Allocating Seats Between Box Office and Webstore, and Selling from the Box Office
This documentation is for General Admission (GA) Seating only. Click on this link to see the documentation for Reserved Seating.
To use the Seat Manager, click on the Manage seats link in the Management panel of the dashboard.
The Manage seats page lets you determine which seats the webstore may sell, and also lets you make and accept payment for reservations yourself in the box office. If the payment is cash or check, we do NOT charge our normal per-ticket fee, and of course the bank’s credit card processing fees do not apply. If you accept a credit card for payment, however, the fees are the same as if the tickets were purchased online.
There is a bar with 5 colored rectangles for each seating section of each performance. The number in the rectangle gives (respectively)
- Sold online: seats the webstore has sold, whose status you can’t change.
- Available online: the number of seats available to the webstore for sale online. You can decrease that number by allocating some or all of them to the box office.
- Available at box office: the number of seats you’ve put aside to sell in the box office. You can sell them or hold them for patrons, or you can allocate back to the webstore for online sale.
- Held at box office: seats you’re holding for patrons, named or unnamed. You can cancel the any of these holds.
- Sold from box office: the number of seats you’ve sold. You can cancel a reservation, if the payment was via cash or check. If you used our credit card service, the reservation can not be canceled.
A rectangle is not displayed if there are no seats with the corresponding status.
Changing seat status
To change the allocation of seats from webstore to box office, or vice versa: Click in the gray rectangle that indicates the number of seats available online (at box office). A text field will appear below for you to input the amount you want to change the number by. Once you enter a number in the text field, click on the Allocate to box office( Allocate for sale online) link that has appeared at the right in order to effect the change.
You can view this brief instructional video (includes both allocation and sale) instead of following the directions above.
To sell seats at the box office: Click in the light blue rectangle that indicates the number of seats available at the box office. Type the number of seats you want to reserve in the text field that appears at right and click on the Sell seats (add to basket) link that has appeared at right. Next, choose ticket types (if any) from the dropdowns in the basket, and then click on the Checkout button to check out, just as online purchasers do. The difference is that you can choose the mode of payment (cash, check, credit card), and for cash and check payments, the rest of the information is optional. We suggest including at least an email address so that the patron will automatically get a receipt.
To sell seats from multiple sections) (e.g, Accessible together with a regular seat for a companion: Add the seats from each section to the basket in turn. The basket will then have multiple entries, but you can check all of them out as a single order.
To hold seats at the box office, with or without a name (e.g., ‘Tom Smith’, ‘Hold for late seating’): Click in the light blue rectangle that indicates the number of seats available at the box office. Type the number of seats you want to hold in the text field that appears below and click on the Hold at box office link that has appeared at right. If you want to associate a name with the hold, type it in the text field under the chart before you click the OK link to the right of the text field.
To cancel a hold: Click in the dark blue rectangle that indicates the number of seats held at the box office. Then click on the light blue Release held seats link that has appeared at right. A dropdown will appear with the label What to release. The dropdown contains a list of the holds together with the number of seats in the hold, and the name of the hold, if it has one. Select the one you want to cancel and click OK. There is no way to cancel just some of the seats in a hold, but the underlying seats will remain allocated to the box office, and no one will be able to buy them online unless you allocate them to the webstore.
To cancel a cash or check reservation made at the box office: Click in the purple rectangle that indicates the number of seats in reservations made at the box office. Click on theCancel reservation link that has appeared at right. A dropdown will appear with the label What to release. The dropdown contains a list of the reservations together with the number of seats in the hold, and the name of the patron, if there is one. Select the one you want to cancel and click OK. There is no way to cancel just some of the seats in a reservation, but the underlying seats will remain allocated to the box office, and no one will be able to buy them online unless you allocate them to the webstore.
To cancel a reservation paid for by credit card: Email firstname.lastname@example.org. Please include full and redundant information, especially including the authorization code, which you can get from the receipt copy or the Txn ID column of the sales report. See this page for more information on canceling a single order.