Version 6.11 The main addition to this version is the abiltiy to have Theatre Manager select the best available seats in a map, so that users will not have to select them manually. Version 6.07 • Updates Released December 23, 2002

You must be using version 5.72 to upgrade to version 6.11

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Preparing for the Update

Theatre Manager will

• Reorganize the database
• Update Reserved Seating Maps to assign Best Seats in each map
• Update ALL UNSOLD tickets in the database with the calculated next best seat
• Will update each patron's email address to show whether they prefer to receive emails as html

The user will need to

Before upgrade	Upgrade to version 5.72 if you are not already at that version. Refer to earlier release notes about the process Take note of the email address in Default Data - Email notification of any issues - this field no longer exists. More details on this are below in the Default Data section. Expand the Database to more than 150Mb of free space (large databases with many reserved shows may need more room - possibly even expand to 250Mb for very large (more than 3 segments) databases) Do a backup prior to updating the database, and disable your evening backup (if you are updating overnight).
After upgrade	Verify that Theatre Manager calculated the next best seat according to what you as an organization would like to be sold first, second, third, etc. You must 'Verify' future Reserved Seating performances before changes will take place. Set your Date/Time settings in Default Data - Misc Tab. Set your Provinces/States in the Code Tables. Set your Country in Code Tables. If you have seats in your map arranged in an Arc, you may wish to change them to circles. Set your default Season Subscription Renewal Fee in Default Data - Ticketing 2 Set your default Internet Order Fee in Default Data - Ticketing 2 Set your default Mailing Fee in Default Data - Ticketing 2
Optional Steps	None
Time Required	DO THIS UPDATE OVERNIGHT. This upgrade will take several hours to update the database, so plan appropriate time. Disable your evening backup prior to running the update on the database. This is for the database update portion of the upgrade - you will need to update the software first, then log into the database and set the database to update as usual. The Software update portion will take a few minutes, and the database portion will take a few hours.

Best Seats

Added ability to have Theatre Manager assign the best available seats in a Reserved Seating house. Larger Maps will center on the suggested seats for ease of selection. For more information on this feature, please click here for Graphical Maps, and click here for Standard Maps.

Mail Lists

Added ability to indicate whether or not a specific Mail List can be subscribed to or un-subscribed from by a patron via the internet.

Standard Maps

Updated help for selling reserved tickets without a graphical map. Also added ability to hold and free seats in a standard (non-graphical) map.

Theatre Map Setup

Added the ability to have circular seats in addition to square seats. This will assist in drawing maps that have seats on arcs.

Along with the Best Seating feature, the Theatre Map setup has been changed slightly to accomodate the ability to assign best seats within each Reserved Seating map.

Patron Window

Moved email address from the Profile Tab to the main patron information section of the patron window.

Added a flag for a default email setting for a patron to denote whether or not they prefer to receive email as html.

Added a new tab - Web. This tab shows information on this patron's transactions via the Web, and allows a user to reset a patron's web password. This feature requires the Web Sales Module.

Added a new flag in the Media Tab to mark patrons to whom Calendars of Events will be sent.

Added a new button on the Spouse Tab to allow the employee to reset a spouse's web password and email them a temporary password. This feature requires the Web Sales Module. Also added a flag to mark spouse's preference to receive email as html.

Setup Menu

Altered the Setup Menu, to include a new Users and Access Menu, which contains Employee setup, preferences, and a new feature - Work Flow Notifications. This feature requires the Web Sales Module.

Altered the System Tables Menu.

Work Flow Notifications

Added a new feature - Work Flow Notifications. These allow you to assign emails to donations, memberships, and database functions, which will then be sent to specific employees depending on the setup of each notification. This feature requires the Web Sales Module.

FAQ

Added several new methods of working in Theatre Manager, such as searching by email address and creating mail lists for patrons who bought tickets to multiple shows in a season.

G/L Account Setup

Altered the G/L Entry tab in the Account Detail, to make it searchable by date to show G/L Entries that have included each account.

Reports

Added new reports for:

Receivables as of a Specific Date. This report will look at revenues and sales up to a user specified date and report as to what the Receivables were on that date.

Work Flow Notification, to report how each notification has been setup.

Patron Email Address report, to report on records with email addresses in the Patron or Spouse files.

Ticket Hold Count - Quick. This report shows how many seats are on hold per performance and under what hold codes.

Patron Web Usage Statistics, to report web activity.

Code Tables

Altered the Country Code Table , so that the countries are now able to be created, edited and deleted.

Added a new Code Table for Province/State. This list is for the pop-up list that is used online, and is not available at this time in the Patron window. It uses a customizable sort order, to put States/Provinces in whatever order is preferred.

Added a new Code Table for Work Flow Notifications.

Added a new Code Table for Personnel Awards.

Added a new Note Type for Document Link.

The Web Sales Listener runs in a copy of Theatre Manager, and allows patrons to access the database via the internet. It is a major part of the Web Module. This feature requires the Web Sales Module.

Altered the Miscellaneous Tab, to removed a field for 'Email Notification of any issues' that was added in the previous version, which has been replaced by Work Flow Notifications. Prior to upgrade, take note of the email address in this field if there is one, so that a notification can be added for the same email address after upgrade.

Added a new field in the Miscellaneous Tab to specify an approximate time for backups to run. When used in conjunction with the Force Users Off time, it allows you to keep the Web Listener running all night to take web sales. When the listener reaches the force logoff time, it will log off for the specified amount of time for the backup, then log back on to allow more sales through the night.

Altered the Ticketing 2 Tab to move the Ticket Stock Quantities section into the Miscellaneous Tab. This freed up room for new Fees - Mailing Fees, Subscription Fees, and Internet Fees.

Also added Time and Date settings in the Miscellaneous Tab to manage times and dates on different computers. You now have the ability to have all workstations take their times off of the server or an internet time server. This will keep you from having different computers on varying dates and times due to power surges or outages, or slower processors, which will make transaction dates and times constant.

Added a new feature in Data Edits - Email Address Domain Verification. This feature can be set to either Internet Only, Internet and Internal, or Never. This feature will verify if the domain on an email address is fraudulent, in which case it will prompt the user or patron to enter a real email address. The domain on the address is the portion after the @ - ie. artsman.com is the domain on support@artsman.com. If this feature is set to Internet Only, only email addresses entered via the Web Module will be verified. If it is set to Internet and Internal, then all email addresses entered will be verified.

Added a new payment handling option for Orders that are required to be held at door for a coupon.

Updated payments to clean up math when doing post dated payments as partial payments.

Updated help on many areas, purchasing, Theatre Map setup, credit card authorization, holding seats, and many others.

Sales Promotions can now be set to be used only at the Box Office, on the Internet, or both.

There is also a new flag that will mark the handling option to Hold at Door for Coupon, so that the tickets will not be given out until the coupon is produced.

Personnel/Volunteer Management

Altered Activities to allow them to be set for specific performances and times.

Double clicking on a position will show details on hours worked per year.

Added Awards to show recognition for hours worked.

Added a new field into the Event Tab - Maximum number of tickets per performance for web sales. This allows you to restrict how many tickets a patron can buy to shows via the internet.

Added a new Volunteer Tab to show any volunteers assigned to this event.

Due to ability to attach events to donations, you will not be able to delete an event if there are donations associated with it.

Altered the Deposit window to show how this deposit will affect the Accounts Receivable.

Altered the Ticket Detail Window to include more information - now shows patron details and order details as well as the ticket details.

Added a new method of tracking Mailing Fees. You are now able to setup a default mailing fee in Default Data - Ticketing 2, and alter them in the Payment window. If Mail to Patron is selected as the ticket handling option, the default mailing fee will automatically be entered. Mailing fees have also been added to all Transaction History, Daily Sales Summary, and Ticket Based Reports, whenever Order and Exchange Fees have already been present on the report.

Default Mailing Fees will only be added to an order if:

1. a fee is set in Default Data - Ticketing 2
2. the Apply Order/Mail Fee is applicable to this situation.
3. This is a new order
4. Ticket Handing is set to 'Mail to Patron'
5. the mailing fee flag has not been manually turned off
6. the payment is not indicated as 'Patron Present'
7. the payment has not been via the Quick Cash or Quick Pass payment buttons
8. this is not a QuickBuy, Before Event Sales, PWYC, or Donation order.

You can charge mailing fees during ticket exchanges, but the dollar amount must be entered manually. You cannot charge negative Mailing Fees.

Added ability to charge a separate Subscription Fee. The Default Subscription Fee is set in Default Data - Ticketing 2.

This Subscription Fee will be used for the default Order Fee when Printing Renewal Notices, and when Booking Season Ticket Reservations.

Added a new button - Solicitor. This button allows you to mass select a group of patrons in the list and assign them all the same default solicitor in the Patron Donor Tab.

Added a new button - Document. This feature allows you to specify a link to an external document outside of Theatre Manager. This will allow those sites who do not use the Form Letters module to track each document referencing to a patron.

Added a new field into the Donation Notes Tab, which allows you to assign a specific event to a donation. This could reference a donation that was intended for a certain event, or a donation that was taken while they attended an event.

Altered the Batch Printing routine so that any tickets on an order that is marked as Reservation Only will not be printed. To print these tickets, you may go into the Patron window, select the tickets, and print them from there. Manually printing the tickets will take the order off of Reservation Only, and create an A/R for those tickets.