Each year after you create dates for the next year, you will need to not only mark your passes as available, closed, etc. but set the number of passes you have available for your patrons to reserve.

• Go to the TixKeeper Admin Page

• Scroll down to TixKeeper Configure Passes, then click Add and Mark Pass Dates

There are two ways you can set the number of passes available:

Mark Passes - List Method

• Click the List Mark button for the year you want to update

• In the PASSES TO UPDATE field choose the pass you want to update

• In the DATES TO UPDATE field choose WHOLE_YEAR

• You may choose to SHOW LIST (the default is HIDE LIST) and then DISPLAY CURRENT VALUES, but this will display all the dates for the year for that pass. It could take awhile to load the page, and this step is uneccessary.

• In the NEW VALUES TEMPLATE type in the number of passes you want to make available for each day in the MAX NUM field.

• Click PREPARE TO APPLY TEMPLETE AND SHOW LIST

• If you are ready to apply the values, click APPLY TEMPLATE NOW

Mark Passes - Year View - The Traditional Way

• In the pull-down menu, choose the pass you want to mark

• Click the Mark button for the year you want to update

• In the bright yellow Day Template box, type in the number of passes you want to make available for each day in the MAX field in the NUMBER OF PASSES row

• Apply the Template to the WHOLE YEAR

• Click on SAVE AND STAY ON THIS PAGE. Once the information is saved, you need to update the current pass reservations so the status correctly reflects the changes you've made

• To do that click on UPDATE (found in the green box at the top left side of the page). Any status changes will pop up and you will click on OKAY

• Once that process is complete, click on SAVE AND EXIT

CONTACT US for more information.

Plymouth Rocket staff will configure your account to allow patrons to reserve passes using either the date of pick up or date of visit. This is called a Reservation Date Alias.

PICK UP

• A patron will reserve a pass for the date they are going to pick it up at your library
• Your TixKeeper application will be set up to correspond to library closing dates

VISIT

• A patron will reserve a pass for the date they are going to visit the museum
• Your TixKeeper application will be set up to correspond to the individual Museum's closing dates.

If you decide you would like to change this configuration, please contact us.

IMPORTANT: You will need to MARK your passes according to your VISIT/PICK UP status.

CONTACT US for more information.

The list method is our new, often faster way to mark passes. If you have not created dates for the new year (step 1: CREATE DATE RECORDS), a message will display to the right of the List Mark button.

Selecting Passes & Dates to Mark

In this first table of options, you will choose the passes you want to mark, the days you want to mark, and if you want to show a list of the pass dates ready to be changed. Whether you view the pass dates or not, changes wil be made after you select options in the New Values Template and apply the changes.

• Pass(es) to Update - select the pass you want to mark. You can also select ALL PASSES to make a global change.
• Date(s) to Update - Next, select the Type of Date that you are working with. You can select ALL YEAR, ONE DAY, a DAY of the Week or a Month of the Year.
• Holidays - If you want to edit the information for a major holiday, you can select from this list and it will fill in the Particular Date field.
• Particular Date - If you have selected a Date Type of ONE DAY, you need to fill in that particular date.
• HIDE or SHOW LIST - There are two reasons to SHOW the list of records that you have selected. First, you can check any changes you have made. Second, there is a button at the right of each row which will let you apply the values in the NEW VALUES TEMPLATE to just one date. On the other hand, if you have 10 passes and you select ALL PASSES and ALL YEAR you might you will have 10 x 365 = 3,650 records to display which will work but will take a little time. Typically, you should make your group changes (e.g. CLOSED on MONDAYS) without displaying the list and then show the list at the end to check your work.

New Values Template

• Status - AVAIL(able), CLOSED, HIDE, or NONE.
• Max Number - The number of the selected pass available on a particular date.
• Current Number - This is the number of reservation that exist in the system for this pass on this date. This value will show up in some of the displays on this Marking page but it is not a value that you can set. Rather, it is determined by counting the actual number of reservation records.
• Block Before - If you want to keep other patrons from borrowing passes on the day (or days) before a reservation, you can enter a non-zero number in this field and TixKeeper will create dummy, "AUTO-BLOCK" reservations which will serve as a placeholder in the system.
• Block After - Same deal as Before, only After...
• Prepare to Apply Template and Show List (if selected) - a ridiculously long button name but fairly self explanatory. We say, "Prepare to Apply" because you get a chance to confirm the parameters used when applying template values to a group of dates.

Special Pass Marking

• Pass Pool (PP) - If you select a STATUS of PP-n it will instruct TixKeeper to do a special kind of marking.

This is done for those cases where you might have 5 passes to give out during a week. If your organization offers it, a good example is the Providence Children's Museum pass. You can give them out on any day that week but when they're gone, they're gone. TixKeeper handles this by automatically adding blocking records on the rest of the days of the week whenever a reservation is made.

So, for example, say that you have 5 passes to give out anytime between a Sunday and the following Saturday. As described above you would want to edit the Sunday record so that you blocked 0 days before but 6 days after. On Monday you would block 1 day before and 5 days after and so on.

To avoid editing and marking each of those days, you can select a specific pass, the first day of the week (SUNDAY), and then select PP-7 as the status and enter 5 as the number of passes. When you click on "Prepare..." and then "Apply Template NOW", TixKeeper will do the rest.

Confirmation Step

• Check Parameters - Look at the yellow row and make sure that what you are about to do is correct.
• Apply Template Now - If it is click on this button.
• Adjust Passes/Dates/Template - If it's not, click here to change things.

After you complete Step 2 (Create Date Records), you will have to mark the days that the pass is available. If you allow patrons to reserve passes for the day of pickup, then you should mark days that your location is closed. If you allow patrons to reserve passes for the days that they will use the pass, then you should mark the days that the museum is closed.

• Choose the pass you want to change, then click the MARK button for the year you want to mark.

• For each date box, you will see 4 numbers. The top-left is the total number of passes available that day; the top-right is the current number of passes reserved by patrons; the bottom-left is the number of days to block before; and the bottom-right is the number of days to block after.

To make changes on this pass, you will use the yellow DAY TEMPLATE at the top of the page. For example, to set all Mondays to CLOSED, you would click the following:

Blocking Days

You can configure TixKeeper to automatically bock days before or after a pass has been reserved:

• Using the DAY TEMPLATE, you can set the number of "Days to Block" before or after a reservation

• Apply the template to the days/Months/Year that you want.

Here is an example of auto-blocking. On September 3rd the system will block 0 days before a reservation and 3 days after the reservation. On September 5th, the system will block 2 days before the reservation and 1 days after the reservation:

After you make any changes to the graphical calendar for your pass, you will need to click SAVE CHANGES AND STAY ON THIS PAGE or SAVE AND EXIT.

There might be times that you want to set special pass reservation limits such as during school or holiday vacation weeks. You can create these rules for all of your passes or for an individual pass.

• On the TixKeeper admin page, click CREATE in the Special Vacation Rules section.

• Name the Vacation Rule and enter start and end dates (DA/MO/YEAR)

• Type in how many reservations a patron will be allowed to make during that time period

• Type a simple Request Header that will explain to your patrons why your organization is limiting pass reservations, then click CREATE

• Remember to update the rule dates annually

• Go to the Tixkeeper Admin Page
• In the Tixkeeper-Configure Individual Passes section choose the pass you want to configure and click EDIT
• In the Pass Barcode field, use the following scheme:
  • If you have more than one barcode, type each barcode starting with the Sunday barcode
  • Separate each barcode with a vertical bar (|) with no spaces in between (the vertical bar is located on the \ key on your keyboard)
  • If more than one pass barcode is available each day, separate them with a tilde (~)
  • For example, you have two passes to the Zoo and they are available Tuesday-Saturday. You would use the following scheme:

closed|closed|barcode1~barcode2|barcode1~barcode2|barcode1~barcode2|barcode1~barcode2|barcode1~barcode2

• Once you've added the information you want, click Update Record

Custom Field Label

• The label is required to make the custom field appear on the request form.
• Use an asterisk before the custom field to require a response (e.g., *Pickup Location). The asterisk must be the first character in the custom field label entry.
• Use a tilde (~) before the custom field label entry to remove the label text from the staff-side view. Only the response will display.

Custom Field Options

• Separate drop-down options with a vertical bar (e.g., Graham Public Library|May Memorial Library|Mebane Public Library|North Park). Each entry between the vertical bars must 100 or fewer characters.
• If there is only one choice, use an asterisk at the beginning. We will strip out the asterisk and that will be the selected choice and it cannot be changed. The custom field allows up to 500 characters. We recommend fewer than 100 characters.
• Leave this field blank to allow free text entry into the field.

The Pass Type field can be found here: TixKeeper Admin Page=>Configure Individual Passes (EDIT). This is an optional field.

• Returnable: Displays that the pass is returnable in the email confirmation, email reminder, and text message reminder.
• Coupon: Displays that the pass is a coupon in the email confirmation, email reminder, and text message reminder.
• POD (Print on Demand): Displays that the pass is printable in the email confirmation, email reminder, and text message reminder. Additionally, a completed reservation for a POD pass will be automatically set to OUT. Patrons can't delete these pass reservations from home using My Passes.
• BCM (Boston Children's Museum): Displays that the pass is a printable BCM e-ticket in the email confirmation, email reminder, and text message reminder. Additionally, a completed reservation for a BCM pass will be automatically set to OUT. Patrons can't delete these pass reservations from home using My Passes. This pass type may only be used if you have contacted us and we have uploaded your BCM serial numbers.