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All About Subscription Seat Assignments: https://help.pm.leapevent.tech/a/1599217
Subscription Seat Assignments are the building block of your subscription packages. They indicate where your patron’s seats should be for the Ticketable Events in their season subscriptions, and are automatically assigned to them when you use the Subscription Renewal Tool.
In this article, we'll show you:
- What a Subscription Seat Assignment is
- How Subscription Seat Assignments work
- How Subscription Seat Assignments are created
At the end, we'll also answer some Frequently Asked Questions (FAQs). Let's get cracking!
Are you new to subscription renewals in PatronManager, or just want a refresher? We've got an overview of the process for you here.
What is a Subscription Seat Assignment?
A Subscription Seat Assignment links a Contact with the seats they are assigned for their subscription series.
It tells the Subscription Renewal Tool what price level and subscription series the patron purchased for the current season, so it can create an identical reservation order for the upcoming season.
How do Subscription Seat Assignments work?
Here's an example of our patron Lisa, who has two subscriptions for the current season. When her subscription is fulfilled using the process here, a Subscription Seat Assignment is created for each seat she purchased. This will appear when you run the Subscription Renewal Tool next season.
When you are preparing to take subscriber renewals for your next season, you'll use the Subscription Renewal Tool to create subscription orders. The Subscription Renewal Tool asks Lisa's Subscription Seat Assignments for the seats she sat in during your current season, and what price levels she purchased for those seats. Then, it creates a pending renewal subscription order based on that information.
How can we create Subscription Seat Assignments?
Subscription Seat Assignments can be created in two ways:
- In bulk, using the automated Manage Seat Assignments feature of the Subscription Renewal Tool
- Manually when fulfilling subscriptions
When you set up a subscription series, and when you renew a series for a new season, you'll see the option to Manage Seat Assignments.
When you Manage Seat Assignments, you'll be able to see the Subscription Seat Assignments that the Subscription Renewal Tool found for your subscribers based on their seats from recent seasons.
You'll also be able to handle any discrepancies in Subscription Seat Assignments that the Subscription Renewal Tool may have found.
For example, Jake had an old Subscription Seat Assignment in B99 and this Subscription Seat Assignment wasn't removed when they decided to move to a new seat in D22. Terry took B99 with their subscription, and when they did a new Subscription Seat Assignment was created for Terry. The Subscription Renewal Tool will find Subscription Seat Assignments for B99 for both Jake and Terry, and you'll be able to decide who gets B99 moving forward.
Learn more about Managing Seat Assignments with the Subscription Renewal Tool.
When you fulfill a subscription for a new subscriber, the system will automatically create Subscription Seat Assignments for them if the subscription package is associated with a renewal series when the Subscription Renewal Tool is run.
In other words, Subscription Seat Assignments will be created and associated when you run the Subscription Renewal Tool next year.
And if you fulfill a subscription for an existing subscriber and choose seats that don't match their Subscription Seat Assignment, the system will ask how you'd like to update the Seat Assignments for use the next time they renew.
Frequently Asked Questions (FAQs)
Subscription Seat Assignments are not dependent on Ticket Orders or Ticket Order Items; they are linked to Subscription Order Items.
This means you can exchange Ticket Order Items as needed without deleting the record of what seats your subscribers sit in year after year.
This also means that if a subscriber is a part of more than one subscription series, they'll have separate Subscription Seat Assignments for each series.
What are "series?" We've got a handy definition and example for you here.
That's great! Follow these instructions to re-fulfill their subscription, and make sure that you opt to replace their Subscription Seat Assignments!
Yes! If you either delete the Ticket Order or change the Order Status to "Did Not Renew", Subscription Seat Assignments are automatically deleted.
In this case, you have two options:
- If the order is still in Pending Renewal or Reservation Order Status, you can completely delete the Ticket Order. This will also delete the old Subscription Seat Assignments and you can create a fresh, new one for your subscriber.
- If you've already collected payment or completed the order, you can exchange the subscription for the new allocation or series. Once that's done, you'll manually delete the Subscription Seat Assignments.