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Flex Pass Orders Import

Required Role

Administrator or Box Office can run flex pass order imports.

Navigation: Options > Imports > Flex Pass Orders Import

Purpose

This import creates flex pass orders for existing or new customers in bulk. All imported orders are automatically processed, giving customers active flex passes they can use for future ticket purchases.

Use this import when you need to set up flex passes for a large group -- for example, at the start of a season when flex pass sales from an external system need to be loaded, or when migrating flex pass records from another platform.

User Options

Option Required Description
Theater Association Yes Select the theater for flex pass offer lookup and customer association
Payment Type No Select a payment method for the flex pass orders
File Upload Yes CSV file containing flex pass order data

Required CSV Headers

Header Description
ExternalId External system identifier for customer lookup (optional if using Id)
Id Existing customer address ID (takes precedence over ExternalId if provided)
FlexPassOffer Name of the flex pass offer (must match an existing offer in the system)
Code Optional custom flex pass code (system generates one if not provided)
EmailAddress Customer's email address
FullName Complete customer name
LastName Customer's last name (required if FullName not provided)
FirstName Customer's first name (required if FullName not provided)
MiddleName Customer's middle name (optional)
Address Street address line 1
Address2 Street address line 2
City City name
State State name or abbreviation
ZipCode ZIP code
Phone Contact phone number

How It Works

Customer Matching

The import identifies customers using the same priority as bulk orders:

  1. Id field -- If a Stagemgr address ID is provided, that record is used.
  2. ExternalId field -- If provided, the system searches for a tagged customer.
  3. New record creation -- If no match is found, a new customer is created.

Flex Pass Offer Validation

The FlexPassOffer field must match the exact name of a flex pass offer configured for the selected theater. If the offer name does not match, the row fails and appears in the result file with the mismatch described in its Error column.

Check Offer Names

Before preparing your CSV, go to Passes > Flex Pass Offers and note the exact name of each offer. The import matches on the offer name string, so it must be precise -- including capitalization and spacing.

Order Processing

All flex pass orders are automatically processed to PROCESSED status, regardless of whether a payment type is selected. This means:

  • Flex passes are immediately active and usable
  • No manual processing step is required after import
  • Orders with a payment type have the payment recorded; orders without are processed as unpaid

Custom Codes

Code Field Behavior
Populated The provided code is assigned to the flex pass
Empty The system generates a unique flex pass code automatically

Custom codes are useful when migrating from another system where patrons already know their pass codes.

Email Suppression

No Receipts Sent During Import

Receipt emails are suppressed during bulk import to prevent sending a flood of notifications. Patrons will not receive an email confirming their flex pass order. If you need to notify patrons, do so separately after the import completes.

Expected Outcome

  • Flex pass orders are created and automatically processed
  • Customers receive active flex passes usable for future ticket purchases
  • Custom flex pass codes are assigned if provided, otherwise system-generated
  • No email receipts are sent during the import
  • A result file (flex_pass_import_results_<your-file-name>.csv) listing every row, with an Error column populated for any that failed, is emailed to you when one or more rows could not be processed. Failed rows are rolled back completely. See Result File for the full naming rules and retry workflow.

Example CSV

ExternalId,Id,FlexPassOffer,Code,EmailAddress,FullName,LastName,FirstName,MiddleName,Address,Address2,City,State,ZipCode,Phone
,,6-Pack Flex Pass,FP-2026-001,jane@example.com,,Smith,Jane,,123 Main St,,Chicago,IL,60614,312-555-0100
1001,,6-Pack Flex Pass,,mchen@example.com,,Chen,Michael,,456 Oak Ave,Apt 3,Evanston,IL,60201,847-555-0200

Best Practices

  1. Verify the offer exists. The FlexPassOffer name must exactly match an existing offer for the selected theater. A mismatch causes the entire row to fail.

  2. Use custom codes for migrations. If patrons already have flex pass codes from a previous system, populate the Code column to preserve continuity.

  3. Communicate separately. Since receipt emails are suppressed, plan a separate communication to let patrons know their flex passes are active.