Setting Up Tickets, Subscriptions, and Nonticket Products
Setting Up Voucher Types for the Season
A voucher type represents a particular type of ticket or other product sold during a specific season, and can be in one of five categories:
- Regular revenue: A normal single ticket for which you charge money
- Comp: A single-ticket complimentary admission
- Voucher included in a bundle: A voucher only available as part of a package, such as a subscription that includes one ticket to each of 4 shows; these vouchers have no dollar value because they can only be purchased as part of a bundle
- Bundle: A collection of vouchers that can be sold as a single product (like a subscription or two-fer)
- Nonticket product: An item with a price that is not a ticket; use this type of voucher to sell products (wine, raffle tickets, etc.) and collect fees (ticket-exchange fees, etc.)
Each voucher type is valid only for the specific season associated with it, beginning on the season start date you specify in Admin > Options and ending one year later. Each new season, you need to create a new set of voucher types for that season, even if many of the prices are the same. So, for example, a “General Admission” voucher created for the 2016 season cannot be associated with any 2017 shows; a new General Admission voucher for 2017 must be created instead.
To view the existing vouchers, click the Vouchers tab and select the desired season. You may also filter the list of vouchers displayed by category (comp, bundle, etc.).
Creating a new voucher type from scratch
To create a new voucher type, click “New Voucher Type” at the bottom of the list of voucher types. The fields you fill in will vary depending on the type of voucher.
When do you need to create a new voucher type, vs. just adding additional redemptions (see below) for an existing one?
- If it has a different price point, it needs to be a separate voucher type.
- If you want to be able to track its sales separately (even at the same price point), it needs to be a separate voucher type. For example, Youth and Senior tickets may cost the same, but if you want to break down the revenue from each in reporting, they should be different voucher types.
- If you want a ticket type that is only valid for specific productions or performances, it probably needs to be a separate voucher type.
Creating Bundles and Subscriptions
A special type of voucher is a bundle, which actually just collects together a bunch of other vouchers into a package. Even though the bundle is itself a voucher, it’s a voucher that cannot be redeemed for anything; think of it as a “container” for the rest of the vouchers in the bundle. So when a patron buys (for example) a 4-show subscription, they are actually getting 5 vouchers: one representing the subscription itself, and one each for the 4 shows in the subscription.
Bundle vouchers have the special property that if a bundle is cancelled or transferred to another customer, all of its constituent vouchers travel with it. If you cancel and refund a subscription, that automatically cancels the vouchers included in it; if you transfer a subscription to another patron (maybe it had been intended as a gift), all the included vouchers go with it.
To create a bundle, you must first create all of the voucher types that will be part of the bundle, and they must have the category “Voucher included in a bundle”. This type of voucher doesn’t allow you to specify a price, because they will only be sold as part of a bundle. Then you create a new Bundle voucher and associate any number of bundled vouchers with it, and set the price for the entire bundle.
Creating Voucher Types for Exchange Fees and Concessions
Create voucher types with a category of “Nonticket product” in order to charge customers for items other than subscriptions or seats to a performance, such as wine, raffle tickets, or exchange fees. Typically these items are only sold by the box office, so be sure to set the availability to “Box office use only”. If you would like the item to be sold in person at a performance, be sure to check the box for “Walkup sales allowed”.
As with single ticket voucher types, a redemption must be created for every performance at which the fee or concession can be sold. Typically, a redemption will be created for every performance of every show in the season for this type of voucher.
For example, if you plan to sell wine and snacks at all performances, then you might create a nonticket product voucher type for a glass of wine and another for a cookie. Set availability to box office use only, and check the box to allow walkup sales. Create redemptions for these voucher types for all performances. This will allow patrons to pay for concessions at each performance at the box office using cash or credit card, and the transactions will be recorded in Audience1st for future reporting.
Exchange fees work in a similar way. If the theater charges a flat $5 fee to change a single ticket to an alternate performance, then the box office can “sell” the exchange fee to the patron using the Buy Tickets page while changing the patron’s reservation to the alternate performance date.