Opens a blank Event Detail Window to add a new event

Saves any changes to the currently open event

Creates a duplicate of the currently open event

Can be clicked while editing to reverts settings back to whatever they were the last time the selected event was saved

• Deletes the currently open event
• Only events without any financial transactions, performances, or other associated data can be deleted

Checks the spelling in the appropriate fields

Toggles the seat detail tooltip on or off for the Maps Tab

• Opens the calendar for the event and its selected performances and tasks
• There is a submenu with available options:
  • Show all detail (Performances, Tasks and Personnel)
  • Show Performances and Personnel
  • Show Performances and Tasks
  • Show Personnel and Tasks
  • Show Performances only
  • Show Personnel only
  • Show Tasks only

• Creates and opens the online store in the user's default browser application
• There is a submenu with available direct link options:
  • All events
  • Only performances for this event
  • Show generic sample event reminder (only available when performance in the future)

Unique identifying event number generated by Theatre Manager

Specifies which employees can search and access the event

• Unique 6-digit event code used for quick reference
• Artsman recommends (and defaults) the first two characters to the fiscal year of the performance to allow for quickly generating reports by year
• If your organization has more than one venue or different types of series (e.g. a main-stage and a second stage series), use a pre-determined value to difference the series after the year, such as:
  • 13-01 - the first play of the 2013 season
  • 13-05 - the fifth play of the 2013 season
  • 13-C01 - the first play in the "C" theatre
  • 13-J01 - the first play in the "Jazz" series

Controls the color that appears on the event in the Facilities Management Calendar

• Official title of the play as it will appear on the ticket and in the online store
• If the title is perfect for the internet, yet too long to print on a ticket face, you can adjust your ticket face to split it at word boundaries using the tStringFields.$splitString( P_PLAY_TITLE, width, segment) calculation

Year that the event takes place (based on the financial year)

• Venue Name and unique identifying number of the pricing map that the event will be performed in
• Events sold as reserved seating must take place in venues that have had seats created
• Events sold as general admission (or traveling troupe, or course) may use pricing maps that don't have seats created
• Read more about changing the map on an event

• Opens a list of possible pricing maps eligible
• Pricing map eligibility rules:
  • Be in an Active status
  • Have the same valid price codes as the currently attached pricing map
  • Have the same seating capacity as the currently attached pricing map
  • Have the same seat names as the currently attached pricing map (reserved seating only)
  • When changing the map for an entire event, you can select a pricing map in a different venue
  • When changing the map for one performance, you can only select a pricing map within the same venue
  • If using the outlet edition, the pricing map must be owned by the same outlet (e.g. people from outside your outlet cannot change price maps or price codes for you)

• Name of the sponsor for the production
• Additional sponsors could be entered in the notes field
• This line can be printed on tickets

• Additional information such as warnings or special messages
• This line can be printed on tickets

• Director of the event
• This line can be printed on tickets

• Playwright of the event
• This line can be printed on tickets

• Sets the maximum number of tickets to be sold in an cart
• If the box office will allow a patron to have more than the allotted number of tickets, the tickets will need to be sold by an employee and not via the internet
• Numbers entered here override those entered as global defaults in System Preferences >> Web Tab
  • Regardless of settings on an event or performance, at no time can there be more tickets in a single cart than the value in System Preferences >> Web Tab

• Number of minutes before/after the performance start time in which to remove a performance from the online store
• Time set here overrides the defaults set in System Preferences >> Web Tab
• Stop time affects emailing of PDF tickets (you cannot email tickets if the performance is no longer on-sale online)

• Indicates whether the stop time is Before or After the performance begins
• Typically, this is set to Before the performance time
• The option for After could be used for:
  • All day events when you want online sales to be available after the gates open
  • Courses when you want to allow late registration
  • On-demand streaming when a video streamed through the online store can be purchased after the original start time

• Default time, in minutes, after the start of a performance in which a live streaming video will be available in the online store
• If nothing specified, the event will use the default from System Preferences >> Web Tab

• Allows you to specify how you would like the map to display for web sales:
  • Use Default from Company Preferences
  • Selected seats only (sold seats are blank)
  • Selected and sold (mask seat codes)
  • Selected and sold (actual seat codes)
  • Use 'tmGfs/Map[x].jpg' for generic map
  • Do not didplay any map

• Ticket face the event should use
• Can be typed manually or selected

• Opens the Ticket Face Search List to search and select a ticket face from
• If left blank, a built-in default ticket face design will be used for printing tickets

Prints a test ticket for this play

When checked, Use same accounts disables the general ledger account tabs for Season, Other Type 1, Other Type 2, and Other Type 3

• The tax rate selected in this dropdown applies only to the base price of each ticket (separate from the taxes applied to fees in Sales Promotion Detail Window >> Calculation Tab)
• Currency dropdown lets you set something different than the system default if needed

There are two radio button options designating how the system should handle revenue from this event from an accounting standpoint:

• Revenue earned at time of sales
• Defer revenue until performance
  • Sets this event to follow deferred revenue rules
  • When checked, requires liability accounts set in the Deferred Revenue Accounts below
  • If Company Preferences is set to rollover all events at year end, Theatre Manager will change the deferred revenue setting to earned revenue for all events that were rolled over so that any new performances or extended runs take on the earned revenue setting

There are five different ticket types available to attach to each sales promotion, which correspond to the five General Ledger Accounts tabs:

• Regular
• Season
• Other-Type 1
  • The name/meaning of this option is customized in System Preferences >> Appearance Tab
• Other-Type 2
  • The name/meaning of this option is customized in System Preferences >> Appearance Tab
• Other-Type 3
  • The name/meaning of this option is customized in System Preferences >> Appearance Tab

For each ticket type (unless Use same accounts is selected above), there are six types of accounts that require account selections, which allow you, if desired, to designate separate deferred and/or revenue accounts for different types of tickets:

• Sales Account
  • The G/L account number used to record revenue received from new ticket sales
• Exchange Account
  • The G/L account number used to record revenue gain (or loss) from ticket exchanges
• Refund Account
  • The G/L account number used to record revenue loss from ticket refunds
• Discount Account
  • The G/L account number used to record the net value of ticket discounts from ticket sales, exchanges, and refunds
• Markup Account
  • The G/L account number used to record the net value of ticket markups from ticket sales, exchanges, and refunds
• Ticket Fee Accounts
  • The G/L account number used to record the net value of per ticket service charges applied to ticket sales, exchanges, and refunds

• Selling at the Box Office
  • When checked (and the datetime set in the Performance Detail Window >> Sales Management Tab is not in the future), the performance is available for sale at the box office
• Selling Via the Internet
  • When checked (and the datetime set in the Performance Detail Window >> Sales Management Tab is not in the future), the performance is available for sale in the online store
• Patrons Can View if Not for Sale
  • When checked, the event can be set to show online even if it's not available for ticket purchases (e.g. for pre-announcing events)

When Season Control House is checked, the performance can be used as a control house in the subscription module

When Prevent Overselling is checked, the performance is prevented from being oversold (more sold than the maximum availability of the pricing map)

When Selling at All Other Outlets is checked, allows you to sell the performance at specified other outlets (i.e. each performance can be sold by different organizations if needed)

• Sell
  • Allows you to control which user access groups have the ability to sell this performance
• Report
  • Allows you to control which user access groups have the ability to run reports for the performance

There are two options to control automatic reminder emails:

• No Email Reminder
  • No reminder emails will trigger
• Send Reminder Email
  • If checked with a time indicator, a reminder email will be sent to every ticket holder
    • Read more about customizing the reminder email if you don't want to use the default one
  • The time value is the amount of time in advance of the performance date that the email should be sent (entered in minutes, hours, days, or weeks format ALA 6h for 6 hours, 1d for 1 day, or 1w2d for 1 week and 2 days)
    • Any ticket bought closer to the performance than the email reminder time will receive an immediate reminder

There are two options for how the online store offers available seats to patrons:

• Single Seats Not Allowed
  • Patrons online will not be able to make a seat selection anywhere in the map that would leave only a single ticket available
  • Designed to maximize revenue
  • Recommended/default option
• Single Seat Checking Disables/Relaxed
  • Patrons online can pick any seat they want, even if it leaves only a single seat available:
    • The patron could pick the middle seat out of three
    • The patron could pick a single seat where there are only 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)

Opens the Performance Creation Wizard to add one or more new performances

Opens the Performance Detail Window for the selected performance(s)

Deletes the selected performance(s)

Shows all transactions for the selected performance(s)

• Verifies all seats for the selected performance(s) as a troubleshooting measure
• Best to do this when no other users are logged in

The context menu has a feature to Convert Earned Revenue Back to Deferred that allows you to convert earned revenue back to deferred after a performance has rolled over already

List of icons indicating the primary status of each performance (refer to the legend at the bottom of the list)

Unique performance number generated by Theatre Manager

Type of seating used for the performance (most commonly either General Admission or Reserved)

Date of the performance

Time of the performance

Number of seats sold for the performance

Number of seats available for purchase

Number of seats currently used for reporting

A unique and customizable code table field used to flag specific performances for internal reporting and/or for categorization online

Flag indicating if the performance is available for sale at the box office

Flag indicating if the performance is available for sale at in the online store

Flag indicating if the performance is available for sale at other outlets

Duplicates price codes and sales promotions from another event for all the matching series codes (e.g. for matching the pricing setup of all shows to the existing setup of the first show in the season)

Copies price codes and sales promotions from one performance to all selected performance (e.g. for making each weekend performance the same price as another)

Dropdown selectionCopies price codes and sales promotions

Opens the Price Code Detail Window for the selected price code for editing

Enables the selected price code for the selected performance, making it available for sale

Disables the selected price for the selected performance, making it unavailable for sale

Name of the price code (by default Price Code and the price code letter or number from the pricing map ALA Price Code A)

Base price value of any ticket selected with this price code (the base price that sales promotions will adjust to reach a final price)

When checked, enables (makes available) the price code for sales in the selected performance

If available, changes the calculation reference at the bottom of the window. If newly calculated based price does not return the desired full price, try entering a fractional price (e.g. 12.654 instead of 12.65).

Undoes any current edits and closes the window

Saves any current edits

• Icon indicating status of the promotion for the selected performance(s)
  • Green Check: enabled for all selected performances
  • Red X: disabled for all selected performances
  • Yellow Circle: enabled for at least one of the selected performances but not all
  • Grey Circle: enabled for some but not all of the selected performances, but the promotion cannot be used because there is no valid price code enabled

Name of the promotion

Ticket type of the promotion for G/L posting

Where the promotion is available for sale (e.g. Box Office, Internet, Both)

Sets the selected promotion as the default for the selected performance(s)

Enables the promotion in the selected performance(s), making it available for sale

Disables the promotion in the selected performance(s), making it unavailable for sale

• Dropdown offering different search fields for the promotions list:
  • All
  • Available by Date
  • Not Available by Date
  • Box Office
  • Internet
  • Selected Only
• To filter the list, select a field to search by and enter the relevant parameters in the Name field

• Right-clicking anywhere on the right-hand map opens the context menu with several special functions, including:
  • Zoom
    • Adjusts the map graphic relative to its current zoomed-in state
    • The Normal option returns the map to its default state
  • Hold Seats
    • Opens a submenu for the selected seats with the hold codes available to current user
  • Release Seats
    • Releases any hold on the selected seats and changing them to an open sale
  • Print Map
    • Generates a report displaying the graphic map

• Radio buttons controlling which view of the map displays:
  • Sales Map
    • Shows the map as it appears in the ticket selection process
  • Return to Hold Map
    • Shows the default holds map for the pricing map
  • Checked In Seats Map
    • Shows only the sold seats, highlighting those that are scanned as attended in green

When at least one seat is selected on the map, opens a submenu of hold codes available to the current user to hold the seat(s) with a specific meaning

When at least one held seat is selected on the map, releases the hold letter and opens the seat for general sale

Prints a report of the graphic map for printing or saving to PDF

Refreshes the graphic map view to display any updates to the sold and held seats (e.g. from order windows, etc)

• Displays the count of seats broken out by type:
  • Physical Seats
    • Number of seats physically placed on the pricing map that could be sold, held, or available
  • Reporting Capacity
    • Number of seats considered the maximum saleable (as set in the Performance Detail Window >> Accounting Tab (typically and by default the same as the physical seats)
  • Sold
    • Number of seats sold to the selected performance
  • Total Held Seats
    • Number of seats set with any hold letter (including social distance holds)
  • (inc) Social Distance
    • Number of tickets held with the designated social distance seat hold
  • Remain
    • Number of seats available that can be sold
    • If negative (reporting capacity is less than physical capacity), patrons cannot buy tickets online
  • Red Message
    • Theatre Manager interpretation of the subtotal breakdown
    • Can't Sell Online Held Only means remaining available is negative

Right-clicking anywhere on the attendance list opens this context menu with valuable functions, including:

• Add tickets to the selected tickets' order
• Pay for the order of the selected tickets
• Exchange the selected tickets (e.g. to/from a waitlist event or from a cancelled event)
• Assign the selected tickets to another patron (e.g. if somebody else is picking it up)
• Reprice the selected tickets (e.g. for a gala so that you can add a donation when the gala ticket is purchased online)

Set attendance for the selected ticket(s) (only available on or after the performance date)

Clears the attendance status on the selected ticket(s) (only available on or after the performance date)

Prints the selected ticket(s) that are not yet printed

Refund tickets en masse and return value to patron's account, a pass, or credit card used for original payment

Transfers selected tickets to another performance

Starts the process to add a personnel to the event

Opens the Personnel Activity Detail Window for editing the selected volunteer record

Deletes the selected activity record

Unique series code of each performance

Date of the performance

Time of the performance

Current number of tickets sold to the performance

Number of tickets being used for reporting (as set in the Performance Detail Window >> Accounting Tab)

Number of tickets marked/scanned as attended

Subtotal of the base price value of sold tickets

Subtotal of all the discount values of sold tickets (from the sales promotions setups)

Total value of sales minus all discounts, fees, and taxes

Subtotal of all the built-in ticket fee types values (from the sales promotions setups)

Total of all city/state/federal taxes

Total of all money collected from ticket sales

• If the performance has occurred and you are using deferred revenue accounting, this will be the G/L number that it was posted to
• If the sales posting is SP-000000, then one of the following situations occurred:
  • The event was rolled over from deferred to earned (which can be reversed)
  • The event had no sales at time of rollover
  • The event was never marked as Use Deferred Revenue in the Accounting Tab
• If the code is something like SP-xxxxxx, then double-clicking the line shows the Journal Entry Detail Window (with the quantity of tickets sold and revenues at the time of rollover)

Unique identifying number of the performance (as assigned by Theatre Manager)

Day of the sale

Ticket type (as set in the Sales Promotion) for the G/L posting

Name of the promotion

Subtotal of price before tax (gross sales + markups - discounts + 3 ticket fees)

Number of tickets used for reporting

Subtotal of the base price value of the sold tickets

Subtotal of the discount value of the sold tickets

Subtotal of price before tax and before the 3 ticket fees

Subtotal of the three ticket fees values of the sold tickets

Subtotal of the city/state/federal taxes of the sold tickets

Total of all money collected from the event, including all fees and taxes

Total of all money collected

Total number of tickets sold in the event

Total sales amount from exchanges

Number of tickets exchanged

Total amount of refunded tickets

Number of tickets refunded

Total of commissions paid

Name of the outlet owning the event

Dropdown with filter options that change how the list above is broken out:

• Promotion by Day
• Day
• Promotion
• Promotion Type
• Outlet
• Outlet by Day
• Outlet by Promotion

Identification number associated with the G/L entry

Type of entry (e.g. Sales Posting, Deposit Posting, or Manual G/L)

Date of the G/L entry

G/L account number

A single memo line from the ledger that is generated by Theatre Manager and indicates the purpose of the entry

Total debit amount associated with the G/L entry

Total credit amount associated with the G/L entry

Date the entry was posted

Dropdown option with filters that adjust the subtotaling of the list above:

• No Summary
• Account #
• Journal # and Account #
• Journal Date and Account #
• Posting Date and Account #

• Resets the reservation-only flag for all tickets sold to the event
• Typically G/L entries do not include tickets from unposted sales or orders marked as reservation only
• All difference lines should be zero if the event balances

Dropdown selection of a workflow notification to trigger an automatic email whenever a ticket is sold to the event

Mail list to add patrons to whenever a ticket is sold to the event

• Duration of each performance in minutes
• Also displays in the online store and facility management calendars
• Exportable in .ics format

• Genre setting common across all Theatre Manager customers with about 30 classifications currently
• Selection required to save a new event

Marketing notes that appear on the online store

Marketing notes that appear internally

• Graphic for the event that displays in the online store for all performances of the event
• Must be 250 pixels high x 200 pixels wide

Unlimited number of tags (added and removed the with green plus and red minus buttons)

Opens a blank Task Detail Window to add a new task

Opens the Task Detail Window to edit the selected task

Open a Resource Selection List Window to begin selling a new resource to the selected task

Opens the Task Resource Detail Window for viewing or editing the selected sold resource

Deletes the selected sold resource from the list and from its associated task

Opens the Resource Detail Window for the resource type associated with the selected sold resource