Setting Up the Organisation

The Setup> Organisation menu is used for structures associated with the unique setup of the Organisation. While generally one-off, they can be edited at any time.

Promoters

Setting up Promoters that can be associated with a Production and then have access to their sales data via the online promoter link, with credentials that are set up here

To add a new Promoter, click in the Box next to the *

On [OK] the list will then get updated:

And it will be updated once the [Save] button on the Toolbar is selected.

Adding Production Types, Categories, Projects and Departments

Before the details of any given Production are filled in there are options that can be optionally completed. These are the Production Types, Production Categories, Departments and Projects.

Production Type and Production Category can be used to analyse the productions mounted as well as the Types or Categories of production pattern that any particular Patron favoured.

An example of how these could be used could be that the Type could be used to indicate a Comedy; Drama; Musical or such like. The Category could then be used as a further form of analysis, such as Outside Production or Joint Venture, all of which could be of a certain Type such as Comedy.

Production Types

Selecting the * row allows adding a New Production Type.

Production Categories

Selecting the * row allows adding a New Production Category.

Departments

Selecting the * row allows adding a New Department

Departments can be Active or Inactive. If they are Inactive, they will not appear on the dropdown list of options in the Production Details.

Projects

Selecting the * row allows adding a New Production Project.

Projects can be Active or Inactive. If they are Inactive, they will not appear on the dropdown list of options in the Production Details.

Printers

Tags

Tags are a way of flagging attributes of a performance to be made visible in the performances list next to the performance graphic. For example, a cinema may use a "3D" tag to identify screenings in 3D, and "MA15+", "R18" and similar tags to identify classification ratings on a movie.

Select Setup > Organisation > Tags from the Administration menu to view the Tags window.

Creating Tags

To add a new tag, click the New button in the toolbar.

You will be prompted for a Label. This is the tag that will appear in the Box Office performance list and in the Edit Performance window’s Tags tab.

Having clicked OK, you will then be asked for a Description. This briefly identifies the purpose of the new tag. Click OKagain.

The Tags window will be shown with the new tag added to the list. Ensure the new tag is selected, and you have the opportunity to edit additional attributes of the new tag.

Box Office: This checkbox is used to specify whether or not the tag will appear next to the production name in the performance list next to the performance graphic in Box Office.

Web Text: This field specifies the text that will appear alongside the performance details when booking via the web.

Ticket Text: This field specifies the text that will appear in the {tags} field if it is added to a ticket line for printing on tickets.

Prompt: When enabled, a prompt will appear when an attempt is made to make a booking for a performance that has been given this tag. As an example of how a prompt may be used, if a tag is being used to flag a classification rating on a movie, a prompt can be used to pop up a window reminding the box office operator to check ID, and it can also be used to remind patrons booking on the web to bring suitable ID with them.

Click the Edit button to set up a prompt.

Tick the checkbox to enable the prompt. Fill in text boxes with the text you want to appear in the prompt. The Operatortext will be used when the prompt appears in Box Office; the Patron text will appear when tickets are booked online.

Active: This dropdown list can be used to mark a tag as Inactive if it is no longer to be used, and otherwise should be Active. An obselete tag which has already been used cannot be deleted and can only be marked as inactive.

Referral Sources

Referral Sources allows for capturing the source of what may have triggered the sale at the time a Patron makes a purchase. It is setup to allow the quick selection of a preset source during the sale. Capturing the Referral source can be made 'required' in which case one will need to be selected for a sale to proceed; or not required, in which case they can be optionally selected at the time of the sale.

Creating Referral Sources

Referral sources occur at two levels: The system wide level and the Production level. Referral Sources must be setup at the System level to be available at a Production level, but not all system level referral sources need to be made available at a Production level.

Setting Up the System Wide Level

In order to be available, Referral Sources need to be first setup at a System wide level:

Setup > Organisation > Referrals

Selecting the * row allows adding a New Referral source.

By checking the 'Auto Add to Productions' Check-box it means that this Referral source will automatically be added as available to any Productions created in the system after this time.

The Active / Inactive is a method to remove the Referral source from being available to be selected at a later point for a Production, while retaining it in the system in case it had been used as a referral source for past sales.

Sources

There are primarily 3 Booking Sources that the system comes with by default: Counter, Phone and Web. To change the description or where these are activated from use Setup > Organisation > Sources:

Selecting the * row allows adding a New Booking source.

These get activated on the Sale Form here:

Note only those 'Sources' that are set as active in the Box Office are available in the drop-down.

All Web Sales will automatically have the Booking Source set as 'Web'

Once it is set and sale is saved, the option greys out, so that it is unable to be changed, as below:

The next new Sale will retain the previous sale’s setting, and default to that. It can be changed, until the sale is confirmed.

Hold Codes

There are a variety of reasons seats are held, and Hold Codes let you categorise the seats you put on hold according to those reasons. To edit Hold Codes you must have Edit Hold Code privileges on your account. See Operators

Operators need to be set up for several reasons. Individual transactions require that an operator be associated with them, for audit purposes. Operators also need to be identified for security purposes, so as to allow access to different parts of the system depending on what Group they are a member of and the privileges that have been assigned to that group(s).

At least one operator needs to be Setup initially.

Using the [New] button on the toolbar, to create a New Operator:

The 'ID' needs to be unique, in that each Operator requires a unique ID although their names could be the same. Usually the operator’s initials suffice.

Then add their Full Name, and press [OK].

A 'Password' is required for all users. When it is typed in it will appear as a row of asterisks (******). The password is case-sensitive, which means that the same password but with a capital letter will be a different password as far as the system is concerned, so the user must remember what case is used.

The 'Workstation' field if filled in with a specific Machine name (as found in the Windows System attributes) will limit this Operator to only be able to login on that specific PC.

The 'Manages Group' field refers to any Membership Module group that is being managed by the system. When ticked the drop down will list all available Membership groups. An operator can only manage one Membership group at a time.

The 'Agent' Yes/No option refers to whether this Operator is accessing the system via the Agency Module, if set to Yes the [Agency] button becomes active:

Select an Agency Group that this Operator is associated with, from the available list.

These groups are setup as below in Security>Agency Groups.

Once an Agency Group is selected, other constraints can be set, such as:


Percentage commission paid on Agency Sales
Minimum number of tickets allowed to be sold
Maximum number of tickets allowed to be sold
How many days  in advance of the performance that the Agent Operator can book tickets for

The 'Groups' button displays and can edit, what Security Group(s) and therefore what sort of access that this Operator has to the system, see below

To delete a Security Group from an Operator, Highlight and use the [Delete] button on the toolbar; you will be asked to confirm that you want to delete the group.

If any of the Security Groups that are associated with the Operator have Operator constraints then that restraint’s button will become active:

The Greyed Out buttons will become active once the associated Security privileges are activated for the Group that this Operator is a member of:

Security > Group Functions


Moved into the Read/Write list associated with that Security Group

 

to check or set this privilege for your security group.

You can have as many hold codes as you like, according to the reasons seats are held for the house.

A typical example might look like this:

Creating New Hold Codes

In Administration, open the Hold Codes window by selecting Setup > Organisation > Hold Codes from the menu. Here you can edit existing Hold Codes or create a new hold code.

To create a new hold code, click the New button in the toolbar. A series of windows will prompt you for values for each of the columns in the table.

Description

Enter a short descriptive label for the new hold code category. This appears in lists where you need to select from the available Hold Codes.

List Order

This lets you specify where in the list of codes you would like the new code to appear. Adjust the List Order numbers for other Hold Codes as necessary if you would like a new code to appear between existing codes.

By default, when defining a venue and a block of seats is created, they will be assigned the first code in the list as the Default Hold Code. For convenience, give the first position in the list to the hold code that will be suit the majority of seats. Subsequently, you will only need to select the seats that will be reserved for special reasons and assign alternate Hold Codes to them.

Colour

Select a colour chip that will represent the hold code in the Performance Graphic when the Hold Code filter is selected. You can select from the Basic colors available or click the Define Custom Colors >> button to make a custom colour selection.

Once the new hold code is created, you can then change other settings for the new code:

Require Reason

Tick the Require Reason checkbox if you want the box office operator to enter an explanatory message when they click the Hold button on the performance graphic. Note that a reason is not required when seats are held when productions are being created or season subscriptions are set up, even if this checkbox is ticked.

SecGroup

Select the group of users that can release seats using the hold code. The security group must have the Hold/Release seatsfunction assigned to the group. If the security group you want to select does not appear in the list, see Operators

Operators need to be set up for several reasons. Individual transactions require that an operator be associated with them, for audit purposes. Operators also need to be identified for security purposes, so as to allow access to different parts of the system depending on what Group they are a member of and the privileges that have been assigned to that group(s).

At least one operator needs to be Setup initially.

Using the [New] button on the toolbar, to create a New Operator:

The 'ID' needs to be unique, in that each Operator requires a unique ID although their names could be the same. Usually the operator’s initials suffice.

Then add their Full Name, and press [OK].

A 'Password' is required for all users. When it is typed in it will appear as a row of asterisks (******). The password is case-sensitive, which means that the same password but with a capital letter will be a different password as far as the system is concerned, so the user must remember what case is used.

The 'Workstation' field if filled in with a specific Machine name (as found in the Windows System attributes) will limit this Operator to only be able to login on that specific PC.

The 'Manages Group' field refers to any Membership Module group that is being managed by the system. When ticked the drop down will list all available Membership groups. An operator can only manage one Membership group at a time.

The 'Agent' Yes/No option refers to whether this Operator is accessing the system via the Agency Module, if set to Yes the [Agency] button becomes active:

Select an Agency Group that this Operator is associated with, from the available list.

These groups are setup as below in Security>Agency Groups.

Once an Agency Group is selected, other constraints can be set, such as:


Percentage commission paid on Agency Sales
Minimum number of tickets allowed to be sold
Maximum number of tickets allowed to be sold
How many days  in advance of the performance that the Agent Operator can book tickets for

The 'Groups' button displays and can edit, what Security Group(s) and therefore what sort of access that this Operator has to the system, see below

To delete a Security Group from an Operator, Highlight and use the [Delete] button on the toolbar; you will be asked to confirm that you want to delete the group.

If any of the Security Groups that are associated with the Operator have Operator constraints then that restraint’s button will become active:

The Greyed Out buttons will become active once the associated Security privileges are activated for the Group that this Operator is a member of:

Security > Group Functions


Moved into the Read/Write list associated with that Security Group

 

to add the Hold/Release seats privilege to that group.

Finally, click the Save button in the toolbar.

Removing Hold Codes

If a Hold Code is not already in use in the system, for instance if it has only just been created but is in fact not needed, then simply select the row by clicking somewhere in the row, then click the Delete button in the toolbar.

This will not work if the code is already in use in the system, however. You will see an error saying: "This item is still in use." To mark such a code as obsolete and no longer to be used, change the option in the Active column from Active to Inactive.

Resources

TBA

Shifts

This form is also where the shift can be flagged as Balanced or not.

Ticket Lines

The Font and position on the ticket are currently not available for editing via the system, however what appears on each line is what is decided by the Ticket Line Template.

To add to each line highlight by  clicking on and the 'Insert Field' offer a drop-down of variables that can be looked up from the system:

Multiple selections can be entered on each row, by using the arrow keys to move left or right along the row, and selecting a field from the drop down list.

Free form text can also be entered directly into the line, as in example above on line 3.

A complete list of variables available can be found in Appendix 3: Ticket Line Template Options.

Other Layouts

There are several other layouts that are printed through the ticket printer that can also be designed via the System Ticket Line Templates, as illustrated below. Each layout has its own drop-down list of fields available to be selected from.

Each layout has a [Test] button which will send a sample ticket to the ticket printer.

Note: Remember to Save any changes using the Update Record button on the Toolbar, prior  to using the [Test] button.

Inheritance

In keeping with the inheritance process within the system, Productions inherit attributes from the Venue and the Venue inherits the Ticket Line template from the system setup. Any Production created at a Venue will inherit the Ticket Line Template of that Venue, however once copied from the Venue, the [Tickets] button allows the Ticket Line Template to be edited and tailored for each Production in the Production Maintenance form.

At the Production level, this only applies to the Seat Ticket template; all other layouts are controlled from the System level.

System-Wide Templates

Address Labels printed on a ticket use the Template found at Setup > Organisation > Ticket Line templates.

This template in practice has a unique quality in that it will shuffle up lines if it has a ‘blank’ line in the address. This can cause issues such as the Postcode printing below the City as the {City} field may have been ‘shuffled’ up due to a blank row. This most often happens in addresses entered via the Web. If this is a likely situation, the answer is to put the last line, city and postcode all on the last line of the Template, as below:

In this situation, should the Address have a {line 3} entered, then that line will appear on the same row as the {city} and {postcode}. However, if a blank row is found in one of the three address lines they will all adjust by shuffling, and the City and Postcode will then appear on the same line.

Partner Roles

Partner Roles extends the previous support for identification of Promotors by allowing an organisation to identify other types of partners. A common type of partner in the cinema industry, for instance, is a Distributer. Rather than constrain partner roles to these two known roles, Partner Roles provides the flexibility to create additional roles that an organisation might need.

In Administration > Setup > Organisation > Partner Roles, the window will show you currently defined partner roles with a Code and a Name for each.

To add a new role, click the New button in the tool bar. The Add Partner Role window will provide you the option to provide a Code and Name for the new role.

Patrons that are partners of one sort or another can be associated with a Partner Role using the Production Partnerswindow. For more information, see Production Partners.

Production Partners

Production Partners is used to associate a patron with a Partner Role, such as a Distributer or Promotor.

Open Administration > Setup > Organisation > Production Partners to see a list of the current Production Partners.

To add a new partner, click the New button in the toolbar. The Find patron window will appear, and you will have the option to search for an existing patron or create a new one.

Specify a role for the selected patron from the options in the Partner Role dropdown. Partner Roles are defined in Admin > Setup > Organisation > Partner Roles. For more information see Partner Roles.

Settings

The Settings window is divided into three tabs: Company, Defaults and Properties:

Company

The details entered here will be the default pickup address for the Organisation for Web sales to collect

The 'Tax Number' will be available to appear on system generated Receipts

The [Licence] button is where the Organisation Name and Licence are entered

The [Logo] button will open a Windows navigation window to allow selecting a BMP image that will appear on all reports

Defaults

The 'Default Patron' is the Patron record that gets used if a patron’s details are not entered in a sale, for example using the Fast Ticketing mode in the Box Office module.

Properties

These are the 'technical' variables within the system and it is suggested that these are not changed until you are quite familiar with the consequence of any change

A list of what each of the variables covers is included in Appendix 1: System Properties.