The TheatreHQ Handbook

Audience & Marketing Video Sending an email campaign to your audience Create an email campaign from a ready-made template, edit it, choose who receives it and check it before you send. 2 min readRead Audience & Marketing Video Setting up automated emails Choose which emails send themselves — booking confirmations, welcomes, reminders — and edit what each one says. 2 min readRead Settings & Security Setting up how your emails are sent Choose how your site sends email — PHP mail, SMTP or Mailgun — set your sender name and address, and send a test. 1 min readRead Audience & Marketing Tagging your audience Use tags like Volunteer, Press or VIP to group people in your audience list, then filter by them or send them their own emails. 2 min readRead Audience & Marketing Importing your audience list from a spreadsheet Bring your existing mailing list into TheatreHQ from a spreadsheet, without creating duplicates or losing anyone's marketing choices. 2 min readRead Audience & Marketing Connecting Mailchimp Bring your Mailchimp subscribers into TheatreHQ, or send your audience to Mailchimp, keeping everyone's marketing choices. 2 min readRead Getting Started Video Getting started: your first show on sale From an empty account to tickets on sale in one sitting: add your show, set up performances, the venue and tickets, choose when booking opens and publish. 3 min readRead Shows Video Adding a show This walkthrough shows how to find, edit, promote, and add productions in TheatreHQ. You'll see where shows live, how to update key details, set performances, send announcements, tag people and photos, and create a new show. 3 min readRead Getting Started Video Logging In When you sign up for TheatreHQ, you receive a subdomain such as yourtheatre.theatrehq.com. This article explains how to find the admin login from your public site and sign in to the TheatreHQ admin panel. 1 min readRead Shows Running auditions online Set up auditions for a show, list the roles, create audition days and slots, and manage applicants as they move through the process. 3 min readRead Settings & Security Adding committee members and choosing what they can access Give each committee member their own login, the right permission level, and access to just the modules they need. 2 min readRead Box Office & Tickets Video Checking tickets in at the door Use the Door Scanner on any phone to check tickets in by QR code or name, and watch arrivals live. 2 min readRead Audience & Marketing Managing your audience list Keep every patron in one place with their bookings, tags, notes and contact preferences. 1 min readRead Audience & Marketing Running Audience Choice Awards Let your audience vote for their favourite performers and reveal the winners when you choose. 1 min readRead Box Office & Tickets Selling tickets on the door Record walk-in, pay-on-the-night and complimentary ticket sales from the box office, seat by seat. 1 min readRead Your Website Showing your sponsors on your website Add your sponsors with logos, tiers and links, and thank them on your website. 1 min readRead Box Office & Tickets Using a waiting list for sold-out shows Let people join a waiting list when a performance sells out, and tell them in turn when seats come back. 1 min readRead Your Website Redirects and broken links: keeping old links working Fix broken links and send old web addresses to the right page, and why redirects matter whenever you change your website. 4 min readRead Your Website Adding FAQs to your website Answer the questions you're asked most — parking, access, food and drink — and choose which pages they appear on. 1 min readRead Membership Adding members and recording membership payments Add someone as a member, record payments taken in cash or by bank transfer, and keep track of renewals. 1 min readRead Payments, Shop & Fundraising Connecting your payment providers (Stripe, PayPal, GoCardless) Connect Stripe, PayPal or GoCardless so you can take card payments, PayPal and Direct Debit online. 2 min readRead Settings & Security Looking after personal data with the GDPR tools Set up your cookie banner and privacy policy, keep a record of consent and breaches, and handle requests about someone's data. 2 min readRead Box Office & Tickets Moving a booking to another performance, and refunds Move a customer's tickets to a different night, keep or change their seats, and record refunds correctly. 2 min readRead Payments, Shop & Fundraising Hiring out your hall and rooms Let dance schools, choirs and clubs see your rooms, check when they're free and book or enquire online, with everything on one calendar. 4 min readRead Your Website Using your own domain name Point your society's own web address at your TheatreHQ site, choose which address is the main one, and keep your sitemap up to date. 2 min readRead Your Website Showing your Google, Trustpilot or Facebook reviews on your homepage Put your reviews from Google, Trustpilot, TripAdvisor or Facebook on your homepage, and some ideas for getting more of them. 2 min readRead Box Office & Tickets Letting members book first with pre-release links Set an on-sale date, then give members, patrons or the cast a link that lets them book before everyone else. 2 min readRead Settings & Security Connecting other tools with webhooks Send ticket sales, bookings, memberships and more to other tools the moment they happen, using webhooks. 2 min readRead Settings & Security Recording a data breach What counts as a data breach, how to record one in the breach register, and when you need to tell the ICO within 72 hours. 2 min readRead Box Office & Tickets What your audience sees when they book Walk through booking from your audience's side: the show page, choosing a performance, picking seats and confirming, with no account needed. 2 min readRead Box Office & Tickets Video Cash sales, pay at the door and free (complimentary) tickets How to record tickets sold in person, hold seats for people who will pay at the door, give away tickets as free complimentary comps with a reason, and credit a sale to a cast member. 4 min readRead Payments, Shop & Fundraising Video Recording donations with Gift Aid Turn on Gift Aid for a fundraiser, record cash donations with the donor's declaration, and export what you need for your HMRC claim. 2 min readRead Payments, Shop & Fundraising Video Recurring hire bookings Book a regular hirer, like a weekly class or toddler group, for a whole term at once, skipping holidays and any dates that are already taken. 1 min readRead Getting Started Moving to TheatreHQ from another system A step-by-step plan for moving your society’s website, ticketing, audience list and members to TheatreHQ without losing anything, or anyone, along the way. 3 min readRead Box Office & Tickets Show week checklist: from the dress rehearsal to the post-show report Everything to do in TheatreHQ in show week, from filling the last seats and briefing front of house to watching the house fill up and following up afterwards. 3 min readRead