Building Festival Pass Programs - Festival Admin 8


1. Log In to Administration.

2. Choose the Corporate Organization you wish to create a membership Sales Organization folder. See Creating a Sales Organization Folder in Administration for more instruction.  

3. When creating your Pass folder, you will need to:

  • Select the Tree Management tab
  • Check Memberships and Benefits under the Sales Line Options
  • Check mark Confirmation Text and Questions under Other Options
  • Click Apply once you have selected all the options you want available for this Sales Organization.
4. Open the Pass folder and click on the  Membership icon
5. In the Membership field, right click and select New. The Membership:New window will appear.
6. On the General tab fill out the following information:
A) Internal Name: Name of the Pass that will appear in the AMS Sales Screen. Can be a shortened name. 
B) External Name: Title of the Pass program that will appear to the customers online.
C) Sales Line Type: Defines the actual items being sold (i.e. Membership, Passes, etc.)
D) Specify Renewal Grace Period: Allows expired members to renew a certain amount of days after their membership expired. 
E) Prompt For Renewal: Will notify the customer (online) and box office staff (in AMS or POS) a certain amount of days before a membership is due to expire.
F) Project Code: This can be a customized code that would be used for internal reporting.
G) Enable: This needs to be checked to make the membership program active. 
H) Membership ID must be input at time of purchase: Requires that you enter the member number in for every order.
I) Approval is required for membership activation: Will not allow a customer to access their benefits until a Staff member has approved and activated the membership.
J) Expiration Type:
    • Static Expiration: All Members will expire on the same day no matter when you purchase them. This is what you will need to choose for Passes 
    • Sliding Expiration: No matter when a membership is purchased it will expire a specific number of months later. 
Example: membership purchased in June this year will expire in June next year. Same membership purchased in July this year won't expire until July of next year. 
K) End of Month Expiration: Allows the membership to expire at the end of the month instead of the exact date that the membership was purchased.  This is only available for Sliding Expiration memberships. 
7. Click on the  Sales Channels tab to place the pass on sales dates and times. NOTE: Make sure to extend your End Date to a future date so the membership stays on sale.
8. The Delivery tab allows you to choose how your passholders will receive their memberships. Move the Delivery options from the Available column to the Selected column.

10. Access Buyer Types allows you to choose the different Buyer Types that will be allowed to sell this pass. This is a required function.

12. Short Descriptive tab is where you will be able to put a short synopsis or description of what is available through this pass.

13. The Description tab is where you will place a longer description about the pass.

14. Extra HTML tab allows you to add long description information for this pass.

15. The Confirmation is where you can add any information that would would like the customer to know when they complete the order (i.e. Thank you for purchasing this Pass. You should receive your Pass in the mail within 5 to 10 business days from purchase).

16. Click on the Image tab to upload any marketing image for the Pass.

17. Hit Apply and OK

*Note: The next step is to build your Member Benefits Groups. Do not build the Pass prices until you have created your Member Benefits Groups.


Setting up Member Benefit Groups  

18. In your Membership Sales Organization folder select Benefit Groups. 

19. Right click in the Benefit Group field and select New.

20. Name the Membership Group (This is usually the same name as the Pass type or level). 

21. Add a description for this Benefit Group that includes a description and list of the benefits that this level receives. This can be used for internal reference as well as a way to merge Member Benefit information onto your Member Welcome Letters.

21. Hit Apply and OK

22. Select the Benefit Group you just created and then the Benefit field, right click select New

23. Select the type of benefit.

A) Event/Showing Benefit: Points to a particular Showing or Event ticket type

B) Catalog Benefit: Allows to add a Merchandise or Concessions type benefit.

C) Membership Benefit: Allows for a benefit for another membership (i.e. if festival passes are built as memberships, use this option).

D) Package Benefit: Allow for a benefit of a package. 

E) Show Benefit: Points to a particular Show ticket type (for example, if there are multiple performances of the same Show and the member should have access to all of these, use this benefit. If the member should only have access to a specific showing, use the Event/Showing Benefit.

24. Once you are in the benefit, fill out the information:


A. Benefit Name:  Name the Benefit. (i.e. Member Discount)

B. Organization: Select your Organization

C. Sales Line Type: This points to the Sales Line Type on the event/show/membership/etc. that the benefit is redeemed for.

D. Specify Max Per Item: Set the benefit per item, i.e. customers get 2 tickets per event/show at the membership price. 

E. Specify Max Per Membership: Set the benefit per membership, i.e. customers get 2 tickets at the membership price but for any of the events/shows. 

F. Specify Start Time Window (min): Enter in the amount of time that must occur between showings. This prevents customers from using their benefits on two shows at the same time. 

25. On the Event/Showing Tab you will point your benefits to the folder the benefits can be redeemed for.

A. Tier: select the tier you want them to redeem for. If you keep blank, it will point to all different Tiers. 

B. Ticket Type: Select the ticket type you built under your events that you want the benefit to redeem for. *PLEASE DOUBLE-CHECK THESE AS YOUR BENEFITS WILL NOT WORK CORRECTLY IF YOU HAVE POINTED TO THE INCORRECT TICKET TYPE.

26. Hit Apply and OK


Building Your Pass Prices

27. Under the pass folder click on the Pass and select the Pass name you want to add prices to. 

28. Under Membership Prices right click and select New

29. Membership Price: New: right-click in the Price box and select New Price.

30. The Price: New window will appear.

A. Choose the applicable Sales Line and Sales Line Type.

B. Enter in the name. This will not be seen by the customer but should be easily identifiable for accounting purposes. We recommend being very detailed in the price name (i.e. ABC Venue Adult, Subscription Adult, Gold Member Price, etc.).

C. If it is a complimentary price, check the box next to Complimentary.

D. The Notes tab is for internal use only and will not be seen by the customer.

31. Click Apply then OK.

32. In the Price Distribution: New window right click and select New.

  • Price Category: Select Price from the drop down.
  • Amount: enter in the amount of the item being sold.
  • Tax Rate: select the correct tax rate, if applicable.     
  • Unredeemed/Redeemed Account: choose the appropriate account             here from the drop-down.
  • Select Apply then OK.

*Note* If the price also includes a fee, repeat the above steps but choose Fee in the Price Category.

  •  Effective Sale Date: choose the date the price should be effective. This can be set in the future and Agile will automatically change the price at the set time.
  • Fair Market Value: enter in the value of the item being sold. 

33. Click Apply then OK once all the pricing information has been created.

A) Select the Sales Channel that this price will be available for purchase.

B) Set the Price Type.

C) Set the Level.

D) Select the Functional Area

E) Select the Card Format.

F) Choose Card Per Member if the membership type allows for multiple cards to be printed OR  Single Card if only one card per membership will be printed.

G) Set your Expiration Date: This determines how long the membership is good for. For Static Expiration Memberships you will choose the exact date that the membership is due to expire (i.e Festival Passes expire on Jan 1, 2020).  For Sliding Expiration Memberships, you will choose how many months the membership is available (i.e. Membership is good for 12 months).

H) Set your Display Sequence: The display sequence determines what order the memberships will be displayed online and in AMS.

I) Select your Quantity Restriction: Min and Max: This limits how many memberships may be bought at a time.

J) Select your Multiple Customers: Min and Max: This limits how many customer names are on a membership (i.e. for dual memberships, set the min and the max to 2).

K) Make sure your Price is Enabled. 

L) If you would like to include a Service Fee make sure the Include Service Fee box is checked. 

M) For renewal prices, make sure to check the box next to Membership Renewal

N) Allow 12-Month Pledge: Checking this box allows customers to pay for the membership in monthly installments. This option is for Donor Perfect clients only and must have a Safe Save merchant account.

34. The Description tab allows you to add a description of this Membership Price.

35. Under the Card Image tab you can add the image you want to show up on the card.

36. Under the Promotion tab add promo codes if this Price needs a promotion code to access the price. See Promotional Codes: Creating and Attaching Codes to Prices for more information.

37. The Questions tab allows the client to add order questions you want a customer to answer before checkout. See Creating Order Questions for more information. Move the question from the Available Questions column to the Selected Questions column to activate the questions for this price.

38.  The Membership Benefits tab is where you will attach the benefits for this membership level. THIS IS A REQUIRED STEP. If you do not add the Member Benefits to the price, members will not be able to access their benefits online or at the box office. Follow the steps below:

A. Right-click in the window and select New.

B. Select the correct benefit from the Benefit Group drop-down. 

C. For a Static Expiration Membership, choose the Effective Start Date and the Effective End Date for the exact dates you want the benefits to be valid for.  For a Sliding Expiration Membership, set the Effective End Offset  to the number of months the membership benefits will be available.

39. Customer Benefits Tab

A. Right-click in the window and select New.

B. Select the correct benefit from the Benefit Group drop-down. 

C. For a Static Expiration Membership, choose the Effective Start Date and the Effective End Date for the exact dates you want the benefits to be valid for.  For a Sliding Expiration Membership, set the Effective End Offset  to the number of months the membership benefits will be available.

D. Check Attach to Membership if all pass holders on the pass should have access to this benefit. If this is unchecked, this benefit will only allow the purchaser of the Catalog item (ticket packs) access to this benefit.

E. Check Require Active Membership if the customer's membership must be active for them to receive their benefits. 

40. The Donor Management Tab: This is only available for Donor Perfect clients. Select the appropriate items from the drop-downs. See these articles for more details on this tab: Gift Properties and Other Item Properties.

41. Hit Apply and then OK. To add multiple sales channels, click Add New and change the sales channel on the General Tab


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