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Navigation: Product Configuration > Product Configuration - Bundles > Configuring Bundles

Bundles Exchanges

You can create bundle exchange rules that will let customers exchange their admissions online without having to call the ticket office.

In rare instances where customers do need to call (they have a balance owing), the same rules are used in the Customer Services' straight forward Desktop bundle exchange flow.

You can define rules that allow customers to exchange admissions within the same series or event type, or to specific events.

Before you begin creating exchange rules:

•Review your event, price type, price zone and section names to make sure they make sense to your customers. They may be visible where customers may not have paid much attention before.

•Create your balancing charge.

•Add your balance charge and exchange fee to the applicable price charts.

•Ensure that the events that you want customers to 'Exchange To' have off-calendar dates set in the future.
This makes them available for customers to select for exchange.

•Add some content to the Events and Tickets - Exchange article explaining your exchange rules, why some events are ineligible, what to do with pre-purchased parking and any other helpful information. This article will appear above the list of available events on the Customer Events and Tickets page's Exchanges tab.

If customers have other bundle admissions for the same date (parking or additional admissions) after they complete an exchange, a message and a link displays on the Exchange Summary page. The link redirects customers to the Events and Tickets - Exchange page with the same-day admissions already expanded.

Select one of the titles below for more information about:

Exchange Rule Tips & Tricks

Below is a checklist of the key things you need to do when creating a bundle exchange rule.

Price Charts

•Copy the existing bundle price charts. This is also where you add your balancing charges.

•The price chart belongs to the 'Exchange To' events/series, and is used to price the new admissions on the exchange.

•All of your exchange price charts need to have prices matching the price types in the original bundle price charts (Subscriber Regular to Subscriber Regular).

•When you layer price charts, if an event, or series/event type combination appears in more than one exchange rule, all the prices and charges for those charts are valid unless there's a conflict, in which case, it's random.

Unique Rules

Create one rule for each unique combination of price chart, role, dates and promotion code. For example:

•If you have three price charts for your packages, weekday, weekend and matinees, you'll need at least three rules.

•If you are going to use a promotion code to give some customers different pricing, dates or different event rules you'll need one rule per price chart/promotion price.

•If some roles had different active dates (an Internet donors role has advance access over the standard Internet role) you'll need additional rules.

Names are Important

Names should be unique within a rule set (but do not have to be across bundles).

•If you have three price charts for your packages, weekday, weekend and matinees you might name the rules:

oWeekend

oWeekday

oMatinee

•If you also have promotion pricing you might call them:

oWeekend – Regular

oWeekend – Subscriber Advanced

oWeekend – Donor Open Exchange.

•If some roles have different active dates they could be:

oWeekend – Subscriber – 72 hours before.

oWeekend – Donor – 48 hours before.

Event Rows

•Create one row per event rule. Whatever is on the 'Exchange From' side can be exchanged for whatever is on the 'Exchange To' side.

•Events override series and event types.
When you select events, whatever you select is what is used.

•Series and event types are combined.
Customers only see the events that match both the series and event type. If there are no events that match, there is nothing to exchange to.

Creating an Exchange Rule

To create an exchange rule:

1.Open Product Configuration from the Desktop.
The Bundles|Search page appears.

2.Search for and select the bundle that you want to modify.
The Bundles|Details page appears.

3.Select the Exchanges tab.
The Bundles|Exchanges page appears.

4.Click '+ Add Rule'.

5.Enter a name for the 'Exchange Rule'.

6.Complete the following:

a.Price Chart: Click magnifyingGlass-7.X to search for a price chart that you want to use for the customers' 'Exchange To' (new) admissions.

b.Role: Select the role(s) that can make an exchange based on the defined rules.

c.Exchange Window - Start Date: Click calendarIcon-7.X to select the date when customers can begin exchanging their admissions.

d.Exchange Window - Cut Off Date: Click durationIcon-7.X to select a duration or click calendarIcon-7.X to select the date when customers can no longer exchange their admissions.
This date is relative to each event's 'Event Start' date. Setting this to -48h would mean that customers can exchange their tickets up to 48 hours before the start of the event.

e.Promotional Code: Click magnifyingGlass-7.X to search for the promotional code that you want to use to restrict access to the exchange rule.
Customers will only be able to make the exchange if the promotion is active.

7.Click '+Add Events'.

8.In the Exchange From section, define the events that customers must already purchased in their bundles:

a.Series: Enter the 'Series Name' that you want customers to exchange from.|
Customers will be able to exchange their admissions for this series for admissions in the Exchange To 'Series'.
Ensure that spelling and casing matches the 'Series Name' defined on the Event Configuration - Events|Basic page.

b.Event Type: Select the 'Event Type' that you want customers to exchange from.
Customers will be able to exchange their admissions of this event type for admission in the Exchange To 'Event Type'.

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Information

If a 'Series' and 'Event Type' are set, then the original admissions will need to match both. If there are no events that match, customers will not be able to make an exchange.

c.Event: Click magnifyingGlass-7.X to search for the event(s) that you want to customers to exchange from.
Customers will be able to exchange their admissions for these events for admissions to the selected Exchange To - 'Events'.
Once you select an Exchange To event, anything you have entered/selected the 'Series' and 'Event Type' fields will be ignored.

9.In the Exchange To section, define the events that customers can exchange their existing admissions for:

a.Series: Enter the 'Series Name' that you want customers to exchange to.
Customers will be able to exchange their admissions for admissions in the series.
Ensure that spelling matches the 'Series Name' defined on the Event Configuration - Events|Basic page.

b.Event Type: Select the 'Event Type' of the events that you want customers to exchange from.
Customers will be able to exchange their admissions for admissions with this event type.

info_outline

Information

If a 'Series' and 'Event Type' are set, then the new admissions will need to match both. If there are no events that match, customers will not be able to make an exchange.

c.Event: Click magnifyingGlass-7.X to search for the event(s) that you want to customers to exchange their current admission for.
Once you select an Exchange To event, anything you have entered/selected the 'Series' and 'Event Type' fields will be ignored.

10.For every event rules that you want to create, repeat the process from Step 7.

11.For every exchange rule that you want to create, repeat the process from Step 4.

Promotions and Exchanges

Promotions are handled automatically during an online exchange. There is no user input. Customers cannot, for example, choose to switch to a different promotion as part of an exchange.

Customers cannot enter promotions during exchanges (promotions can be entered before starting an exchange, and it will remain active for the session).

Promotions on admissions are not displayed during an exchange.

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Information

When creating your bundle exchange rule 'Price Chart, remember to configure your balancing charge for all combinations of price types and promotions.

The following table outlines the various scenarios in which promotions are applied to exchanged admissions.

Scenario	Exchange From Promos	Exchange To Promos	Promos Applied to the Order
The same promotion exists on the Exchange To and Exchange From admissions.	Promo A	Promo A	Promo A
There is no promotion on the 'Exchange From' admission		Promo A
The promotion on the 'Exchange From' admission is not on the 'Exchange To' admission	Promo A
The promotion on the 'Exchange From' admission is not on the 'Exchange To' admission, and there is no other valid pricing.	Promo A		Not available / no valid pricing
There is no promotion on the 'Exchange From' admission, and there is no other valid pricing.			Not available / no valid pricing

Removing an Exchange Rule or Event Row

To remove an exchange rule from a bundle, or to remove an event row from an exchange rule:

1.Open Product Configuration from the Desktop.
The Bundles|Search page appears.

2.Search for and select the bundle that you want to add an element to.
The Bundles|Details page appears.

3.Select the Exchanges tab.
The Bundles|Exchanges page appears.

4.To remove an entire rule, select the del-7.X check box next to the rule that you want to delete.

5.To remove specific event rows from a rule, select the rule and then select the del-7.X check box next to the rows that you want to delete.

6.Click 'Apply'
A window confirms that the bundle was updated.

7.Click 'OK'.

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