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Merchant Profiles

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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.

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.

  1. 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.
  2. 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.
  3. 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.
  4. 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.

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. Contact your merchant provider customer support representative to determine if there will be any additional fees to your organization.

Each merchant provider has its own unique name for the setup and maintaining of customer's payment information. 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

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.

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.