Master the Power of Propared

Let’s now visit the Team screen.

A team, is a subset of your contacts who are related to a specific show. Each project has it’s own team. Note that these contacts are not Propared users and do not see any information unless you share a Production Book with them.

You’ll notice at the top of the screen the name of the project that you’re on as well as a dropdown where you can switch between your project teams. Note, only one project team can be shown at once here.

Also you’ll see the Project team broken out into the same 3 tabs for the different contact types.

You can add Team Members in 3 ways:

1st, anyone that you’ve added to the Timeline for this Project will automatically appear. That’s why you now see Charles, Jessie and Jose, that we put in the timeline back in our earlier video.

2nd, you can manually add people to a team here. Just click the New Team member button, select person, and add someone. Edwin Pannell

3rd, we can add people directly from the Contacts Screen.

The Team screen gives you some tools to further organize your folks. They are Groups and Roles and they are both types of tags. These pull from the same Tags list as our Default Roles and Groups in the Contacts Screen.

In the Team, Groups are helpful for working with large numbers of Team Members all at once. For example, we could create a group for all our cast members called “Cast”.

Charles Feng

Jessie Schwartz

Cast

To see what we can do with groups, let’s head over to the Timeline. Say we want to create a performance and add the whole cast.

Performance

1. Lion Queen Performance: May 12

Team Cast

Once you’ve created the Performance and given it a date & time, click into to the Team field and type “Cast”. Note the (2) next to the tag. Propared is telling you that 2 people are about to be added to this Task. Once you save you’ll see all the cast members listed!

Let’s return to the Team screen and look at Roles. Roles are nice because they tell you who is doing what on a show. A person can have different roles on every show they’re part of and multiple roles on each show.

You can easily update any Team member with their Role. Since Jose is the Lighting Designer, let’s add it now. Just click on Jose, edit, and pop in the new role!

Add Lighting Designer Role

Roles have another great use though: You can actually establish a role in a project before you even know who is going to fill it. To do this, click the New Team Member button again. This time though, instead of entering a name, click on the Role field and add a new role. Let’s add the Light Board Operator.

You’ll see the new Role appear at the top of the list with “a Team Member ID” instead of a name. We use Team Member ID’s because sometimes you have multiple roles without assigned people and the ID helps you tell them apart. Think of them as unassigned.

Once added, you can now schedule the Light Board Op in your timeline! Let’s head over there now and add the Light Board Op to the performance we just created.

Light Board Operator

Time passes and you’ve now hired your board op, Lee Westy. To add them, head back into the team screen, select the Light Board Op row and add Lee. Now Lee will appear anywhere in the timeline where the Light Board Op had been added.

This feature is also great for swapping out Team members mid-show if you have to replace someone.

We have also added the ability to add Team Members to a Project directly from the Contacts Screen. This is helpful if you already have a Project Created and want to add a number of people all at once. To do this I would go to the Contacts Screen, select the contacts you want to add and in the More Menu go to Add to Project Teams. Then select one of more projects to add them all to.

So finally, we have out team built out, and now it’s time to share this information with people. We can do this through the Production Books screen. Lets go there and select the Production Book Full-schedule. We can navigate to the Team page and enable it. The Production Book Team Page pulls from the People and Organizations tabs of the Team. Next we can decide which members we want to include here. We do this by using the groups. If I leave this just as it is, All Groups, it will include everyone in the Team screen for the lion Queen. I can also select a smaller subset by selecting just one such as the Cast, if I was making a cast list.

Next I can choose to include or exclude certain columns for example, if I didn’t want to include phone number or email addresses, but I did want to include roles and related organizations. If I include the Photos column, then any contacts that have photos associated with them in the Contacts screen will show up here as well.

Locations has it’s own page which we can also enable and works just like the Team Page. Let’s leave it on all Project Locations and view the updated Webpage.

You’ll see that there are now 2 new tabs in the Production book. Locations and Team.

Finally, you can filter, and Group By things just as you can in the other screens.

If you delete a Team member from the Team Screen, it will also delete them from the Timeline and everything they are tagged to.

So far, we’ve looked at Scheduling. They Who and When. Now it’s time to look at the What. In Propared you can track the resources you have, as well as what will be required for each project. To start this off we’ll look at the the Resources screen.

The Resources screen is one of our setup screens and acts similarly to the contacts screen. But instead of housing people, organizations and locations, it houses Items. Items are any physical objects that you want to track and utilize in your projects. They can include things that you own, as well as things that you frequently rent, purchase, or borrow. Some examples of Items might be: Ladders, Projectors, Lighting and Sound Equipment, Tables and Chairs, Props or Costumes. The Items are not Project specific, but act more like a cache of available objects you can use in your projects. Once we have some items setup we will be able to add them to our projects through the Requirements screen.

SO, let’s make our first Item. We’ll click on the New Item button and select Item. The only requirement for an Item is that you give it a name. I’m going to make an item for my venues 10’ Ladders. My department is Scenic, I can add a photo of my ladder if I want, or any notes ( like…it’s orange).

Next we need to indicate how many ladders we have and where they live or come from. We are going to do this in the section called Sources. A Source is a Person, Organization or Location from our contacts that the item can come from. So, say we have 2 ladders. One lives on the Main Stage, and the other lives in the Production Office. So, let’s select Main Stage as our first source, and update the quantity from infinity to 1. Now let’s add the second ladder by adding a new source. This one lives in the Production Office, and we also have 1. Now you can see we have a total inventory of 2 ladders. Now, if I needed more than those 2 ladders, I might rent them from a local rental shop. So let’s add another source, and create the organization Rental shop. Now, I don’t keep track of how many ladders they have in their inventory, so I’m just going to leave the inventory on the infinity symbol. You’ll see that our total inventory is still only 2. I also know that they generally charge me 20$ a day, so I can add that in. The default cost gives starting place for building out some initial costing once I start adding Items to my Projects and these costs can be updated later as you gain more information

On the right side you will see an additional Details field available for each source. This is for giving further details regarding where an item is located at that source. Such as in Bin # 23 or on the shelves.

So, i’m going to create a few more items.

Lets add our Projectors (I have 2 and the source is my Main Stage)

Now, when I’m ready to use a projector on a project I usually need a number of items such as the lens, a power cable, a stand and a screen that I also need. I don’t necessarily want to have to remember all of those items individually, so I am going to create something called a Collection for my Projector. A Collection is a group of items that I want to save so I can more easily add them together into my project. This is great for groups of items I use together regularly such a everything I need for the tech table setup, elements for a podium setup, materials to build a scenic item like a flat or all of the elements I include in a specific lighting package.

So, let’s select New Item and create a new Collection. I’m going to call this Projector Package and I’m going to add the item Projector from my source Main Stage.

I’m going to create a new item for the Projector Lens Item on the fly by using the Create a new item quick create. (create new item) and select the source

I also want to include a Projector Power Cable in this collection For this collection I’m going to add 1 of each of these items because if I need 2 Projectors for my project I can always just add 2 collections.

So, now i have my first collection. You can see that we’re now in the collections tab at the top where you can see all of your collections.

The third tab, called Usage we’ll go over in the next video, but this is where we can track how our Items are being used once we start adding them to our projects.

You can also import Items into the items screen by going to the More menu and selecting import option. We have a template you can use to ensure a smooth import available on our support site. You can also export your items to a csv from this menu as well.

Now that we have some initial items created let’s start adding them to our Projects.

Now it’s time to start pulling together the physical elements we are going to need for a project. Those elements, or requirements are what we will be working with in the Requirements Screen.

A requirement is anything that is needed for your show. Just like in the Timeline, these may be high level requirements, such as you’re going to need a set, or a lighting package, as well as very specific things, like you’ll need a genie lift.

When I create a new Requirement I’ll need to select the Project that requirement is for. Other than that the only required field is that you give it a name.

Lets add a high level requirement which is the Set. You’ll see that the dates will default to our Project Dates from the Project Screen, but I could change these if I only needed this requirement for a smaller set of time. For me, I’m going to stick with needing the set for the entirety of the project. Once I have a more fixed set of dates and more specifics I can update this.

This will be going into the Main Stage, and is part of the Scenic Department.

Next you’ll see the Items section. A requirement can be linked to a single item from the Items Screen, however it is not necessary initially.

We don’t know where the set is coming from yet, but we do know that we have an estimated initial budget of 3,000. There will be one set, with an estimated cost of $3,000.

Next, we’re going to need some equipment for our Press Event, like a ladder. However, we won’t need it for the entire run of the show; just for Press Event setup day. So, let’s add a second requirement, Press Event Equipment. Let’s add it to the same project, put the date for our Press Event

1. Load-in: May 5th

Lobby Location and Department. In the Items section we can now select the 10’ Ladder.

When I did that you can see that it has brought in all of my available sources that I set up in the Items screen.

When I’m looking for an Item to add to a requirement I have a couple of options on how to do that. I can either pick straight from this list, or I can search using this search tool. If you click here, a side panel will open where you can see items broken out by their source, so I can see all of the items from a specific vendor, or that are stored in a certain location. I can use the filter at the top to narrow by item, department, or source. This can be helpful when I have very specific lists of items that are only available to a certain location.

I know I will need 3 ladders for the press event load in, so I am going to use the one from the Main Stage. You see when I add the quantity needed it is deducted from the available pool of ladders from that source on this set of dates. I will also use the one from the Production Office, and we are going need to rent one from our Rental supplier. You can see the total Quantity Needed as well as a Total Cost estimate based on the number of days indicated and the price per day we added in the Items Screen.

Now let’s say we want to add our Projector to this Event as well. We could add the Projector individually, but we already created Collection so that we don’t forget any accessories, so let’s add it by Collection.

We’ll select the Project, add a name for the Requirement, and add a location. The departments will be pulled in from the items screen.

Now that I’ve added the collection you can see that I have three new requirements for my Projector Package and they each have the corresponding item. Having each requirement linked to a single item allows you to do some neat things, such as group by Requirement: I can see all of my press event Equipment and Set grouped together. It also aggregates potential costs for these elements.

We can also Group by Source, which easily allows you to pull together where Items are coming from, such as all of the rentals from the Scenic Supplier, or everything that needs to be pulled from the Production Office.

Requirements can then be exported to .csv files for the creation of pull sheets, shopping lists, or rental quotes.

You can also Group by Department to easily see departmental financial breakdowns or needs.

Now, say I also needed a Projector for the Project Stinky Boots on the same days. So lets add a Projector Package Collection there as well. Now let’s take a quick look at the Projector. Because in our inventory we have 2 Projectors, 2 lenses and 2 Power Cables we have enough in our Main Stage to cover all of our needs for these dates. Anytime there are multiple Requirements for the same item on overlapping dates, we provide you this little icon to show you the other requirements. If I needed two Projectors for Stinky Boots it would now show that you don’t have enough available and the blue icon changes to an alert. It also shows you in the main table that there is a potential issue.

This can help me see when I have over allocated my resources. If I need to add a new Source such as a rental company here, I can go to my Item record and add a new source. Then in the requirement I can update the Requirement to have 2 Projectors one coming form my Main Stage, and One being sub rented from the Rental Shop. DO NOT CHANGE TO REMOVE CONFLICT

At the top of the screen is the Project Selector Dropdown where you can look at the requirements for one project or multiple projects. Looking at requirements across projects can help you aggregate your needs and say do one large order of materials instead of multiple smaller ones.

By selecting one of more requirements, you can use the More Menu to Clone and Shift the timeframes just as you can in the Timeline Screen.

Lastly, lets go back in to the Items screen and look at the Usage Tab.

The Usage Tab gives you the 50,000 ft view. It tallies up all of the items that are being used in your requirements on a each day and when you click on that day it gives you all the details. If a block is in Orange it means that you have over allocated one or more of your sources on that day. For example the Projector. I have spaced 3 Projectors, but I only have 2 currently.

You can see the sources for where they are coming from and can see on any given day how many items you have left available and can quick jump to any requirement by using the eyeball icon.

You can change the month you are looking at in the top bar

You can also include Requirements in your Production Books. In the Production Books screen you can enable the Requirements Page and identify which columns to include. When you go to the link for this production book you’ll see the additional page and be able to see the Requirements.

Back in the Projects Screen you can see our total costs for both Items and Labour bubbling up into the summary here. This is the best place to look at your total costs.

In Propared you can also manage your crew needs, including estimating initial labour budgets, booking your calls, tracking crew conflicts and hours, and sharing crew schedules.

First we’re going to go to the Resources screen and navigate to the tab called Positions.

This is a setup screen and these positions are meant to reflect your standard crew positions that you will assign to bookings or labour lines.

Let’s go ahead and create a new Position by clicking the new Resource button and selecting position.

Lets add the position Carpenter

Each position can be assigned a source which would be the company providing the labour. This can be your own organization, or a company you contract with. This list pulls from the Organizations Contacts. For this example the crew is being provided by my own company, the Helleuey Theatre.

You can also add a Department this position is apart of.

This is part of the Scenic

Next we’ll add a default rate. This can be calculated as an hourly or a flat rate per call. We’ll put 40$ an hour.

Next we can specify an Overtime Ruleset. Rulesets are established in the settings screen and you can make as many rulesets as you want. Lets go the the Settings Screen now and look at Rulesets. Rulesets are in the Preferences Tab Owners and Admin access type are the only ones that can access this tab.

Here on the right you will see the rulesets. Propared automatically creates a default ruleset with is an overtime multiplier of 1.5 times regular pay, and it starts calculating after 8 hour of regular time.You can add a new ruleset by clicking the add button. If you create a new ruleset you will be able to delete the default one, however it is required to always have at least one ruleset. In the future, we will probably be adding more options to Rulesets.

Lets go back and add a few more positions now. (Resources>Positions)

Crew Chief 55$/hr

Electrician 40$/hr

So now that we have some positions, lets pop over to the Timeline screen

Lets create a New Event for the Lion Queen called Load In

Let’s start with creating the Event, enter the name Load-In and add a Date, Time, and Location

May 4th 10am for 8 hours on the Main Stage

In the Crew Management section lets click the Add Labour Line button.

Labour Lines are objects that allow you to quickly populate the crew needs for a specific event. Such as for Load in Day. We think we will need 4 Electricians and 1 Crew Chief. At this point we may not be worried about who exactly will be filling these positions, we might just be wanting to see the financial implications of these specific crew needs.

(create labour lines)

So, what we have done is indicated that for this call we will need 5 people, 4 electricians and 1 Crew Chief.

You can see in the table there is now a wrench icon, indicating that this event has associated labour lines. So when I make a labour line in the TImeline and indicate a position and quantity, Propared is also populating our Labour Budget which will aggregate automatically in the Requirements screen under the Labour Tab.

Now, say I have labour lines created in multiple events across multiple projects. All of these Labour Lines are aggregated in a new tab in the Requirements Screen called “Labour”. Here, you can see all of our labour lines, the event and position that each are associated with, and the total cost for each using the default rates and rulesets for each position along with the duration of the event.

In the details, I can adjust the rate for this position. If you adjust the rate here, you can always go back to the default position rate by clicking this icon.

You can also adjustment the number of hours that are used to calculate the cost in case there’s an unpaid meal break or you need to add some extra hours for budgeting purposes.

For example this event has a duration of 8 hours, but for our financials we want to assume it will go over and actually be a 9 hour call. I can add an additional hour here to increase the calculation to be for 9 hours.

Below that you’ll see the Standard and OT cost breakdowns.

You can also create new labour lines straight from this screen if you find that easier. Anything you create or change here will be reflected in the timeline.

This workflow allows you to build out estimated budgets for labour quickly. As you continue to make changes in the timeline, for instance, if we update the dates or times for an event, it will automatically be reflected in the costs of the labour lines.

As in other screens you can group the Labour Lines by a variety of things to see aggregated cost estimates.

So, say we are in charge of booking our own crew and we are ready to start scheduling out the people that will be filling each of these positions. Let’s go back to the timeline and our Load in Event and click the “Enable Crew Bookings” button. This will automatically generate booking slots for each position with the quantities we laid out in the labour lines.

So in this example, we’ve created 5 total slots – 4 electricians and 1 Crew Chief. If I add or remove crew bookings, the new totals will be reflected in the labour line. so, say I want to remove one of these slots as I only need 3 electricians now. You will see the total number needed in the labour line is updated. Over in the requirements screen you will see that it is also updated in both the number of crew needed and the financials. We can jump quickly between these by clicking the eyeball icons

Now you can see that we can select a Status for this Booking Slot (None, Confirmed or Tentative.,) The position is auto-selected, and I can select The Name of the person filling this position. Let’s select Lee Westy, is our Crew Chief. We know that he is confirmed, so lets select confirmed status.

Now in the Electrician slots lets add the name of someone we have reached out to

Jenny Gibbs. We can mark this slot as tentative.

I can also go to the Crew Bookings tab at the top of the Timeline screen to manage all of my bookings together. I can filter by status to just see the slots I still need to confirm or fill. I can also Group by Event.

I can also create new booking slots from this tab as well. If I create a new Booking, I would also need to select the Project and the Event from the Timeline, and again, any changes here will be automatically updating our budget at the same time.

For instance, occasionally, one specific crew member will need to have a different time from the others. In the Crew Bookings tab I can adjust the specific crew booking timeframe, and our financials in the Requirements Screen will also update, ensuring that everything stays up to date.

So let’s add a new Booking slot to the Load-in , It will pull over the times from the Event, I can add in the Position and the Contact.

As you fill out your bookings Propared will also automatically add them to your project’s team.

Propared will automatically check for conflicts across all booking in this and other Projects. If there’s an overlap, you’ll see a conflict icon. We can simulate this by adding Jenny to this exact same call. Now you can see the conflict icon and if you hover over it you will see the conflicting Bookings.

You can also export Crew Bookings to a .csv file by selecting export from the More Menu Dropdown.

So, Crew Bookings can appear in Production Books if you want. Let’s look at a Production Book’s settings.

If you don’t want Bookings to appear in a particular Schedule, you can toggle off the Include Crew option for the Schedule Page. You can also choose to only show Confirmed Bookings. If this is turned off, Tentative and unbooked slots will show up as well.

You can also choose to show individual bookings or show the labour lines. If you choose to show Labour Lines, this is what you will see. If you choose bookings this is what you will see.

Now that we’ve seen a lot of what Propared can do, let’s head back to the Projects screen.

From here, you can create new projects by cloning a past project. Let’s say we have another show coming up that’s practically identical to Lion Queen. I can use the Lion Queen as a start for my new show, so I don’t have to start everything from scratch. To do this, click on the New Project button in the right corner and instead of starting from a Blank Project, select Clone from Existing. The Source project is the Lion Queen, and now we are going to select a reference task from the Lion Queen Timeline to shift the timeframe of the new project to. I’m going to select our opening night performance. Now i’m going to select the date of the new opening night for my new project.

Now, i’m going to add the new Project Name, Cambodian Rock Band, give it a short name, color and I can add any Project Managers that I want to edit this project along side of me if I have any.

So, when we create this new Project it’s going to clone the Lion Queen and shift the timeline according to the new reference task. June 16th

Let’s pop over to the company calendar we created and give it a refresh to see our new show automatically added to it.

One great way to use the Clone from Existing Project is to set up a project that acts as a template. You can add in basic info like designer deadlines, a rough rehearsal schedule, locations and roles. Then clone from that, and use it as a starting point for your future productions. Using this feature, you’ll be able to build out a full complement of projects in no time. If you set the “Template” project status as “Draft” then it won’t show up in your Production Books.

Lets head over to the Attachments screen. Attachments allow you to store, manage, and share information that you store outside of Propared.

Propared does not physically host files. Instead an ‘Attachment’ is simply a URL that links out to anything you want. It could be a File, Folder, google sheet, webpage, etc. This allows you to pull together files from multiple places into Propared. For example, if your company uses dropbox but a guest designer shares something via Google Drive you can include them both. You can also use Attachments for linking out to other things like Forms and Webpages. And, if you need to change out the file you can simply update the link pointing to your file.

So, here in the Attachments Screen. Let’s create a new Attachment and give it a Name. Parking Map

Next we’ll want to paste in a link to a file. As an example, let’s say I want to link out to a file in my Dropbox. To get the link, I just navigate over to drop box, click “Share”, and copy the URL.

Then I pop back into Propared and paste in the link. This file is specific to the Lion Queen, however I could also tag this will multiple Projects or ALL PROJECTS. For instance if I have our venues COVID rules and regulations that should be available to all of my projects I can have one version of it here. That way if it the policy changes I can update the file link here, and the document will show up as the updated version for all of your projects.

I can also add categories, departments and a description of what I’ve linked to.

So, once I have my attachments created I can choose to include them in my production Books.

Lets add the Attachments Page to my Lion Queen Schedule. I’ll go down to the Attachments Page and enable it. If I leave it as All Project Attachments it will show any attachment that is tagged with the project Lion Queen, as well as any Attachments tagged with “All Projects”. I can also open the menu and choose very specific attachments from my project as well.

Now let’s take a look at this Production Book. Notice there is now an Attachments tab at the top.

When I click “Attachments” I’m taken to that page where I can see a list of all the Attachments that I’ve chosen to include. Just like the schedule, this list will auto-update as you make changes.

Listing Attachments with a schedule can be helpful in a huge variety of situations like creating a daily call sheet, assembling documents for a tour stop, making a venue request form available, or giving a crew member all the resources they’ll need to do their job that day.

In Propared there are two places to update settings.

The first is your personal profile. This is where you can go to view information about your personal account.

To get to your profile, click on the avatar in the upper right corner, and select “Profile”. Here you can update your Name, and Email addresses. If someone wants to grant access to you using a different email address than you use to login to Propared, you can add it in this screen. This way you can login with a personal email address, but still gain access to organizations portfolios using your work email address. You can also upload an avatar image here and reset your password. We highly recommend resetting your password regularly as a good security practice.

On the My Access tab, you’ll see all of the Portfolios and/or projects that you currently have access to.

On the My Preferences tab, you can update your personal date and time format preferences.

From the Avatar menu you can also gain access to our Support Documentation and sign out of Propared.

The second place to access settings is from the Settings screen in the main left hand navigation bar. This is where you can go to view information about your organization’s portfolio, and changes made here will be seen across the entire portfolio regardless of which user signs in. Only owners and administrators may access the settings screen. If you are a project manager, this screen will be disabled.

The first tab is for granting Access to your organizations Portfolio and projects. Owners can grant Administrator and Project Manager access, Administrators can grant Project Manager Access.

At the top of the screen you can see the number of Admin and Project manager slots used out of those available based on your subscription.

In the table you can see everyone who has editing access to your organization Portfolio.

To add a new user, click on the new User button and select a Contact from your Contacts Screen or add a new Contact. (Charles Feng)

It is required for a user to have an email address in the system. If you want to share access with someone in your Contacts that doesn’t currently have an email address you’ll be prompted to add one. (Select Ryan Kirk)

Next select your access type.

Administrators can see and edit all projects, create new projects, and assign Project Managers. It’s great for full-time staff members. To make someone an administrator choose it from the dropdown menu.

Project Managers are users who have access to only a subset of your projects and are great for Stage Managers or other managers brought on to work on one or a limited number of projects. To make someone a project manager choose it from the dropdown menu and then select the Projects you want them to have editing access to.

When you save, the user will receive an email from Propared asking them to create their account or login with an existing account. After they’ve done this, they’ll be able to sign in and start working with you!

If you want to remove a user, say, because someone has left a position in your organization, simply select the user, and click Remove User from the Top menu.

Also, if you are the current owner of the Portfolio, AND you need to transfer your ownership to someone else, because, say, you are leaving your organization, you can do this by selecting the person with Admin Access and selecting Transfer Ownership. Be cautious if doing this, as it cannot be undone by you.

Next is your Portfolio Preferences tab. Here you can set the default Time Zone for the portfolio. This means that when you create new projects the timezone will default to this one. You can manually override this on a project by project basis. The Timeline Screen will also default to this timezone when you are looking at more than one project.

Next, You can also choose your Currency, as well as a Default Date and Time format for all of the Portfolios Production Books.

If you upload a company logo here, it will be included in the upper corner of all Production Books. Let’s add our company logo now. I can go to my company calendar and refresh it to see what it looks like.

You can also select the start day of the week. This will update all the date selectors within the app and production book month layouts to start on your selected day of the week.

On the right you’ll see your Labour Cost Calculation Rulesets. We’ll look at this when we look at crew booking.

We’ve seen our Tag Management screen before, but lets look at how we can clean up our tags list. Currently Tags in the list cannot be Deleted outright, but they can be merged with other Tags in the list. I accidentally spelled this one tag wrong, and created a tag that as spelled correctly. If I had only spelled it wrong, I could simply click into the field and update the tag name, however because I have two tags in my list that look the sameI’ll want to merge the two tags together. To do this you will choose the tag to go away and the tag that will remain. All items in Propared that are tagged with the old tag, will be converted to the new tag. This helps ensure that you are never loosing information. Tags that are merged will affect objects in all of your current, past and future projects. That includes Active, Draft and Archived Projects.

The last tab is for managing the organizations subscription. Only Owners can access this tab. Here you’ll see the type of subscription you have and a link to your subscription management page.

Greetings, I’m Mel from Propared!

If you’re seeing this video, then you’re probably working with an organization that’s using Propared, and you’ve probably received a Production Book link! Propared is a logistics and scheduling platform designed specifically for arts and events organizations.

We know that it’s important for you to have accurate information to work with. Propared is built to ensure that you always do and to make it easier for managers to get that information to you and keep you up to speed.

Let’s quickly walk you through what you’ll see when a manager shares information with you through Propared, and see you what you can do with it.

In Propared, Schedules, Calendars, Contact Lists and Files are shared via Webpages. When you receive a link, just click it and it’ll open in your web browser or on your mobile device. There’s nothing to log in to or passwords to remember. Each time you visit or refresh this page, Propared updates it with the most current information eliminating versions and copies that can cause errors and confusion.

We recommend bookmarking these webpages on both your desktop and mobile phones so you can quickly get to them. You can even create a book-mark as an icon right on the home screen of your phone.

When you first open a link you may see some schedule information as either a Month, Day, or List. You can toggle between the three views by clicking on “Month”, “Day” or “List”

These schedules can contain information from a single shows OR multiple shows and be organized in different ways. You can filter by any of the options listed across the top of the page – Project, Status, Location, Team, Department, Category, and Recent Changes.

For example, let’s say you receive a company calendar but you only want to see the things that you’ve been associated with. Just click on “Team”, and select your name. You can also search by typing into the box. You can filter for multiple things at the same time, like showing your work for only a single project or show only things that have changed recently. To clear the filter, click the “Reset” button on the right.

In the Month and day views, you can also jump to a specific month or day, and click on an event to see more details.

There may also be a tab for Team, Locations or Attachments at the top. Clicking on the tab will take you to another page which will include Contact Information, a list of locations or links to files, folders, or other sources that have been shared.

Your manager can include any of these tabs, or just a single one, depending on what they want to share with you.

If they share a schedule with you, At the bottom of the webpage you’ll notice a 2nd Link under “Subscribe to this schedule:”

This URL lets you take the schedule and embed it as a read-only calendar in personal calendar apps like Google, Outlook, or Apple allowing you to see your show calendars alongside your own appointments.

Once embedded this calendar will refresh automatically. Due to the variability in refresh time of different calendar programs, there can be a delay. So check out the webpage schedule if you’re ever in doubt.

You may also receive Propared schedules via email. If you get one, it will look something like this:

You’ll see both the webpage and calendar subscription links.

If you reply to these emails, it will go directly to the person who sent it.

If you have any questions, want to learn more about Propared, or if you have any feedback for us, just head over to propared.com and click on the chat icon!

Thanks and have a great day!