Subscription Patron Detail Window

The Subscription window is used to select the favourite seats for the patron and manage additional information about their season package. Click here for information on adding a patron to a season package.

Parts of the Subscription Window

This button is unavailable in this window. Patrons can have one SubscriptionDetail per season package. Additional Season packages are added through the Season tab in the patron window, the Season tab in the Order window or the Manage Favourite Seats window.
Saves the changed information in the Subscription Patron Detail window.
This button is unavailable in this window as patrons can only have one Subscription Detail per season package.
Alters the information in the Subscription Patron Detail window back to the last time it was saved or opened.
Deletes the Subscription for the patron removing them from the season package all together.
Generates a report of the patrons favorite seats for the season subscription package.
Checks the spelling for all text fields in the Subscription Patron Detail window.
Begins the order process by adding all seats in the package to an order, changing the status of the package and take the user to the payment window to complete the sales process. Click here for more information on booking tickets.
Can indicate a patron has intends to renew but does not wish to renew in the current location. Creates an Order with a Payment for a value entered at the time of processing while updating the status of the package to Change Requested but not booking seats for the patron. Can be used to collect deposits towards renewal requests.
Opens an Order window to allow for individual selection of performances for the season package. This feature can be used when a new subscriber books after the season renewal deadline. Seats can be chosen per performance based on availability.
Holds the seats for each performance within the season package to prevent selling. A payment is not required to hold the seats.
Opens the patron detail window for the selected patron.
Opens the Order to veiw, select or change its contents.
Package Displays the title of the package the patron is subscribed to.
Series The Performance Code for the day that the patron will be attending. Use the drop down menu to change the performance code if necessary.
Season Since The date the patron was first added to the season package.
Suggested Donation The field allows you to specify the suggested donation for that subscription. This amount can be optionally automatically added to the shopping cart during an online subscription renewal. The patron still has the option to remove the suggested donation from their shopping cart prior to payment. This suggested donation can also be printed on season renewal notices to encourage a patron to donate. The suggested donation amount does not get automatically added to orders processed as manually booked season renewals or as auto-renew season renewals processed by the box office. During the process of renewing the subscription via the box office, the suggested amount is used purely as reference guideline as a starting amount to donate. Direct discussion with the patron will determine if donation should be added to the order and at what amount.
Subscription # The Season Subscriptions reference number.
Status The status of the subscription package. The drop down menu allows for manual changes to the status of the subscription. Valid values and meanings are:
Status Renewal Notice Can be Printed Can be Rolled Over to Next Year Indicates New Sub on reports Indicates Renewed Sub on Reports Notes
Not Started Yes No No No
  • Rolled over subscriptions will begin in this state
  • Subscriptions in this state can be printed many times
  • The next state is 'notice printed', indicating notice was printed and sent to patron
  • Unless, the subscription is completed. In which case it will be 'renewed' or 'New Season Completed'
Notice Printed Yes No No No
  • Subscription has been printed and sent to the patrn as an offer
  • Next step is 'renewed' or 'New Season Completed'
  • Unless a change is requested - in which case it will be 'change requested'
  • or cancelled - in which case the state will be one of the 'cancelled' ones
Renewed No Yes No Yes
  • Subscription was renewed as is
Change Requested No No No No
  • Subscription has an outstanding seat change or quantity change to be made before renewal
  • It may mean a new renewal notice is sent
  • Once completed, it will become 'rewnewedl'
Change Completed No Yes No Yes
  • Indicates a RENEW subscription that was completed
  • However, there was a change that needed to be made such as seat move or quantity change
New-Subscription Completed No Yes Yes No
  • Indicates a NEW subscription that was completed
New-Needs Seats No No No No
  • Indicates a NEW subscription where we are waiting to assign seats
  • Could be in response to need to pick some for them
  • or that they wanted something other that what was initially given to them
In Internet Shopping Cart No No No No
  • Somebody is renewing or buying a subscription online and they have the subscription in their shopping cart
  • Once they check out, it will either be renewed, new subscription, or cancelled, depending on patron choice
Cancelled Internet (New) No No No No
  • The user cancelled their NEW subscription online
  • These seats need to be released so they can be assigned to somebody else that is waiting for them
Cancelled-Internet (renew) No No No No
  • The user cancelled their PRIOR subscription online
  • These seats need to be released so they can be assigned to somebody else that is waiting for them
Cancelled-Mid Season No No No No
  • The user cancelled their subscription midway through the season
  • You may have had to give them a partial refund to allow the unused tickets to be used as single tickets.
  • They will not be a subscriber next year.
Cancelled-Season No No No No
  • The user cancelled their subscription at the beginning of the season
  • You may have had to give them a refund so that another subscriber can have their tickets
  • They will not be a subscriber next year.
Notice Printed The date the renewal notice was last printed for the patron.
Renewed The date the patron renewed their subscription to the season package.
Order # The order number of subscription was renewed in.
This tab is used for setting the patron's favorite seats as part of the season package. Click here for more information on the Favorite Seats tab.
This tab is used to manage seating change requests for the patron. Click here for more information on the Change Requests tab.
This tab is used for managing the patron's auto-renewal of their subscription to the season package. Click here for more information on the Auto Renewal Settings tab.
This tab lists the tickets that have been booked as a part of the season package. Click here for more information on the Favorite Seats tab.
This tab indicates the transaction details for the season subscription. Click here for more information on the Favorite Seats tab.

Subscription Favorite Seats Tab

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

Parts of the Subscription Favorite Seats Tab

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

Subscription Change Requests Tab

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

Parts of the Subscription Change Requests Tab

Seating Change Requests

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

Seat Change Request

An area for notes related to the patron's seating change request.

Subscriptions Auto Renewal Settings Tab

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

Parts of the Subscription Auto Renewal Settings Tab

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

Subscriptions Tickets Tab

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

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

Parts of the Subscription Tickets Tab

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

Subscription Transaction Tab

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

Parts of the Transaction Tab

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

Searching Transactions

  1. Open the Transaction tab.

    The Transaction tab is located on the Patron Window.

  2. Select a search field from the menu.  

     

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

  4. Click the Search button.

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