be associated with specific sales promotions and also when checking out an order.

    If you want a plug-in, you must contact Arts Management and speak with someone in Software Development department. Sales Plug-Ins are customized code, our standard custom programming rate per hour will apply.

    Diataxis: 

    Purchasing a Plug-In

    If you want a plug-in, you must contact Arts Management and speak with someone in Software Development department. As Sales Plug-Ins are customized code, our standard custom programming rate per hour will apply.

    Plug-in List Window

    For information about how to access the Plug-in List Window, click here.

    Inserts a New Plug-in through the Plug-in Detail Window. For more information on inserting plug-ins click here.
    Opens the selected Plug-in Detail Window for editing. For more information on editing Plug-ins click here.
    Duplicates the selected Plug-in.
    Deletes a Plug-in. For more information on deleting Plug-ins click here.
    Generates a report displaying the list of Plug-ins to the screen or default print location.
    Exports the selected invoice comments in text tab-delimited format.

    Plug-in Detail Window

    Access the Plug-in Detail window by going to Setup > System Tables>Plug-in Modules and selecting the plug-in from the list of plug-ins. For more information on how to access the Plug-in List Window, click here.

    Insert a New Plug-in through the Plug-in Detail Window. For more information on inserting Plug-ins click here .
    Saves Plug-ins when added or edited in the Plug-in Detail Window. For more information on editing Plug-ins click here.
    Creates a copy of the current Plug-in.
    Undoes changes to the last saved point.
    Deletes a Plug-in. For more information on deleting Plug-ins click here.
    Checks the Plug-in for spelling errors.
    Exports the selected Plug-in.
    Imports a new Plug-in.

    Inserting a Plug-in Purchased from AMS

    1. Open the Plug-in List Window.

      For information on how to access the Plug-in List Window, click here.

    2. Click the New button.

      The Plug-in Detail window opens.

    3. Enter a Name for the Plug-in in the Name Field.
    4. Drag-and-drop the .TM2 file containing the Plug-in Code provided by AMS into the PlugIn Code field.

    5. If you have been informed that your plugin is designed to work with a specific sales rule, enter it into the window. Otherwise entering anything here will do nothing.
    6. Click the Save button.
    7. Your new plug-in is ready to use.

    Editing a Plug-in

    1. Open the Plug-in List window.

      Click here to learn how to access this window.

    2. Select the Plug-in to edit.

      Single click on a Plug-in to select it.

    3. Click the Open button.

      The Plug-in Detail window opens.

    4. Click the Export button.
    5. Save the export file.

      Save the export .TM2 text file in a known location where you will have easy access to it.

      Do NOT use change or remove the 3 character (.TM2) filename extension. Theatre Manager requires this unique filename extension when importing plugins.

    6. Edit the plug-in's .TM2 text file in Notepad++, BBEdit, or any other true text based file editor.

      Do NOT use Windows WordPad, Windows NotePad, Microsoft Word, TextEdit, SimpleText, or other non-text based file editors. Using these types of editors will alter the plugin file data structure and rendering the file unreadable by Theatre Manager.

    7. Using the text editor, change the plugin export .TM2 file as required.

      If your unsure on how to make changes to your customized plugin, or do not feel confident in making minor changes, please contact Arts Management Systems. We are here to help you.

      Hint: Make a note of the update date and changes made within the plugin .TM2 text file. The top section of the source code is an area of comments that record changes made to the file. This will help assist debugging the plugin in situations where a change to the plugin has an undesired effect.

      Hint: To easily locate where you are in the text file, the display of line numbers offers an easy indicator.

      If your using BBEdit, goto Edit Menu >> Text Options >> enable Display Line Numbers.

      If your using Notepad++, goto Settings Menu >> Preferences >> Editing >> enable Display Line Number.

    8. Click 'Save' in the text editor to save your changes.

      Hint: Save the changes to a new plugin .TM2 file rather then overwriting the existing .TM2 file. This will allow quick ability to revert back to the prior version of the plugin in situations where a change to the plugin has an undesired effect.

    9. On Theatre Manager's Plugin Detail Window, either:

      Drag & Drop the external plugin .TM2 file into the "Plugin Code" area.
      - or -
      Click the Import button to select the external plugin .TM2 file.

      After the plugin code has been updated, at the bottom of the window it will indicate "Successfully read and updated the Plug-In code".

    10. Click the Save button to save the changes.

      The changes to the plugin code will take effect immediately.

      Theatre Manager will not save changes made to the plug-in code, where those changes resulted in a coding syntax error. As well, attempts to import an updated plugin .TM2 file edited with a non-text based editor may result in Theatre Manager unable to save the changes.

    Deleting a Plug-in

    1. Open the Plug-in List window.

      Click here to learn how to access the Plug-in List.

    2. Select the Plug-in to be deleted.

      Single click on a Plug-in to select it.

    3. Click the Delete button.

      The Delete Record confirmation opens.

    4. Click the Delete button.

      The Plug-in is now deleted.

    Merchant Accounts

    Merchant Accounts are used in Theatre Manager to:
    • Provide the required details to communicate with the credit card processing provider
    • Set up an Electronic Funds Transfer (EFT) Merchant so that you can take customer information and process repeated payments as selected back institutions. The banks supported by EFT are currently limited - if the setup does not show your bank, please contact us.

    Merchant Accounts are accessed by selecting Setup >> System Tables >> Merchant Accounts.

    The Merchant Account List window opens.

    For more information on the Merchant Account List window click here.

    Merchant Account List Window

    Parts of the Merchant Account List Window

    Inserts a new merchant account. For more information on inserting merchant accounts click here.
    Opens the selected merchant account for editing. For more information on editing merchant accounts click here.
    Creates a copy of the current merchant account.
    Deletes the current merchant account. For more information on deleting merchant accounts click here.
    Generates a report of the merchant accounts to the screen or default print location.
    Exports out a list of merchant accounts in a tab-delimited format.
    Opens the Merchant Profiles window displaying credit card profiles for this merchant account.
    Merchant # Unique number used to define the merchant account.
    Merchant Description Name of the merchant account.
    Active Active status of the merchant account.
    Emerg Emergency Mode enabled for merchant account.
    Status Indicates if credit cards belonging to this merchant can be used in the box office an/or via web sales.
    Provider Name of the Merchant Provider contracted to authorize cards.
    Server Id The merchant Server Id for credit card authorizations.
    Description The merchant provider you contracted with to authorize credit cards.
    Country The currency/country that the merchant provider authorizes in at time of checkout.
    Outlet-Owner Outlet responsible for the merchant account.

    Merchant Account Detail Window

    There are two types of merchant accounts as follows:
    • Credit Cards - which is used to describe how who processes your credit cards directly from Theatre Manager.
    • EFT - Checks - which is used to tell Theatre Manager how to process direct deposit checks to a bank. It supports some banks (contact us if you wish to use this and your bank is not listed). EFT can also be used as a convenience tool for recurring (but not direct deposit) transactions from an external agency like Canada Helps.

    The purpose of the merchant type is dependant on the software type selected half way down the screen.

    Credit Card Merchant Account
    EFT Account

    Parts of the Merchant Account Detail Window

    Inserts a new merchant account. For more information on inserting merchant accounts click here.
    Saves changes made to the currency merchant account.
    Creates a copy of the current merchant account.
    Undoes changes to the last saved point.
    Deletes the current Merchant Account. For more information on deleting merchant accounts click here.
    Checks the spelling of text fields within the merchant account detail window.
    Account Name Title for the merchant account.
    Status When checked the merchant account is available for use.
    Configuration settings for the server software of the merchant account. For more information on the software type tab click here.
    Access information for the credit card server and/or software. For more information on the connection info tab click here.
    Authorization settings for credit card authorization. For more information on the authorization tab click here.
    End of Day wizard settings for the merchant account. For more information on the settlement tab click here.
    Currency conversion settings (if applicable) for the merchant account. For more information on the currency tab click here.
    Merchant profile setup information for the service provider associated with the merchant account. For more information on the profiles tab click here.
    Merchant contact information for the service provider associated with the merchant account. For more information on the miscellaneous tab click here.
    The staff members in Theatre Manager who are permitted to use this merchant account. For more information on the Employees tab click here.
    The payment methods enabled for use with the merchant account. For more information on the Employees tab click here.

    Software Type Tab

    Parts of the Software Type Tab

    Point of Sale Credit Card Software

    Enable Card Use
    • At the Box Office - When checked credit card processing is enabled for the Box Office
    • By the Web Listener - When checked credit card processing is enabled for Web Sales
    Emergency Mode When enabled, you can accept credit cards without Authorization.

    Use this option rarely and disable it as soon as Credit Card Servers become available again! You are accepting risk on your part should cards be declined later!

    Click here for more information on Using Emergency Mode.

    Server Software Credit card processing software Theatre Manager will be communicating with.
    Merchant Provider Merchant provider responsible for credit card authorization.
    Merchant Number Merchant or client ID number issued by the merchant provider and is placed on the credit card receipt. In this example, PNS is the number for Paymentech.

    Connection Info Tab

    The Connection Info tab is where you define how Theatre Manager should access the credit card server. The fields that are available will change, depending on the Merchant Provider chosen in the Software Type Tab.

    Parts of the Connection Info Tab

    User Id Merchant Number or Client User ID on the Credit Card Server
    Password Password for the Merchant Number or Client User ID used on the Credit Card Server
    Capture Mode You can choose Host (Bank) Draft Capture or Terminal (Credit Card Server) setting must match the settings provided by the Merchant Provider.
    Primary URL

    Port #

    IP address / name of the credit card server and Port #
    Secondary URL IP address / name of the secondary credit card server
    Terminal ID Terminal ID
    Bin Number Bin Number
    Debugging Click the Display raw response headers for troubleshooting if you are having problems isolating issues with a specific credit card processor. Normally, this is never enabled.

    If you do enable it, all credit card authorization requests at the box office will show:

    • The exact message that is sent from Theatre Manager to the service provider
    • The complete response back from the credit card provider to the specific request
    This can help the support team diagnose problems that suddenly occur with a specific credit card processor, or an unusual or unexpected error condition. The steps are:
    1. Turn on the debugging flag
    2. Start your authorization or refund from the client order or payment window.
    3. A dialog will appear with the message that will be SENT to the merchant provider.
      COPY IT to an email or document, then click continue
    4. A second dialog will appear with the complete response from the processor.
      COPY IT to an email or document, then click continue
    5. Repeat as often as you need to while you gather information, then disable the debugging flag
    6. Contact support and send us the messages you copied. This will help us help you describe your problem to your bank

    Authorization Tab

    The Authorization tab allows your organization to define some specifics around how the credit card merchant handles authorizations and refunds

    If following the setup steps for EMV PinPads for Moneris, you must enter the StoreID and API Key you receive from Moners into this tab otherwise pin pads will not work.

    Otherwise you may see a message like the one to the right if you try pair the devices.

    Parts of the Authorization Tab

    Duplicate Authorization Settings

    Box Office Duplicates Force without Notify checkbox - Transactions to the same card for the same value will not receive a warning indicating a possible duplicate charge to the credit card when checked. It is recommended you leave this unchecked
    Force Without Notify Transactions to the same card for the same value will not receive a warning indicating a possible duplicate charge to the credit card when checked.
    Internet Duplicates Choice of three Options:
    • Duplicate Forcing - Transactions to the same card for the same value will not be processed via the internet.
    • Always Force Duplicates - Transactions to the same card for the same value will be allowed via the internet.
    • Smart Force Duplicates - Theatre Manager will determine if the transaction should be processed based on the transaction details.
    • Smart Checking is recommended

    Fraud Prevention

    Fraud Prevention Send Address/Zip - Zip code and address is sent with the credit card information during processing for verification. This information can decrease processing fees in the USA where applicable.
    Some merchant providers charge for this feature. Also be aware that making it mandatory in your web banking merchant account might cause some card rejections. We advise NOT needing strict AVS matching

    Send Card Swipe Data - Card swipe data is sent during processing for verification. This can decrease processing fees where applicable.

    If your merchant provider complains about sending swipe data, you might want to turn this feature off

    Send CVV2/CID number - Send the CVV2 number from the back of the card.

    • Turning off this option means you pay a higher rates on cards (As of late 2018, turning it off may not be allowed by the credit card companies).
    • Turning it on means you should also require collection of CVV2 for each credit card payment method in code tables
    • IP Address Blocking - Allows the merchant provider to block web sales to specific IP Addresses.

      1st Transaction can be refund - Some merchant providers (notably Global Payments acting on behalf of some Banks) may not authorize the first couple of transactions if they are refunds, as a fraud prevention tool. The rules are actually set by the Bank and each service provider follows them. The best approach is to avoid a refund as the first transaction..

      It is recommended you leave this checkbox blank if you are using Global Payments. For other merchant providers, you can allow refunds as first transaction.

    Misc Authorization Settings

    Timeout Maximum time, in seconds, Theatre Manager will try to process a card:
    • 30 seconds is recommended when typing a card number into TM and then clicknig 'accept payment' to submit the card to the credit card company.
    • 90 seconds is recommended if using a Moneris P400 pin pad to allow for phone orders whee the user needs to manually typing the card number into the P400
    Note: TM will wait for a response from the credit card provider up to the time out. If the credit card provider does not tell TM that it authorized the card in that time period, you can try again. Be aware that the credit card provider could still have authorized the first attempt. You will find out about that during end of day reconciliation and may have to void it to balance.
    Last Transaction Displays the last tranaction number at the server

    Refund Capability Settings (Varies by Merchant Provider and Agreement)

    The Credit Card refund capabilities vary by merchant provider and your agreement with them. Merchant providers instituted strong rules for fraud prevention and you may find that you need to ask them for capabilities if you cannot refund credit cards. These options indicate what your contractual agreement is with them and tells Theatre Manager how to attempt to refund money.

    Allow Independent Refunds Independent refunds are when you enter the patron's credit card and refund any amount to that card. This is how credit cards worked for decades until merchant providers decided to limit this capability.

    Refer to the rules for Independent refunds and possible errors before turning this on.

    Note: you must have encrypted card data for the patron, a prior merchant profile set up for them, or contact the patron for a full credit card number in order to do independent refunds.

    Allow Linked Refunds Linked Refunds were created by visa/mastercard to force merchants to only return money to the original card for up to the amount charged on the card to avoid fraud.

    Enabling this means your merchant provider allows it. Also set the time frame so that TM knows how far back in time the payment may be before the linked refund might be denied.

    You can contact your merchant provider and they may increase the amount of time allowed.

    Allow Linked Refunds on Same Day Payments Some merchant providers seem to disallow linked refunds on the same day. That might mean you have to void the transaction before doing end of day in order to create the refund.
    Timeframe The number of days since the payment was made in which a linked refund is likely to be authorized. For any payment older than that number of days, the refund is likely to be denied.

    Associated EMV Pin Pads (currently Moneris Only)

    StoreId The store ID for pinpads for Moneris
    API Key The API key for pinpads for Moneris

    Settlement Tab

    Parts of the Settlement Tab

    Timeout
    This is the maximum time, in seconds, that Theatre Manager expects to take to send the completed deposit batch to the bank. Normally, 120 seconds is enough for most processors but if you have larger batches or are using some terminal based authorization, you may need to alter this value.

    The time out is how long Theatre Manager will wait for a response from the processor before giving up and telling you that it was unable to get any response. If a response is received from the bank processor within that time frame, no errors are generated.

    Settle Batch Frequency
    Indicates the number of days that Theatre Manager will allow process credit cards without settling the batch. After this threshold is exceeded without doing an End of Day, Theatre Manager will display a warning message telling you to close the batch and will not accept any credit cards at the box office.

    Web sales ignores this setting and will process credit cards even if the batch has not been settled.

    Notify on Quit
    If checked, an employee will be notified that a batch needs settled when they quit Theatre Manager if it finds any credit cards older than one day that are not yet deposited. In other words, you will only be told if there are cards from a previous day that have not been deposited.
    Deposit Status
    This field is checked when an end of day is in process AND a credit card deposit is currently being done for this merchant account through Theatre Manager. You cannot check this box, you can only uncheck it if you are 100% sure there is no settlement occurring for this merchant account (i.e. nobody has end of day open). Unchecking it will reset the end of day and allow a settlement to occur.

    Currency Tab

    Normally, credit card accounts are in the same currency for the country you reside in. If you are able to process credit cards in another currency, then you need to know what that is. And it needs to be in your currency exchange table. When a credit card is processed Theatre manager will:

  • Pay the local currency against the order (that is, US Dollars in the US, Canadian Dollars in Canada)
  • Charge the foreign currency equivalent against the Credit Card provider
  • Create an offset for the difference against a foreign exchange account.
  • Setup on this tab is particularly important if you are accepting foreign currencies on your website. Click here for more information.

    For more information about setting up Currency Exchange details and rates, click here.

    Parts of the Currency Tab

    Currency Country
    Select the desired country from the Currency Country drop down.
    Exchange Account
    Enter a G/L Account to allocate the difference from the exchange rate.

    Merchant Profiles

    A merchant provider may charge service fees or fixed costs for using this service to offset associated costs with maintaining customer and credit card information on their servers.

    Moneris charges money; and is not recommended for this feature.

    If you only need to save credit cards for post dated or recurring payments, PCI Schedule D - post dated may suffice for your needs.

    Contact your merchant provider customer support representative to determine if there will be any additional fees to your organization.

    Merchant Profiles are for organizations who are concerned with PCI compliance and wish (or are required to) maintain a PCI Schedule-C compliance within Theatre Manager.

    Using Merchant Profiles reduces the exposure risk by maintaining full credit card information directly on the merchant provider's secure PCI-certified servers without having the requirement to store and maintain credit card numbers within Theatre Manager's database. Using Merchant Profiles in a PCI Schedule-C setup, allow full access to Theatre Manager's features such as Post-Dated Payments, Recurring Donations, and the Auto-Renew Season Subscriptions which would typically require a credit card number to be kept on file for each subsequent payment.

    Parts of the Profiles Tab

    Enable Profiles Indicates if this merchant provider account has been enabled to store credit card payment profiles on the merchant account's server.

    You may see a message alerting you to cost if we are aware that your merchant provider charges for this service. Most do not.
    Merchant Profiles must first be activated by your merchant provider for your merchant account before it can be used within Theatre Manager. Contact your merchant provider customer support representative to enable the option prior to enabling it in Theatre Manager.
    Profiles API Login Key
    The secure API Key used to access credit card profiles on the merchant provider's server.

    This field is not required for all merchant providers It will only be enabled if its required.

    Refer to Direct Credit Card Processing Options for merchant provider specific setup information on the Profiles API Login Key requirements.

    Profiles API URL The IP Address to use to access the Credit Card Profiles on the merchant provider's server.

    This field is not required for all merchant providers It will only be enabled if its required.

    Refer to Direct Credit Card Processing Options for merchant provider specific setup information on the Profiles API URL requirements.

    If necessary, you can manage the Customer Credit Card profiles for this merchant. This will not alter the 'credit card' information that has been saved in Theatre Manager It is used to maintain the 'credit card profile' for each of your customers that has been saved to your merchant's PCI-certified secure servers from Theatre Manager. This can be used to cross reference and match the information between the two systems.
    As part of a conversoin or initialization process, you can Create Customer Credit Card Profiles for this merchant from existing credit card information saved in Theatre Manager. It is used to create the initial 'customer credit card profile' and save it to your merchant's PCI-certified secure servers.


    How Does This Work?

    Merchant Profiles allows you to store credit card numbers directly with your merchant provider, on their servers, and then access those saved credit card numbers at any time for subsequent processing without the cardholder being present.

    • During the first interaction using the customer's credit card, the credit card number and limited customer information is transmitted and saved on your merchant provider's server.
    • A unique token/key is returned from your merchant provider and stored encrypted within Theatre Manager in replacement of the customer's full credit card number profile.
    • Future interactions with the customer such as Post-Dated Payments, Recurring Donations, and the Auto-Renew Season Subscriptions, would then transmit the saved token/key rather than the full credit card number during the authorization process.
    • Your merchant provider would then cross-reference this token/key to the actual credit card number during the authorization process within their own systems. At no time is the full credit card number displayed or directly visible during the authorization process.


    What are the Benefits and Why Should I Use Profiles?

    • Merchant Profiles are for organizations who are concerned with PCI compliance and wish (or are required to) maintain a PCI Schedule-C compliance within Theatre Manager.
    • Mitigate the cost and risk of storing customer account data by keeping cardholder profiles in a secure, external database maintained by your merchant provider. This can help you reduce the risk of keeping cardholder data in-house and support your Payment Card Industry (PCI) compliance initiatives by protecting data at-rest.
    • Saves time by eliminating the need to rekey a card account number and expiration date for each transaction.
    • Allows your organization to make the changeover from Schedule-D to Schedule-C PCI Settings while retaining virturally all Theatre Manager's benefits as if still functioning in a Schedule-D environment.
    • For clients currently operating in a Schedule-C environment, enabling merchant profiles would allow future interactions with our customers for Post-Dated Payments, Recurring Donations, and Auto-Renew Season Subscriptions.
    • For clients who wish to remain in a Schedule-D environment, previously used credit card numbers are masked to the box office staff members during the payment process. Providing further protection from anyone accessing a patron's full digit card number.

      A masked card means that it will be displayed in the payment window as '#### **** **** ####'. This renders the PAN useless for all purposes. However, given the first 4 and last 4 digits of any card, you can still validate you're using the correct merchant profile for authorizing the card.

    • For clients who wish to remain in a Schedule-D environment, the function of storing previously used encrypted credit card information will remain the same - even with merchant profiles enabled. Using merchant profiles would add another layer of security protection to the full digit card number from being displayed or accessed.


    What Will I See Differently in Theatre Manager?

    If your PCI Settings are set to Schedule C to shred cards immediately after use:

    • You will not notice much difference at all from what you see now. What the box office will benefit from is the ability to create and maintain future interactions with the customer such as Post-Dated Payments, Recurring Donations, and the Auto-Renew Season Subscriptions, would then transmit the saved token/key rather than the full credit card number during the authorization process.
    • If your settings are to default the last used credit card for a patron, you will now see a masked the credit card number default for patrons who have previously purchased. The masked number is ok to accept as is for payments without changing it. The payment will use the merchant profile that was created for that credit card number.

    If your PCI Settings are set to Schedule D to retain encrypted credit card data in Theatre Manager:

    • The main change you will realize is that Theatre Manager will protect any known credit cards for patrons by only displaying merchant profile for a patron. Initially, it will appear as if all credit cards are missing from Theatre Manager, however, they still exist. They are in the background if access to them is required. After using the function to build merchant profiles for known credit cards, the transition to using merchant profiles will more seamless.
    • If your settings are to default the last used credit card for a patron, rather then displaying the full set of credit card digits, it will mask the credit card number for patrons who have previously purchased. The masked number is ok to accept as is for payments without changing it. The payment will use the merchant profile that was created for that credit card number.
    • During the payment process, if you're searching for known credit cards for a patron, it will only display credit cards that have a merchant profile created for it. Although Theatre Manager may have the credit card on file, if there is no merchant profile created for it, it will not display. If this is a concern, use the function to build merchant profiles for known credit cards, the transition to using merchant profiles will more seamless.


    Steps to Start Using Merchant Profiles

    1. Contact your merchant provider representative and have them enable the module "Customer Payment Profiles" (*read the stop sign below*) on your merchant account.

      Each merchant provider has its own unique name for the setup and maintaining of "Customer Payment Profiles." When talking with your merchant provider, use the following name to describe the feature you'll be activating:

      • Authorize.Net - use the feature name Customer Profiles
      • Bambora - use the feature name Payment Profiles (Theatre Manager's interface with Bambora to maintain Merchant Profiles is currently under development).
      • Elavon - use the feature name Card Manager Transactions
      • Moneris - use the feature name Hosted Vault
      • Paymentech Oribital - use the feature name Customer Profile Management

    2. After contacting your merchant provider representative and they have confirmed "Customer Payment Profiles" has been enabled on your merchant account:
      • set Enable Profiles to "active" to activate the feature within Theatre Manager.
      • For Authorize.Net - set the Profiles API URL.
      • For Bambora - set the Profiles API Logon Key anbd the Profiles API URL.
    3. Save the change to the merchant information.
    4. Log out of Theatre Manager.
    5. Log into Theatre Manager to start processing credit cards as normal. Customer Payment Profiles will start to be created automatically for each credit card processed.


    Steps to Verify if Merchant Profiles are Being Created

    1. Follow the steps for Accessing the Merchant Profiles Customer List to view a patron's payment profile.
    2. If a profile exists, Theatre Manager and your merchant provider are functioning correctly.
    3. If there are no profiles, contact Arts Management Support to review your Merchant Profile Setup.


    Can I Stop Using Merchant Profiles?

    Yes, at any time. All pre-existing merchant profiles will remain within Theatre Manager's database for future use if merchant profiles is re-enabled for this merchant account.
    If your PCI Settings are set to Schedule D to retain encrypted credit card data in Theatre Manager, and if you process any new credit cards while the Enable Profiles is inactive, a merchant profile will not be created. If you choose to Enable Profiles later on, it is suggested using the function to build merchant profiles for known credit cards, to make the transition back to using merchant profiles more seamless.
    If your PCI Settings are set to Schedule C to shred cards immediately after use, and if you process any new credit cards while the Enable Profiles is inactive, a merchant profile will not be created. If you choose to Enable Profiles later on, you will require the full credit card number again before processing another new payment for that patron's credit card.
    1. Set the Enable Profiles flag to "inactive" to stop the feature within Theatre Manager. This will only inactivate it within Theatre Manager.
    2. Save the change to the merchant information.
    3. Log out of Theatre Manager.
    4. Log into Theatre Manager to start processing credit cards as normal. Customer Payment Profiles will no longer be displayed or created automatically for each credit card processed.


    If I change Merchant Providers, will the Existing Merchant Profiles continue to work with the New Provider?

    No. The Customer Payment Profile's created by the merchant provider are uniquely linked to that merchant provider and your merchant account number. Customer Payment Profiles cannot be shared between different providers or accounts.

    Building Merchant Profiles for Existing Cards

    Merchant Profiles can be created and saved on your merchant provider's secure PCI-certified servers using the existing credit card information in Theatre Manager.

    This window is used as an analysis tool to determine the critical and primary credit card profiles that should have a Merchant Profile created.

    Parts of the Merchant Profiles Creation Window

    Post Dated Payments Select to include credit cards from non-deposited (future dated) post dated payments.
    Recurring Donations (Active) Select to include credit cards from active and ongoing recurring donations.
    Season Auto-Renewal (Active) Select to include credit cards from active Season Subscriptions that are setup with Auto-Renewals. An active season is defined as the current and previous seasons.
    Cards Aged 0 - 6 Months Select to include credit cards that have been used or updated within the previous 6 months.
    Cards Aged 6 - 12 Months Select to include credit cards that have been used or updated within the previous 6 to 12 months.
    Cards Aged 12 - 18 Months Select to include credit cards that have been used or updated within the previous 12 to 18 months.
    Cards Aged 18+ Months Select to include credit cards that have been used or updated over 18 months ago.
    Recurring Donations (inactive) Select to include credit cards from inactive or completed recurring donations
    Season Auto-Renew (Inactive) Select to include credit cards from inactive Season Subscriptions that are setup with Auto-Renewals. An inactive season has the season pages flagged as inactive or is 2+ seasons ago.
    Total Profiles Selected The total number of credit cards selected to create merchant profiles.
    Maximum Profiles to Create The maximum number of merchant profiles to create during this process.
    Query Theatre Manager's database to determine the possible number of merchant profiles that can be created; the number of existing merchant profiles; and the number of known credit cards that are unable to be used for creating a merchant profile.
    A known credit card number can not be used for creating a merchant profile if any of the following applies to the credit card number:
    • has been shredded;
    • has been flagged as an inactive card;
    • has been blacklisted;
    • is assigned to a deceased patron;
    • already has an existing profile created for this merchant account.
    Start the process for creating merchant profiles for the selected credit card numbers.
    This button will only be enabled when the merchant's account setting have Enabled Profiles and credit card numbers have been selected to create profiles for.


    Before proceeding, verify that this merchant account has credit card payment types(i.e. VISA, MC, DISC, AMEX, etc.) created and assigned in code tables. If a payment method does not exist as a credit card type for this merchant, a merchant profile will not be created.
    1. Open the Merchant Profile Creation window.

      Click here to learn how to access this window.

    2. Click Retrieve Statistics.

      A confirmation window will open prior to proceeding.

      Depending on the number of existing credit cards in Theatre Manager, the credit card analysis tool determining the number merchant profiles to create may take a while to complete.
    3. Click Continue.

      A progress checklist window will open.

    4. Select the area(s) to have merchant Profiles created for.
    5. Set the maximum number of Merchant Profiles to create during this process.
      If the Maximum Number of Profiles to Create is less than the Total Profiles Selected, the credit card list will be sorted in the following sequential order in attempts to create the most important credit card profiles first:
      • Post Dated Payments
      • Recurring Donations (Active)
      • Season Auto-Renew (Active)
      • Cards Aged 0 - 6 Months
      • Cards Aged 6 - 12 Months
      • Cards Aged 12 - 16 Months
      • Cards Aged 18+ Months
      • Recurring Donations(InActive)
      • Season Auto-Renew (InActive)
      • Credit card last used/updated date
    6. Click Create Merchant Profiles.

      A confirmation window will open prior to proceeding.

      Depending on the number of merchant profiles requested to create, the process may take a while to complete.
    7. Click Proceed.

      A progress window will open.

      Clicking cancel on the progress window will stop the process. All merchant profiles that have been created up to the time the cancel button was clicked, will remain.
    8. Upon Completion of the Routine.

      A status window will open.