1 Access Pass Student Delivery ID Season Ticket Card Presented by Gloria Kane August 2013.

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Access Pass Student Delivery IDSeason Ticket Card Presented by

Gloria KaneAugust 2013

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Access Pass–Student Delivery-Season Tickets

● ACCESS PASS SETUP

● STUDENT DELIVERY ID

● SEASON TICKET CARD SETUP

● 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 are created nor are 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)

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Access Pass: t.Res Setup

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

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Access Pass: t.Res Setup

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

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Access Pass: t.Res 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

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Access Pass: t.Res 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

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Access Pass: t.Res Setup

● Use unique item in each Access Pass Season (ex. AP12, AP13 - not AP).● Date from and Date to – take into account all seasons and the first/last event dates● Price Type – map to Season(s) and price type you have setup

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

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Access Pass: t.Res Setup

● Multiple Access Pass items can be created in the same access pass season to segment customer groups

(for example: students, donors, clubs, credentials)

● However, it is very important to understand that every AP item will be processed exactly the same for event entry; Access Management does not distinguish among access pass types and apply different validation rules during an event

● It is not possible to accept one Access Pass customer but reject another based upon their access pass item

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Access Pass: t.Res Setup

● Modify Season Configurations to incorporate Price Level and Areas for Access Pass usage

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

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Access Pass: t.Res Setup

● Season Configuration setup rules for Access Pass seats:o A dedicated Price Level is recommendedo Access Pass usage can only be allocated to a Price Level with

general admission seating (seating type G) 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 codeso 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

o 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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Access Pass: t.Res Setup

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

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Access Pass: t.Res Setup (one time setup)

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

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Access Pass: t.Res Setup (one time setup)

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

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

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Access Pass: t.Res Setup (one time setup)

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

CA should be in Immediate Mode

system will open new batch as needed

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Access Pass: tRes Setup (one time setup)

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

Add Access Pass Selling Control

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Steps for Adding Orders to Access Pass Season

● Adding Access Pass item to eligible patrons:

o Bulk update MSID (Magnetic Stripe Id) in PD.PATRON using either TK.IN.SLOAD (Student upload process) or PD.PATRON.IMPORT

• Learning Center Series for these processes are available on the PSO

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

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

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

● .

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Adding Orders to Access Pass Season Create Select List

● TK.REQUEST.E: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 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 MSID

•MSID is not in PD.PATRON

•AP order exists already

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Adding Orders to Access Pass Season: Selling Controls

Update selling controls in TK.CONTROL.E with the Access Pass Season to add an Access Pass in TK.SELL manually

Adding access pass is Not recommended on game day

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Adding Orders to Access Pass Season

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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Updating/ Changes to MSID

•Two processes to manually add or change the MSID•PD.PATRON.E (Patron Database>Patron Entry)•PD.MAGSTRIPE.E (Patron Database>Access Passes>Magnetic Stripe ID

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Updating/Changes to MSID

TK.APASS.NUMBER (Access> Access Pass>Number Update)

Resends MSIDs to access server:

Important when MSIDs are changed or replaced

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ACCESS Pass Game Day

● When cards are swiped or scanned on game day, t.Res files are updated in the current season (order/odet/trans/seat/barcode)

● If cards swiped OK, but t.Res orders did not get updated, there is a probable setup problem

● Review TK.MLOG.I for errors (Maintenance/System/Message Log)

o Error Examples:• Can't find PT for Access Pass Item (Price Type not in the event price table)• Seats not found for Event (because seats are not 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 MSID

• Order is placed with disposition code with type of Magnetic Student ID

• Review with Access Team or Customer Support prior to first time use

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

MSID must be in PD.PATRON before adding order

TK.ODET I.DID field is updated with MSID

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Student Delivery ID

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 MSID

● Updates to PD.PATRON MSID will not change delivery ID (TK.ODET I.DID) in existing orders

● Review orders to identify changed MSIDs (updated in PD.PATRON.E) and are no longer the same as in order

● Use Request to compare PD.PATRON MS.ID to TK.ODET I.DID prior to event

● Item must be voided and ordered again for new MSID to be updated to TK.ODET I.DID field, and printed again (not reprinted) to be scanned successfully; or can be reissued with a disposition other than STC

MSID changes for replaced (stolen or lost) cards:

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Updating / Changes to 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 that is 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

TK.COMBO.SEA.E: Format must be XX; a physical ticket is not printed - order is updated as printed

STC is available only for Combo Items

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

Orders must include the STC disposition

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Creating the STC 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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TK.REQUEST – info for printing card

● Format: Excel, must add back leading zeros that Request/Excel strips out

● Format D device, can use export options A VL Q - C:\file.txt for a delimited fileAdd additional fields to

display as needed. D.ID must be included!

STC (D.ID) numbers begin with 000!

YOU ONLY NEED TO INCLUDE 1 EVENT

TEST YOUR SEASON TICKET CARDS IN ADVANCE!

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View Unmasked Delivery ID

Operator printing the request needs 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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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

You can invalidate the STC number without creating a new STC replacement and then designate a different delivery method in TK.SELL

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

● TK.RETURN – Can return events out of the combo as long as one event remains in combo to keep STC valid

● Internet Transfer – Can transfer events as long as one event remains in the combo to keep STC valid

● TMP – Can sell events as long as one remains in combo to keep STC valid

● TK.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

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AM Monitor/STC

AM Monitor> Find Ticket Enter the barcode to find STC 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

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

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AM Monitor/Access Pass

AM Monitor> Find Ticket Enter 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 MSID PD.PATRON MSID 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

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ue 1. Sell or Renew

Items

2. Sell or Renew Items

3. Updated Barcode and Order Lines Detail Files

4. Create STC Delivery Id

6. Extract Data for Card Manufacturer

8. Manufacture Cards

10. Import Tickets with Delivery Id

11. Ticket Data12. Season Ticket Card

13. Validate Tickets

7. File to Card Manufacturer

5. Updated Barcode File

9. Resend Barcodes

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Season Ticket Card Process