Theatre Manager Online Help

Who's In Tab

Who's In Tab

This window displays a list of the patrons in the mail list. There are a number of things you can do with these patrons like:
  • generate mail labels
  • determine distance from your venue
  • export them
  • use them in criteria for reports or other mail lists
  • drag individuals from one mail list to another to place them into two lists
  • use the list to allow people to subscribe and unsubscribe to marketing lists online
  • drag them onto tasks to indicate who is invited.
Tracking unsubscribes: If a patron unsubscribes from the mail list online, they are not removed from the mail list. Their record gets marked with an unsubscribed date. This tracks who no longer wants information from your venue for a specific purpose.

This can be very useful for CASL purposes to track explicit opt outs and when the patron opted out.

You may alter the subscribe status using the add and remove buttons as described below.

Type Customizable field that allows for classification of patrons by type (Individual, Student, Staff, etc.)
Patron # Unique number assigned to a patron.
Patron Name Patrons first, last name and business.
Source How the patron came to be in the mail list:
  • Added Manually - an employee selected the mail list and added to the patron's record.
  • Ticket Purchase (Box Office) - The patron was automatically added to the default mail list for an event by purchasing a ticket to an event at the box office
  • Mail List Build - The patron satisfied the criteria for the mail list and was added when the Execute was pressed
  • Added During Data Import - The patron was associated with one or more mail lists due to a data import. This could have been done when converting to theatre manager or by using the patron import feature
  • Internet (Patron Self Added) - The patron placed themselves on the mail list online either on mail list screen or on the patron account window after logging in online
  • Internet (Plug In) - You have a custom plugin that may have added the patron to the mail list as part of the processing.
  • Ticket Purchase (Internet) - The patron was automatically added to the default mail list for an event by purchasing a ticket to an event at online
  • Double Opt-In Pending (Box Office) - An employee added a patron to a mail list that requires double opt-in to satisfy CASL or to simply have the patron confirm that want to be on the mail list. The patron is automatically sent an email. If they:
    • confirm - the status will be changed to Double Opt-in Confirmed
    • don't reply - the patron will be removed from the mail list within 24 hours. However, if they subsequently confirm, they will be added to the mail list again as Double Opt-in Confirmed
  • Randomly Assigned - You can build a mail list for marketing purposes and find it too large for our purposes or that you want to try an A-B marketing strategy. if so, you can use the Mail List Randomization feature to randomly assign people to a smaller list or to a number of other lists.
  • Double Opt-in Confirmed - This means that the patron has received the email request to confirm participation in a mail list and confirmed it. This has two main benefits:
    • it confirms the accuracy of the email address because the patron had to respond to it
    • it provided a record of explicit consent as per CASL (Canada's anti-spam laws) or equivalent in other countries.
  • Pass/Gift Certificate Purchase (Box Office) - The patron was automatically added to the default mail list for a Pass/Gift Certificate by purchasing one at the box office
  • Pass/Gift Certificate Purchase (Internet) - The patron was automatically added to the default mail list for a Pass/Gift Certificate by purchasing one online
  • Patron Unsubscribed (Internet) - The patron removed them selves from the mail list online. Theatre Manager actually retains this record as an indication of WHEN they removed themselves. You cannot pick these people for other mail lists.
  • Double Opt-In Pending (Internet) - An employee added a patron to a mail list that requires double opt-in to satisfy CASL or to simply have the patron confirm that want to be on the mail list. The patron is automatically sent an email. If they:
    • confirm - the status will be changed to Double Opt-in Confirmed
    • don't reply - the patron will be removed from the mail list within 24 hours. However, if they subsequently confirm, they will be added to the mail list again as Double Opt-in Confirmed
Primary Phone Patron primary contact telephone number.
Clicking on the New button causes a pop up to be shown that lets you:
  • Manually add a patron to the list.
  • -or- if some patrons are selected that are unsubscribed, you can resubscribe them to the list. Note that the subscribe feature is intended for patrons to manage themselves for mail lists that they can access online. However, if you have a large mail list that is not public, you might find this useful to track who was on the list, and now wishes to be corresponded with by subscribing them.
Opens the patron window of the selected patron.
Clicking on the Remove button causes a pop up to be shown that lets you:
  • Manually remove a patron from the list.
  • -or- if some patrons are selected that are subscribed, you can unsubscribe them from the list instead of deleting them. Note that the unsubscribe feature is intended for patrons to manage themselves for mail lists that they can access online. However, if you have a large mail list that is not public, you might find this useful to track who was on the list and no longer wishes to be by unsubscribing them.
Export the selected rows of contact information from a Mail List. If you want everybody in the list, select all the rows (or click on a line and the Ctrl-A or Cmd-A select them all) before clicking the export button.

  • You will be give a choice of export format: tab delimited, comma delimited, xls, or xlsx format.
  • Then you will be asked where you want to put the file
Add Pass Can be used to add a pass or gift certificate to a number of patrons at the same time.
Unsub Email Can be used to process an unsub/bounce file from an external emailer program and remove patrons from a mail list or remove their email addresses permanently.
Search options for finding patrons within the selected Mail List.
Search's the selected Mail List for patrons matching the selected search criteria.

Using the Unsubscribe feature

Using the Unsubscribe feature

In the sample list above, one patron is marked as unsubscribed online. One of the columns in the list contains the unsubscribe date, so you know when people no longer wanted to be part of the mail list.

When building other mail lists or running reports, there are two key selection criteria that lets you select these people:

  • Marketing Patron Belongs to Mail List - Subscribed to

    When used, this will find all the people in the mail list - except those patrons who unsubscribe themselves online. This makes selecting people on a public mail list easy. You don't need to worry about who doesn't want email since they are automatically ignored.

  • Marketing Patron Belongs to Mail List - Unsubscribed from

    This search criteria only picks people who have unsubscribed. Its best use might be for an eblast mail list where people say they no longer want a specific type of eblasts.

    You can include patrons in your normal way and then use this list to eliminate people in the unsubscribed list using something like the criteria below.