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How to Sell or Reserve Tickets in PatronManager Box Office (with Video Tutorial): https://help.pm.leapevent.tech/a/877541
In this article, we'll walk you through how to:
- Sell (reserved seating and general admission)
- Add a donation to the order
- Save a reservation
- Review a completed ticket order
- Refund
Let's jump in!
Watch the video overview
Need to start selling tickets fast? Watch our quick video for an overview of how to sell single tickets in PatronManager. For more in-depth information, continue reading our article below.
Some updates are in the works that will change aspects of PatronManager Box Office (PMBO), so your screen will look slightly different than what's shown here. Check out the May 2022 Release Notes, the August 2022 Release Notes, and the February 2024 Release Notes for more info, and stay tuned for more updates!
Create and Complete an Order
If you create a Ticket Order without attaching it to an existing Contact, you'll need to qualify the order later.
From the patron's Contact page, hover over Ticket Orders in the Related List Quick Links section.
Or, from the PatronTicket Hub, click Sell Tickets
If you started the Ticket Order from the Contact record, this step is already taken care of!
Start typing in the patron's name, then select their Contact record from the drop-down that appears.
Once the Contact has been selected, their available badges will appear in the top green header bar.
Don't see any contact badges? Add badges to the box office by following these steps.
You can update the patron's Contact information at any time during the checkout process using the Edit Buyer Info button.
This will bring up an overlay where you can edit the contact info for this Ticket Order.
If you check the "Update Contact Record" box, changes you make here will also update the patron's Contact record when you submit the Ticket Order!
Alternatively, if you don't see your patron's name in the Contact Lookup, click "New Contact" to gather their info for future.
You'll get an overlay where you can add the patron's information.
Or, if you're selling walk-up tickets quickly and don't have time to gather any contact info, check the Anonymous Purchase box.
PatronManager is designed to help you build stronger relationships with your patrons, and understand how they interact with your organization over time. To ensure you have the best data possible, use the "Anonymous Purchase" option sparingly.
Even if you gather only names and email addresses, this is valuable data for future outreach.
Anonymous purchases are only available for single ticket orders without donations. Orders containing an added donation, subscription, or membership require at least some Contact information.
You can also select from Event Instances you've recently sold using the Recently Sold tiles below!
You can also add Subscriptions and Memberships to the Ticket Order from this page. Once you click the "Add Subscriptions" button, check out How to Sell a Subscription for full instructions.
After adding your Subscriptions or Memberships, you'll be returned to the Ticket Order, and resume following these instructions to complete the Ticket Order.
You can filter the Ticketable Events you see by...
- Searching a name
- Selecting the venue the event will be performed in
- Selecting the event category
- Selecting a date range
Selecting a date range works retroactively too - meaning that you can filter for past events! This is useful if you need to record ticket sales after an event's Sale End Date or Instance Date has passed.
If you're using the Run Time and Internal Description fields on your Ticketable Events, it'll show up below the Event Instances list. This field is particularly useful for things like content warnings or age restrictions that you want to make sure the patron is aware of before they purchase.
If you have a long Internal Description, you can click this box to see the full text.
This screen will look a little different depending on if you're selling tickets to a seated show or a general admission show.
If you're selling tickets to a seated event, you'll see a seat map:
- Select seats directly from the seat map.
- Tickets will appear in the Pending items in the mini cart
- Click into the Price Level to select a Price
- Click Add Pending Items to move forward
Remember that you can select multiple seats at once by "lassoing" them - click and drag your mouse to experiment!
If you're selling general admission tickets, you'll be able to add the quantity of tickets
Click the quantity you're selling, or enter a custom amount in the box at the bottom. Once you do, you'll move on to the price selection screen by clicking Add Pending Items.
You can set Price Levels for each seat in one of two places.
First, you can use the dropdown menu to select a Price Level in the mini cart, even while the items are still pending.
Or you can set Price Levels from the Pricing page during checkout.
- Need to add more items? Click here to go back to step 4 and add tickets to more events.
- Remove unwanted items from the order this button.
- Apply discounts here - remember that only discounts that have been associated with the selected price levels will be available.
- Have a lot of Ticket Order Items in this order that need to be the same Price Level? Change the price of one and use the "Apply First Level to All" button to change them en masse.
- Want to make a note on this Ticket Order? Click here to add Chatter posts, internal notes, and patron-facing notes
- Click "Next" to Review the order details.
Sure thing! When you click this button, you'll get an overlay where you can add notes!
Here you can add:
- Chatter posts for your internal users, where you can even tag specific users
- Internal Comments for your internal users
- Buyer's Comments for patron-facing notes that will appear in the patron's Order Confirmation
- Entry Note for ticket scanning
If there are any new Order Notes, the speech bubble in the Order Notes button will turn blue.
If the Price Level selected is a PWYW Price Level, then you'll be able to enter any amount above the minimum Price for the patron to pay.
- Verify the contact and billing information here; don't worry, any information you update on this screen won't update the Contact record.
- Custom fields you've added to your Ticket Order will show up at the bottom of the screen in the Other Information section.
- Your patron can still choose to add a Donation if they're feeling generous.
- Optionally, see the Fees applied to this order or opt to waive them.
- Click "Next" to finalize payment.
If you haven't selected a Contact for this Ticket Order yet, you'll need to fill a lot of this screen in manually.
If you have selected a Contact or filled out information using the Edit Buyer Info button (as we did in this example), most of it will fill in automatically.
If you checked the Anonymous Purchase checkbox on this Ticket Order to make it anonymous, then you can bypass this screen and move on to payment!
Alternatively, if you'd like to gather City, State, Postal Code, and/or Country for demographic reporting purposes, you can enter that here while still keeping the order anonymous.
For more on using the Anonymous Purchase checkbox, check out our information here.
Click the "Save as Reservation" button
Your reservation will be created
You'll notice the bar at the top of your screen turns orange when an order is in Reservation status.
When you're ready to submit the order and process the payment move on to processing payment.
Use the picklists at the bottom of the screen to enter this order information. Any defaults you've set for your organization will be selected automatically.
Click Next when you're ready.
You can add custom Payment Methods, custom Order Origins, and adjust available Delivery Methods too.
How you enter payment information depends on the Payment Method you selected:
- If Cash or Check is selected, you can enter the payment amount manually, and then click "Process Payment."
- If Credit Card is selected, you can enter a new card or use a saved credit card to process the order. To enter a new card, click the "Process Payment" button, then swipe / tap the card or key in the card number on your credit card device.
Completed Order Tour
Once an order has been submitted, the green header will turn dark blue. This indicates that the order has been completed and is in a review-only state.
Now that this order is complete, you've got all sorts of options. If you're selling tickets in the box office, you can go straight to the next order to keep selling. Just took an order on the phone from a VIP patron? Send out a Chatter about it!
Below, we'll walk you through what you can do with a completed order.
- Click on the caret icon to expand ticket details.
- Select "Show Details" to show transaction details related to this order.
- Click "New Order" to immediately create another order at the box office.
When you use the caret icon to expand ticket details, you can over over the Discount amount and Fees amount to see the names of the Discount Codes and Fees applied to the tickets!
Edit the buyer information, such as Email, Phone number, and Address in this tab.
Information on the Buyer Info tab is order-specific; that is, it may be different from data on their Contact record.
In the Print screen you can resend tickets via email (if the Delivery Method on the order is set to Email), print all or selected tickets, and manually mark tickets as attended (as you normally would by scanning the ticket barcode).
From these tabs, you can refund or exchange all or part of a Ticket Order.