Flexible Packages enable you to sell your patrons an item, in this case a "package", which will give them the ability to redeem tickets at special prices whenever they like.
When would you choose a Flexible Package?
- If you want to offer “benefits”, i.e., discount tickets, members only seats, etc.
- If you don’t want to force your patron to select all their tickets at time of purchase
- If you have a variety of benefits (add-ons)
- If your season is not yet completely built
In this article, we're going to show you how to create a package, how set Package Benefits, and how to redeem a package in the Box Office, after it's been created.
There are a number of different ways you can configure your Flexible Package, depending on what you're trying to do.
To demonstrate that, we're going to go through a number of different configurations for your Flexible Package
The Season Package
With this type of Flexible Package, we're going to create the sort of package you might have if you were giving your patrons one ticket to each show in your season.
To start making your package, hover over Tools, then click on Packages:
On the next screen, scroll to the bottom of the page, and click Add Package.
Now click Flexible Package.
You are now on the Edit Package screen, and filling out this information is going to consist of 4 steps: Package Information, Package Price Points, Allowances, and Availability.
Let's start with Step 1: Package Information.
Package Information is simply what the package is called, and what it's about. You can fill this in with whatever you like, but we do recommend that you name the package appropriately based on what it contains, and give it a description that patrons will find helpful.
Here's an example of what this section will look like, after your fill it out:
Pretty straightforward stuff.
Let's move onto Step 2: Package Price Points.
In this step, you're going to decide how much your package costs using price points, and if the price points you're setting up are publicly available or not. Here is an example of what this screen will look like after you fill it out, with a number of price points as examples:
Let's take a look at these numbered example of Price Points.
1. Standard: A public price point for $99. Take note of the Type, which you can see is Public. That means that patrons can buy it online, and using the Ovationtix Phone Room.
2. Special Code: This is a Coded Price Point. Notice that we have changed the Type from Public to Coded, then filled in the Code as 15off2017. If a patron wants to access this Price Point online, they'll have to fill in that code (15off2017) to do it. Once they do, they'll see the price point become available.
3. Box Office Only: This is a Private Price Point, and is only available in the Box Office. Patrons do not have access to this Price Point online, as it can only be sold in the Box Office.
Keep in mind while creating Price Points that no matter how many Price Points you create, what you call them, or how much each of them is, if they're in the same Flexible Package, they are all selling the same exact package. If you need to create a package that costs a different amount and has different benefits, you will need to create a different package.
Once you have your Price Points filled out, you can move on to Step 3: Allowances. In this step, you'll be deciding on the total number of tickets redeemable for each package purchased. So if your patrons get 3 discounted tickets after purchasing a package, you would put a 3 in this field. If they get 10, you would put 10. If they receive unlimited package redemptions, you would leave the field blank.
In our current example, our patron is getting 3 tickets, so we'll put a 3 in this field, like so:
We're now going to move onto the final step on this screen, Step 4: Availability.
In this step, you're going to decide who can see the package, when it is available, and when any benefits it imparts may expire. Once you've filled this out, it will look something like this:
1. Visibility: This is where you decide whether the package is available online or not.
2. Package available for sale from: The dates that the package is available for sale. This package, for example, is available for sale from 11/3/17 to 12/27/17.
3. Benefit Expiration: When the benefits of the package itself expire. This package has been set to 365 days, which means that a patron with this package will be able to take advantage of its benefits up to 365 days after purchase.
Once you've filled out your availability settings, scroll down to the bottom of the page, and click Save:
That's the final step in creating the package proper. However, while you have created the package itself, you may have noticed that you have not filled in anything out about on what series this package can be used. That's what we're going to do in our next step, Setting Package Rights.
SETTING PACKAGE RIGHTS
The first think you need to do when setting package rights is to get into the series you would like to set package rights for. Package rights need to be set on a series by series basis.
First, click into the series you want to set rights for by clicking it's name on your Ovationtix homepage. In this case, we're going to be setting rights for "Antigone":
Once you're in the series, on the left hand side of the screen, under Manage Tickets, click Package Pricing:
This will bring you into the Flexible Package Pricing screen for your series. From here, find the package you want to set rights for, and to the far right of your package, click Edit:
This will bring you to your Package Benefits screen for this series. On this screen, you're going to tell Ovationtix exactly how you want your package to interact with the package you have made.
The first thing you'll do is decide the Maximum # of Tickets a patron with this package can redeem for this series. In this case, the patron gets one ticket, so you will put a "1" in this field:
Next, you'll be deciding on the Number of Events Allowed. This determines how many different events the patron can use their tickets on. In this case, they only get one ticket, so this is not vital, but if you were giving your patrons access to more than one ticket to this series, you could put a one in here, thus forcing them to redeem all three of their tickets for one event within the series. Or, you could put a 3 here, which would let them use their 3 tickets on 3 separate events.
In this case, despite the fact that the patron only has 1 ticket, we're going to put a "1" here, for completions
The next step is optional, but we're going to take a quick look at it. With Accounted Revenue Per Ticket, you can tell Ovationtix how much each ticket in the package is technically worth. This does not change how the revenue is counted in your reports, but it can make it easier to see how much revenue each series technically brought in.
In this case, we have 3 different Price Points. Standard, which was $100, Special Code, which was $85, and Box Office Only Comp, which was $0.00. The package has 3 tickets in it, so you would divide each of these by three:
The next step you'll find as you scan down the screen is Inventory Limits. This is another optional step, and you will only use it if you want to limit the number of ticket redemptions that can be used for the entire series.
So, if you set the inventory limit for per event to 3, then after 3 ticket redemptions have been made by any patron in any event within the series, no more package redemptions for this package can be made. If you set the Inventory Limit for the entire series as 5, for example, then after 5 redemptions have been made for this package between any number of events, then no more redemptions can be made for the entire series.
We don't want to set any limits here, so we're going to leave these fields blank:
A quick note, for Maximum # of Ticket, Number of Events Allowed, and Inventory Limits, if you leave the field blank, then you are setting it as unlimited. If you don't want to set a limit in these fields, just leave them blank. Also, even if you set them as unlimited, the number of tickets you specified as the Ticket Purchase Limit in the package itself will override what you enter in the Package Pricing screen.
If you look on the right hand side of the screen, you'll see a list of dates. These are the dates that you want your package rights to apply to. We would like these rights to apply to every event within the series, so we're going to check them all:
Finally, we're going to fill in our Eligible Price Levels. In this case, we have two Price Levels, and we're going to fill in the package redemption price as $0.00. That's because the patron has already purchased the package, so they don't need to purchase their tickets again:
You'll notice that we didn't fill in the second Ticket Type within the Orchestra Price Level. That's because you don't really need to, unless you really need to know if the person redeeming their $0.00 ticket is an Adult or a Student (in this case, at least).
Once you've filled everything out, your screen will look like this, and you can click Save on the bottom of the screen:
Now you're ready to start redeeming! If a patron has this package, and you're selling them an event they have access to using the package in the Quick Sell Plus screen, you will see something like this:
If you see that orange, and the ticket you put into your cart is the right price (in our case $0.00), then you know that you set your Package Benefits correctly.
Now, let's quickly go over some slightly different ways to configure the Flexible Package. Since we went through the basics above, we're only going to be focusing on the differences when making these packages, as opposed to the Season Package we just made.
The Truly Flexible Package
With this package, we're going to create something that still only gives 3 tickets, but your patrons can use them however they please. The initial package creation process is exactly the same, however, when we set Package Benefits within the series, there are some differences.
Instead of setting Maximum # of Tickets and Number of Events allowed as "1", we're going to leave them blank, like so:
As you can see, leaving them blank gives patrons unlimited access to redemptions. So if they want to use all three tickets on one show, they can. If they would like to use one ticket to three separate events, they can do that as well.
Everything else in this package is created exactly the same way as our Season Package, so we're going to move onto our final package.
The Add On Discount Package
With an Add On package, you can create a package that will automatically be given to your patrons when they purchase another package.
These are usually created for season pre-sales, when you want to give your package holders the option to continue buying slightly discounted or full price tickets, after they have redeemed their $0.00 package tickets.
To create a discount package, begin creating a Flexible Package, and when you get to Step 2: Package Price Points, under Type, select AddOn:
Once you've selected AddOn, you'll notice an option pop up under Edit in internet link blue:
Click AddOn, and you'll be brought to this screen:
You now know a few different ways you can use the Flexible Package: The Season Package, The Truly Flexible Package, and the Add On Discount Package. These are of course just examples, so feel free to experiment to create the package that you need.
If you need any help with your flexible packages, feel free to contact us: