access pass, student delivery id, and season ticket card

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Access Pass, Student Delivery ID, and Season Ticket Card

Presented by Gloria Kane August 6, 2014

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Agenda

● SETUP and PROCESSING:o ACCESS PASSo STUDENT DELIVERY IDo SEASON TICKET CARD

● ACCESS SERVER

● DIFFERENT FUNCTIONALITY between ACCESS PASS, STUDENT DELIVERY ID, and SEASON TICKET CARD

● TROUBLESHOOTING

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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)

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Access Pass: tRes Setup

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

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● Create an Access Pass SeasonTK.SEASON.E (Maintenance>System>Season Status)

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● 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

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● Add Access Pass Price Type to ‘real’ season Event Price Tables ($0 price)

TK.PTABLE.SEA.E (Maintenance>Event Templates>Price Tables>Season)

F12

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● 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)

Create Access Pass Item for the Access Pass SeasonTK.IAPASS.SEA.E (Maintenance>Event Templates>Items>Season>Access Pass)

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● 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)

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● Update the Season Configuration with Price Level and Areas for Access Pass usage

TK.CONFIG.SEA.E (Maintenance>Facility Templates>Configuration>Season)

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● Season Configuration setup rules for Access Pass seats:

o Access Pass usage can only be allocated to a Price Level with general admission seating (seating type G or S)

o 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

o Seat status must be O (OPEN) - no user hold codes

o 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

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● Set up Access Pass in Season Events TK.EVENT.SEA.E (Maintenance>Event Templates>Events>Season>Internal)

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Access Pass: tRes Setup (one time setup)

Operator Access

SYS.OP.E (System Functions>Operators>Operator Access)

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Operator AccessTK.OP.E. (Maintenance>System>Operator Access)

House Customer Entry TK.HCUST.E (Customer>Entry>House)

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Selling Control ProcessTK.CONTROL.E (Maintenance>System>Control) Default IFORM and

new batch opened as needed

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AM.SETUP.AG.E (File>Access Mgmt>Maintenance>System>AG Setup)

Add Access Pass Selling Control

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Steps to (bulk) Add Orders to Access Pass Season

● Adding Access Pass item to eligible patrons:

o 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

o User Request (TK.REQUEST.E) : Create a Select List of customers eligible for an Access Pass item to be used in TK.ADD

o Order Additions (TK.ADD): Bulk create orders and add Access Pass items in the Access Pass Season for select list that was created.

o Access Pass Status Update (TK.APASS.STATUS): Activate Access Pass orders (updates Access server)

● .

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Adding Orders to Access Pass Season Create Select List

● User Request (tRes > Requests > User Requests)o Ex: Select students with a specific item purchased if they do not already

have an order in the current Access Pass Seasono Selection criteria will vary for what you are selecting

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Adding Orders to Access Pass Season: TK.ADD

Bulk update orders in AP Season with process Order Additions (TK.ADD) Orders>Bulk Processing>Additions

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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

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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

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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

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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

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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

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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

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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:

o Review Message Log Inquiry (TK.MLOG.I) for errors (Maintenance > System > Message Log)

• Errors: o Can't find PT for Access Pass Item (Price Type not in event price table)o Seats not found for Event (No Gen Adm, or no Open seats)

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• 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)

Student Delivery ID

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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!

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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

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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

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Updating / Changes to MS.ID

● Updating the PD.PATRON MS.ID does not change the delivery IDs in existing orders or barcodes

● Review orders to identify changed MS.IDs that are no longer the same as in order and barcode files – these cards will not scan/swipe

o 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

MS.ID changes for replaced (stolen or lost) cards:

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

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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)

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Updating / Changes to MS.ID TK.REQUEST if internet transfers

● U.PAT.MSID – pulls PD.PATRON MS.IDo (F("PD.PATRON",NUMBER)<33>)

● U.PAT.IACUST.MSID – pulls I.ACUST PD.PATRON MS.IDo (F("PD.PATRON",I.ACUST)<POS(PD.PATRON,MS.ID)>)

● U.MSID – U.PAT.IACUST.MSID if not null, else U.PAT.MSIDo (IF(U.PAT.IACUST.MSID = "",U.PAT.MSID,U.PAT.IACUST.MSID))

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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)

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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

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STC Disposition Code

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

Type is traditional

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STC Disposition Code

Add STC disposition to order

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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!

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Barcode Inquiry

TK.BC.I (Allocations > Inquiry> Bar Code Inquiry )

Delivery IDs are 12 numbers long, all starting with 000

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Barcode Inquiry

Same Delivery Id for all events

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View Unmasked Delivery ID

Operator access to View Unmasked Delivery IDs • SYS.OP.E (System>Operator Access)

o STC is encrypted unless operator has access to View Unmasked Deliveryo For PCI compliance View Unmasked DID is valid only for the active session

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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

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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)

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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 **

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Season Ticket Card Number Status Change

The STC is invalidated for all events, past or future, for ex., event S01 has past

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Season Ticket Card Number Status Change/New STC Created

Only future events are included in the new STC delivery ID

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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!

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AM Monitor

AM Monitor> Find Ticket

Enter delivery id to return all barcodes linked to STC or student delivery ID

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AM Event Setup

Allow Card Barcode – turn on when scanning barcode on card (not swiping)

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AM Event Setup /Access Pass

Access Pass Allowed and Entrance Limit :Defaults from tRes (back office) event

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AM Monitor/Access Pass

AM Monitor > Find Ticket > Access PassEnter the patron to view access pass status

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AM Monitor/Access Pass

AM Monitor > Reports > Tickets > Access Pass Summary

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Access pass Student DID STC

Gen adm/ reserved? GA Res or GA Res or GA

Single/combo items? Single event only Single/ combo Combo only

Current season order? Not until scanned at event

Valid for Multi seasons yes One season only One season only

Delivery ID PD.PATRON MS.ID PD.PATRON MS.ID System generated STC

Offline scanning?(only valid for Pac issued barcodes)

no no no

Exit scanning? yes yes yes

Order Limit? 1 per event 1 per event ** No limit

Functionality

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Troubleshooting if scan issue

● Best troubleshooting tip is to have all functionality tested in advance!o Back office setupo Review back office data and Access server datao Test scanning/swiping to make sure handheld settings are correct; with test

event/tickets etc

● Season Ticket Cardo Is STC delivery ID on the access server? o STC Status Active?o Is ‘Allow Card Barcodes’ turned on in AM Monitor Event (if scanning)?

● Access Passo Is Access Pass Status Active for the patron?o Is date range (in the access pass event inquiry) current? Multi day is not supportedo Has Entrance Limit been reached?o Is ‘Allow Card Barcodes’ turned on in AM Monitor Event (if scanning)?

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Questions

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Season Ticket Card Process

access pass, student delivery id, and season ticket card

Documents