This area allows you to build Subscriptions and Packages. For example, you may create a 2021 Season Subscription, with both Silver and Gold package types associated with it, it’s up to you!
Please read through the HELP wizards carefully to properly understand how to navigate this module.
Season: A season is typically the period where your subscriptions are offered, either by year or by calendar. An example of a typical season would be ‘05/06’ Season or ‘Fall’ Season.
Package: A package works in conjunction with a season and typically groups a set of series that have a common characteristic. An example of a typical package would be a ‘5-Show or Play Package’, ‘Musical Package’ or a ‘Sports Package’. You can have multiple packages within each season.
Series: A series works in conjunction with a package and is defined as a group of performances for which a patron can purchase a subscription. Each series can include performances in one or more venue layouts so long as each performance has a common Subscription and/or Flex-Plan discount. An example of a typical series would be a ‘Children’s Series’, ‘Shakespeare Series’ or ‘Play-off Series’. You can have multiple series within each package.
The Listings Page
This is the main screen where you can search, create, edit, make inactive and delete subscriptions/packages. Please remember that when you enter a search parameter or select a status, click ‘Clear Filters’ to return to the default view. From the top of the page, you can search for a subscription by name by entering a search term or filtering by status, ‘Active’, ‘Inactive’ or ‘All’. You can only delete a subscription if there are no sales against it. If there are sales, the bin icon will not appear. Even if you refund a subscription and your sales count is at 0, you will not be able to delete the subscription as there is still a transaction present (i.e. refund) and this keeps the audit trail clear. You can always make a subscription inactive by flicking the ‘Active’ switch from the table.
Active: This shows whether a subscription is ‘Active Live’, ‘Active Incomplete’ or ‘Inactive’. You can sort by ascending or descending order.
Name: This displays the overall name given to the subscription and below it any types associated with that subscription. You can sort names by ascending or descending order alphabetically.
Types: These are the types of packages you have created under a specific subscription. This column will display whether the package is a fixed or flex type.
Date Created: The date and time the subscription was created. You can sort by ascending and descending order.
Last Modified: The date and time the subscription was last modified. You can sort by ascending and descending order.
Inventory: If in the build of the subscription you chose to have a certain amount of inventory for this subscription, this will display here. If no inventory was selected, ‘N.A.’ will display here.
Sold/Available: This displays how many subscriptions (by types) have been sold and, if inventory was selected, how many are still available. If no inventory was selected, ‘N.A.’ will be shown next to ‘Available’.
Actions: Here you can edit or delete an existing subscription from the table. You can only delete a subscription if no sales have been made against it, otherwise the bin icon won’t appear. In this case, you can only make it inactive if you no longer need it.
Create A new Subscription & Package
Click ‘+ Create A New Subscription & Package’ to start building your sub/package.
Tip: Once you have saved a Subscription & Package, the direct link to sell this subscription online is listed at the top of the page.
Step 1: General Information
Subscription Details
Subscription name: This is the main identifier of your subscription/package that will be displayed in the backend and online to customers. An example could be ‘2021 Season’.
Highlighted information: This allows you to enter any important information that you believe should be highlighted against the subscription online. For example, “Buy now before (date) to benefit from this package.”
Description: This will be your identifying description to get more of an understanding of the subscription/package itself plus any further key information for customers to understand what’s being offered.
Video URL: Allows you to add a YouTube video URL. Format must be http://www.youtube.com. This is great for promotional material and can be a good selling point. Please note ONLY YouTube video links will work and this will rotate in the image area online.
Subscription image: This is the area where you can upload multiple images to promote your subscription/package. These are the title images that appears when you select the subscription/package. Use a high-quality image – up to 2 mega bites: 800 pixels x 600 pixels.
Select Events & Products
This is the area where you add the content of your subscriptions. All of these are drop-down boxes that will populate all of your events/sessions, merchandise and memberships that you wish to apply to this subscription/package. You have the option to filter the drop-down lists if you need to narrow down your search.
*Please ensure that you select no more than 50 sessions/products at time to add to the grid below to ensure best performance.
Events/Sessions: When selecting this drop-down box, it will populate all of your events/sessions to the table below. You can expand each event/session to include a specific performance down to session times or select the entire event/session itself, it’s up to you!
Merchandise: When selecting this drop-down box, it will populate all of the merchandise items you wish to include in your subscription/package. Again, you can expand each product/item to only include certain t-shirt sizes, for example.
Membership: When selecting this drop-down box, it will populate all of the memberships that you wish to add.
Once you are happy with all of the items and events/sessions you have added to the subscription/package simply click on the ‘+ Click To Add To Table Below’ button to add these.
Subscription/Package Types
This is the main area where you create the type of subscription/package you desire, when clicking on the ‘+ Add Type’ a popup window will appear for you to enter your subscription/package type details. You can add as many types as you wish here, or you may want to create each separately depending on the content of the subscription.
Subscription/Package Type Name: This is the main identifier of your subscription/package type. For example, ‘6-play package’, ‘8-play package’, ’10-play package’ or ‘Opening Night package’. It could also be that the subscription/package name is 2021 Season and you wish now to create Gold package and a Silver Package types.
Description: This will be your identifying description to get more of an understanding of what is the subscription/package type. For example, you would want to add that this could be a numbered performance or event package.
Is Inventory applicable? Is this a subscription/package that you wish to have inventory allocated to it? If ‘YES’ enter the inventory amount you wish to cap this subscription/package at. If ‘NO’ this will have unlimited stock.
Fixed or Flex plan: Is this a fixed or flexible package plan? If this is a fixed plan you will need to select the events and products that you want to be included and the customer will have to choose all of them. For example, a football 12-month season subscription where the customer will get 12 games (1 per month) is a fixed plan. But if this is a flex plan, the customer is allowed to go to any number of performances that you allow in the box below. Just enter the number you wish this to be capped at and they can pick and choose from the options.
Only applies to events: If you select ‘NO’, this package type will apply to all events, product items and memberships you choose. Enter a minimum and maximum amount that will apply to this package. For example, the rules may be that the customer has to pick a minimum of 3 items, up to a maximum of 10 items from the options given. Please remember the minimum value should less or equal to the added events/products. If you select ‘YES’, this particular type will only apply to the event/sessions you choose. The same rules apply for min and max.
Subscription/Package Types Table
This is the main area that you can make any changes to your subscriptions/package types on the fly. You can update any events/products/memberships or even make them inactive/active if you wish to isolate what’s available to each of the subscription/package types. You can also edit the package type details by clicking on ‘Edit’ from the table and choose which items from the table are ‘Mandatory’.
Above: Example of what the table may display at the top.
The table will show you details of each package type such as the min and max, whether it’s fixed or flex and also if there is an inventory amount. From here, you are able to flick the switch on ‘Select All Is Active’, which will make all options active for that type. You may want to do this then make a select few inactive by going to that individual performance/item. Mandatory items are those that the customer must choose as part of the package. For example, they might have 10 options and a choice of 4 events/items in the package. If you’ve made 2 of those options’ mandatory, then they will need to make up 2 of the 4 items selected. There is a ‘Select All Is Mandatory’ tick box that you may check.
Above: Example of the table once expanded on a specific event/item.
From the table you can also individually choose which events/items are active/inactive or mandatory. Active/inactive is shown as a switch (orange meaning active) and this signifies whether that individual event/item or performance will be an option in that package type. Mandatory events/items are shown as a tick box and you have the option of ticking the box in the header of the event/product/membership which will select all options associated with it or choose individual performances, items or membership levels. It is important that you go through this table carefully as this builds the structure of your subscription and package types.
Marketing And Social Media
Marketing Codes
Do you want to modify marketing codes for this Subscription?
By selecting yes, you can change the default marketing code question and choose/add your own marketing codes. If you select no, the previously set up global marketing codes will apply. If you update your marketing codes below, this will also update your main marketing code templates list available under Marketing > Marketing Codes. Click ‘Manage’ to manage your global marketing codes template list.
Enter marketing code question e.g. How did you hear about us?
Change the default marketing code question that will appear for this subscription.
Tool tip: When people purchase, both back end/internal sales staff and online customers will view the marketing code question.
Select the marketing codes you wish to associate with this subscription
Select marketing codes from the drop-down list or click ‘Add’ to add a new marketing code. Any marketing codes created will also be added to your global marketing code templates list available under Marketing > Marketing Codes. To link directly to your main global marketing code templates, select ‘Manage’.
Opt-ins
Select the marketing opt-in messages you wish to activate for this.
Opt-ins are a form of permission marketing where users/customers “opt-in” to receive follow-up communication via a specific communication channel. For example, opt-ins can be employed to send further information about what you have on offer to customers or to add them to specific mailing lists.
Manage Global Opt-In
Click here to edit an existing global opt-in or add an opt-in that you wish to display in the entire system. Please read the HELP wizard on the page carefully to get an understanding of the process.
+ New Sub & Package Opt-In
Click here to add a subs and packages opt-in, which means that it will only apply to this particular subscription. This option is available so that your organisation level opt-in grid isn’t clogged by opt-ins that are only going to be used once.
Social media integration
If you would like to integrate social media (Facebook, Instagram) for this Subscription, please select your preferences below.
Tool tip: Set your social media defaults in Marketing > Social Media.
Social media settings allow you to change your specific settings for particular subscriptions. You need to account for scenarios where this offering may be private and therefore not available on social media or where the package may require a specific direct link to Facebook.
URL for the Subscription’s Facebook page?
This is the specific URL for your subscription’s Facebook page. By adding the URL here, our system will connect ‘likes’ to the Facebook page.
Do you want to enable Facebook likes? This will enable Facebook likes to your Facebook page.
Share Settings
Do you want to enable social media share settings? Allows people to share to Facebook, Instagram…
This allows you to turn on ‘Social Media Share’ so that people can share your subscriptions/packages. You can choose how your customers share by selecting your preferred social media platforms and choosing the look and feel of the buttons presented online with 4 options given (grey, square, coloured, circle). We recommend turning on as many options as available. The more sharing, the more likely other people will see what memberships you have to offer. Social media options are visible to people right up to the confirmation page and confirmation email. Let your people spread the word.
Emails And Messages
Activate Internal alerts?
This message will appear during the sales process to alert your operators of any Subscription specific important information.
Internal alerts appear as either a splash alert just below the header or pop up where the operator needs to press OK to confirm. The alert can either occur at the start of the sales process (i.e. you need to warn the customer before purchasing) or on the Finalise Order screen.
Activate Online Alerts?
This message will appear as a pop-up during online sales to alert customers of any important information.
Online alerts appear as a pop up where purchasers need to press OK to confirm and continue with their purchase. The alert can either occur at the start of the sales process (i.e. you need to warn the purchaser before purchasing) or on the Finalise Order screen.
Messages
Messages – Sold out, Unavailable and Allocation exhausted.
These messages are from Organisation Settings and can be edited and saved for this Subscription only.
In Settings > Organisation Settings, you have the ability to add your default sold out, allocation exhausted (meaning that tickets are sold out online, but counter could still be processing sales via held tickets/seats, i.e. for members only, promoters) and Unavailable. You could advise customers that a limited number of tickets may be available at the door.
Click Yes to “Would you like to customise your messages for this Subscription?”. Click the pencil icons to edit.
Sold Out
This message displays when a subscription has Sold Out.
Unavailable
This message displays when a subscription in unavailable. This can occur, for example, if you have created a 6 Play Package and there are only 3 plays left showing,
Allocation Exhausted
This message displays when a subscription’s allocation has been exhausted but may still be available via the backend.
Confirmation Email
There is only one email template per organisation which you can edit or preview. See below for some minor additions you can make specifically for this Subscription.
Do you want to add a special note?
Tip: Your special note will be added to the confirmation email to alert your purchasers of important information outside of your terms and conditions.
Do you want to attach additional documents or files?
Select the document from the list or click ‘Add’ to add a document. Click on ‘Select a File To Upload’, enter a file name and description, if preferred, and click Save. You can also click on ‘Manage’ to manage any centrally controlled documents that might be being shared by multiple events/activities and products you are creating.
Example of document use: a document could be a form that needs to be signed and returned for an event. Documents will be attached to the confirmation email and be printed if that option is available. For Standard and Enterprise customers, batch printing/bulk printing (i.e. for mail and collect at ticket counter on the night of a show) will display the option to print documents as well.
Terms and Conditions
Do you want to modify Terms and Conditions for this Subscription?
Select YES if you want to modify your terms and conditions for this subscription from your organisation terms and conditions i.e. the terms and conditions for a subscription may be tailored compared to your global default.
Options And Add Ons:
Online sales
Is this a featured subscription in online sales? If yes, this Subscription will be displayed at the top of the ‘what’s on’ page, and highlighted in a different style format.
In sales, display items for selection by Event or by Session: This will determine the way that the options will be displayed, either by ‘Event’ or ‘Session’ in the purchasing flow. If it is a mandatoryitem, it will break it out from the list. For example, if you have an event selected with multiple sessions, will you display the Event itself and be able to expand for sessions, or do you want to have all of the sessions displayed automatically?
Set a specific exchange fee for this subscription/package? The default exchange fee in the system is $5 which can be changed at any time in the Organisation Settings. As people that have a subscription/package are generally premium customers you may want to edit this so there aren’t any fees, it’s up to you! If you select YES, enter a dollar value you wish to change the exchange fee to for this subscription only. Enter ‘0’ for no fee.
Allow staff to override the exchange fee? This will allow certain backend staff with sales privileges to override the exchange fee to 0, for example, for premium customers.
Enable Donations? Select a campaign from the list to make your fundraising campaign(s) available when people purchase a subscription. Fundraising campaigns can be setup via the Fundraising/Donations menu.
Tool tip: You can create fundraising campaigns specifically for your organisation or for specific campaigns that you may be supporting e.g. Cancer Council Foundation.
Activate All Campaigns for this Subscription? By selecting YES, all active campaigns will be associated with this subscription. You will also have the option to set a default campaign in this instance.
Cross-sell related events and products? Sell similar items or other items that would be of interest.
Tool tip: Enter Headline Text e.g. Customers who purchased xxx also bought these.
You are able to add up to 4 cross-sell items e.g. 1 cross-sell could be another subscription or click here to purchase other t-shirts available. You can also mark a ticket type/discount when building an event/activity as an exclusive offer so you could do a deal where if you purchase a t-shirt, you get 10% off selected events.
- Click Add Event/Product to add a cross-sell.
- Select relevant module and items that will form part of the cross-sell.
- Select relevant items from your list to be associated with the 1 cross-sell.
- Upload an image for your cross-sell
- Add a sub-heading, e.g. purchase a comedy show and get 10% off
- Add a description to explain further information about the cross-sell.
- Repeat the process above up to 3 times to add 4 different cross-sells.
Step 2: Pricing
Set Pricing and Fees
This area allows you to choose your sales channels, apply fees and add pricing to the subscription and package types you have created.
Please read the HELP wizard carefully to understand how to complete this step.
How do you want to sell your subscription?
Activate sales channels: You can select all the sales channels that you wish to have this Subscription/Package available for purchase by. For example, you may want to have this available through internet or as a walk up/venue special offer.
Would you like to apply any fees? If you are wanting to add any fees you can simply click on the tick boxes for any fees you wish to apply.
Activate Transaction Fees: Charge a fee no matter how many subscriptions are purchased.
Activate Inside Fees (relates to Events only): By selecting YES, inside fees will apply for all events selected. Inside fees are hidden from the overall price but deducted in reports. This is particularly important if you are working with external companies/departments that will be allocated a ‘cut’ of the purchase.
Activate Ticket Fees (relates to Events only): A fee per ticket sold, per event. This applies to Events only.
Subscription/Package Pricing and Fees Table
The top of the table displays the packages you have created, and you can flick between them to correctly add pricing and fees.
Events & Products: This will display all of your events and products that you have added to your subscription/packages in a list form to easily view the pricing level and type.
Price level: This will display all of your pricing levels that correlate to your subscription/package in a list next to the events/products/memberships. These would have been created along with the event/product itself or as templates previously. At any point if you wish to add a ticket type simply click on the ‘+ Add Ticket Type’ at the top of the table. You can then choose this subscription ticket type from the drop-down list in the new column created.
Click Here to Select the Subscription Ticket Type: This is a drop-down list of your global ticket types, as well as any created from this table. Select one to add it to the table.
Each ticket type added will display in the next columns: From these columns you will see the ticket type name, the ‘Copy To All’ function and the delete bin icon (to remove a certain ticket type). This is where you will add pricing for all events/sessions/products/memberships. You also have the option to edit sales channels for this ticket type.
Add Pricing: Once you have clicked on ‘Add Pricing’ a pop-up table will appear for you to add your pricing to the event/session/product/membership for that ticket type for each sales channel (see below).
Depending on the fees you’ve activated, you will also be able to include them here. Remembering inside fees are taken out of the total price and ticket fees are added on, so if the ticket price is $15 and the ticket fee is $5, the total will be $20 for that ticket. You can add ticket and inside fees as a percentage or dollar value.
On the left-hand side of each row, you will see the copy icon. Using this feature is an easy way to copy that price/percentage across all sales channels for that row. Select save once you are happy with your pricing.
IMPORTANT TIP: For a faster way to populate the pricing for a ticket type, from the top of the said ticket type column, select the ‘Copy To All ’ function and the pricing table pop-up (as shown above) will appear. Once you have completed it and saved, that pricing will be applied to all events/sessions (events only). If all but a few of your pricing templates are the same, you can use this function and then ‘Edit Pricing’ for the select few that are different. Products and memberships will still need to be populated separately.
For merchandise and memberships, you will be required to enter how many inside fees are required. This is because there may be more than one inside fee associated with it. The amount you enter will auto populate ‘inside fee’ column(s) into the table. These can entered as a percentage or dollar value. You will also need to enter the overall price and per item fees if applicable. Item fees can also be either a percentage or dollar value.
Above: How the pricing pop-up looks for merchandise and memberships.
Edit Pricing: Once pricing has been added, if you wish to make an adjustment at any point to the pricing on the table, you can simply click on the ‘Edit Pricing’ link. This will bring up a pop-up menu to edit. You can do this for individual events/sessions/products/memberships.
Active/Inactive box: Iffor whatever reason you wish to exclude a price level for a particular ticket type for an event/show, product or membership from your subscription build, you can simply click on the box shown at the top right hand-side of pricing to make it inactive. This will grey out the pricing table from the subscription build and the price level and ticket type will not apply for that package type.
The transaction fees for each sales channel are displayed at the bottom of the table underneath each ticket type. This can be as a percentage or dollar value and the copy across function is available for use.
+ Add Ticket Type Pop-up
Add Subscription Ticket Types
Enter the details below to create a new ticket type
Sub Ticket Type Name: This is the main identifier of your subscription ticket type. A ticket type could be Adult, Child or Concession. In this case, you could add ticket types such as 2 Play Package or 4 Play Package to identify a specific package deal.
Promo code ticket?
This function gives you the option to add a promo code to access this ticket type. This is a great feature if you are wanting to do a promotional offer for VIP clients or customers. Simply click ‘YES’ to activate this as a promo code ticket and enter the promo code you wish your customers/patrons to enter when going to buy this subscription ticket type. Your promo code can be alphanumeric or even just letters and numbers if you wish.
Step 3: On-Sale/Off-Sale
Set Sale Dates
A) SALES CHANNELS
On-Sale: This determines when you will have this subscription/package go on-sale to customers. This is broken down by date and time and also by sales channel. This is helpful if you are wanting to have these sold through different channels at different times. For example, you may want to sell these as a walk-up to VIP customers and then to the general public online at a later stage. The current date and time are automatically populated but you can customise on-sale dates and times how you like.
By entering the on-sale date and time at the very top, some quick copy options will become available to you as shown in the image below.
Copy To Selected SALES CHANNELS: This will copy this date and time to all sales channels that have had the box in the far left corner ticked. Ticking the box in the far left, top corner will select all sales channels.
Copy To All: This will copy this date and time to all relevant fields.
Clear: This will clear any on-sale time selected on the table.
Undo: This will undo the last action performed on the table.
Click the (x) in the far right of the table to hide this area.
Off-Sale Date: This determines when you will have this subscription/package go off-sale. This is broken down by date and time and also by sales channel. This is helpful if you are wanting to have the subscription go off-sale at different times through different sales channels. For example, some venues will make the subscription/package go off-sale, so it is only available for a limited time. If you don’t enter anything here as a definite date, as each event goes off-sale, they will no longer appear as part of these packages.
Max Tickets Per Transaction: This will determine how may tickets you wish any one customer to purchase in one sale. For example, you may want to only have one customer/patron be able to buy two subscriptions/packages at once.
B) TICKET TYPES – COMING SOON!
Step 4: Subscription Summary
You are almost there! Review all the details relating to your subscription/packages.
The front-end sales link allows you to copy and also send the link for review to as many email addresses’ as you like.
Either click ‘Save’ to save your work or click ‘Go Live’ to make your subscription live and start selling! (according to the on-sale dates).