Employee Functions

This is where a normal user's receives access to specific functions. Access to specific functions is either set to Access Permitted or Access Denied.

 

Types of Access

Access Denied

A normal user does not have access to and cannot use any Theatre Manager Function that is listed in this column. The only exceptions are:

• Tickets-Access to Past Tickets
• Tickets-Exchange Tickets
• Tickets-Refund Tickets
• Tickets-Unprint Tickets

  For these exceptions, a supervisor override is available. Which means that the employee must have another employee enter in their own employee initials and password to allow the process to continue. The employee who enters in their initials and password must have the access to the desired exception set to 'Access Permitted' on their own employee account before the action can continue.

  Access Permitted

  A normal user has unlimited access and can use any Theatre Manager Function that is listed in this column.

   

  Access Functions

  The following are the security access functions defined in Theatre Manager:

  All Modules

• Default Data - Will the employee be allowed to change the default data setup for the company?
• Employee-View Charge Rates - Will the employee be allowed to view the pay rate, billable rate, and overtime pay rate for other employees?
• G/L-Bank Deposits - Will the employee be allowed to perform a bank deposit or view all non-deposited payments entered into Theatre Manager (End of Day Balancing)?
• G/L-Create Sales Entry - Will the employee be allowed to consolidate all the revenue for the day into a Sales Posting (End of Day Balancing)?
• G/L-Post G/L Entries - Will the employee be allowed to post the daily sales and deposit summary into the general ledger (End of Day Balancing)?
• G/L-Year End Rollover - Will the employee be allowed to do a general ledger year end roll over?
• Patron-Merging Patron - Will the employee be allowed to take 2 or more patron records and merge all of their ticket sales, donations, memberships, volunteer history, form letters, and mail lists into a single patron account?
• Patron-View Charge Card Numbers - After a credit card payment has been entered in the payments window, will the employee be able to look at patron information and view their last used credit card type, number and expire date?
• Patron-View Transactions - Will the employee be allowed to view the history of a patron? For example, viewing every ticket sale, exchange, refund, payment, donation, and membership that was journalized into the general ledger which occurred because of that patron?
• Reports - Will the employee be able to print reports?
• Util-Clear/Replace Patron Fields - Will the employee have the ability to access a system utility to clear specific patron information or perform search and replace functions on specific patron information?
• Util-Copy Database - Will the employee have the ability to access a system utility to create an exact copy of your Theatre Manager database?
• Util-Expand Database - Will the employee have the ability to access a system utility to expand Theatre Manager's database (database expansion is usually required by the first person logging into the database that day)?
• Util-Import/Export Tables - Will the employee have the ability to access a system utility to import information into and export information out of Theatre Manager's Code Tables?
• Util-Purge Expired Data - Will the employee have the ability to access a system utility to purge information deemed to be no longer important from the Theatre Manager database?
• Util-Recalc Order Balances - Will the employee have the ability to access a system utility to recalculate a patron's order in the case where the tickets, donations, memberships, and payments may not agree with the summary totals in the order?
• Util-Recalc Patron Balances - Will the employee have the ability to access a system utility to recalculate a patron's summary of total ticket sales and outstanding accounts receivable due in the case where the patron's total orders may not agree with the patron totals?

   

  Donor Module

• Donor-Enter Time of Ticket Sale - Will the employee be allowed to enter in new donations at the time of a ticket sale?
• Donor-Unprint Donation Receipts - Will the employee be allowed to unprint donation receipts?

  Member Module

• Member-Enter Time of Ticket Sale - Will the employee be allowed to enter in new memberships at the time of a ticket sale?

  Ticketing Module

• Sales Monitoring - Future security feature. Not used at this time.
• Season-Book Season Ticket Reservations - Will the employee be able to reserve season tickets via the season subscription module?
• Season-Unprint Renewal Notices - Will the employee be able to unprint season ticket renewal notices?
• Tickets-Access to Past Tickets - Will the employee have the privilege to exchange or refund tickets for events that have occurred in the past?
• Tickets-Before Event Sales - Will the employee be allowed to sell tickets using the Before Event Sales ticket sales method?
• Tickets-Confirm Attendance - Will the employee be allowed to confirm the the actual patrons who attended a specific event?
• Tickets-Enter Negative Exchange Fees - Will the employee be allowed to enter in a negative exchange fee on the payment window during a ticket exchange?
• Tickets-Enter Negative Order Fees - Will the employee be allowed to enter in a negative order fee on the payment window during a ticket sale?
• Tickets-Exchange Tickets - Will the employee be allowed to exchange tickets?
• Tickets-Patron - Will the employee be allowed to sell tickets to a specific patron via the 'Buy' button on the patron window?
• Tickets-Print Allowed - Will the employee be allowed to print tickets?
• Tickets-Print Partially Paid Order - Will the employee be allowed to print tickets for partially paid orders (Orders not fully paid for)?
• Tickets-Quick Buy - Will the employee be allowed to sell tickets using the Quick Buy ticket sales method?
• Tickets-Refund Tickets - Will the employee be allowed to refund tickets (refunding tickets can be used to correct data entry mistakes)?
• Tickets-Sell Zero Price Tickets - Will the employee be allowed sell $0.00 tickets (Complimentary or $0.00 priced)?
• Tickets-Unprint Tickets - Will the employee be allowed to unprint tickets (possibly giving the employee access to reprint the same ticket over and over)?

   

  Outlet Version

• Tickets-Sell All Locations - Will the employee be allowed to sell tickets to all outlet locations?

   

  Adding and Removing Access

  To move a data field from one access level to another:

1. Highlight the data function(s) that you want to move.

   This will activate one or both of the arrow buttons in the middle of the window.

2. Click the arrow pointing to the right to move a function into the Access Permitted column.

    

3. Click the arrow pointing to the left to move a function into the Access Denied column.