Membership Orders

Role: Box Office Staff, Administrators

Memberships provide patrons with ongoing ticket benefits, including preferred seating and recurring visit privileges. This page covers creating, managing, and using memberships.

Navigation: Stagemgr > Orders > Membership Orders > New Membership Order

Overview

A membership order creates a patron membership that entitles the member to ticket benefits over a defined period. Members receive a unique member code, can set seating preferences, and redeem their membership for tickets across multiple productions.

Creating a Membership Order

Step 1: Customer Lookup

1. In the Address section, begin typing the patron's name
2. Select the matching record or enter new patron details

Step 2: Membership Details

Configure the membership on the order form:

Field	Description
Membership Type	The membership tier or plan being purchased
Preferred Seating	The member's seating preference (see table below)

Step 3: Payment

Process payment for the membership using any standard payment method:

• Credit card
• Cash
• Check
• External payment

See Payment Processing for details.

Step 4: Submit

1. Review the order details
2. Submit the membership order
3. The order is created with status Processed
4. A Membership record is created with a unique member code

The Member Code

When a membership order is processed, the system generates a unique member code:

Property	Description
Format	TW-XXXXXX (TW prefix followed by 6 characters)
Example	TW-A8K3P2
Uniqueness	Each code is unique across the system

Provide the member code to the patron. They will use it when redeeming tickets.

Preferred Seating Options

Members can select a seating preference that guides seat assignment when using their membership:

Preference	Description
Best Available	System assigns the best available seats (default)
Front Row	Preference for front row or near-front seating
Towards Rear	Preference for rear or mid-rear seating
On Aisle	Preference for aisle seats
Wheelchair	Requires wheelchair-accessible seating
Stairs	Prefers seating without stair access required

Seating Preferences

Seating preferences are used as a guideline when assigning seats. They do not guarantee specific seats but inform the box office staff of the member's wishes when creating ticket orders.

Redeeming a Membership

Members redeem their membership during ticket order creation:

1. Create a new ticket order (see Creating a Ticket Order: GA or Reserved Seating)
2. Fill in the patron information and select the performance
3. Choose tickets/seats
4. In the Payment section, select Membership as the payment type
5. Enter the Member Code (TW-XXXXXX)
6. The system validates the membership
7. If valid, submit the order

Membership Validation

The system checks the following during redemption:

Validation	Rule
Code valid	The member code exists in the system
Membership active	The membership has not been canceled
Tickets per performance	Does not exceed the allowed tickets per performance
Per-production frequency	Does not exceed the allowed visits per production

Usage Limits

Memberships have limits on how many tickets can be redeemed per performance and how many times a member can attend the same production. The system enforces these limits automatically.

Managing Memberships

Viewing Membership Details

1. Navigate to the membership order
2. The order detail page displays the membership record with:
   • Member code
   • Active status
   • Preferred seating
   • Usage history

Updating Seating Preferences

To change a member's seating preference:

1. Navigate to the membership order or membership record
2. Select Update Seating, choose the new preference, and save

The new preference applies to future ticket redemptions only.

Fulfilling a Membership

To mark a membership as fulfilled:

1. Navigate to the membership order
2. Click Fulfill
3. The order status changes to Fulfilled

This indicates the membership welcome materials have been delivered and the membership is fully active.

Canceling a Membership

To cancel an active membership:

1. Navigate to the membership order or membership record
2. Click Cancel
3. Confirm the cancellation
4. The membership is deactivated and can no longer be redeemed

Cancellation Impact

Canceling a membership prevents future redemptions. Ticket orders already created using the membership are not affected.

Reactivating a Membership

If a canceled membership needs to be restored:

1. Navigate to the membership record
2. Click Reactivate
3. The membership becomes active again and can be used for future redemptions

Membership and Order Lifecycle

Event	Effect on Membership
Membership order created	Membership record created, active
Ticket order redeemed	Usage count updated
Ticket order refunded	Usage count restored
Membership canceled	Cannot be used for new redemptions
Membership reactivated	Can be used for new redemptions again

Membership Restrictions

Orders paid with a membership have certain restrictions:

Restriction	Details
Cannot split	Orders paid with membership cannot be split
Cannot convert to donation	Refund to Donation is not available for membership-paid orders
Usage limits enforced	System enforces per-performance and per-production limits

Troubleshooting

Issue	Resolution
Member code not recognized	Verify the code format (TW-XXXXXX) and check for typos
Membership is inactive	Check if it was canceled; reactivate if appropriate
"Tickets per performance exceeded"	Member has redeemed the maximum tickets for this performance
"Production visit limit reached"	Member has attended this production the maximum allowed times
Seating preference change needed	Use the Update Seating action on the membership record
Membership canceled by mistake	Use the Reactivate action to restore it