The tabs available within the Performance Detail window include:

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.

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.

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

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.

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.

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

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.

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.

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").

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.

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.

A confirmation dialog opens.



5. Click the button.

• 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

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.

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.

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:

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

• individually on the performance detail and
• some can be changed en masse on the performance list

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.

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.

   

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. Select the promotions you want to use.

   Click a promotion to select / deselect it.

5. 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.

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.

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 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.

   

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

   

4. Open the Performance Detail window

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

   

5. Click the Sales Method drop down.

   

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

   

7. Click Yes to the continue message.

   

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

   

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

   

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 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:

• Vimeo Setup - web site for Vimeo
• YouTube setup - web site for YouTube
• DaCast Setup - web site for DaCast
• Video.js Setup - web site for Video.js
• CineSend Setup - web site for CineSend
• BoxCast Setup - web site for BoxCast

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

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.

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

Show

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

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.

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.

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.

• 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.

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.

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.

   

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

   

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

   

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

   

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.

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.

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.

• 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.

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.

For example:

• if the font selected is (5 x 7) pixels -and-
• the height set at 4

For example:

• if the font selected is (5 x 7) pixels -and-
• the width set at 2

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)

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: Ticket Face Value where such registration may be applicable Adding QR code to ticket face: Microcom, all versions purchased from Arts Management Systems. Boca printers with FGL 46 or later
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: a pass being redeemed online by the purchaser does not need a redemption code as they can see it in their list of passes online. A pass that could be redeemed online by somebody other than the purchaser must also print the redemption code on the ticket face so that they can use the control number and redemption code to find the balance online.
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.

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.

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.