Permissions 1 V4 Make A Booking permissions Document1 Enta module 1 Make A Booking – Enter This allows the profile to access Make A Booking. Without this Application permission, you are completely forbidden from using this application. Do not use automatic Automatic customer linking takes place where a customer’s record has customer linking data on the company field, and that person has been designated as the Primary Contact for a Strong Link. Any customer whose record is subsequently created, and given the same company name and/or address as that main contact will be automatically assigned the same Link. This is a useful way of ensuring that all employees of a certain organisation are always put into the right link, for marketing purposes. This permission stops any customers being automatically assigned to strong links in this way, even though their company name and/or address match those of a primary contact for strong link. View past performances A past performance is one whose start time is passed, and whose Running Time (defined in Edit Performance in Ticketing Maintenance) has expired. This permission allows the profile to access performance plans for past performances, provided that: those performances have not been Suspended in Ticketing Maintenance your profile’s Data Access group is still granted access to the season/performance via On/off sale rules). Unsold seats will all be rendered Unavailable unless… Sell past …This permission is set too; in this case unsold seats can be offered performances and sold (but not reserved). Callover Theatre > This adds the Callover as Theatre icon to the Agency group. Agency This function lets you manage tickets allocated, and subsequently reserved or sold to agents/resellers. Callover Agency > This adds the Callover as Agency icon to the Agency group. Theatre It lets you go through all tickets allocated/sold to you on a selected performance by a venue, to check that all is correct. Allow the status of Cannot detect any difference in outcomes whether permission is set or Suspended seats to not set. Even without the permission a suspended seat can be marked be changed back, or inked in etc. Allow seats to be This lets you “mark back” to the owning venue any seats which you, marked back the agency, have not sold, and so need to take off sale on your own system. Using this option renders the seats Unsellable. Document1 Enta module 2 Without the permission, the Marked Back option is greyed out. Call Over As Agent – take This activates a tick box, top right of the Callover as Agent screen, performance off sale which, when checked, allows you temporarily to suspend the selected performance. This will prevent any users currently displaying those performances from accessing tickets you’re about to mark back or suspend. Without the permission, the Perf Status part of the screen is blank. Suspend Sold Seats This enables the Suspended option on the right click menu, when sold seats are selected. This is useful to take off-sale quickly seats you still have on allocation with a venue, but are, say, intending to mark back. View Buried Booking This adds a right-click option in the Booking Lines pane called Show Items Buried. It when checked, “buried” booking lines any will be displayed. A buried line occurs when an On Request booking has been fulfilled with its seat and row numbers, or when a reservation line is partially claimed, and the remaining tickets kept on reserve in a new, separate lines, There is rarely, if ever, any need to see buried lines. View On the Line An “on the line” charge is a per-ticket booking fee, from the type 2 Charges layers in a price table. This permission makes visible the column in Booking Lines pane called Booking fee. This shows the sum of all such charges per booking line although in v4 this is not having any effect. Redundant in v4 as you now use the Choose Columns right click option. View Below the Line A “below the line” charge is the inside commission, calculated from Charges within the ticket price, that will be retained by the seller, when the supplier is paid the balance. This permission makes visible the column in the Booking Lines pane called Inside Commission. This shows the sum of all such charges per booking line. It may be inappropriate for sales staff to see this information, so by denying this permission, the column is hidden. Redundant in v4 as you now use the Choose Columns right click option. Make Offers This allows the user to pick up Available or valid Set Aside or Allocated seats on offer. Without this permission you get the message when you try to offer seats: NB With this permisson, the seats still show as “offerable” rather than unsellable. Reserve bookings This allows the user generally to reserve tickets (ie hold tickets for a specific customer, pending payment). It enables the Reserve button in Booking Details. Without this permission you will see the message “Obtain permission to make a reservation” in the Booking Pane when you have seats on offer. The ability to reserve specific events is also governed at season/performance level in the On/Off Sale rules. Override Expiry This allows the user to give more or less time before the reservation is Date due to expire (ie the last date that payment can be added to confirm the sale). Without this permission, the reservation is forced to accept the profile’s default expiry date. The default period is set in the Edit Profile screen, or, for chosen seasons, an override to that default can be set in Profile Seasons. Sale Allowed This allows the user to confirm and issue offered seats (ie change their status to Booked). Sale without payment This allows the user to confirm and issue tickets that have not yet been paid for (This will leave the booking underpaid). This is done by clicking Cancel in the payment screen and then saying Yes to the following question: Payment may later be added to the booking in the Payment Summary screen. This will work when this permission is set, even if the “Under Payment” permission is not also granted. Without the permission, clicking Cancel in the Add Payment screen takes you straight back to the Home page, with your items still on offer; the above question does not appear. With only this permission and not the following one (Sale with part- payment), having OK’ed a first Add Payment screen for a part- payment, you cannot click Cancel in the subsequent Add Payment screens, You have to add more payments until the booking is fully paid. Sale with part- This allows the user to confirm and issue tickets which have not been payment fully paid. With this permission you can Cancel out of Add Payment having only paid of part of the booking’s value, This will leave the booking underpaid, though the tickets’ status is Booked. This is done by reducing the value in the Amount to Pay field in Add Payment, clicking OK and then cancelling the subsequent Add Payment screen. For this to work, you also have to have the permission “Underpayment” granted. (NB if you have “Underpayment” but not this “Sale with part- payment”, cancelling out of Add Payment put the tickets into Reserved status, rather than Booked. This is the same effect has having the following permission set, “Reservation on part-payment” rather than this one. Reservation on part- Setting this means that cancelling out of a partly-paid sale puts the payment booking lines into Reserved state, rather than Booked. For this to work you must also have the permission set, “Underpayment”. The ability to reserve here will work even if you don’t have permission to reserve seats otherwise (“Reserve Bookings”). If you have this permission set and the one above, Sale with Part Payment, it is that one which wins in the event of part-payment: the booking lines become Booked, and not Reserved. Patron Details With this permission set, when you click Book from Seating Plan, the required before sale Bookng Details screen appears. Without this permission, clicking Book goes straight to Add Payment, so that the sale can go through anonymously. This is useful for door sales sold from a seated plan, to speed up transactions. Customer details With this permission, when you click Sell in Fast Sales, you move to required for fast sales the Home page, so that a customer name and address record can be associated with the transaction. Without this permission, when you click Sell in Fast Sales, you move to Add Payment, and the sale completes anonoymously. Force Comment on Where a discount type has been set up to require a comment when Discounts used, it’s this permission which causes the box to pop up for the comment to be entered, (when trying to set seats to a discount of that type in MAB). The Cancel button takes you back to the Discount screen with the tickets back the default rate: you can only use the commented discount by entering some text and clicking OK. Without the permission set, no comment box pops up for any discount. This permission is also used to put a password onto those discounts which can only be used, say, with supervisory consent. The option to enter a password appears as soon as you tick the box to set the permission. Enter the password and click OK. If no password is required, click OK on the box with no password entered. Note – you can force a comment with no password, You cannot force a password without also forcing a comment. These features will only be in play when the discount selected is of a type that has been flagged “Force Comment” in Pricing (Ticketing Maintenance). Discount with Offer This permission doesn’t do anything, so it makes no difference whether or not it is set. View Mandate On its own this permission doesn’t do anything (the Allowed Access to information Mandates permission lets you see the Mandates tab in the Home page). If you have that one, you’ll need to set one or more of the following permissions to be able to use the tab. Create new mandates This enables the New Mandate option in the Mandates screen, allowing the user to create a new Direct Debit mandate for the currently-displayed patron. Edit mandates This allows you to select an existing mandate and to change its properties: Allow blank name and address View Gift Aid On its own, this doesn’t do anything. To see the Gift Aid tab in the Declarations Home page, you need to set the permission “Allowed Access to Gift Aid”. But if you’ve got that, you need the following permissions to do the various gift aid management tasks. Create Gift Aid This enables the right-click New Declaration menu option in the Gift Declarations Aid Declarations screen. It lets you add a new declaration to the currently-selected patron (ie to note that the patron is happy for us to collect back the relevant tax from the Treasury). Edit Gift Aid This enables the Edit right-click option in the Gift Aid Declarations Declarations screen (NB you have to tick which declaration you wish to edit before the button becomes active). It lets you change the details of the declaration (name, address, charity etc). Delete Gift Aid This enables the Delete button in the Gift Aid Declarations screen Declarations (NB you have to tick which declaration you wish to delete before the button becomes active). Default Patron Search Without this permission, searching for a patron on a leading match to Allow Wildcards requires the precise start string, For example, if you enter the characters mc in surname field of Search for Customer, you will only find patron’s whose surname actually starts that way eg McBain, McNeill etc. With the permission, a soundex search is done on the characters you enter, ie ENTA looks for names which start with similar characters but may have others (especially vowels) as well. For example, if you enter mc again, you get not only McBain and McNeill, but also Macdonald, and even Magson. Note – in version 4 there is no facility when searching to use wildcard characters such as * or % to stand for any single or multiple characters. Eg M%c Claim Reservations This enables the Claim link in the Quick Links pane of the Home screen, allowing the user to confirm all reservation lines in the currently displayed booking, by adding payment. Claim without This allows the user to confirm/issue reserved lines without payment, payment when claiming. Having clicked the Claim link in the Quick Links pane of the Home screen, an extra message appears, asking “Do you wish to add a payment now?” Answering “No” turns all Reserved lines to be Sold. “Yes” invokes the payment screen. This can still be cancelled which leaves all Reserved lines in that state. Without this permission, cancelling the Add Payment screen leaves the tickets on reserve with NO payment added. If you have permission to do a sale without payment, cancelling the payment screen provokes the message “Do you wish to add a payment now?”. Again, without the permission Claim without payment, even if you answer “Yes” the item are left on reserve with NO payment added. Claim with part- This allows the user to confirm/issue items with only part-payment payment when claiming a reservation. With this permission, you can change the “Amount to Pay” value to a lesser amount in the Add Payment screen and click OK. The Add Payment screen returns for the outstanding balance. You can click Cancel, and it closes, and the items then change to Sold status. The booking is left underpaid. Without this permission, you cannot part-pay a claimed reservation to thereby confirm its items, even if you do have the “Sale on part payment” permission. This leaves the tickets on reserve, but does register the part payment in Payment Summary. It leaves the booking overpaid. This reduces the amount to pay when tickets are next claimed. It’s a way of accepting deposits for group reservations. Cancel This doesn’t do anything by itself; you need it set however, to be able to select any permissions directly below. With none of these options selected, the Cancel option seen when right clicking on a booking line is greyed out and cannot be used. Cancel Sale This enables the Cancel option on the right-click menu in Booking Details when a booking with sold lines is selected. With just this permission set (ie with none of the subpermission below), the options about what to cancel are all deselected. You can still cancel (if you’re allowed to refund – see next paragraph) and in this case it would refund just the base price of the items concerned, and retain any per-ticket fees involved. Note: normally you’d also need to refund payment on the booking being cancelled, so you also need permission for refunding too (see below, Refunds). Without permission to refund, you cannot cancel any items: having taken the Cancel option and okayed the Cancel Tickets screen, you get: That said, if you wish to be able to cancel without refund, this is poissble: set the permission “Cancel without refund” below. If you wish to refund all fees, you must set “Cancel Completely”. Cancel with zero This permission only has any use if Cancel Completely is also set. It fee brings an option onto the Fee dropdown of <no fee>. Cancel with This permission only has any use if Cancel Completely is also set. It overriden fee brings an option onto the Fee dropdown of <override fee>. With that option comes the chance to make up a new fee for this cancellation only. Cancel without This allows the user to cancel the tickets (ie turn them from Booked refund back to Available, Set Aside or Allocated), WITHOUT giving back any money (this will leave the booking in an overpaid state, and so you must also have the Over Payment permission. If you don’t, this Cancel without refund option, vsible below, would remain greyed out. NB If you have this permission, but opt not choose it when cancelling (eg you choose Cancel completely… instead), the next screen you see is So provided you have permission to overpay, you still can cancel without refunding, in this way. Cancel and place This enables the option Place tickets on-sale for the client. on sale It means that the user can put the tickets up for resale, rather than cancelling the booking outright. Cancel completely This enables the option Cancel completely refunding booking fee. including fee This is chosen as default, if both this and Cancel completely are both chosen. Cancel completely This enables the option Cancel completely keeping booking fee. After the cancellation, the booking fee automatically becomes a Sold extra item on its own booking line called “Cancellation Fee”. Cancel and wait for This enables the option Wait for tickets to be returned return of tickets It means that the seats being cancelled turn white in the Seating Plan screen, to show that tickets are being posted back, in anticipation of being either completely cancelled or being put up for resale. Cancel reservation This permission refers back to the Callover as Theatre screen, and in Callover enables the option Cancel Seats when a reservation is selected. Default This will ensure that the payment type selected when refunding is the cancellation to same type as was used when that sale was made: ie a booking paid by purchase payment cheque will default to cheque, while one made to voucher will deafult to voucher when being refunded. Without the permission, all refunds default to your profile’s default payment type. Where a booking was made with mixed payments, then a message will appear informing you of this, and the profile’s default payment type will be selected. Keep Cancel Seats This enables the option Hold Cancelled Tickets / Extras. When on offer ticked during a cancellation, the cancelled items remain on offer to you at the end of the cancellation. This can be useful if there is a risk another user might immediately grab them, when you still need them yourself, to resell, reserve or set aside etc. Cancel Reservation This enables the Cancel option on the right-click menu in with (a) reservation booking line(s) highlighted. Make Payment Even without any of these permissions, you can still add payments provided you are allowed to sell. Authorisation An address check has two elements: first the postcode given by the address check to cardholder is checked against the postcode the bank holds for the card check postcode account; second, the numerals from the first line of the address are only checked. This second check can get thwarted, as a valid address may have been given, but not in the format the bank expected. Simple house numbers are not problematic (“17 Gerrard Avenue”) but where flat numbers or block numbers are also involved, a match may not be made (“Flat Four” would not match “Flat 4”). By checking this permission, only the postcode element is checked, which is useful if many of your customers have addresses with multiple numerals, as it eliminates the risk of unnecessary mismatches. All the following permissions affect the way your profile interacts with the authorisation service. The permissions let you decide how enta should react when some or all of the security checks made (CV2 number from the back of the card, and the address checks) have not been passed. Most permissions come in pairs: the “Automatically” permission grants authorisation directly in the situation described, whereas the “may accept” version causes a screen to pop up explaining which test has not been passed, and gives the user the chance to grant or deny authorisation. It is important only to select one or other of a given pair, not both; that would result in the system getting confused and it may make erroneous judgements. It’s also important that no “May” permissions are granted to any web profiles. Technically this would offer online an invitation to the booker to accept or refuse authorisation for his own purchase. In practice, all transactions would be rejected. Apart from that, which permissions are ticked will depend on how stringent a site wishes to be about accepting authorisation in situations where there is a risk that the booking might be fraudulent. “Matched” means the data the customer gave (CV2 number or address info) matches what the bank has on record for that card, and so the card passes the test. “Unmatched” means that the test has failed, as the customer gave the wrong information: what the bank holds is not what the customer told us. “Unchecked” means that the bank doesn’t know what the security data is for the card (usually because it’s a foreign one, or because their checking system is unavailable) and so cannot compare the data we’ve taken against anything. Automatically This will directly grant authorisation to a credit card sale where the accept details of its CV2 number and customer’s address are not held by your authorisation with bank. The auth service therefore cannot check that the data you’ve Unchecked Card taken is correct. The most common reason why the bank doesn’t hold Security Code and those details is that the card is a foreign one. Most sites choose to tick Address this permission, and accept all payments where the details cannot be checked. May accept This will cause a screen to pop up, offering you the chance to grant authorisation with authorisation to a credit card sale, where the details of its CV2 number unchecked card and customer’s address are not held by your bank. The auth service security code and therefore cannot check that the data you’ve taken is correct. The most address common reason why the bank doesn’t hold those details is that the card is a foreign one. Some sites choose to tick this permission, and accept all payments where the details cannot be checked. Automatically This will grant authorisation directly to a credit card sale where the CV2 accept Matched number taken from the customer matches what the bank says it should Card Security Code be, but the address does not. Someone may have moved house and but Address NOT given you the new address but not updated the details held against the matched card, or have given you a work address against a card registered at the holder’s home. The risk of accepting this type of result is that someone may have found someone else’s card and made up an address, and would fradulently get authorisation for the booking. May accept This will cause a screen to pop up, offering the chance to grant Matched Card authorisation to a credit card sale, where the CV2 number taken from Security Code but the customer matches what the bank says it should be, but the address Address NOT does not. Someone may have moved house and given you the new matched address but not updated the details held against the card, or have given you a work address against a card registered at the holder’s home. The risk of accepting this type of result is that someone may have found someone else’s card and made up an address, and would fradulently get authorisation for the booking. Automatically This will grant authorisation directly to a credit card sale where the accept Matched address details taken from the customer match exactly what the bank Address but holds, but for some reason the bank doesn’t hold CV2 details for that Unchecked Card card. This is quite a rare scenario, and really only would happen if the Security Code bank’s own systems temporarily were unable to access files holding CV2 information. May accept This will cause a screen to pop up, offering the chance to grant Matched Address authorisation to a credit card sale where the address details taken but Unchecked from the customer match exactly what the bank holds, but for some Card Security Code reason the bank doesn’t hold CV2 details for that card. This is quite a rare scenario, and really only would happen if the bank’s own systems temporarily were unable to access files holding CV2 information. Automatically This will grant authorisation directly to a credit card sale where the CV2 accept details taken from the customer match exactly what the bank holds, but authorisation with for some reason the bank doesn’t hold address details for that card. matched card This is quite a rare scenario, and really only would happen if the bank’s security code but own systems temporarily were unable to access files holding address unchecked address information. May accept This will cause a screen to pop up, offering the chance to grant authorisation with authorisation to a credit card sale where the CV2 details taken from matched card the customer match exactly what the bank holds, but for some reason security code but the bank doesn’t hold address details for that card. This is quite a rare unchecked address scenario, and really only would happen if the bank’s own systems temporarily were unable to access files holding address information. May accept This is a rarely-used permission that would cause a pop up box to authoristaion with appear every time a card is being authorised to tell you whether the any outcome for CV2 and address checks, and offer the chance to grant or deny Card Security Code authorisation, based what you think of the results of the checks. and Address Checks Under Payment This permission allows you to click Cancel in the subsequent Add Payment screens, having immediately beforehand reduced the value of the Amount to Pay, and thereby leave the booking in an Underpaid state. Without this permission, the Cancel button is greyed out in the subsequent Add Payment screens having added the first part- payment. A banner shows at the top of the Add Payment screen reading YOU DO NOT HAVE PERMISSION TO UNDERPAY. It is still possible to Sell items but pay nothing at all, even if you have not got permisson here to underpay your booking, (This leaves the booking in the state “Nothing paid”). For this, you need the permission Sale Allowed – Sale without payment. Over Payment This permission allows you to click Cancel in the subsequent Add Payment screens, having immediately beforehand increased the value of the Amount to Pay, and thereby leave the booking in an Overpaid state. Without this permission, the Cancel button is greyed out in the subsequent Add Payment screen, having added first the overpayment. A banner shows at the top of the Add Payment screen, reading YOU DO NOT HAVE PERMISSION TO OVERPAY. Accept Expired This will allow you to complete a sale with a Gift Voucher which has an Vouchers expiry date earlier than today. Ask for Where an agent’s record has been flagged to “Always charge to confirmation account” (in Home - Edit Customer – Credit), this will cause the before following prompt to appear when selling to that agent, as a reminder: automatically selling to account Allow saving card Where a customer pays by credit card, you may wish to store its details details for later for future tranactions. You can thereafter recall its details when taking payment, without having to inconvenience the patron by asking for them to be quoted again. When this permission is set, the following fields are visible in the Add Payment screen, where payment is taken against the Credit Card type. If Save Card is ticked, the currentl- displayed card number will be stored for future sales. For the number to appear automatically in the Add Payment Screen, it must also be flagged as Default Card. Cheque number Ticking this permission forces the user to enter a cheque number in the mandatory given field in Add Payment. The OK button is greyed out until data ha been added there. Without the permission, this Cheque No field does not shows. Bank Details This permission adds two further mandatory fields when paying by mandatory cheque, one for the branch sort code and another for the branch name: Without these permissions, the fields do not show. Recall card details When more seats are being added to an existing credit card booking, when adding items this allows the previously-used card number to be automatically filled to an existing into the Add Payment screen. This works evens where the customer’s booking card number has not been saved for future use (see above, Allow saving card details for later). Refund specific This has been superseded by a flag against each specific payment payments type. This permission has no effect any more. Authorisation address check to check postal code only Under pay booking Redundant. Do not use. Use “Underpayment” above. Enable Resales This will allow you to use the Enable Resales command (either from the Tools menu, or by right-clicking on a Seating Plan). The command changes tickets that currently have the status Resale (on the plan on display), to make them Resellable. Account for Resales This will allow you to use the Account for Resales command (either from the Tools menu, or by right-clicking on a Seating Plan). The command changes the status of tickets successfully resold to “Resold”. Batch Printing This will add the following icon to the Printing group: COBO Redundant. Permission to batch print specific despatch methods is controlled now in the Despatch Methods folder in Edit Profile. Mail Redundant. Permission to batch print specific despatch methods is controlled now in the Despatch Methods folder in Edit Profile. Recorded Delivery Redundant. Permission to batch print specific despatch methods is controlled now in the Despatch Methods folder in Edit Profile. Registered Post Redundant. Permission to batch print specific despatch methods is controlled now in the Despatch Methods folder in Edit Profile. Courier Redundant. Permission to batch print specific despatch methods is controlled now in the Despatch Methods folder in Edit Profile. Sales for All Offices This allows you to batch print tickets sold by other offices than your profile’s. WITHOUT the permission, only your current profile’s office can be selected. However, WITH it granted, you can choose the option <ALL>. Show Function Key This does nothing. Whether ticked or not ticked, the following menu is shortcuts always visible: Allow to omit booking fee If a user is profiled to charge per-ticket booking fees (picked up from the type-2 layers in the price table) on items offered, this permission will give the option to waive those fees when confirming payment, booking-by-booking. With the permission, you see this message when you click Sell in the Home Page: Till Reconciliation Without this permission, the user has no opportunity to see a Till Reconciliation screen in the course of a session. Granting this permission alone will add the Cash Up… option to the Session menu. This means that the user can view or close his own till at any point in a session. View all users and With this set, you can see figures for all users, profiles and profile groups. profiles Ask for Till Value This will cause the following screen to appear when you Cash up or before showing exit Make A Booking: It lets you enter how much money you’ve got so that in the next screen,Till Reconciliaton, Enta can tell you whether or not your cash balances. If exiting, the Cancel button allows you to exit straightaway, bypassing the Till Reconciliaton screen. If Cashing Up, it takes you back into your Make A Booking session, Disable cancel button This permission should only be set if you already have the previous on float screen one. It means that the user MUST enter the value of their cash and click OK to proceed to Till Reconciliation for closing till or logging out. Disable till information If this permission is set, you bypass the Till Reconciliation screen. display If permission is also set to “Ask for Till Value before showing”, the Till Reconciliation Values (above) screen will still appear, but clicking OK will exit you directly, or close your till, without seeing the Till Reconciliation. Without the Ask for Till Value… permission, you just exit directly. NB in this case, the Cash Up… option remains on the Session menu, but doesn’t do anything. Automatic print of till With this set, each time you cash up or exit, enta will print your takings information onto A4 from the report printer specified in your workstation record. For this to work you also need set “Ask for Till Value…”. View all users by In the Users tab, you can see the figures for all users who also can profile use your current profile. In the Profile tab, you can see figures all the profiles your own user can also use. In the Profile Group tab, you can see figures for each of the groups that your current profile belongs to. If you set both this permission and View all users and profiles, the latter one takes precedence. View all Venue Groups By default, all one’s own sales figures are shown in the Till data in Till Rec Reconciliation screen. For other users, you only see transactions made on workstations belonging to the same venue group as your current workstation, This permission lets you figures for other users who have made transactions on workstations in venue groups other than the one to which your current workstation (via its workstation group) belongs. View all venue groups This means that when looking at theTill Reconcilation screen, to the data in Till Rec sales totals of someone selling on a workstation in a venue group different from your own, you see all sales that person has made. Without the permission, you can only see sales made for your own workstation’s venue group. Booking Doesn’t do anything. Documentation Documentation for Doesn’t do anything. current booking Batch Print Doesn’t do anything. Documentation for profile Show Advanced Without this permission these options are greyed out in the screen Options Popup Menu Find Booking Results. in FAB Booking Lists Enable Print to Printer This allows you to print the details of selected bookings in the Search option Results screen to a laser printer. Enable Release all This allows you to cancel all selected reservations in the Search Bookings Results screen. Enable Release This allows you to cancel all selected reservations in the Search Booking without Diary Results screen which do not have any diary note attached to them. Entry Enable Print to File This allows you to save the details of selected bookings in the Search option Results screen into a file such as .csv or .txt format. Enable Print Tickets This allows you to print to your current boca printer any unprinted option tickets from the highlighted bookings in the Search Results screen. Enable Batch Printing Doesn’t do anything. including Reprints Package sales This adds the following option to the Navigation pane, which allows you allowed to sell pre-combined accumulations of inventory.: Ask Demographics Alone, this permission has no effect – you need to select the one of the following … in Fast Sales This causes any demographics questionnaires (profiled to you) to pop up when selling from the Fast Sales screen. At point of sale This causes any demographics questionnaires (profiled to you) to pop up when selling from the Home screen. When reserving seats This causes any demographics questionnaires (profiled to you) to pop up when reserving from the Home screen. Skip optional This will prevent questionnaires defined in their setup as “Optional” questionnaires from popping up in the scenarios permissioned above. Non-optional questionnaires will still appear in the permissioned places. Optional ones can still be invoked manually, using the buttons in the Home screen. Label Field Format The top level permission alone doesn’t do anything… Australian Format … but setting this permission changes the layout of any name and address dockets printed from this profile to the Australian format as follows: Cannot see any difference : check and retest Remote inventory Alone this permission does nothing. You need to set the one below also. Offer Remote This relates to a special application called enta Requestor, which Inventory dynamically creates and offers inventory in an enta database, via a link to realtime inventory in a non-enta database. This facility is not part of the standard enta installation. Show Purchase Set alone, this permission has no effect. It needs to be set in Reference screen association with one or more of the following ones. It causes the following screen to pop up when making a sale, so that further information about the end-user of the ticket and and third-party vendor might be recorded: Force purchase Select which type of customer record selected should provoke the reference screen for Purchase Reference screen to pop up when you click Sell Items. (The Cash Agent… for customer type is defined in Edit Customer). Credit agent etc. Performance Tree Set alone, this permission has no effect. You need to set the following one also. Allowed to see This displays the number of performances on sale (to your current performance counts profile) in square brackets after each season on the performance tree. Promotion Codes On its own, this permission doesn’t do anything. Set one or both of the sub-permissions as well. Allow sale without A discount can be assigned a promotion code for the customer to promotion code quote before the discount can be selected. This is usually on the internet, but can be flagged for use in MAB too. This permission lets you still select such a discount, even if you haven’t entered that promotion code. View promotions in This adds an extra dropdown to the Ticket Search screen. This allows Ticket Search you to select a specific promotion. You then search for performances to whose price table that code has been applied. Patron ownership This set of permissions was added in anticipation of development that has not yet taken place. Allowed to manage See above. patron ownership Allowed to take See above. ownership of a patron Allowed to release See above. ownership of a patron Allowed to apply field See above. level ownership to a patron Force pop-up messaging This ensures that a tick is automatically in place against the Pop-up on by default messaging option in the View menu when you log into MAB. NB if you do not set the permission “Allow toggle on/off of pop-up messaging”, the user will not be able to turn off pop-up messaging. Allow Recipient Patron This enables the following link in the Booking Pane of the Home page. Linking This allows you to add another patron record to the booking, showing to whom the tickets should be posted. The recpient patron’s name and address prints out on the Name and Address docket instead of the main booker’s details. Change MAB Panel This adds the Screen Layout > Save Layout option on the Tools Layout menu. It allows you to save any changes you made during the current MAB session to your screen interface (eg pinned or unpinned panels, changed column order of booking lines, widened Performance Tree etc). The changes are saved against your enta user, and are used henceforth for all sessions, regardless of which workstation or profile you use. Change Profile Panel This adds the Screen Layout > Save Profile Layout option on the Layout Tools menu. It allows you to save any changes you made during the current MAB session to any of the profiles your user can access (eg pinned or unpinned panels, changed column order of booking lines, widened Performance Tree etc). The changes are saved against the profiles you select, and are used henceforth for all sessions, regardless user logs on (unless he has saved his own individual settings, as above). Patron Home Page Without this top permission (and therefore without any of the one below it), the Home screen has only the Customer Search panel, which means that you cannot make any transactions. Adding any one of the permissions below will reinstate the Booking and Quick Links Panel Allowed access to This adds the CRM tab which displays (masked) details of any credit Credit Cards card numbers stored against the selected customer record. Allowed access to This adds the CRM tab which displays the current data protection Data Protection questions active on your system, and the current answers set for the selected customer. Allowed access to This adds the CRM tab which lets you open and/or manage any Patron Account available “money behind the bar” accounts for the currently selected customer. This kind of credit account lets you add money in anticipation of the customer spending it on future purchases, either through a cancelled booking, or by the customer depositing money specifically. Allowed access to This adds the CRM tab which lets you see the current and any Address History archived addresses stored against the selected customer. Allowed access to This adds the CRM tab which lets you create commission rates for a Agent Commissions selected ticket agent record (typically when a venue sells tickets to a reseller, that reseller keeps a certain amount of the booking’s value, as a commission for selling on those tickets. The agent only pays the difference back to the venue). Allowed access to This adds the CRM tab which lets you create seat allocation codes for Agency Allocations a selected ticket agent record. Such a code is then placed over tickets in the Seating Plan to designate to which agent they have been allocated, and thereby prevent other customers from booking them too. Allowed access to This adds the CRM tab which displays all previous transactions and Sales History payments made by the selected customer. (This might be data segregated if venue groups are used, and your MAB profile doesn’t have permission to view all bookings). Allowed access to This has no effect. Patron Linking Allowed access to This adds the CRM tab which displays all the Event Interest Codes Patron Interests (genre codes eg Musical, Flat Racing) attached to the selected customer, whether through previous purchases or manual intervention. Allowed access to This adds the CRM tab which displays the titles of events not yet Recommendations booked by the selected customer, which share Event Interest Codes of items in his Sales History. Allowed access to This adds the CRM tab which displays all Customer Demographics (ie Demographics any CRM questionnaires and answers the site has devised) currently attached to the selected customer. Allowed access to This adds the CRM tab which lists all documentation generated for the Correspondence selected customer (eg Proforma invoices, confirmation emails etc) and History also any marketing mailshots the customer has been sent. Allowed access to This adds the CRM tab where free-text notes can be added for Diary Information or Action purposes about the selected customer, any of his bookings, or alert messages. Allowed access to This adds the CRM where existing Gift Aid declarations can be edited Gift Aid or printed, or new declarations made. (Gift Aid is a UK scheme. It allows a site with charitable status to increase its revenue by reclaiming from the government any income tax paid by customers on the value of purchases) Allowed access to This adds the CRM tab where existing direct debit mandates can be Mandates edited, or new ones added, and any payment schedules managed for the selected customer. Allowed access to This adds the CRM tab where any existing categories (eg Group Patron Categories Booker, VIP etc) attached to the selected customer can be viewed, or removed, or new categories added to his record. Allowed access to This CRM tab should only be added if your site has integrated with the Access Control Fortress Handshake system, whereby tickets are directly transferred from enta onto a smart card for turnstile entry. Allowed access to This permission must be granted to any profile making or reviewing Booking Panel bookings. It adds the following panel to the Home page: Allowed access to the Doesn’t do anything? Patron Links panel Allowed Access to This gives access to graphs showing the selected customer’s Sales Graph Panel expenditure over the last few year and months. Allowed access to the This permission must be granted to anyone wanting to make bookings, Quick Links panel as it grants access to the panel where the Sell Items, Reserve Items, Claim Items and New Sale controls are found. Patron Quick Links This group of permissions controls which shortcuts are available in the Quick Links panel of the Home page. NB for the Quick Links panel itself to be visible you must have the permission set for “Allowed access to Quick Links Panel”. This is essential if you wish to do bookings as it is here that the options to sell, reserve, claim and start a new sale all show. Even when links are permissioned, they only appear when you’ve got the right thing in context: eg the Booking Demographics option only shows if you’ve made or displayed a booking, Allowed access to Make Clicking here takes you straight through to the Extras screen. A Donation Allowed access to View This populates the Home page with the last booking you did, Last Booking Allowed access to Send This only appears when you have a got a sale on view in the Home a Email Page. It triggers the sending of an email confirmation for that booking (providing that the usual template and rule setup for emails has been applied to your profile or event). Allowed access to View Clicking here takes you to the Recommendations tab for the Recommendation currently-displayed customer. Allowed transfer to Seat Clicking here takes you to the Seating Plan screen, Plan Allowed transfer to Fast Clicking here takes you to the Fast Sales screen. Sales Allowed transfer to Clicking here takes you to the Memberships screen. Memberships Allowed transfer to Clicking here takes you to the Subscriptions screen. Subscriptions Allowed access to Sell Clicking here starts the sales process of any items currently on offer. Items Allowed access to Clicking here starts the reservation process of any items currently on Reserve Items offer. Allowed access to New Clicking here closes the currently-displayed booking, or clears the Items currently-selected patron and offered items, and returns you to whichever screen is set as your profiles’s startup screen (eg Seating Plan). Allowed access to Claim Clicking here starts the process for confirming reserved seats with Items payment. Allowed transfer to Clicking here brings up the Booking Resources screen. Booking Resources Allowed access to Clicking here brings up the Select Questionnaires to Ask Customer Customer Demographics screen, so that you can report on, or ask a new questionnaire for the currently-displayed customer. Allowed access to Clicking here brings up the Select Questionnaires to Ask Customer Booking Demographics screen, so that you can report on, or ask a new questionnaire for the currently-displayed booking. Batch Sales Granting this permission adds the following option to the Other group of the Navigation pane; This is used to sell events only available to subscribers or members, who have asked to be booked in, if and when the events come on sale (such as when a football team wins through to later rounds of a tournament). A batch process is run to confirm the required number of tickets to each person, to save you having to do it, one customer at a time. A batch authorisation process is then run, to charge each person’s stored credit card number. With only this permission, you can’t do anything other than see a list of previous batch sales that have been made. Batch Sales Wizard This enables the Start Wizard button, which allows you to select customers and events to be confirmed. View Batch Sales This enables the View Details option, to let you see which customers details were included in a selected batch. Delete Batch Sales Audit This enables the Delete Batch option, to let you delete an entry from the list of previous batches run. Set Seat Properties Without this permission you have no option to set seats aside as keeps or to unset them, allocate or unallocate seats to agents, or change the Seat Source code (this is a flag you can put on seats to be able to include or exclude them at choice from financial reports). The toolbar buttons and their equivalent right-click options are greyed out. Set Aside Seats This permission allows you to offer seat and set them aside to any code to which your profile has access in Offer Priority (Found in Profile Editor – Profile – Edit Profile). It enables the Set Aside toolbar button, the right-click option from the plan, and from the Booking Lines pane. The “sunrays” around the permission’s radio button mean you can opt to set a password against it, This means that if your profile has permission to set aside seats you can only do so if you enter the correct password first. This ties in with the permission below, which governs the ability to offer set aside seats; this can also be password- protected. Set Aside Seat Whether or not you have permission to set seats aside, you Offer automatically have permission to offer any set aside seats whose code is set in your profile’s Offer Priority. There may be a need to restrict access to set aside seats: you can only offer them if the correct password is entered. This permission allows you to set such a password, to be entered before the chosen seats go on offer. Note that in setting a password here, you automatically grant permission to set seats, which may not previously have been given. You would normally need to password-protect that access too, with a different password. Allocate seats This permission enables the Allocate button in Seating Plan: This allows the user to offer available tickets and allocate to a special code allied to one specific agent. It also allows one to change the code of tickets already set, or to make them available again. This permission can be given a password, so that the user can only allocate tickets if a supervisor who knows the password comes to enter it. Set Seat Source Code This permission enables the Source button in Seating Plan, and the right-click option from the plan. Source codes are set up in Venue Design and applied to seats either on the layout in Venue Design, or direct onto a performance’s seats in Performance Maintenance. They are used to filter in or out special seats (eg Private Property) from financial reports (eg Advance Sales Detailed). Agent Purchase Order When selling tickets to agents on Account, there is an option to add a No reference number from the agent’s own system to the booking. This is done in the Add A Payment screen, You can use this reference to locate the booking later in Find A Booking. Without this permission, the Purchase Order field is greyed out. Adding this permission activates the field, but its completion remains optional. The OK button is enabled,even if you haven’t entered a purchase order number. Force Agent Purchase With this permission, the OK button is greyed out in the Add A Order Number Payment screen until you have entered some text in the Purchase Order No field. Seat Ownership This enables the Attach Customers to Seats option in the Booking pane of the Home page. It allows you to record a customer name and address record to each item in a booking. Seat ownership This permission doesn’t do anything. defaults to booking customer Seat ownership must This will cause the Seat Ownership form to appear automatically be applied to all offers when you click Sell Items in the Home Page, (if you haven’t already added customers’ details using Attach Customers to Seats).Its OK button won’t be lit up until each item has had a customer attached to it. Can edit seat Without this permission, once a booking is made, you won’t be able to ownership of booked change which customers are attached to which items. (A message lines shows in the Seat Ownership screen to remind you of this when adding customers. The Attach Customers to Seats option greys out when the booking is completed). Granting this permission does let you change customers after a booking is made. – the Attach Customers to Seats option remains active after the seats are booked. Display seat Like Seat ownership must be applied to all offers, this permission ownership dialog if causes the Seat Ownership form to appear automatically when you seat ownership not click Sell Items in the Home Page. The difference is that this one lets yet set you click OK to bypass the screen, without having selected any patrons. (If both those permissions are set, Seat ownership must be applied… takes precedence.) Allow ownership to be This adds an Assign Ownership button bottom right of the allocated in Subscription Discounts screen. This gives you the chance to assign subscription discount customers to each seat in the subscription there and then, rather than screen waiting for the screen to pop up during payment or afterwards in the Home page. Fortress Access Control You only need to consider these permissions if your enta system is integrated with the Fortress,whereby details of the tickets a customer has bought are fed onto a chip in a “smart” season ticket. To gain entry to each event bought, the customer holds the card against an electronic reader. This validates the card, and opens a turnstile or door. Prompt whether to By default when you sell a ticket on an enta-Fortress integrated process Fortress system, its details will be sent automatically to Fortress. To make it requests later quicker to process sales at certain times, you may want the option to defer the sending of data to Fortress. This data can be sent later using the Access Control tab of the Home page. This permission causes a prompt to appear when you process a Fortress transaction. Always process Rather than a prompt appearing (see previous permission), this Fortress requests permission means all bookings are deferred at point of sale from being later sent over to Fortress. Can cancel cards from This lets you use the Cancel Card option in the Access Control tab of Access Control sreen the Home page. Enable Fortress bulk Where Fortress data has been deferred, you need this permission to printing/update be able to send all the info to Fortress en masse. This is done Visual Basic for ?? Applications Access VBA ?? integrated development environment Media partners A media partner is an external website which contains a link through a site’s own website, to promote ticket sale. If the partner is entitled to commission for generating these sales, this enta function is used to determine the commission amounts due. This permission alone has no effect. You also need to set the following one to be able to change media partner. Can override profile This lets you click the Media Partner option in the Session menu. You based media partner can then select a Media Partner (set up in System Maintenance) from the dropdown list. This associates all subsequent bookings with the selected media partner, until you change partner or end your MAB session. Seat sponsorship This is used where a performance or fixture has status “Restricted Sale”. This means you can only complete a booking to customers who have been given a customer category specified in the performance’s setup, and then only within the quantity of tickets specified. Even without this permission, these restrictions apply, and if the quantity of tickets offered exceeds the specified limit, spare “allocation” from another valid customer’s limit must be assigned, before the booking can be completed. Override seat sponsorship Allowed to reassign seat sponsorship Product Linking This group of permissions determines whether or not the window will pop up offering the user the chance to offer additional specific stock (eg CD, or car park), items which have been linked together in Ticketing Maintenance. Display Linked This causes the Linked Product selection screen to appear when Product Screen moving from Seating Plan to Home, having offered tickets linked to other inventory. NB If your profile does not require a customer record, and you so move from Seating Plan to Add Payment directly, without going via the Home page, then the Linked Product screen does not appear. Display Linked This causes the Linked Product selection screen to appear when Product Screen in moving from Fast Sales to Home or Add Payment, having offered Fast Sales tickets linked to other inventory. NB This will work whether or not your profile requires a customer record. Batch authorisation This option will appear in the Other group on the Navigation Pane. This allows you to resubmit credit card sales previously completed on enta but not yet authorised (eg bookings made when enta was temporarily offline from the authorisation centre), This permission can be set separately from the two following ones. Automatically accept Setting this permission will cause enta to accept authorisation for all with unchecked bookings whose customer address has not been checked with the address bank during re-authorisation. (This could be, for example, for cardholders who live overseas, whose address data is not available for validation. Without this permission, you have to manually decline or accept authorisation on such bookings, which can prove time- consuming, as you have to sit and watch the batch as it runs, ready to invervene. Automatically accept Setting this permission will cause enta to accept authorisation for all with unmatched bookings whose customer address has not been matched with those address held by the bank during re-authorisation. (This could happen, for example, with cardholders who gave a work address for a card registered at thoe holder’s home. Without this permission, you have to manually decline or accept authorisation on such bookings, which can prove time-consuming. Hard Ticket Control This adds the following option to the Other group of the Navigation Pane. It allows you to associate tickets printed separately from enta with their own serial numbers (eg specially-printed souvenir tickets with a hologram for a rock concert). Place Order This adds the Place Order button to the Hard Ticket Control screen, so that you can specify how many external tickets and for which price bands/discounts you require from the external supplier, to match the enta stock specified. Insert Ticket Numbers Print Purchase Order Edit Ticket Number Change Status Change Office Change Performance Un-allocate Ticket Number Delete Ticket Number Cancel Order Print Hard Ticket Control Tickets Booking Line – Add This is a way of capturing at point of sale the reference number of Voucher Number vouchers or transactions made by agents selling your stock. Granting this permission causes a pop-up form to appear when you hit Sell in Booking Details. You can enter a different reference ( up to 20 alphanumeric characters each) for each line. This permission also enables the menu item Voucher Number when you right click on booking line in Booking Details. With just this first permission, you can cancel from the form without entering a number. Force Voucher This will remove the ability use the Exit option on the voucher number Number Entry screen, thereby forcing entry by the user for each sale. In some version, this permission has got separated on the list in Edit Profile from the one above, but it is still dependent upon it. Set alone, it has no effect. Accumulator – Modify This adds the Set Aside option to the right click menu in Accumulator Set Aside Codes or in Booking Details. It lets you set aside simulatanously seats on one or more plans. Allow insertion of This enables the following control in the Home screen: booking patron after sale It allows you attach a customer record to a booking that had previously gone through anonymously (eg a Fast Sale), Allow modification of This lets you change from one customer to another (eg when tickets booking patron after sale were reserved by one person, but claimed and paid for by another), using the above control. Undo On Sale This enables the Undo On Sale option on the right click menu in Booking Details. This option only works on lines that have tickets up for resale, to take them back from their On Sale state: it sets them back to being just Sold. Booking Diary This adds the following icon to the Enquiry group. It allows the user to list all bookings made to particular discounts at a given performance (eg Group, Disabled etc). NB: This is not to be confused with just “Diary” (the tab) – which is for text notes about bookings or patrons. Sell Profile Set Asides Adding this permission means you can offer and sell Set Aside tickets in this screen (at least, the Set Asides your profile is allowed to see). Sell Available Adding this permission makes the diary interactive: you can offer and sell Available tickets in this screen. Agent Commission This doesn’t do anything by itself; you need it set however, to be able to select any permissions directly below. Disregard commission This causes a sale to an agent with commission to go through with no on sale option to set commission. It misses out the Commission screen during the sales process. No commission is applied. The agent is treated as if it were a member of the public, except that the sale can go onto account if need be. NB This is one of those backwards permissions, that stops something from happening rather than enables it. Create Agent This enables the New button on the Agent Commission tab. Commission NB This permission cascades through to the same screen in the Sales Ledger application. Edit Agent This enables the Edit button in Agent Commissions tab. NB This Commission permission cascades through to the same screen in the Sales Ledger application. Delete Agent This enables the Delete button in Agent Commissions tab NB This Commission permission cascades through to the same screen in the Sales Ledger application. Allow Modification of This allows you change the agent commission applied to the booking Agent Commission line(s) of an Agent Sale (eg where the wrong rate was accidentally applied). It enables the Modify- Revoke Commission option in the Home screen, when you right-click selected line(s). Force Selection of This prevents anyone from accidentally completing a sale with no Agent Commission commission given to an agent to whom it should be applied. Without the permission, you can make the booking with no commission (as opposed to actively choosing zero commission), by clicking OK before selecting anything from the dropdown option. If the permission is set, and you still want no commission, you select the specific 0 rate for automatically created for any agent with at least one commssion rate. Display date of This adds the following field to the Home screen’s Booking pane. departure This is by default the earliest performance date found in the booking lines below, although it can be changed in the usual way. Travel agents find this useful, as it lets them know from which date the customer will no longer be at home to receive tickets in the post etc. This date can be printed onto letters using Documentation Manager (found under Standard Booking Level Data), and onto tickets (from the Booking fields in Ticket Design). Courses This doesn’t do anything by itself; you need it set however, to be able to select any permissions directly below. Sell Courses This will add the following option to the Sales group on the Navigation Pane: This lets you into the screen where courses can be offered. (A course is an auto-accumulation of tickets to an event repeated through a specific period eg a term of evening classes or a five-day festival, with one customer record attached to each place booked). View past courses This lets you see/offer tickets for courses which have already taken place. NB You need the Sell Courses permission too, if you are to see past courses. Course Advanced Tick this to enable the Advanced Offer right click option in the Sell Offer Courses screen. Advanced Offer is a way to offer from a screen that lists the maximum and minimum no of places available or set aside on the selected course. Complete course This is a way of automatically filling up places you offer on a course places using patron with all the people to whom the lead customer is linked. This is useful if and strong links each booking of your course needs to be filled with, say, everyone from the same household. For this to work you must first have created a strong link sub-category in Customer Links, and then added someone into an example of that link as a primary contact. Anyone else added with either the same company name or address??? As the primary contact will be automatically linked to that contact person. To complete the course places you must first select the primary contact’s record in the Home screen, then go to courses. Ask for the correct quantity of places and click Offer. The other places are filled automatically with the records of those to whom the first person is linked. Permit Batch This adds the following icon to the Other group on the Navigation Cancellations Pane. The Batch Cancellation function allows you to cancel simultaneously all bookings for a given date or dates of a specified course (eg the teacher is absent that night, and cancels the class for everyone). In some versions this has been separated from the other Courses permissions on which it depends. View Event Interest This doesn’t do anything by itself; you need it set however, to be able Codes to select any permissions directly below. Exclude Searchable Ticking this prevents the user from being able to view and apply Event Interest codes Searchable event interest codes to a patron’s record in the Customer Interests tab of the Home screen. The “Exclude” tick is in place, then greyed out. (NB They are still visible in Ticket Search, where searchable codes are listed for finding attached events or performances) Exclude Ticking this prevents the user from being able to view/apply Recommendale event Recommendable event interest codes to a patron’s record in the interest codes Customer Interests tab of the Home screen. The “Exclude” tick is in place, then greyed out. (A recommendable code is one which will flag up other events in the Recommendations screen - as yet not bought by the patron in view - with the same interest code as one the patron has bought, or at least in which he has declared an interest.) Exclude Customer Ticking this prevents the user from being able to view/apply Customer Declarable Event Declarable event Interest codes to a patron’s record in the Customer Codes Interests tab of the Home screen. The “Exclude” tick is in place, then greyed out. (A declarable code is one which can be added manually to a patron, so that mailings about a certain genre of show will be sent). Gift Voucher summary This permission alone doesn’t make any difference whether it’s granted or not. The Voucher Summary icon remains in the Information group regardless. Black list Gift voucher This enables the right-click permission to blacklist the currently selected voucher. (Eg if it has been lost or stolen). Any attempt to use a blacklisted voucher in payment will fail, with the following message: Write-Off Selected Gift This enables the permission to render the outstanding amount no Voucher longer valid on the currently-selected voucher (when the voucher has expired). Attempting to redeem such a voucher will also provoke the “Voucher not valid” message at point of sale. Permission to Print This enables the Print Voucher button in the Voucher Summary Voucher screen, when an unprinted voucher has been selected. (NB even without this permission you can still print from the Home screen, given the usual printing permissions). Permission to Reprint ?? Voucher Write-Off All Gift This enables the button for doing a bulk write off off all gift vouchers of Vouchers the type(s) you select, that expired on or before the date you specify. Without the following permission you cannot click on a date later than today’s date. Write-Off Unexpired This lets you select a future date (ie further ahead than today) to write Gift Vouchers off vouchers which have not yet reached the end of their validity. Agent Commission Agency commission With or without this permission set, when you create an agent with no always show dialogue commission rates, each time you sell you see this message: box. When you add a first commission rate to the agent, enta will create a zero-value commission rate automatically as well. If you set this permission, enta will assume you want to charge the booking at the one proper rate it finds, rather than with zero commission. If more than one commission exists for the agent, the commission screen will appear anyway, even if the permission is set. Agent Commission on With this permission set, you have the opportunity to add agent Extras commission to normal Extra sales, rather than just Ticket events. The same rules will apply about whether or not the commission screen will appear during the sales, according to the other permissions set. Agent Commission on With this permission set, you have the opportunity to add agent Ad Hoc Extras commission to Ad Hoc Extra sales, rather than just Ticket events. The same rules will apply about whether or not the commission screen will appear during the sales, according to the other permissions set. Process Gift Aid at point This causes an extra screens to pop up in the course of a booking, for of sale the user to capture Gift Aid details from the patron. The first shows whether or not the patron has already made a declaration for the charity involved. The second is the New Gift Aid Declaration form: Without the permission, the user would have to go after the booking to the Gift Aid icon to access these screen… Booking Comments This enables the following button in Booking Details: This gives access to the following form, where one can write comments attached to the booking. These can be printed on boca tickets. Use Searchable Some sites use the searchable comments to record the name of the Comment fields in end-user of a ticket sold primarily to a travel agent. This permission Payment Screen feeds the name through to the payment screen. It is useful because, in turn, the name can print on the agent’s invoice. General comment With this set, when booking you don’t get your Sell Items or Reserve compulsory Items option intially. You get this prompt instead: you have accessed the Booking Comment tab (bottom left), and entered at least one character in the General Comment field and click Apply Your Sell and Reserve options as appropriate. Searchable 1 As above in “General comment compulsory”, you have to access the comment compulsory Booking Comment tab and completed the relevant field. Searchable 2 As above in “General comment compulsory”, you have to access the comment compulsory Booking Comment tab and completed the relevant field. Enta Calendar When set alone, without its following partner, this profile has no effect. View Enta Calendar With this and the permission just above, you get the Calendar option in the View menu. The calendar shows on the Performance Tree, and highlights the dates for whichever event is selected on the tree. This is useful for events which have an unusual pattern of performances, such as a play in a repertory season. Package Sales allowed This enables the following icon in the Booking group: It allows the user to sell packages (accumulations of stock, pre-defined in Ticketing Maintenance. Sell Memberships This enables the following icon in the Memberships group: On its own, it allows the user to read-only access, view memberships (eg “Friends of the Theatre” annual membership scheme) already bought by individual patrons. Ironically, you can only sell a membership if this and the next permission are granted Create new memberships This permission moves you from read only access (see above) to be allowed to sell (but not renew – see below) a membership to a patron. Allow source code when This pops up a screen in the course of the membership sale to record selling membership how the patron heard about the membership scheme’s existence. Force source code when This removes the Cancel option from the screenabove. It means the selling membership user is forced to make a selection from the list. Show inactive This adds a tick automatically to the Show Inactive Memberships memberships by default option in the Memberships screen. It means the user will automatically see expired and as yet unstarted memberships. Without this permission, only current memberships are visible by default (you can add the tick yourself to see inactive ones). Override end date This enables the right click permission Change End Date when in Amend mode. It lets you extend the currently displayed membership’s end date, at no extra charge. NB This permission can only be used if the profile also has Amend Memberships. Check for memberships This adds a button into the Booking Details screen, which will appear in Client Details when you retrieve the record for someone who has an active (or recently expired) membership: NB: The button does not show when the patron has no such membership. Renew memberships This allows the user to offer, and then renew, the next period of membership to the one already highlighted in the Membership screen. Stop memberships part With this permission, the user can select a membership and then way through terminate it early (eg when someone is moving away part-way through the year). Cancel memberships With this permission, the user can select a membership and then terminate it in full (ie money can be refunded for the full period, not just unused time). . Permit override of Gift When a membership is set up in Ticketing Maintenance, it can be Only restriction given the property Gift Only ie you cannot buy it for yourself, but only for someone else. This permission overrides that restriction ie someone can buy it for himself. Permit override of sponsorship restrictions Correspondence History This adds the following icon to your Information group: It allows the user to see a list of all documentation and marketing contact made to the patron currently in view. Correspondence This permission will cause a new entry to be made in a patron’s History – Add correspondence history, if a confirmation letter or email is raised from within Make A Booking, using this profile. Correspondence History – Edit Correspondence History - Delete Add Booking Fee Extra to Booking View Print Redirection This adds the following icon to the Printing group: With just this permission, you can only use the Test Ticket option within the Print Redirection screen. Change for Current This adds the ability to switch printer for the next booking you print Print Job (After that it resets itself to the workstation’s default printer) Change for User This adds the ability to switch printer for the rest of your current Session session. The next time you log in, it resets itself to the workstation’s default printer. Change permanently This adds the ability to switch printer permanently. This updates your workstation’s default printer in Profile Editor. Reset Print Status for This adds the following right click option in Booking Details: Batch If you’ve printed in error a booking that should have been left in the system (to be printed somewhere else as a cobo), this option sets its Despatch Method to Care of Box Office and its Print Status to Reset for Batch. This means that it will be printed again in a Cobo batch print. Inter Office Refunds This will add the following icon to the Agency group: Alone, there is nothing that you can do with just this permission set; you need to select one or both from the next two… NB These permissions are only relevant to sites with offices in different countries who buy and sell from each other. View Claims against This allows you to see, in the Inter Office Refunds screen, any other offices bookings cancelled by someone from your office where the tickets were “owned” by a different office. The reason you’d want to see that is to check whether the owning office has authorised an interoffice refund: if so, your office does not have to pay for the booking; if not authorised, your office will still have to pay the owning office, regardless of whether the seats have been resold. View Refunds to other This allows you to see, in the Inter Office Refunds screen, any offices bookings cancelled by someone in another office where the tickets were “owned” by your own office. The reason you’d want to see this is to either authorise or refuse each refund request. Authorise refunds This permission allows you to authorise refunds, where appropriate, to to other offices other offices who have cancelled tickets “owned” by your own office. An authorised refund means that the selling office won’t be charged on the invoice you send them for these tickets. Allow seat insertion into This refers to the abililty to add seats into “layoutless” blocks ie one own venues that initially is empty - has no seating plan, nor a fixed quantity of numbered tickets (general admission). It enables the Insert button in Search Results, which invokes the Insert Seats form. It also controls your ability to insert block and seat numbers into booking sold “On request” (ie where an agency takes money but don’t know what seats will be available yet from the venue; when they do know, the block and seat number must be inserted). In both cases, you can only insert if your workstation has the same venue group as the venue into which you are trying to insert seats. Allow seat insertion This give the same permission as above for layoutless blocks and for into all venues on request sales. The difference is that here you can make the insertion even when your workstation in a different group from that of the venue, into which you are adding seats. Insertions default One of the fields in the Insert Seats form is Generate Purchase Order to having purchase Numbers order number This permission ticks the box by default each time you enter the screen, so that you won’t forget. The purchase order number is subsequently seen in a bespoke report (currently used only by Seatem of New York). Ticket Search Screen This permission alone doesn’t do anything (NB you cannot remove the Ticket Search icon from the Booking group, by unticking this one!). It only exists so that you can select the next one… Ticket Search clears This idea here is that if the Ticket Search screen is defined as the previous results startup screen for the profile (ie at the end of each sale, you get taken automatically to Ticket Search immediately, to begin the next sale), it will appear with all your previous search critera cleared. View performance This enables the Summary option from right clicking the performance, summary on the Explorer (also the Performance Summary option from the Tools menu). It displays a table showing how many tickets are set to each status (eg sold, reserved, set aside etc) on the currently displayed perf. Show price Adding this permission adds extra columns to the Summary screen: breakdown they give financial details of what value of seats are reserved and sold. Diary Note This adds the following icon to the Information group: It gives access to the Diary screen where free text notes about bookings or patrons are added and/or seen. With just this permission, you have read-only access to existing notes. Diary Note – Add This allows you to add new notes to the current patron or booking or performance, or to add Auto reminder notes. Diary Note – Edit This allows you to add text to existing diary notes. Diary Note - Delete This allows you to delete existing diary notes (NB the text will always remain the Booking History screen, even when deleted here). Display Seat History This enables the Seat History command, either when right clicking on a Seating Plan, or right clicking in Booking Details. The Seat History screen tells you details of every event that has happened to that ticket at that performance (eg Sold first, then Cancelled, then Set Aside, then Reserved etc). Invaluable when trying to solve queries. Sell Extras This adds the following icon to the Booking group: It gives access to the Extra sales screen (from where merchandise, charges, vouchers etc may be offered). Sell Ad Hoc Extras This lets you offer an Extra whose name and price you create as you go (eg for a stock item not previously set up as a Standard Extra). Select VAT code This lets you define your extra’s VAT rate as you offer it. NB This only works if the Standard Extra you are offering was set up in System Maintenance with Operator Definable pricing, and with the property VAT selectable at sale time. Refunds This controls the user’s ability to give money back, out of sales. The Refund permission needs to be considered in the context of the Cancel (Sales) permissions below. Cancelling and refunding are two separate actions in Enta. Cancelling reverts the ticket status from Booked back to Available, but does not in itself affect the money taken for the sale. Refund gives back the money, but can, if required. be done without cancelling the tickets. See notes at the end describing the effects of various combinations of the Cancel and Refund permissions. You can set a password for this permission. This is so that a user cannot process a refund, without first calling a supervisor over to enter the password. See notes at end for more information. Refund to Cheque This will set by default any refund to payment type cheque to be Requistion flagged for Cheque Requistion,in the refund screen: This means that the user’s cheque payment total won’t be decreased by the amount of this refund: the sum of the cheques taken will be accurately shown in the Till Reconciliation. The booking will also be flagged in the Cheque Requisition Report. If the user wants to revert back to a normal cheque refund (eg a cheque taken during the session is returned to its writer and the tickets cancelled), the user can remove the tick manually. The tick cannot be forced on (ie there but greyed–out). Without the permission, there is no option for Cheque Requistion; the field does not appear in the refund screen. Use original card When a booking was sold to one credit card, the card details (number, payment details for expiry etc) will appear automatically in the refund screen, should that refunds booking be cancelled/refunded. This saves you having to ask the patron for those details again. Print refund receipt by This flags the option Print Receipt automatically each time you default attempt to do a refund. The user can remove the tick manually if a refund receipt is not required for any inidivdual transaction. Without this permission, the user can add the tick when a refund receipt is rquire for any individual transaction. The tick cannot be forced on or off (eg there but greyed–out). Booking Resource - Sell This enables the following button in Booking Details: It gives the user access to the Offer Stock screen, from where Booking Resources (set up previously in System Maintenance) such as audio guide, lockers, seminar room etc may be sold. View Group Booking This adds the following icon the Enquiry group: Daily Plan This lets the user use the Booking Diary screen, which lists all bookings done to specific discount codes eg disabled or group rates, and with the permission above “ NB: This is not to be confused with just “Diary” – which is for text notes about bookings or patrons. NB2: This is a duplicate of the permission Booking Diary above. Allow Sale without Where a profile has been set to pick up an automatic transaction fee Transaction Fee (ie per booking, not per ticket), this permission gives the choice of whether or not to add the fee, each time a new sale is made. Auto Archive address This saves the current address of a patron when you click the Replace when changed button in Booking Details or Agent Patron Details. The current address automatically gets put into the Address History tab of Agent Patron Details. NB This does not save any other text changes that are made to an address and saved just with Update Patron; the Replace button must be used first to put the current address in the archive. Allow Adding Linked DO NOT SET THIS PERMISSION – IT CONTROLS NOW- Patron from Payment REDUNDANT FUNCTIONALITY. This was a way of recording the Form name of the patron, who is going to use the tickets you’ve sold directly to an agency – you should do this now via Allow Recipient Patron Linking. This creates a proper patron record with this name, and inserts it into the Link Patron screen. NB This name will therefore appear on the NAD instead of the agency’s details,. (and with no address, unless you go back to the Linked Patron screen and add one). Were the booking paid to a credit Account, the name will filter through to the booking’s details on the invoice sent to the travel agent. Waiting List This doesn’t do anything by itself; you need it set however, to be able to select any permissions directly below. Add to Waiting List If you add this and the one directly above, it adds the following icon to the Other group: It allows the currently selected patron to be added to the Waiting List of any permitted performance. Edit Waiting List This enables the Edit button in the Maintain Waiting List screen, so that one can can edit the quantity of tickets required, or the priority rating. Delete from Waiting This enables the Delete button in the Maintain Waiting List screen. List When you tick an entry on the list, that button will remove it. Reserve This enables the Reserve button in the Maintain Waiting List screen. It permits you to reserve the newly-available tickets for a performance to an individual on the Waiting List. Show Reservations This enables the Reservation Info option, from right-clicking the Display performance, on the Explorer (also the Reservation Report option from the Tools menu). It gives access to the Reservation Report, a list of all tickets reserved on the currently-displayed performance. Allow disabling of This enables the option Reservations disabled for this performance. performance No one can make further reservations on the performance, (apart from reservations those using a profile with the following permission). Make Reservations when This permission will allow the user to reserve tickets on any normally forbidden performance, regardless of whether reservations have been disabled on it (see permission above). NB The profile will obviously need the permission below Reserve Bookings for this to work! Show Quick Sales This enables the Quick Sales option from right clicking the Display performance, on the Explorer (also the Quick Sales Report option from the Tools menu). It gives access to the screen listing potential and actual sales (by seats and revenue), broken down by block and/or price band. Telemarketing This adds the following icon to the Other group: It gives access to the Telemarketing function, where users can work through previously-prepared lists of patrons, who need to be contacted (eg to be told of a new event, or be informed of a cancelled performance). View Patron Linking This adds the following icon to the Information group: This lets you link related patron records together (eg husband and wife). Check for links in This adds the following button to the Booking Details screen: Client Details It lets you view any links to which the currently-displayed patron belongs, and from there, any other members of the links. The button does not show when the patron has no links. View Invitations to This adds the following icon to the Other group: Special Events This lets you see the list of all active Special Events. (A Special Event is a special kind of performance that requires you to create and manage a list of inivitations eg a private viewing in a gallery, a first night party etc). Issue invitations to This enables the Invite button when looking at a specific Invitation Special Events List. It lets you add new people to the inivitation list. Withdraw invitations Theoretically this enables the Disinvite button when looking at a to Special Events specific Invitation List. This allows you to remove someone from the invitation list. NB Even with this permission NOT granted, the button is still enabled… Amend invitations to Theoretically this enables the Modify button when looking at a specific Special Events Invitation List. This lets you edit an existing invitation. NB Even with this permission NOT granted, the button is still enabled… Make Bookings for Theoretically this enables the Book button when looking at a specific Special Event Invitation List. Invitations This lets you issue specifc tickets from the plan to this invitation. NB Even with this permission NOT granted, the button is still enabled. Fast Sales Next Available This is for sites who sell tickets with timed admission. In the Fast Time Slot Sales screen, once you’ve selected a season and date, this permission will automatically select the first (future) timeslot with availability. (eg You log in at 11.20 and choose today’s date. There are no tickets available today until the 3pm slot, so that gets chosen, instead of the earlier sold-out ones.) Allow toggle on-off of This lets you go into the View menu on your own workstation and pop-up messaging either turn on or off pop- up messages (text boxes which appear when you click on a season, venue, etc or on a button like Sell, Reserve etc). This permission should be viewed in the context of the lower one, “Force pop-up messaging on by default”. If you have just the toggle permission, you can toggle messages on or off. Where both permissions are set, the “toggle” permission wins, so you can still turn off pop-up messages Call Over as Agent – With this permission, you can temporarily suspend the performance Set Performance Off being checked (so that no one else can add more sales). Sale Without this permission set, the Perf Status field does not appear at all in the Call Over screen. Documentation This allows the profile to create personalised letters to patrons for Generation bookings they made eg pro-formas (ie reservation statements), confirmation letters for sales etc. (NB Templates for these document types must be set up separately in Documentation Manager and assigned to profiles. Documents generated are printed from the Document Manager application, and not Make A Booking – the exception is Confirmation Letter and Confirmation Email; these can be printed/sent from MAB, with the “Integrate Document Manager with MAB” permission set). Without this permission, the following list is not shown in Booking Details, and no documents can be generated. Ticking just this permission shows the list of document types in Booking Details, with ticks beside the types granted to this profile in its Edit Profile screen. The list is greyed out, which means that the user cannot deselect the chosen doc types, nor select additional ones. Override Adding this permission, these boxes are active, so that default ticks Documentation may be removed, or extra ones added by the user as each booking is made. Discount Sales The screen this gave you doesn’t exist in v4. In v3, this added the following icon to the Booking group: This let you view a screen where you can see how many tickets are left at specific discount codes that have been limited to, say, 50 per performance (useful for Group Sales profiles etc). Data Segregation This doesn’t do anything by itself; you need it set however, to be able to select any permissions directly below. View all lines in your Where a booking was made for you by someone in another venue mixed bookings group, and that booking also had lines in it for a third party, this permission lets you see all the lines, not just your own. Without this permission, the third-party bookings are visible but all details are greyed out. View all bookings This lets you see the Booking Details for every transaction on the system, regardless of your workstation’s venue group. Useful for “”head office” profiles. Sell Subscriptions This doesn’t do anything by itself; you need it set however, to be able to select any permissions directly below. Allow selection of off- In the New Subscription screen, you can see/offer/book tickets for sale performances every performance in a series, some or all of which have been taken off-sale (usually as they’ve already taken place). Without this permission you get this message: This is different behaviour from “Sell fixed subscriptions with off-sale performances” – See below. Cancel subscriptions This lets you cancel a subscription from Subscription Requests. It enables the following option on the right click menu: Renew subscriptions This enables the Renew Sub button in the Subscription Request screen, so that the user can get Enta automatically to select and charge for the same fixed-series tickets in the following season. Edit subscription With this permission, the user is able to use the Edit Request button requests (eg to change quantity, discount etc of request), in the Subscription Request screen. Subscription This part of the subscription function has not been developed. Documentation Set Aside This adds the following option to the Other group of the Navigation Subscription Pane: Renewals Set Aside Renewals is the function which will set aside at a forthcoming series all the same seats booked last season in that series. This ensures that customers renewing their sub will be able to obtain the same seats, even if the performances are already being sold as part of a variable subscription, or to individual bookers. Allow subscription This enables you to change tickets from one performance in a exchanges subscription sale to different tickets, from the same or even a different performance not part of the original series. Without this permission, any attempts to change tickets results in this message: Sell fixed Where one or more performances in a fixed series is off-sale to your subscriptions with off- current profile, you are able to offer the remaining on-sale sale performances performances and sell them as a reduced-rate subscription (assuming that the pricing is by performance, and not drawn from a master performance price-table in the package’s setup). Discount override This lets the user ignore (if desired) the rules about how many tickets min/max must be offered on a specific discount (eg group rate must have no less than 20 tickets but no more that 52).
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