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Access Pass, Student Delivery ID, and Season Ticket Card

Access Pass, Student Delivery ID, and Season Ticket Card. Presented by Gloria Kane August 6, 2014. Agenda. SETUP and PROCESSING: ACCESS PASS STUDENT DELIVERY ID SEASON TICKET CARD ACCESS SERVER DIFFERENT FUNCTIONALITY between ACCESS PASS, STUDENT DELIVERY ID, and SEASON TICKET CARD

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Access Pass, Student Delivery ID, and Season Ticket Card

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  1. Access Pass, Student Delivery ID, and Season Ticket Card Presented by Gloria Kane August 6, 2014

  2. Agenda • SETUP and PROCESSING: • ACCESS PASS • STUDENT DELIVERY ID • SEASON TICKET CARD • ACCESS SERVER • DIFFERENT FUNCTIONALITY between ACCESS PASS, STUDENT DELIVERY ID, and SEASON TICKET CARD • TROUBLESHOOTING

  3. Access Pass • Access pass functionality allows for magstripe card delivery for general admission seating for groups (students, donors, clubs) across multiple seasons; card can be swiped or scanned • Orders are placed in an Access pass season for eligible patrons – no orders created nor seats assigned in the ‘real’ season until the card is scanned or swiped at the event • Review with Access Team or Customer Support prior to first time use: • Process must be well tested in advance (from setup to scan/swipe test card for test event)

  4. Access Pass: tRes Setup • Create an activity for Access Pass (one time): TK.ACTIVITY.E (Maintenance>Event Templates>Activities)

  5. Access Pass: tRes Setup • Create an Access Pass Season TK.SEASON.E (Maintenance>System>Season Status)

  6. Access Pass: tRes Setup • Create Access Pass Price Type in each “real” season that will use Access Pass TK.PRTYPE.SEA.E (Maintenance>Event Templates>Price Types>Season) F12

  7. Access Pass: tRes Setup • Add Access Pass Price Type to ‘real’ season Event Price Tables ($0 price) TK.PTABLE.SEA.E (Maintenance>Event Templates>Price Tables>Season) F12

  8. Access Pass: tRes Setup Create Access Pass Item for the Access Pass Season TK.IAPASS.SEA.E (Maintenance>Event Templates>Items>Season>Access Pass) • Use unique Access Pass item in each Access Pass Season (not AP) • Date from and Date to – take into account all seasons and the first/last event dates • Price Type – map to Season(s)

  9. Access Pass: tRes Setup • Multiple Access Pass items can be created in the same access pass season to segment customer groups (for ex. students, donors, clubs, credentials) • However, it is very important to understand that every AP item is processed exactly the same for event entry; Access Management does not distinguish among access pass items and apply different validation rules during an event, so… • It is not possible to accept one Access Pass customer but reject another based upon their access pass item (or access pass season)

  10. Access Pass: tRes Setup • Update the Season Configuration with Price Level and Areas for Access Pass usage TK.CONFIG.SEA.E (Maintenance>Facility Templates>Configuration>Season)

  11. Access Pass: tRes Setup • Season Configuration setup rules for Access Pass seats: • Access Pass usage can only be allocated to a Price Level with general admission seating (seating type Gor S) • If multiple Price Levels with general admission seating is included in the Facility/Configuration setup, the Access Pass Price Level must appear FIRST in the Price Level order • Seat status must be O (OPEN) - no user hold codes • A dedicated Price Level is recommended: • If a Price Level is dedicated for Access Pass, the total number of seats in the underlying Area/Sections must be >= than the max number of Access Passes allowed per event; if a Price Level is not dedicated for Access Pass but includes regular tickets, the total number of seats in the underlying Area/Sections must be >= than the total of the maximum Access Passes allowed plus the maximum non-Access Pass tickets

  12. Access Pass: tRes Setup • Set up Access Pass in Season Events TK.EVENT.SEA.E (Maintenance>Event Templates>Events>Season>Internal)

  13. Access Pass: tRes Setup (one time setup) Operator Access SYS.OP.E (System Functions>Operators>Operator Access)

  14. Access Pass: tRes Setup (one time setup) Operator Access TK.OP.E. (Maintenance>System>Operator Access) House Customer Entry TK.HCUST.E (Customer>Entry>House)

  15. Access Pass: tRes Setup(one time setup) Selling Control Process TK.CONTROL.E(Maintenance>System>Control) Default IFORM and new batch opened as needed

  16. Access Pass: tRes Setup(one time setup) AM.SETUP.AG.E (File>Access Mgmt>Maintenance>System>AG Setup) Add Access Pass Selling Control

  17. Steps to (bulk) Add Orders to Access Pass Season • Adding Access Pass item to eligible patrons: • Update MS.ID field (Magnetic Stripe Id) in PD.PATRON using either TK.IN.SLOAD (Student upload process) or PD.PATRON.IMPORT • Learning Center Series for both processes are available on the PSO • User Request (TK.REQUEST.E) : Create a Select List of customers eligible for an Access Pass item to be used in TK.ADD • Order Additions (TK.ADD): Bulk create orders and add Access Pass items in the Access Pass Season for select list that was created. • Access Pass Status Update (TK.APASS.STATUS): Activate Access Pass orders (updates Access server) • .

  18. Adding Orders to Access Pass SeasonCreate Select List • User Request (tRes > Requests > User Requests) • Ex: Select students with a specific item purchased if they do not already have an order in the current Access Pass Season • Selection criteria will vary for what you are selecting

  19. Adding Orders to Access Pass Season: TK.ADD Bulk update orders in AP Season with process Order Additions (TK.ADD)Orders>Bulk Processing>Additions

  20. Adding Orders to Access Pass Season: TK.ADD Review Potential Errors that display at end of process: Bad data in MS.ID MS.ID is not in PD.PATRON AP order exists already Invalid dates in access pass season

  21. Adding Orders to Access Pass Season Customer Access Pass Entry TK.CUST.APASS.E(Access>Access Pass> Entry) New Access pass order is created with status IU

  22. Activate Access Pass on Access Server TK.APASS.STATUS(Access > Access Pass > Status Update) Run prior to game day to update statuses and update access server

  23. Adding Orders to Access Pass Season: Selling Controls Update selling controls in TK.CONTROL.E/TK.ETCONTROL.E with the Access Pass Season to add an Access Pass in TK.SELL/PAC7 manually Adding access pass is Not recommended on game day

  24. Updating/ Changes to MS.ID Two processes to manually add or change the MS.ID PD.PATRON.E (Patron Database>Patron Entry) PD.MAGSTRIPE.E (Patron Database>Access Passes>Magnetic Stripe ID

  25. Updating/Changes to MS.ID TK.APASS.NUMBER(Access > Access Pass >Number Update) Resends MS.IDs to access server: Important when MS.IDs are changed or replaced

  26. ACCESS Pass Game Day • When cards are swiped/scanned on game day, tRes files are updated in the current season (order/odet/trans/seat/barcode). If cards swiped/scanned OK, but tRes files did not update, there is a probable setup issue: • Review Message Log Inquiry (TK.MLOG.I) for errors (Maintenance > System > Message Log) • Errors: • Can't find PT for Access Pass Item (Price Type not in event price table) • Seats not found for Event (No Gen Adm, or no Open seats)

  27. Student Delivery ID • Allows for a reserved/gen adm admittance to event by scanning/ swiping student card • Patron record must contain the magstripe ID in MS.ID field • Order is placed with disposition code with type of Magnetic Student ID • Review with Access Team or Customer Support prior to first time use, as this process must be well tested in advance (from setup to scan/swipe test card for test event)

  28. Student Delivery ID Create a disposition Code to be used only for Student Delivery ID TK.DCODE.E: (Maintenance > Other Parameters > Dispositions) Type = Magstripe Student ID Must be Magstripe Student ID at time of order!

  29. Student Delivery ID TK.ODET I.DID field is updated with MS.ID MS.ID field must be updated in PD.PATRON before adding order

  30. Student Delivery ID Bar Code Inquiry (TK.BC.I) Allocations > Inquiry > Bar Code Inquiry Upon printing, Delivery ID is updated in TK.BC D.ID field

  31. Updating / Changes to MS.ID MS.ID changes for replaced (stolen or lost) cards: • Updating the PD.PATRON MS.ID does not change the delivery IDs in existing orders or barcodes • Review orders to identify changed MS.IDs thatare no longer the same as in order and barcode files – these cards will not scan/swipe • Use Request to compare PD.PATRON MS.ID to TK.ODET I.DID prior to event: • Item can be voided and ordered again, so new MS.ID is updated to TK.ODET I.DID field, and then printed again (not reprinted), • or can be reissued with a new disposition other than Magstripe student ID, • or consider using delivery ID for single (not combo) items, if this does not impact other processing, such as TMP • or call CS to review if there are additional options if there is a large volume

  32. Updating / Changes to MS.IDTK.REQUEST if no internet transfers

  33. Updating / Changes to MS.ID TK.REQUEST if internet transfers For internet transfers, the I.ACUST field is updated with transferee’s account number and the TK.ODET I.DID is updated with his PD.PATRON MS.ID – so the PD.PATRON MS.ID of the I.ACUST needs to be checked to see if it changed (not the transferor which is the CUSTOMER field) (see next screen for user defined fields needed)

  34. Updating / Changes to MS.ID TK.REQUEST if internet transfers • U.PAT.MSID – pulls PD.PATRON MS.ID • (F("PD.PATRON",NUMBER)<33>) • U.PAT.IACUST.MSID – pulls I.ACUST PD.PATRON MS.ID • (F("PD.PATRON",I.ACUST)<POS(PD.PATRON,MS.ID)>) • U.MSID – U.PAT.IACUST.MSID if not null, else U.PAT.MSID • (IF(U.PAT.IACUST.MSID = "",U.PAT.MSID,U.PAT.IACUST.MSID))

  35. Season Ticket Cards • Enable season tickets to be delivered to a card, referred to as a Season Ticket Card (STC) • Each order detail line designated for STC delivery is first printed and then assigned a delivery ID, which is used by the Access Management system to validate entry to the event by scanning or swiping • The back office extracts the data to a specified format (for ex. CSV or Excel) and sends the data to vendor for printing, or prints on a special barcode printer - Barcode Type I2OF5 (an Interleaved 2 of 5 barcode)

  36. STC Combo Item Setup STC is available only for Combo Items Season Combo Items (TK.COMBO.SEA.E) Maintenance > Event Templates > Items > Season > Combo Format is XX, so a physical ticket is not printed; order is marked as printed and barcodes are created Seating must be marked for “S”ame seats, even if Gen Adm

  37. Type is traditional STC Disposition Code Create a disposition Code to be used only for STC TK.DCODE.E: (Maintenance > Other Parameters > Dispositions)

  38. STC Disposition Code Add STC disposition to order

  39. Creating the STC Numbers Create Season Ticket Card Numbers TK.STC.CREATE: (Access>Season Ticket Card>Create) One delivery ID number is generated and updated in each event’s barcode for the seat associated with the combo item Orders must be printed first!

  40. Barcode Inquiry TK.BC.I (Allocations > Inquiry> Bar Code Inquiry ) Delivery IDs are 12 numbers long, all starting with 000

  41. Barcode Inquiry Same Delivery Id for all events

  42. View Unmasked Delivery ID Operator access to View Unmasked Delivery IDs • SYS.OP.E (System>Operator Access) • STC is encrypted unless operator has access to View Unmasked Delivery • For PCI compliance View Unmasked DID is valid only for the active session

  43. TK.REQUEST – info for printing card Format Excel : must add back leading zeros to D.ID field that Request/Excel strips out, as STC numbers start with 000 Device D, Format E for delimited export file: may need to have admin rights to update file on PC OR

  44. TK.REQUEST – info for printing card Only 1 Event needs to be selected Add fields as needed , D.ID must be displayed Review results carefully, confirm D.ID Delivery ID displays unencrypted and leading 000s (if excel)

  45. Season Ticket Card Number Status Change Season Ticket Card Number Status Change TK.STC.E: (Access>Season Ticket Card>Update) Change status for STC number to invalid (if lost or stolen) for all events STC number can be invalidated without creating a new STC replacement-can designate a different delivery method YOU MUST BE ABLE TO PRINT A NEW CARD WITH NEW STC **

  46. Season Ticket Card Number Status Change The STC is invalidated for all events, past or future, for ex., event S01 has past

  47. Season Ticket Card Number Status Change/New STC Created Only future events are included in the new STC delivery ID

  48. STC with other Processes Return Tickets (TK.RETURN) Print > Processing > Returns Return events out of the combo as long as one event remains in combo to keep STC valid Internet Transfer: Transfer events as long as one event remains in the combo to keep STC valid TMP: Sell events as long as one event remains in combo to keep STC valid Specific Seat Transfer (TK.TRANSFER) Print > Processing > Transfer : Marks delivery id invalid. This means you can’t print STC to an inventory account and transfer out to accounts as sold!

  49. AM Monitor AM Monitor> Find Ticket Enter delivery id to return all barcodes linked to STC or student delivery ID

  50. AM Event Setup Allow Card Barcode – turn on when scanning barcode on card (not swiping)

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