The Player tab of the Desktop Patron Window allows you to collect a variety of customisable details about the Players in your organisation involved in your production/s or event/s. From Cast, to Crew, to staff and volunteers - easily record and then report on useful information pertaining to each:

  • Upload headshots
  • Record positions or roles within a production or productions and/or your organisation, past and present
  • Display a current production's casting and production team details to patrons on the booking skin including a link to actor/production team headshots and biographies, in addition to a list of past roles performed for productions produced by your organisation
  • Record Agent Contact details
  • Record Website details
  • Capture essential details such as wardrobe measurements, shoe size, dress size
  • Capture useful information for reporting re. auditions
  • Allow Box Office staff to easily access details about cast and crew for prospective patrons
  • Easily keep a digital archive of your Players from past to present
  • Find more opportunities for engagement with players from the past to the present, for example, reunions
  • Report on skills and strengths of Players in your organisation and areas requiring further skill development and training

Access & Visibility 

The Player tab is only visible in the Desktop Box Office Module > Find Patron > Player tab

and in the Desktop Marketing Module > Find Patron > Player tab

Whilst details can be updated in both Patron windows in the Desktop Box Office Module and in the Marketing Module, details are also visible (but not editable) in WebHub 

<YourCountry><OrgID>/WebHub > Patron Tile > Patron Search > Select Patron > Player 

How to set up the Player tab for a patron:

Step 1: Find the Patron

If in the Desktop Box Office Module: click Find Patron:

If in the Desktop Marketing Module: click Find: 

Step 2: Access the Player tab

Search for the Patron and Select them by clicking the Select button:

This will open the Patron window. Click on the Player tab:

Step 3: Create the Player record

If no Player record has previously been created for the Patron, the following message will appear:

To create a record, click Yes:

The Player window will then be populated with empty fields: 

Step 4: Enter the Player's Agent details 

To enter a Player's Agent, click on the look-up button next to the Agent field:

This will open the Find Patron window where you can search for or add the Player's agent's details:

Click the Select button to enter the details:

Step 5: Enter the Player's Website details 

To enter the Player's Website, enter the URL in the Website field and click the look-up button:

This will launch the website in the default browser set for your organisation's remote desktop:

Step 6: Save a headshot to the Patron's profile 

In the following example, we upload a headshot to NZCloud (NZ Cloud Customers only):

Click the arrow up the top of the screen in whatever Desktop Module you are in:

Click the arrow pointing upwards on the left:

Select the file and upload (please note the following image is from a Mac)

Click the space for the headshot:

The image will appear in the Desktop files:

From here we recommend you drag and drop the file to the shared (Z) drive:

Then select the file in the shared drive and click Open:

The file will appear in the Headshot space in the Patron window in the Player tab of the Desktop Box Office and Marketing Modules:

and with the Patron's details in WebHub:

Step 7: Enter the Player's Position or Positions

There are five headings in the Player tab tree view. Each allows the identification of information relevant to player patrons:

The Positions heading allows the selection of different positions the player holds, including non-acting positions. If several positions are identified, one is selected as the player’s primary position:

Select the Player's Position, then click the Select button to add that position to their Player profile:

A dropdown menu will appear asking you if this position is their Primary role, or give you the option to remove the role from their profile:

In this example, we have selected Primary = Yes. Click the Save button in the main menu and It is added to the tree under Positions:

To add another position, we click positions again, and go through the same process. This time Primary is set to No:

You can create as many Player Positions as you would like. To create a new Position, type it in the New System Position field and click the Create button.

You will then be able to select it from the list:

Step 8: 

The Attributes heading allows for the collection of information characteristic of the player, for example, height, eye-colour and hair colour, or costume fitting details, such as shoe size and dress size or other measurements. 

To see all available attributes, click Attributes in the tree:

To add an Attribute, click the New System Attribute field and type it in:

Then click the Create Button:

It will then appear in the list:

Click on the Attribute in the tree and a Value field will appear.

Enter the value in the field for each attribute and it will be added in the tree:

Step 9: Set the Player's Options

The Options heading allows for identification of other information particular to a player, for example, listing details about their training. In the following example our organisation wishes to categorise Players/Auditionees by singing, dancing or acting ability: 

A player is given a Grade for their ability so that later these Players/Auditionees may be reported on in groups or combinations of groups by the Grade they are given: eg. A+ Singers alone, or A+ Singers who are also A+ Dancers etc. 

For those child auditionees, in the New System Option field we might enter Behaviour, click Create: 

And then enter Values into the new Behaviour Values field with a Grade for each, clicking Create for each new value. 

Click on the behaviour field to enter the value:

In the following example, options have been used to list Performing Arts training provider options - to indicate where a Player has trained: 

It might also be used to indicate Voice Type/Range:

Step 10: Set the Player's Activities 

The Activities heading allows for the identification of date-specific information about a player. 

Click Activities in the tree to reveal player activities settings:

Create new activities by entering an activity into the New System Activity field and click the Create button:

Select an Activity the Patron has partaken in and click the Select button:

Then select the Start and Finish dates that the Player partook in this activity within your organisation:

Their Activity now appears in the tree along with start date (end date can be viewed by clicking on the activity) 

Step 11: Set the Player's Roles

The Roles heading allows for the identification of what role a player fulfilled for any productions they were involved in, including which character they played if they acted.

Click Roles in the tree to reveal Player Roles settings:

Create new Role Groups by entering a Role Group into the New Role Group field and clicking the Create button:

Select a Production or Event that the Player had a role in using the Dropdown menu:

For an actor, we enter the name of their Character in the New Actor Role field and click Create:

Then click select with the actor's character role selected to add it to the tree for the Player:

If the Player did not participate in all performances for the production you may select the performances they performed (or are about to perform) in:

Step 12: On your organisation's booking skin, check Cast details:

*Talk to your support agent if you do not see the Cast details: 

If it is set up on your organisation's booking skin, you will see a button next to the Production labelled Cast:

Click the Cast button and the patron is taken to the Cast listing with all Players listed under their respective Role Groups beside their roles:

Patrons may then click on the hyperlink for any Player to reveal their headshot, biography, website link and list of roles played for your organisation (provided the data has been entered already.) 

Related Articles:

The Player Filter: How to report on data collected via the Player Tab in the Patron Window