Tickets Setup Checklist

The following checklist is a suggested workflow for initial configuration. The tasks are presented in a specific order because some tasks build on others. While some tasks (such as add locations and configure prices) are required, others are optional. For example, not all organizations will charge fees or taxes. The tasks your organization complete are directly related to your business processes.

Note: Although many of the configuration tasks you access from Tickets may only need to be completed once, there are other tasks you may configure initially but return to on a regular basis to adjust as needed. For example, you may adjust the discounts you offer on a seasonal basis or add new price lists throughout the year.

  1.  •   Enter organization information, including name, address, phone number, and website. This info displays in reports and sales documents. For example, when a receipt prints after a ticket sale, your organization information displays on the receipt. For more information, see Organization Information.
  2.  •   Add tax entities. At least one tax entity is required per tax. For example, if you collect state sales tax, you must add a tax entity for that state. You can also use multiple tax entities to group similar taxes together. For example, if you collect sales tax, you may need to collect different sales taxes for state, city, and county governments. With tax entities, you can create an entity for each state, city, and county sales tax you collect. You can then add a single sales tax to the system and assign all three entities to it. For more information, see Configure Tax Entities.
  3.  •   Add taxes. If your organization charges tax, you must add each required tax to the system and configure the rate. For more information, see Taxes.
  4.  •   Add fees. Fees are additional charges that can be applied automatically at the point of sale on a per item or per order basis. You can charge a flat amount or configure the fee to be a percentage. The fees you charge depend entirely on your business processes. For example, if you offer delivery through standard or overnight mail, you should define fees for each and add them to the appropriate delivery methods. Your organization may also configure fees that are assigned to specific sales methods. For example, you may charge a fee for advance sales but not daily sales. For more information, see Fees.
  5.  •   Add delivery methods. Delivery methods determine how customers receive the tickets they purchase. Common delivery methods include will call, standard mail, and overnight mail. Delivery methods are typically defined during initial setup by the programming coordinator but new methods can be added at any time. For more information, see Delivery Methods.
  6.  •   Add price types. Price types are the different rates that apply to patrons when they purchase tickets, such as Adult and Child. For more information, see Configure Price Types.
  7.  •   Configure sales methods. The way a customer purchases a ticket is called a sales method. Available sales methods in Altru are Daily Sales, Advance Sales, Group Sales, and Online Sales. You can configure each sales method to meet the specific needs of your organization. For example, you determine the delivery methods that are valid for each sales method, and specify the valid forms of payment. For more information, see Sales Methods.
  8.  •   Configure point of sale donations. By default, you can accept donations through all sales methods. For quick entry at point of sale, you can configure a default donation amount and designation. If necessary, you can also specify if donations should be prohibited for specific sales methods. For example, you can prohibit donations when processing daily sales but allow them for advance sales. For more information, see Point of Sale Donations.
  9.  •   Configure memberships. If your organization offers memberships, you can create different membership programs for which patrons can join. For more information, see Memberships.
  10.  •   Add counties.The counties in which your patrons live can determine certain requirements such as eligibility for discounts. For more information, see Configure Counties.
  11.  •   Add ticket discounts. Ticket discounts are price reductions applied to tickets or items purchased. You can configure discounts to be applied automatically, manually, or with a promotion code. For more information, see Ticket and Merchandise Discounts.
  12.  •   Add locations. Each location you add has address info, contact info, and location capacity. After a location is added, it is available for all event types. For more information, see Locations.
  13.  •   Configure price lists. Price lists speed up the process of configuring ticket prices on programs and program events. When you add a price list, you select which price types to include. For more information, see Price Lists.
  14.  •   Add program categories. Program categories are optional. They help organize the programs you sell by type, such as Lectures, Exhibits, or Walking tours. By setting up categories ahead of time, you can simply select the appropriate category as you set up new programs. For more information, see Program Categories.

    Tip: If needed, you can also add categories when you add programs.

  15.  •   Add daily admission programs. Daily admission programs are untimed and designed for all day, general admission to your organization’s facility. You can set prices, fees and taxes, and discounts for each daily admission program you schedule. For more information, see Add Daily Admission Programs.
  16.  •   Add resources. Resources are items that may be required for a program event or group order. For example, you may offer a program that requires electronic equipment, chairs, or info packets. Before you can assign the required resources to an event, they must be added to Altru. For more information, see Resources.
  17.  •   Add scheduled programs. You configure scheduled programs to sell tickets for timed events. For example, if your organization has a “Sea Turtles” exhibit that occurs three times a day on Mondays and Wednesdays, you would set up a “Sea Turtles” scheduled program and schedule events according to the days and times of each occurrence. For more information, see Add Scheduled Programs.
  18.  •   Schedule program events. After you add a scheduled program, you schedule program events. Program events are the specific occurrences of programs, such as the 7:30 p.m. showing of an IMAX movie. Each event you schedule determines when and where each separate occurrence of a program takes place. For more information, see Schedule Program Events.