Use this link to share with your colleagues:
Your Donation / Ticket Administrators & Why They Matter: https://help.pm.leapevent.tech/a/1143699
As a thriving organization, your patrons purchase lots of tickets and memberships, and they also show their support by donating frequently. With all this hustle and bustle, you'll need to keep track of donation and ticket order qualification, subscription change requests, payment exceptions, etc. Wouldn't it be great if you could be notified about these tasks? Well, you can!
In PatronManager, you assign specific users to receive task and email notifications about incoming Donations and Ticket Orders.
In this article, we'll cover:
- What notifications the Donation Administrator and Ticket Administrator receive
- How to assign a Donation Administrator
- How to assign a Ticket Administrator
What notifications do the Donation and Ticket Administrators receive?
Your assigned administrators will receive emails and task notifications when issues arise with a Donation or Ticket Order - let's take a look at what emails they'll receive.
The user assigned as the Donation Administrator will receive the following email and task notifications about:
- Online Donations that need to be qualified
- Payment exceptions
- Donations to be acknowledged by mail
There are three types of Ticket Administrators you can assign in PatronManager. Let's take a closer look at these assignments and what notifications each administrator will receive.
-
Order Fulfillment Administrator: Receives notifications for
- Ticket Orders that need to be qualified
- Payment Exceptions
- Tickets that need to be shipped
- Notifications that would normally go to the Subscription Administrator and Benefit Administrator, if those assignments are left blank
- Chargeback notification emails from the Leap Patron Management Finance team
Check the boxes to "Suppress Qualification Tasks" and/or "Suppress Shipping Tasks" if your administrator doesn't want to receive notifications.
2. Subscription Administrator: Receives notifications for
- Subscription change requests
- Subscription cancellations
3. Benefit Administrator: Receives notifications for
- Benefit renewal requests (if your organization sells memberships via ticketing)
- Messages sent via the "Contact Us" link in PatronPortal on the Public Ticketing Site
While not a formalized administrator role like the Donation and Ticket Administrators, a member of your team may also receive notifications to qualify new Contacts that come in via your Signup Form. These will have a subject line "Qualify New Contact from Signup Form."
Because these Signup Form notifications work a bit differently, so assigning who gets these tasks also works differently.
If you want to change who receives these Signup Form notifications, here are the steps you'll need to take.
1. Go to Setup
2. Use the Quick Find to find and select "Tasks"
3. Click into "Qualify New Contact from Signup Form"
4. Click Edit
5. Use the magnifying glass icon to find and select the User you want to receive these tasks
6. Click Save
How to assign your Donation and Ticket Administrators
You should assign Ticket Administrator duties to regular box office staff, and the Donation Administrator should likewise be a regular development staff member. Let's find out how.
The folks you assign as Administrators must be active PatronManager users.
Deactivating one of your Administrators without assigning a replacement can break your ability to sell tickets, prevent recurring credit card donations from generating new installments, and cause you to miss important system notifications.
1. Go to Organization Settings
You've got two ways to get there!
1.1. Click Organization Settings
1.1. Click on the App Launcher
1.2. Search for and click on Organization Settings
2. Click the "Organization Settings" Link
If this is your first time venturing to the the Organization Settings tab, you won't see the link under "Recent Organization Settings".
In that case...
1. Make sure the view is set to "All"
2. There it is! Click on the Organization Settings link
3. Click "Edit"
4. Add the new Donation Administrator, and click "Save"
1. Go to the PatronTicket Hub, and click on PatronTicket Settings
If PatronTicket Hub isn't in the main tab bar, click on the App Launcher to access all tabs.
2. Click "Edit"
3. Add the new Ticket Administrator(s), and click "Save"
In this example, we've assigned a user to the Order Fulfillment Administrator field only. That means they'll receive all Subscription and Benefit notifications in addition to Ticket Order notifications.
