Theatre Manager Manual | Add an Event or Performance

Add a New Event Top

This is the first of four processes required to complete a new event build:

Before proceeding, please read about events and make sure the pricing map you will need is already setup.

Best Practice

If building any of the special event cases below, review any relevant how-to notes before proceeding:

Open the event list

Go to Setup >> Events to open the Event List Window

Start the event insertion process

On the top menu bar of the Event List Window, click the New button

Enter the necessary event tab information

On the blank Event Detail Window >> Event Tab, enter the following fields required to be completed for any new event:
- Event Code
  - Must be unique in your database
- Event Title
  - Limited to 100 characters
  - Will appear in Online Store and printed on tickets
- Season Start Year
  - Theater Manager automatically enters the current fiscal year
  - Theatre Manager automatically completes the Season End Year based on what is entered in the Start Year
- Pricing Map #
  - Click the Lookup button to the right of the field to open a Pricing Map Lookup List, search for and select the correct map, then click Select to auto add the map's number to the event
- Ticket Face
  - Required unless you select Box Office Settings >> Mark tickets as printed (but don't print)
  - Click the lookup button to the right of the field to open a Ticket Face Lookup List, search for and select the correct ticket face, then click Select to auto add the face's number to the event
Though not required to save the new event, complete any of the remaining key fields on this tab:
- E-Ticket Delivery Option
- Additional Information fields to print on tickets
- A Web Cart Purchase Limit (if relevant)

alt="Blank — Blank Event Detail Window >> Event Tab

Setup the correct revenue type and G/L accounts

Click Accounting to open the Accounting Tab
Complete the required fields (read about event accounting setup for more details):
- Deferred Revenue Allocation Type
  - When Revenue earned at time of sale is selected, only earned accounts will appear in the bottom part of the window
- Ticket Tax Code
- Currency
- General Ledger Accounts
  - When Use same accounts is checked, only one tab of account options will be available in the bottom part of the window
  - When Use same accounts is unchecked, different accounts can be selected for the five different ticket types
Though not required to save the event, you may want to add a Sales Target for reference and reporting purposes

Complete the marketing tab details for sales reference

Click Marketing to open the Marketing Tab
Select a Genre from the dropdown option
Though not required to save a new event, it is recommended that you complete additional fields on this tab:
- Icon for TicketTrove/Web
  - Image that appears in the Online Store
- Performance Run Time
  - Impacts the Facilities Management Calendar
- External Sales Notesf
  - Appears in the Online Store
- Internal Sales Notes
  - Available during a box office sale for quick staff reference
If relevant, select a workflow notification to trigger internal emails whenever tickets are sold to this event
If relevant, select a default mail list to add all ticket buyers to a mail list
If relevant, add any tags to further describe/label the event
If relevant, especially for courses, enter appropriate minimum and maximum ages
Click the Save button to complete the event addition

Now that you have an event setup with accounting information, it's time to add specific performance dates and times.

Add a New Performance Top

This is the second of four processes required to complete a new event build:

The following how-to guide assumes that an event has already been created.

Best Practice

If building any of the special event cases below, review any relevant how-to notes before proceeding:

Open the Performance Creation Wizard

From the appropriate event's Performances Tab, click the New button on the bottom left

Enter the number of performances and basic performance settings

From Step 1 of the Performance Creation Wizard, enter the number of performances to add from this session of the wizard
- If you have a regular pattern of performances (e.g. similar dark days, performances times, sales methods, etc), enter total number of performances for the event
- If you have a different pattern for each week, then do one week at a time and repeat the process
- If you have no pattern at all, enter however many performances you want to add and then manually adjust them in Step 4 of the wizard
Select the correct Sales Method
If relevant, edit the default options for
- Prevent Overselling
- Set Initial Holds
- Perf Type
- Max Quantity to Sell
- Quantity to Report
When set, click Step 2 to move forward

alt="Performance — Performance Creation Wizard >> Step 1

Select most common sales settings for the performances

From Step 2 of the Performance Creation Wizard, select the appropriate sales locations, performance reminder emails, and any relevant sales target or performance flag values
When set, click Step 3 to move forward

Setup a default pattern for the wizard to create each performance date and time

From Step 3 of the Performance Creation Wizard:
- If no performances already exist, enter date of the first performance
- If adding additional performances, enter next performance date
Using sliders, set pattern for how performances are to be distributed
- Select maximum number of performances (up to 10) that typically occur on each weekday
- Additional performance times will appear on right-hand side based on maximum number of per day performances set on left-hand side
- Set standard times for the performances (e.g. matinees at 2PM and evenings at 8PM)
If relevant (usually when adding additional performances), choose a performance series code pattern at bottom of the screen
When set, click Step 4 to move forward

Review the default performance dates and times, making individual changes as necessary

From Step 4 of the Performance Creation Wizard, review the default (in pink) performance dates and times on the preview calendar
- Drag and drop performances to change their time
- Right-click on performances to change their time
When set, click Build to process the new performances

Review the confirmation dialogue

Click Build to proceed

alt="Add — Add Performance Confirmation Dialogue

Wait for Theatre Manager to create the performances

Processing time depends on how many items you are adding at one time
When done, the activity bar on the Add Performance Verification Dialogue will finish and you can close the dialogue

Review the newly cleated performances

On the Performance Tab, review the new items
Make individual changes as needed

Now that you have an event setup with specific performance dates and times, it's time to setup the base prices for each date and time.

Partially Duplicate an Existing Event Top

The following steps walk through duplicating only minimal information from an existing event, namely the detail on the Event Tab and Accounting Tab. This feature is best used when events and performances vary significantly from year to year without a consistent pattern. If events and performances tend to follow similar patterns in settings, number of performances, dates and times, then consider duplicating an existing event and its performances instead, which may save you repetitive data entry.

Find the event to be copied

Go to Setup >> Events to open the Event List Window
Find the event you want to duplicate
Single-click to select it

Start the duplication process

With your original event selected in the list, click the Duplicate button

Select the partial duplication option

On the submenu of duplication options, select Make copy of event - title and accounting data only

Find and open the newly copied event

Find the newly created event in the Event List (it will have the same title and code as the original, but no First Performance or Last Performance date)
Single-click and hit Open (or double-click) to open the event

Event List with Partially Duplicated Event

Adjust the copied value and complete the event build

On the Event Detail Window, adjust the Event Code (it must be unique and will not save until this step is completed)
If relevant, adjust the Title and any other settings on the Event Tab or Accounting Tab
Go to the Marketing Tab and complete appropriate fields (Genre is required before you can save the new event)
Go to the Performance Tab and add relevant performance dates and times
If relevant, open the Performance Detail Window and review/adjust any settings further

Partially Duplicated Event Detail Window

alt="Partially — Partially Duplicated Event Detail Window

Save your edits

Once your edits are in place, click Save and close the window

The event and its newly created performances now appear in the Event List Window. Duplicated events exist independently of their original counterpart and future edits must be made to each event separately.

Fully Duplicate an Existing Event and Its Performances Top

The following steps walk through duplicating an event (or multiple events) along with all of the related performances and settings. This feature is best used for quickly creating new events that are very similar to past ones in terms of their settings, number of performances, and dates. If events and performances change significantly from year to year without a consistent pattern, then consider duplicating an existing event instead, which may mean less manual editing on your part.

Find and select the event(s) to be duplicated

Go to Setup >> Events to open the Event List Window
Find the event(s) you want to duplicate
Single-click to select them

Start the duplication process

With your original events selected in the list, click the Duplicate button

Select the full duplication option

On the submenu of duplication options, select Use duplicate event wizard to create new season/course sessions

In the duplication wizard, set initial copy parameters

In step 1 of the Event Duplication Wizard, enter:
- The earliest performance date of the duplicated event(s)
Review the default Fiscal Year and Event Prefix values and adjust if necessary
Review the performance inclusions, marketing field, and on-sale date field options, checking off any you want to duplicate and unchecking any you want to be left blank on the new events
When ready, click Step 2

In the wizard, make any necessary changes to the proposed events and performances

In step 2, review the list of proposed new performances
To set a custom Title, Event Code, or Fiscal Year, alter one row with the new value to use
To set a custom Performance Date or Time, manually change every row that is listed incorrectly
When you have completed your edits, click Step 3

Confirm your duplication settings and complete the process

Click the Build button to confirm your settings
Let Theatre Manager finish the duplication process and close the wizard

The new event(s) will now appear in the Event List Window. It is a good idea to open each one and review the settings, make any further adjustments and per performance customizations, etc. Duplicated events and performances exist independently of their original counterpart. Future edits must be made to each event/performance separately.

Duplicate an Existing Performance Top

Read about duplicating performances here.

Open the existing event

Find the event in the Event List Window
Open the event's Detail Window >> Performance Tab

Select and open the performance to be copied

Double-click the performance to be copied to open the Performance Detail Window

Start the duplication process

Click Duplicate (from the Performance Detail Window and NOT from the Event Detail Window)

Enter the number of performances and basic performance settings

From Step 1 of the Performance Creation Wizard, enter the number of performances to add from this session of the wizard
If relevant, edit the default options for
- Prevent Overselling
- Set Initial Holds
- Perf Type
- Max Quantity to Sell
- Quantity to Report
When set, click Step 2 to move forward

Select most common sales settings for the performances

From Step 2 of the Performance Creation Wizard, select the appropriate sales locations, performance reminder emails, and any relevant sales target or performance flag values
When set, click Step 3 to move forward

Setup a default pattern for the wizard to create each performance date and time

From Step 3 of the Performance Creation Wizard, enter the first new performance date
Using sliders, set pattern for how performances are to be distributed
Set standard times for the performances (e.g. matinees at 2PM and evenings at 8PM)
Choose a performance series code pattern at bottom of the screen
When set, click Step 4 to move forward

Confirm your choices

Click Yes on the alert to reload the proposed performance dates and times based on settings in steps 1-3

Review the default performance dates and times, making individual changes as necessary

From Step 4 of the Performance Creation Wizard, review the default (in pink) performance dates and times on the preview calendar
- Drag and drop performances to change their time
- Right-click on performances to change their time
When set, click Build to process the new performances

Review the confirmation dialogue

Click Build to proceed

Wait for Theatre Manager to create the performances

On the Performance Tab, review the new items
Make individual changes as needed

Double-check the base price values

Go to the Price Codes Tab
Select the new performance dates one at a time and review the base price values copied from the original performance
Make any adjustments as necessary

Double-check the enabled sales promotions

Go to the Promotions Tab
Select the new performance dates one at a time and review the enabled sales promotions copied from the original performance
Make any adjustments as necessary
Click Save and close the Event Detail Window

Now that the new performances have been added through duplication, they exist independently of the original. Future edits must be made to each performance separately.

Add an Event or Performance

Search Results

Add an Event or Performance (How To)

Add a New Event Top

Best Practice

Open the event list

Start the event insertion process

Enter the necessary event tab information

Setup the correct revenue type and G/L accounts

Complete the marketing tab details for sales reference

Add a New Performance Top

Best Practice

Open the Performance Creation Wizard

Enter the number of performances and basic performance settings

Select most common sales settings for the performances

Setup a default pattern for the wizard to create each performance date and time

Review the default performance dates and times, making individual changes as necessary

Review the confirmation dialogue

Wait for Theatre Manager to create the performances

Review the newly cleated performances

Partially Duplicate an Existing Event Top

Find the event to be copied

Start the duplication process

Select the partial duplication option

Find and open the newly copied event

Adjust the copied value and complete the event build

Save your edits

Fully Duplicate an Existing Event and Its Performances Top

Find and select the event(s) to be duplicated

Start the duplication process

Select the full duplication option

In the duplication wizard, set initial copy parameters

In the wizard, make any necessary changes to the proposed events and performances

Confirm your duplication settings and complete the process

Duplicate an Existing Performance Top

Open the existing event

Select and open the performance to be copied

Start the duplication process

Enter the number of performances and basic performance settings

Select most common sales settings for the performances

Setup a default pattern for the wizard to create each performance date and time

Confirm your choices

Review the default performance dates and times, making individual changes as necessary

Review the confirmation dialogue

Wait for Theatre Manager to create the performances

Double-check the base price values

Double-check the enabled sales promotions