Ticket Sales 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, like add locations and configure prices, must be configured by all organizations, a number of configuration tasks are optional. For example, not all organizations will charge fees or taxes. The tasks your organization will complete is 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.

Enter organization information. This includes your organization name, address, phone number, and website. The information you enter will be displayed in reports and sales documents generated by the system. For example, when a receipt prints after a ticket sale, the organization information you enter is displayed on the receipt. For more information, see Organization Information.
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 your organization 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. From Administration, you add the necessary tax entities so they can be used when you configure the taxes your organization charges. For more information, see Configure Tax Entities.
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.
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.
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.
Add price types. Price types are the different rates that apply to patrons when they purchase tickets, such as Adult and Child. From Administration, you add price types your organization uses so they may be easily selected for use when you create price lists. For more information, see Configure Price Types.
Configure sales methods. The way a customer purchases a ticket is called a sales method. By default, the system includes every sales method your organization needs. The included sales methods are Daily Sales, Advance Sales, Group Sales, and Online Sales. During initial setup and as needed, you configure the sales methods to meet the specific needs of your organization. For example, you determine the delivery methods that are valid for each method, as well as specify the valid forms of payment. For more information, see Sales Methods.
Configure point of sale donations. When you configure point of sale donations, you determine 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. By default, you can accept donations through all sales methods. During the configuration process you can also enter a default donation amount and designation. For more information, see Point of Sale Donations.
Configure memberships. If your organization offers memberships, you can create different membership programs for which patrons can join. If your organization does not offer multiple membership programs, edit the default program provided to suit your needs. Membership programs have different levels, and usually have a fee, such as a monthly or annual due. When patrons are members they eligible for different benefits, such as special discounts or reduced rates. For more information, see the Memberships and Program Levels section of the help file.
Add counties. From Administration, you can define the counties in which your patrons live. The counties in which your patrons live can determine certain requirements such as eligibility for discounts. For more information, see “Configure Counties” on page 46.
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 the entry of a promotion code. For more information, see Ticket and Merchandise Discounts.
Add locations. Each location you add has address information, contact information, and location capacity. After a location is added it is available for all event types. For more information, see the Event Setup section of the help file.
Configure price lists. To make the process of assigning prices more efficient, we recommend that you configure price lists. Price lists are intended to provide a starting point for when you configure ticket prices on programs and program events. When you add a price list you select price types to include in the list. If a price type you need does not exist, you can add one. For more information, see Price Lists.
Add program categories. Program categories are optional. They allow you to organize the programs you sell by type, such as Lecture, Exhibit, IMAX movie, or Walking tour. If your organization wants to use program categories, you can set them up in Administration prior to adding programs. By setting them up ahead of time, you can simply select the appropriate category during the add program process. If needed, you can also add categories when you add programs. For more information, see Program Categories.
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” on page 5.
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 information packets. Before you can assign the required resources to an event, they must be added to the system. You can assign resources to group orders for a specified interval of time or for the duration of an event. For more information, see Resources.
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” on page 36.
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 your organization sells. Each event you schedule determines when and where each separate occurrence of a program takes place. For more information, see Schedule Program Events.