Employee Functions

This is where an employee receives access to specific functions. Access to specific functions is either set to Access Permitted or Access Denied.

Types of Access

Access Denied
A employee with normal user status does not have access to and cannot use any Theatre Manager Function that is listed in the Access Denied column with the exception of:

Tickets - Access to Past Tickets

Tickets - Exchange Tickets

Tickets - Refund Tickets

Tickets - Unprint Tickets

For these exceptions, a supervisor override is available. This means that the employee must have another employee enter in his or her own unique initials and password to allow the process to continue. The employee who enters in their initials and password must have the access to the desired exception set to 'Access Permitted' on their own employee account before the action can continue.
Access Permitted

An employee with a normal user status has unlimited access and can use any Theatre Manager Function that is listed in this column.

Access Functions

The following are the security access functions defined in Theatre Manager:

Default Data

Will the employee be allowed to change the default data setup for the company?

Donor - able to enter or edit soft credits

Will the employee be allowed to enter a soft credit to recognize a second patron as a donor?

Donor - clear date that commission paid for donation

Not yet an implemented function in Theatre Manager

Donor - enter at time of ticket sale

Will the employee be allowed to enter in new donations at the time of a ticket sale?

Donor - unprinted donation receipts for later reprinting

Will the employee be allowed to unprint donation receipts?

Donor - view private donor info. on patron screen

Will the employee be allowed to view restricted donor information?

Employee - view miscellaneous tab

Will the employee be allowed to view the pay rate, billable rate, and overtime pay rate for other employees?

G/L - allow export of GL entries

Will the employee be allowed to export GL entries from Theatre Manager?

G/L - create bank deposits for current payments received

Will the employee be allowed to perform a bank deposit or view all non-deposited payments entered into Theatre Manager (End of Day Balancing)?

G/L - create sales entries for tickets, donations & memberships

Will the employee be allowed to consolidate all the revenue for the day into a Sales Posting (End of Day Balancing)?

G/L - post sales and deposit GL entries

Will the employee be allowed to post the daily sales and deposit summary into the general ledger (End of Day Balancing)?

G/L - run the year end roll over

Will the employee be allowed to do a general ledger year end roll over?

G/L - unpost sales/deposit entries to reverse from GL

Will the employee be allowed to unpost sales or deposits to reverse GL entries?

Member - Print Membership tickets

Will the employee be allowed to print membership tickets?

Member - Un-print Membership tickets

Will the employee be allowed to un-print membership tickets for re-printing?

Member - sell in conjunction with ticket sale

Will the employee be allowed to enter in new memberships at the time of a ticket sale?

Patron - able to merge two or more patron records

Will the employee be allowed to take 2 or more patron records and merge all of their ticket sales, donations, memberships, volunteer history, form letters, and mail lists into a single patron account?

Patron - able to set ‘do not mail, telemarket, etc,’ flags

Will the employee be allowed to set the flags on a patron record to prevent marketing strategies?

Patron - able to unset ‘do not mail, telemarket, etc.’ flags

Will the employee be allowed to de-select the flags on a patron record to prevent marketing strategies?

Patron - view primary charge card # on patron screen

After a credit card payment has been entered in the payments window, will the employee be able to look at patron information and view their last used credit card type, number and expire date?

Patron - view transaction history screen

Will the employee be allowed to view the history of a patron? For example, viewing every ticket sale, exchange, refund, payment, donation, and membership that was journalized into the general ledger which occurred because of that patron?

Payments - able to delete authorized card instead of voiding

Will allow the employee to delete a credit card charge rather than voiding.

Payments - allow 'Gift in Kind' as payment method

If an employee does not have this ability and they try to complete an order using the 'Gift In Kind' payment option, they will be asked to enter the user initials/password of somebody with this ability.

The employees able to accept this payment method should likely be those in Development or the Box Office Manager.

Payments - allow 'Membership(s)' as payment method

If an employee does not have this ability and they try to complete an order using the 'pass' payment option, they will be asked to enter the user initials/password of somebody with this ability.

This helps control that can accept passes as a payment method. It should be restricted to certain box office staff and removed from those in development and elsewhere in the organization.

Payments - allow 'On Account' as payment method

If an employee does not have this ability and they attempt to complete an order using the 'On Account' payment option or leave the window without fully paying for the order, they will be asked to enter the user initials/password of somebody with this ability.

It prevents inadvertently selling to patrons and not getting paid. Normally, a box office manager, group sales, and development would have this right.

Payments - allow ‘Post Dated Payments’ as a payment method

Will allow an employee to set-up a payment schedule for future payments.

Payments - allow deletion in deposit process

Will allow employee to remove payments from being deposited. This is sometime useful for depositing credit cards separate from cash and cheques.

Payments - allow use of expired membership as payment

Will allow an employee to use a membership as a payment method that is past the expiration of the membership.

Payments - delete post-dated payments entered previously

Will allow an employee to edit/delete payments set up for the future.

Payments - display last used charge card # in entirety

Will allow an employee to see the last used credit card on the payment window when entering in a credit card payment method.

Without access to this function the credit card will appear encrypted. For example xxxx xxxx xxxx 2222

Reports - run donation reports

Will allow an employee to print donation type reports.

Reports - run general reports

Will allow employee to print any of the general reports not pertaining to donations, sales analysis, general ledger, and revenue based reports.

Reports - run sales summary analysis reports

Will allow an employee to print reports for daily/yearly sales analysis and comparisons.

Season - book season ticket reservations

Will allow an employee to reserve season tickets via the season subscription module.

Season - un-print season renewal notices

Will the employee be able to unprint season ticket renewal notices?

Tickets - Able to use Personal setting for Reservation Only

Will the employee be able to book ticket as a reservation? Tickets booked in this manner do not journalize as sales until a payment is received or ticket are printed.

Tickets - allow setting of Troupe price in selling process

Will the employee be allowed to set a new price for a touring performance?

Tickets - associate plug in code to any data record

Will the employee be allowed to assign "plug ins" to the various locations within Theatre Manager?

Tickets - change default ticket sale/reservation setting

Will the employee be allowed to change the default to allow an order to be marked as reservation only.

Tickets - confirm attendance at a performance

Will the employee be allowed to confirm the the actual patrons who attended a specific event?

Tickets - Enter Negative Exchange Fees

Will the employee be allowed to enter in a negative exchange fee on the payment window during a ticket exchange?

Tickets - exchange tickets when a higher performance security

Will the employee be allowed to exchange tickets to a performance of a higher security level than the employee has the ability to sell to?

Tickets - exchange tickets with lower performance security

Will the employee be allowed to exchange tickets to a performance of a lower security level than the employee has the ability to sell to?

Tickets - exchange, change promotion/price code (quick exchange)

Will the employee be allowed to exchange tickets using the quick exchange method?

Tickets - hold ticket to prevent sale

Will the employee be allowed to hold seats to prevent them from being sold?

Tickets - print ticket for fully paid order

Will the employee be allowed to print tickets for fully paid orders?

Tickets - print ticket for partially paid order

Will the employee be allowed to print tickets for partially paid orders (Orders not fully paid for)?

Tickets - refund tickets when higher performance security

Will the employee be allowed to refund tickets to a performance of a higher security level than the employee has the ability to sell to?

Tickets - refund tickets when lower performance security

Will the employee be allowed to refund tickets to a performance of a lower security level than the employee has the ability to sell to?

Tickets - sell from patron screen using the ‘buy’ button

Will the employee be allowed to sell ticket but clicking the buy button on the patron window?

Tickets - sell held tickets

Will the employee be allowed to sell tickets to seats that have been placed on hold?

Tickets - sell tickets at All Locations (outlet version only)

This is not yet an implemented function in Theatre Manager.

Tickets - sell tickets with $0.00 Price Code

Will the employee be allowed to sell tickets that are priced at $0.00 (not complimentary)? This refers to ticket that have a base price (price code) of $0.00.

Tickets - sell to performances that is in the past

Will the employee be allowed to sell to a performance that has lapsed?

Tickets - sell using the "Before Event Sales" menu (no patron data)

Will the employee be allowed to sell tickets using a house account to seat the house just prior to the event? No patron data is collected during this method of sales.

Tickets - sell using the "Quick Buy" (tickets first, then patron)

Will the employee be allowed to sell tickets using the quick buy method? This method allows employee to select seat first then identify and transfer the sale to that patron.

Tickets - sell zero price (comp) tickets

Will the employee be allowed to sell complimentary tickets? This refers to tickets that had a base price (price code) greater than $0.00 and by using a sales promotion, it changes the ticket to $0.00.

Tickets - unprinted tickets (so they can be reprinted)

Will the employee be allowed to unprint tickets (possibly giving the employee access to reprint the same ticket over and over)?

Tickets - view "Transaction Monitoring" window

Will the employee be allowed to view the daily transaction list from the accounting menu?

Util - clear/replace patron marketing fields

Will the employee have the ability to access a system utility to clear specific patron information or perform search and replace functions on specific patron information?

Util - copy database using internal copy utility

Will the employee have the ability to access a system utility to create an exact copy of your Theatre Manager database?

Util - expand database at startup is space needed

Will the employee have the ability to access a system utility to expand Theatre Manager's database (database expansion is usually required by the first person logging into the database that day)?

Util - import/export tables

Will the employee have the ability to access a system utility to import information into and export information out of Theatre Manager's Code Tables?

Util - purge historical data

Will the employee have the ability to access a system utility to purge information deemed to be no longer important from the Theatre Manager database?

Util - recalculate order balances

Will the employee have the ability to access a system utility to recalculate a patron's order in the case where the tickets, donations, memberships, and payments may not agree with the summary totals in the order?

Util - recalculate patron balances

Will the employee have the ability to access a system utility to recalculate a patron's summary of total ticket sales and outstanding accounts receivable due in the case where the patron's total orders may not agree with the patron totals?

Util - use Data Verify utilities

Will the employee be allowed to verify the data records in the Data Utility are of Theatre Manager?

Web Sales - able to reset patron logon password

Will the employee be allowed to reset patron password for web sales logon?

Web Sales - able to send mass e-mails or add to be sent later

Will the employee be able to merge form letters as e-mail and send to patrons?

Web Sales - allow starting/stopping web sales listener

Will the employee be allowed to start and/or stop the web listener to allow or disable web sales?

Adding and Removing Access

To move a data field from one access level to another:

Highlight the data function(s) that you want to move
This will activate one or both of the arrow buttons in the middle of the window.
Click the arrow pointing to the right to move a function into the Access Permitted column
Click the arrow pointing to the left to move a function into the Access Denied column

Default Data	Will the employee be allowed to change the default data setup for the company?
Donor - able to enter or edit soft credits	Will the employee be allowed to enter a soft credit to recognize a second patron as a donor?
Donor - clear date that commission paid for donation	Not yet an implemented function in Theatre Manager
Donor - enter at time of ticket sale	Will the employee be allowed to enter in new donations at the time of a ticket sale?
Donor - unprinted donation receipts for later reprinting	Will the employee be allowed to unprint donation receipts?
Donor - view private donor info. on patron screen	Will the employee be allowed to view restricted donor information?
Employee - view miscellaneous tab	Will the employee be allowed to view the pay rate, billable rate, and overtime pay rate for other employees?
G/L - allow export of GL entries	Will the employee be allowed to export GL entries from Theatre Manager?
G/L - create bank deposits for current payments received	Will the employee be allowed to perform a bank deposit or view all non-deposited payments entered into Theatre Manager (End of Day Balancing)?
G/L - create sales entries for tickets, donations & memberships	Will the employee be allowed to consolidate all the revenue for the day into a Sales Posting (End of Day Balancing)?
G/L - post sales and deposit GL entries	Will the employee be allowed to post the daily sales and deposit summary into the general ledger (End of Day Balancing)?
G/L - run the year end roll over	Will the employee be allowed to do a general ledger year end roll over?
G/L - unpost sales/deposit entries to reverse from GL	Will the employee be allowed to unpost sales or deposits to reverse GL entries?
Member - Print Membership tickets	Will the employee be allowed to print membership tickets?
Member - Un-print Membership tickets	Will the employee be allowed to un-print membership tickets for re-printing?
Member - sell in conjunction with ticket sale	Will the employee be allowed to enter in new memberships at the time of a ticket sale?
Patron - able to merge two or more patron records	Will the employee be allowed to take 2 or more patron records and merge all of their ticket sales, donations, memberships, volunteer history, form letters, and mail lists into a single patron account?
Patron - able to set ‘do not mail, telemarket, etc,’ flags	Will the employee be allowed to set the flags on a patron record to prevent marketing strategies?
Patron - able to unset ‘do not mail, telemarket, etc.’ flags	Will the employee be allowed to de-select the flags on a patron record to prevent marketing strategies?
Patron - view primary charge card # on patron screen	After a credit card payment has been entered in the payments window, will the employee be able to look at patron information and view their last used credit card type, number and expire date?
Patron - view transaction history screen	Will the employee be allowed to view the history of a patron? For example, viewing every ticket sale, exchange, refund, payment, donation, and membership that was journalized into the general ledger which occurred because of that patron?
Payments - able to delete authorized card instead of voiding	Will allow the employee to delete a credit card charge rather than voiding.
Payments - allow 'Gift in Kind' as payment method	If an employee does not have this ability and they try to complete an order using the 'Gift In Kind' payment option, they will be asked to enter the user initials/password of somebody with this ability. The employees able to accept this payment method should likely be those in Development or the Box Office Manager.
Payments - allow 'Membership(s)' as payment method	If an employee does not have this ability and they try to complete an order using the 'pass' payment option, they will be asked to enter the user initials/password of somebody with this ability. This helps control that can accept passes as a payment method. It should be restricted to certain box office staff and removed from those in development and elsewhere in the organization.
Payments - allow 'On Account' as payment method	If an employee does not have this ability and they attempt to complete an order using the 'On Account' payment option or leave the window without fully paying for the order, they will be asked to enter the user initials/password of somebody with this ability. It prevents inadvertently selling to patrons and not getting paid. Normally, a box office manager, group sales, and development would have this right.
Payments - allow ‘Post Dated Payments’ as a payment method	Will allow an employee to set-up a payment schedule for future payments.
Payments - allow deletion in deposit process	Will allow employee to remove payments from being deposited. This is sometime useful for depositing credit cards separate from cash and cheques.
Payments - allow use of expired membership as payment	Will allow an employee to use a membership as a payment method that is past the expiration of the membership.
Payments - delete post-dated payments entered previously	Will allow an employee to edit/delete payments set up for the future.
Payments - display last used charge card # in entirety	Will allow an employee to see the last used credit card on the payment window when entering in a credit card payment method. Without access to this function the credit card will appear encrypted. For example xxxx xxxx xxxx 2222
Reports - run donation reports	Will allow an employee to print donation type reports.
Reports - run general reports	Will allow employee to print any of the general reports not pertaining to donations, sales analysis, general ledger, and revenue based reports.
Reports - run sales summary analysis reports	Will allow an employee to print reports for daily/yearly sales analysis and comparisons.
Season - book season ticket reservations	Will allow an employee to reserve season tickets via the season subscription module.
Season - un-print season renewal notices	Will the employee be able to unprint season ticket renewal notices?
Tickets - Able to use Personal setting for Reservation Only	Will the employee be able to book ticket as a reservation? Tickets booked in this manner do not journalize as sales until a payment is received or ticket are printed.
Tickets - allow setting of Troupe price in selling process	Will the employee be allowed to set a new price for a touring performance?
Tickets - associate plug in code to any data record	Will the employee be allowed to assign "plug ins" to the various locations within Theatre Manager?
Tickets - change default ticket sale/reservation setting	Will the employee be allowed to change the default to allow an order to be marked as reservation only.
Tickets - confirm attendance at a performance	Will the employee be allowed to confirm the the actual patrons who attended a specific event?
Tickets - Enter Negative Exchange Fees	Will the employee be allowed to enter in a negative exchange fee on the payment window during a ticket exchange?
Tickets - exchange tickets when a higher performance security	Will the employee be allowed to exchange tickets to a performance of a higher security level than the employee has the ability to sell to?
Tickets - exchange tickets with lower performance security	Will the employee be allowed to exchange tickets to a performance of a lower security level than the employee has the ability to sell to?
Tickets - exchange, change promotion/price code (quick exchange)	Will the employee be allowed to exchange tickets using the quick exchange method?
Tickets - hold ticket to prevent sale	Will the employee be allowed to hold seats to prevent them from being sold?
Tickets - print ticket for fully paid order	Will the employee be allowed to print tickets for fully paid orders?
Tickets - print ticket for partially paid order	Will the employee be allowed to print tickets for partially paid orders (Orders not fully paid for)?
Tickets - refund tickets when higher performance security	Will the employee be allowed to refund tickets to a performance of a higher security level than the employee has the ability to sell to?
Tickets - refund tickets when lower performance security	Will the employee be allowed to refund tickets to a performance of a lower security level than the employee has the ability to sell to?
Tickets - sell from patron screen using the ‘buy’ button	Will the employee be allowed to sell ticket but clicking the buy button on the patron window?
Tickets - sell held tickets	Will the employee be allowed to sell tickets to seats that have been placed on hold?
Tickets - sell tickets at All Locations (outlet version only)	This is not yet an implemented function in Theatre Manager.
Tickets - sell tickets with $0.00 Price Code	Will the employee be allowed to sell tickets that are priced at $0.00 (not complimentary)? This refers to ticket that have a base price (price code) of $0.00.
Tickets - sell to performances that is in the past	Will the employee be allowed to sell to a performance that has lapsed?
Tickets - sell using the "Before Event Sales" menu (no patron data)	Will the employee be allowed to sell tickets using a house account to seat the house just prior to the event? No patron data is collected during this method of sales.
Tickets - sell using the "Quick Buy" (tickets first, then patron)	Will the employee be allowed to sell tickets using the quick buy method? This method allows employee to select seat first then identify and transfer the sale to that patron.
Tickets - sell zero price (comp) tickets	Will the employee be allowed to sell complimentary tickets? This refers to tickets that had a base price (price code) greater than $0.00 and by using a sales promotion, it changes the ticket to $0.00.
Tickets - unprinted tickets (so they can be reprinted)	Will the employee be allowed to unprint tickets (possibly giving the employee access to reprint the same ticket over and over)?
Tickets - view "Transaction Monitoring" window	Will the employee be allowed to view the daily transaction list from the accounting menu?
Util - clear/replace patron marketing fields	Will the employee have the ability to access a system utility to clear specific patron information or perform search and replace functions on specific patron information?
Util - copy database using internal copy utility	Will the employee have the ability to access a system utility to create an exact copy of your Theatre Manager database?
Util - expand database at startup is space needed	Will the employee have the ability to access a system utility to expand Theatre Manager's database (database expansion is usually required by the first person logging into the database that day)?
Util - import/export tables	Will the employee have the ability to access a system utility to import information into and export information out of Theatre Manager's Code Tables?
Util - purge historical data	Will the employee have the ability to access a system utility to purge information deemed to be no longer important from the Theatre Manager database?
Util - recalculate order balances	Will the employee have the ability to access a system utility to recalculate a patron's order in the case where the tickets, donations, memberships, and payments may not agree with the summary totals in the order?
Util - recalculate patron balances	Will the employee have the ability to access a system utility to recalculate a patron's summary of total ticket sales and outstanding accounts receivable due in the case where the patron's total orders may not agree with the patron totals?
Util - use Data Verify utilities	Will the employee be allowed to verify the data records in the Data Utility are of Theatre Manager?
Web Sales - able to reset patron logon password	Will the employee be allowed to reset patron password for web sales logon?
Web Sales - able to send mass e-mails or add to be sent later	Will the employee be able to merge form letters as e-mail and send to patrons?
Web Sales - allow starting/stopping web sales listener	Will the employee be allowed to start and/or stop the web listener to allow or disable web sales?