One Integrated System

Frequently, performing arts non-profits have completely separate systems for fundraising and box office or they attempt to record their fundraising and education activities in a system designed primarily for ticketing. They wind up frustrated, using multiple spreadsheets and databases full of redundant, un-shareable information and wasting time and money attempting to synchronize and de-duplicate disparate databases.

Easy-Ware provides a single, integrated solution for every department. With our enterprise-wide information system every staff member can work with the same information, eliminating duplicate data and significantly improving efficiency across all departments.

The Features You Need at a Price You Can Afford

Easy-Ware is committed to providing an affordable solution to all customers. Our low, one-time license fee and low ongoing maintenance fees are unmatched in the industry. Our solution provides you with the best value and has more of the features you need at a price you can afford.

There are no per-ticket fees for in-person or phone sales, online ticket buyers pay a small convenience fee, giving you the full face value of the ticket.

Unlike some competing systems that hold your funds until the performance has completed, funds are available between 1-2 business days depending on your banking arrangement.

Comprehensive and Easy-to-Use

Easy-Ware’s comprehensive design makes it the perfect solution for any type of performing arts agency. You can easily set up your entire season in an afternoon and be selling tickets and subscriptions in less than a few hours of work.

You can choose from general admission, reserved seating or a combination of the two, and offer the best available seating of your own design or let patrons pick their own seats.

Easy-Ware lets you create complex seating charts in just a few minutes and store them in its seating chart library for re-use, so for each production you can either  create a new chart or use and edit a saved one.  It will even allow you to change your seating charts after tickets have been sold.

Our Online Subscriber/Flex Pass Seating allows these patrons to seat themselves online for any productions that are included in their subscription or flex package using a special code that is unique to that patron for that particular season or set of performances included in their subscription or flex package, providing another way to handle seating outside of box office staff. Your patrons simply go through the online single ticket purchasing process and at checkout they have an option to use their flex passes by entering their code and, if they like they can add a donation, add a class or camp registration, and or add additional tickets to their order.

And our option for Pre-Sale Seating for select patrons/Selected Date on Sale allows you to manage when you want to offer seating to the public and allows you to offer pre-seating to select patrons, while also allowing you to seat and hold seats before seating is available online.

Presale Seating for specific patrons can be set up when you create your productions and allows you to select the start date and end date for the presale along with the code you will give your patrons to access Presale Seating. Using the robust tools in Easy-Ware you can create a list of the patrons you want to give Presale Seating access to and send them an email through Easy-Ware with the support of our partners at SendGrid.

If you are setting up your productions and want to show an “on-sale” date in the future, you can easily manage this by entering a date first sold to the public and then, when that date arrives your tickets for that production will automatically be available online without any need for your team to go back into the program.

Easy-Ware can accommodate unlimited pricing tiers, pricing variations by day or time, dynamic pricing and handicap accessible seating.

Our solution lets you change dates/times, extend shows or add seats at any time. You can also create unlimited discounts and marketing codes and copy them from production to production, adding and editing as needed. And, you have the ability to design your own tickets and create custom email confirmation templates.

For groups, Easy-Ware has special features to help you manage your group sales, school bookings and touring show calendar.

Reserve blocks of seats, change orders as often as necessary and save production attendance histories for schools and teachers. Group sales and school bookings can be paid for in single or multiple payments, and Easy-Ware can automatically generate group sale and booking invoices, contracts and follow-up documents using your existing sales templates.

Our solution also offers a unique tour management feature for traveling shows do you can add tour runs to existing productions and automatically generate and send contracts to hosting venues.

For subscriptions, Easy-Ware’s robust features support multiple venues, both general admission and assigned seating, and offer four subscription models:
Series/Package Subscriptions
Any Show Flex Passes
Specific Show Flex Passes and
Design-Your-Own Flex Passes

Subscriptions can be sold online with optional donation opportunity and can be rolled over from season to season, if desired.

Subscriptions (and single ticket sales) can be easily exchanged with or without a fee, or donated back, and you can set up automatic weekly e-mails to subscribers and single ticket buyers reminding them of their upcoming performances.

Easy-Ware facilitates the subscription renewal process by allowing you to send detailed letters, pre-filled forms or e-mails to current subscribers when it’s time to renew.

When entering new subscription purchases, Easy-Ware even shows you a patron’s existing seats and any requested seating or series changes and will seat them in all shows within a series/package with a single click.

For reporting, Easy-Ware automatically reports on new, renewing and lapsed subscriber counts and provides detailed sales reports by package or by week.

Thoughtful Design that Works the Way You Expect It To

User interface design is always important but especially so for box office and ticketing software.

Easy-Ware’s unique box office dashboard design easily combines the complex set of disparate tasks required to run a box office together into one easy-to-navigate solution. We constantly redevelop and redesign our solutions, adding new features, functions and simpler designs.  We release updates several times a week, and will always continue to evolve our design with constant input from our users.

What you will appreciate most about our solution are the many small design decisions that make the software work the way you expect it to work, flexibly accommodating your many requirements no matter how they differ from customer to customer.

Family-Friendly Data Design

Easy-Ware’s unique family-oriented data design is ideal for non-profit organizations that need comprehensive fundraising and ticketing. As a comprehensive CRM solution, Easy-Ware allows you to see an entire family’s total history and involvement at a glance.

You can record separate information about each family member, including children, and use unlimited custom data fields to record important information such as special needs or seating preferences.

See everything from fundraising to volunteering, to education, subscriptions and ticketing, as well as notes and full contact histories for each family member and track all personal and family information about your patrons, record their complete transaction and involvement history and understand how they relate to your organization and each other.

Complete Online Integration – No More Duplicate Records

Easy-Ware offers an easy-to-set-up, easy-to-use, brandable and fully PCI/PA-DSS compliant online sales tool that never creates duplicate records.

Sell tickets, subscriptions of all kinds, products and gift cards online and incorporate an online mailing list sign up form that feeds directly into your database.

No tedious and expensive web site editing is required to set up your productions for sale online. With Easy-Ware all production information (name, date, time, price, location, description, etc.) is loaded directly onto your site through a single synchronization.

We offer general admission, pick-your-own or best available seat selection options and print-at-home tickets which include a barcode for access control scanning. Customers can redeem Flex Pass subscriptions and use branded gift cards to make purchases online.

To simplify the purchase process, online buyers are not required to log in with a username and password; however, buyer contact information is saved for reuse and can be recalled quickly by entering an e-mail address.

After the sale, all buyer information is directly imported to Easy-Ware, so prior to creating a sale in your database, Easy-Ware’s unique matching feature checks buyer information against your existing records to find exact and possible matches, preventing duplicate records and eliminating redundant data entry.

Increase Opportunities for Donations

Easy-Ware allows donations to be accepted with subscription, ticket, membership and other product sales. Easily add donations to sales on the phone, in person or as part of online sales.

At the end of each online ticket sale, there is an optional donation which presents a choice of fixed additional donation amounts or amounts that round the transaction up to a targeted total. The ticket sale and donation appear as two separate transactions on the buyer’s credit card statement, and two separate, custom e-mail confirmations are sent.

Maintain and Enhance Your Branding

Our online sales form is seamlessly integrated into your website, maintaining its menuing, look and feel. With the sales form embedded into your existing website, ticket buyers won’t realize they’ve left your site to make their purchase.

Easy-Ware enables you to design your own tickets with any font/size combination, with logos, with or without bar codes for access control scanning and with advanced custom fields.

You can:
Design your ticket around a pre-printed background and design your own credit card receipts
Use the same ticket for every event or a series of different tickets that reflect the theme of each show in your season, and
Create custom ticket trailers to share marketing information, sell ads or provide sponsor recognition.

Easy-Ware supports both laser-printers for sheets of tickets and thermal ticket printers for individual tickets.

Accept Multiple Payment Methods

Easy-Ware accommodates a wide variety of payment methods, including all major credit cards, comps, reservations to be paid at will call, gift certificates, vouchers and branded gift cards. You can even create up to four custom payment methods for third party sales or any other payment need.

In addition, Easy-Ware lets you create flexible payment plans that allow for any combination of payment methods and can allow for a schedule of expected future payments.

Integrated credit card charging eliminates duplicate data entry, and instant validation prevents fraud or other losses. Customer payments are immediately acknowledge payments with customizable, automatic e-mail confirmations.

The system allows you to set up automatic payments with PCI compliant references to stored credit card information, stay on top of expected payments and track overdue payments. And, you can e-mail or print personalized reminders, invoices and payment acknowledgements directly from Easy-Ware.

Easy-Ware offers branded gift cards that can be purchased by patrons online or in person and used like a credit card for ticket, product and subscription purchases online, over the phone and in person. And, it allows you to track gift card, gift certificate, voucher and auction voucher usage and carry a balance for unused dollar amounts, putting an end to Excel spreadsheets once and for all.

Get a Handle on Comps and Discounts

Easy-Ware helps you easily manage production comps and various types of discounts.

Our system allows you to enter production cast and crew into the system for each event, assign production comps to each staff member and track comp usage throughout the run.

You can create a wide variety of discount types and track and limit use of discounts by sale date, performance date or time, production phase, seating section, price code or by each box office staff member.

Discounts (Student / Senior) or ticket types (Adult / Child) can be used with online ticket sales, and your sponsors and loyal patrons can be given special promotion codes that reveal hidden discounts online or in our mobile ticketing app.

With Easy-Ware’s unique seating inventory design and built-in reporting tools you can analyze the costs of comp usage and your discount policies in real time.

Increase Your Customer Service through Attendance Tracking

Through our Scan Entry app for IOS and Android, you can have a real-time picture of who actually came to the theatre each night.

Personalize your customers’ experience by promptly connecting with patrons after a show to thank them for attending, follow up if they did not attend and/or get feedback on their experience.

If desired, attendance can also be manually entered from ticket stubs using our free companion product, Total Entry.

Intelligent E-Mail Communications

Easy-Ware lets you quickly send out individual e-mails and targeted, HTML-formatted e-mail blasts to any group of patrons.

You can send instant ticket purchase acknowledgements, ticket donation or exchange confirmations, automatic patron reminders to ticket holders and ushers for upcoming shows and personalized follow up e-mails to first time ticket buyers.

Through an account with SendGrid.com, Easy-Ware’s e-mail tools can be augmented to track key e-mail statistics such as delivery, opens, click-throughs, bounces, spam reports and unsubscribes. And, Easy-Ware can also feed targeted lists to third-party e-mail solutions such as Mail Chimp, Vertical Response or Constant Contact for larger, specially-formatted e-mail blasts.

Collect and Analyze Marketing Data

Collect marketing information on a sale-by-sale basis.

In addition to “How did you hear about this show?” Easy-Ware allows you to ask “Have you ever been to one of our shows before?” letting you know which methods work best to attract new patrons.

Easy-Ware allows you to collect the same detailed marketing information with each in-person, phone or online ticket sale so you can evaluate your marketing strategies and grow your audience by identifying and focusing on your most effective methods. Easy-Ware will also allows you to assign a cost to each marketing method and then calculate a return on investment.

Management and Financial Reporting

Manage your productions with timely, accurate information without burdening your box office staff.

Easy-Ware’s outstanding management reports give you real-time data on ticket sales and attendance by day, week or across the entire production.

Our solution allows you to create a detailed breakdown of production and performance sales activities with just a few mouse clicks, and project your ticket sale income before the end of the run to see whether you’ll meet, exceed or fall short of your income goals.

Reaching a target number of tickets sold does not necessarily equal reaching your budgeted financial goals. Ticket sales are often a game of comps and discounts, making it easy to fill the house without filling your bank account. With Easy-Ware’s box office financial reporting tools, you can better understand what makes up the difference between your projected and actual income.

With Easy-Ware you can track expected vs. actual average pricing and break down average purchase prices by type of sale: subscription, group, online or single ticket. This allows you to compare list price, discount and purchase price for each seat you sell, run detailed analysis reports that show which discounts are being used (how often and by whom) and assess the impact of discounting on your bottom line.

In addition to dozens of canned reports and analysis tools, Easy-Ware has a custom report writer that allows every user to build their own custom reports, making it completely customizable to your unique organization.

Artistic and Production Tools

For each production or at the start of your season, Easy-Ware provides tools to both schedule auditions and track the outcomes complete with notes, comments, callbacks and casting decisions.

Actors can be easily tracked in Easy-Ware, complete with headshots and any types of acting attributes such as dialects, fight, voice, and dance training, etc., allowing directors can search the system for actors who meet their criteria or based on audition histories.

Total Info allows you to enter a complete production cast and crew list for each event including staff type, title and role(s). With a single mouse click you can print your Production Contact Sheet report complete with addresses, phone numbers and email addresses for each member.

Additionally, house managers can use Total Info to record their house manager reports after each show.

Easy-Ware also offers Costume Info, a companion product that provides a comprehensive Costume and Prop database solution for valuing and tracking inventory, usage and rentals. Items can be tagged with bar codes for easy scanning into a production, character or for a bill of materials for a rental.

Literary Info is another companion product for theatres that develop new works. Literary Info helps you manage your submission process and supports playwriting competitions. With Literary Info you can log play submissions by author and track the development of plays over time.

Volunteer Management

Easy-Ware offers the ability to assign volunteers to event or project needs.

Our companion product, Volunteer Info, allows a volunteer coordinator to quickly schedule volunteers (and their friends or spouses) across the entire season and send each volunteer a season summary e-mail with their complete schedule of shows, dates and times. Automatic reminder emails can be sent throughout the season to remind volunteers of their upcoming assignments.

Concessions Info

Easy-Ware also offers another companion product, Concessions Info: a full-featured, touchscreen point of sale solution.

Concessions Info can be used to quickly sell tickets, subscriptions and memberships, take donations, as well as sell candy, food, beverages (including beer, wine, mixed drinks, etc.), branded merchandise and clothing. And, your patrons can make and pay for intermission orders before the show to avoid lines.

This solution is ideal for comedy clubs so that management can finally get reports showing total income by show, including bar and ticket sales.

Simplify Your Bookkeeping

Easy-Ware is very accounting system friendly. You can set up your chart of accounts in our system and assign the proper accounting “account and class” to each transaction.

You can also use Easy-Ware’s “accounting summaries” to report on daily, weekly or monthly income results from your accounting systems point of view and, where appropriate, download some transactions directly into your accounting system (if supported – for example QuickBooks). These processes allow you to eliminate some duplicate data entry and save many hours of costly bookkeeping time each month.

Going the Extra Mile

Don’t see something you need? Easy-Ware offers custom development services to make sure you have all the features you need to fulfill your mission. We often don’t charge for enhancements that will improve our solution for the next customer. However, if your needs are unique, our custom programming work is priced affordably, like the rest of our product suites.