Ticket Types – Manage
This privilege activates the “”Ticket Types”” menu under tools and templates. (Note – if user doesn’t have access to the ticket types menu to create them, a user can still build a pricing template if they have access to pricing templates). The user will not have access to adding a new ticket types while creating pricing template.
Information about Ticket Types: Ticket type is a ticket classification with its own price, quantity, restrictions, etc. Examples of this include Adult, Child, Family, Student and more.
This will give you global access where all your ticket types are listed. When creating pricing, you’ll be able to apply applicable ticket types to your pricing templates without having to create the same types over and over again, saving you time.
Pricing Template – Manage
This privilege activates the “Pricing Template” menu under Tools and Templates. If user has access to Events, the user will always have access to setup pricing at the event build level but those templates won’t be saved at organisation level as a template for future use. They will only be able to create pricing templates that will be applied to those events and saved against the event. What is a pricing template? It’s essentially the pricing that defines what should be charged. When building an event/activity, the key is identifying how many pricing templates you need. For every date/time that has different pricing, you’ll need to create a pricing template. For example, if ‘Saturday matinee’ has different pricing to ‘cheap Tuesday’ and ‘weekends’, then you will need three pricing templates. You may even create one called ‘main’ which will be allocated to most dates and times. In saying this, all days could use the main template, while Tuesday will use the cheap Tuesday template. Your Saturday matinee time will use the matinee template and finally, your weekend pricing will be taken care by the weekend template.
Hold Templates
Holds can be tickets held for staff, promoters, sound desk, competition winners etc. If your capacity was 1000 and your holds were 100, 900 tickets would then be available online. By creating a Hold Templates, you can then allocate this to specific dates/times that have similar holds, saving you time. You can always adjust these holds on a date/time basis, so this is simply what’s the fastest way to create your holds. This privilege activates the “Manage Venue/Manage Hold” menu under Events. With this privilege you’ll able to assign a Hold Template at the event level and create new ones and edit existing ones. If a user doesn’t has access to Hold Templates, the user will only be able to select a template from the event build and not be able to create or edit templates as long as the administrator has activated this function for the organisation . For General admission pricing templates, users will be able to allocate holds in the pricing template as long as the user has the pricing template privilege.
Ticket Layouts – Manage
This privilege activates the ‘Ticket Layouts’ menu under tools and templates. If a user doesn’t has access to ticket layouts, the user can still select a ticket layout option from the list in each of the relevant modules such as Events, Merchandise build as long as they have access to these modules. At the module level, the user will not be able to add or edit ticket layouts. This option is also only visible if the administrator has activated ticket printing under Settings > General Settings. The ‘Ticket Layouts’ menu allows you to create, edit and delete ticket layouts for use by your events/activities, merchandise, vouchers and memberships. Ticket layouts are specifically for hard copy tickets printed by a thermal BOCA ticket printer.
E-Ticket Layouts – Manage
E-Ticket layouts are used to create a template for tickets you are sending to customer’s email addresses which they would then present at an event/activity. This privilege activates “E-Ticket Layouts” menu under tools and template and for each module if applicable such as Merchandise, Memberships and Vouchers. If a user doesn’t have access to e-ticket layout, they can still select a ticket layout option from the available list at each of the module levels such as events. The user will not be able to add or edit e-ticket layouts.
GL Account Codes – Manage
General ledger (GL) account codes are numerals you assign to different debit or credit entries to make accounting easier and more functional. This privilege activates the ‘GL Account Codes’ menu under tools and templates. If the user has access to modules such as events, but does not have access to the GL Account Codes privilege, the user will still be able to select a GL Account Code option from the list. The user will not be able to add or edit GL Account Codes.
Reporting Codes – Manage
“This privilege activates the ‘Reporting Codes’ menu under tools and templates. If user has access to modules such as events, and not to Reporting Codes, the user will still be able to select an option from the list. The user will not be able to add or edit Reporting Codes. Reporting codes can be allocated to any event/activity and allows you to generate reports based on these specific reporting codes. This allows you to streamline your reporting which is efficient and saves your organisation time.
For example, you may setup external promoters with a reporting code so they can generate a report to analyse how successful their touring shows have been at your venue. On the other hand, if you have different departments (library and theatre) using the system or even different venues/areas (i.e. Organisation 1 has ABC Theatre but ABC Theatre has a side venue and also does touring shows by XYZ venue), each department will be able to generate reports based on a specific reporting code as long as the reporting code is correctly assigned to events/activities and products. This means that you can generate a report that collates all of the data from each associated department, venue or area connected to your organisation that you have specifically linked with a Reporting code.
Email Templates – Manage
This privilege is menu level access only and activates the ‘Email/Letter/SMS Templates’ menu under tools and templates. This area allows you to customise your Email/Letter/SMS templates from your confirmation email to your pre and post email reminders, right down to your staff requested a password reset. Every template in the system can be customised. This will also give you access to membership letters and the ability to customise the SMS that is sent by our system for SMS barcode tickets.
Questionnaires/Surveys – Manage
This privilege activates the “Questionnaires/Surveys” menu under tools and templates. If the user has access to modules such as events and not the Questionnaires/Surveys privilege, the user will be able to select a Questionnaire/Survey option from the list but not be able to add or edit templates. Questionnaires/Surveys gives you the functionality to collect information from customers/patrons per ticket/item or per transaction. Per ticket questions could include questions about dietary requirements and per transaction questions could include topics about event improvement or thoughts on a show. When creating an event, you’ll be able to select the templates you create, and you can also create Questionnaires directly from the modules such as events/activities and merchandise.
Documents – Manage
This privilege activates the ‘Documents’ menu under tools and templates. If a user has access to modules such as events and not to Documents, the user will still be to select a document option from the list but not be able to add or edit documents. ‘Documents’ allows you to load files into this template area to be assigned to an event/activity against the confirmation email, a session/performance or a ticket type/discount.
For example, your confirmation email could have important information about how to enter a venue while a document loaded against an opening night could state some special instructions. Against a child ticket type, you could have important information that needs to be filled and returned to you. Documents will email and also if the order is printed, the documents will also print. Batch printing/bulk printing i.e. for mail and collect at box office on night of a show will print as part of the batch as well
Waitlist – Manage
“This privilege activates the ‘Waitlist’ menu under tools and templates. If the user has access to modules such as events and not to the Waitlist privilege, the user will still be able to select an option from the list but not be able to add or edit Waitlists. A waitlist is when an event/activity is sold out and those customers who didn’t receive a ticket can be added to the waitlist. If/when vacancies become available, you will be able to generate a list via the module (i.e. events) and contact these customers. This area allows you to create different waitlist templates to account for the different requirements you may have for a waitlist. For example, different messages per waitlist and different capacities of customers that can join that waitlist.
Tip: When creating an event/activity or other modules that you have access to, you will be able to assign the relevant waitlist template.
Manage Events
This is menu level privilege only to Manage Events (can be renamed via jargon). This privilege allows you to build your event/activity with ease using our 5-step wizard.
Manage Venues
This privilege activates “”Manage Venues/Manage Holds”” menu under Events & Products and also activates in the event build with full access to add/edit venues etc. If user has ability to build events but not able to manage venues/locations, user will only be able to select a venue from the list at event build. A venue/location is the place where you will be holding your event or activity. This information will be displayed to your customers during the sales process and will also be shown on their tickets and order confirmation.
By creating a venue/location in advance and defining the details such as the seating plan configurations, when building an event/activity, you can simply select the venue/location from a list and have the details and seating plan already set up by default. You can also create venues on the fly directly via the event/activity build process. It’s your choice.
Merchandise & Add Ons – Manage
This privilege activates the ‘Merchandise & Add-Ons’ menu under Events & Products. If a user wants to allocate merchandise to the event sales process as an up-sell, the user will need to have the ‘Up Sell – Manage’ privilege. Merchandise & Add ons allow you to sell merchandise/products such as drinks, programs or company branded t-shirts as either stand-alone items and/or as part of an experience (e.g. purchase an event and buy a drink at 20% off). When building an event/activity, you’ll be able to select one or more items as an up-sell experience. Merchandise items can also be created as up-sell only, meaning that they cannot be bought without an event/activity.
Up Sell – Manage
This privilege activates Merchandise Upsell functionality under Manage Events/Activities, Step 1: Options & Add Ons. If a user does not have access to Merchandise & Add ons-Manage, the user is still able to select merchandise items for upsell capability. Add an upsell as part of the sales journey of the customer to generate higher revenues. Also, sell wine, chocolates, programs and other items as part of the experience. Upsells can be added against an event and/or against a specific ticket type, e.g. alcoholic drinks for adults while children are offered popcorn.
Cross Sell – Manage
This privilege activates Cross Sell functionality under Manage Events/Activities, Step 1: Options & Add Ons. A user can select events/activities, merchandise, vouchers, categories and exclusive deals to link to the module. For example, if a customer purchases a comedy show, you can target them with exclusive discounts off other comedy shows.
Gift Vouchers – Manage
A gift certificate is used to avail some discount or gift. The gift certificate represents a promise from the issuer to the holder of the certificate that they can choose a product of their liking in exchange of the certificate. Gift vouchers are often useful where a customer isn’t exactly sure what to purchase on behalf of someone else. This privilege is menu level only and activates the Gift Voucher module as a standalone menu option.
Memberships – Manage
This privilege activates the ‘Memberships’ menu as a standalone menu. If the user also has access to the below modules, they will be able to see membership options under Marketing > Tags, Ticket Types, Deals and Discount & Subscriptions & Packages. The Memberships area allows you to create your membership programs that may expire on a specific date, be a rolling membership that expire a set number of days from date of purchase or have no expiry.
Memberships – Manage Members
This privilege activates the ‘Build & Manage Members’ menu under the membership module. There are 3 menu options that a user will have access too being New Members, Manage Renewals and Lapsed Memberships. New Members allows for printing of new member letters in bulk. A reminder that when selling a membership, you always have the opportunity to print the letter at point of sale which will remove the letter from this area.
Manage Renewals: are the letters for member renewal reminder 1 and reminder 2 letters. If a member renews in between letter 1 and 2, the letter will not be visible in renewal reminder 2.
Lapsed Membership: applies where the membership has lapsed and the member no longer has access to benefits.
Fundraising/Donations – Manage
This privilege activates the “”Fundraising/Donations”” menu. If the user does not have access to this area, while building events/activities and other modules, they will be still be able to select a fundraising campaigns. If the user also has access to the below modules, they will be able to see Fundraising/Donation options under Marketing > Tags, Ticket Types, Deals and Discount & Subscriptions & Packages. Fundraising is the process of collecting money as donations for a cause. This area allows you to create multiple fundraising campaigns e.g. raise funds for your theatre or another charity, the choice is yours. You can set as many campaigns as you like. When building events/activities, merchandise etc., you’ll be able to select all or choose particular campaign(s) to display. For example, if you had a charity fundraising ball, your fundraising campaign could be targeted to raise money for a cancer foundation.
Subscriptions & Packages – Manage
This privilege activates the “Subscriptions & Packages” menu with ability to build and edit. A subscription allows you to create a fix or flex package where the customer receives a bigger discount for more items.
Deals & Discounts – Manage
This privilege activates the “Deals & Discounts ” menu where you can setup a deal based on a percentage/dollar value, module i.e. purchase a membership and get 2 drinks for free and waive fees (delivery, payment, per ticket/item and transaction fee.
Link Generator – Manage
This is menu level privilege only to access the Link Generator. Link Generator is a simple but effective add-in that enables users to generate a web-link for customers to purchase from targeted modules online such as events, merchandise, deals and discounts etc. You can even generate a link that promotes specific dates, price scales (such as VIP), ticket type, promo code, marketing code, category and more. These links can be sent out as a private link only (for specific customers), or as a direct link to a module you would like to target.