How do you share production info with external parties?
In this guide, we cover how to create an itinerary to share essential production details, such as time schedules and contact information, with performing artists or external parties. You will learn how to build these documents using information already entered in your Program items and how to share them via a unique, mobile-optimized link.
Check out this video below, to see the steps how to create and share itineraries:
How do I sync event program data with my itinerary?
The information for your itinerary is pulled directly from the Program tab of your event. For each program item you prepare the information per topic.
When you create an itinerary, the system uses this data as a foundation, ensuring you don’t have to enter the same information twice. Any updates you make to the Program tab will automatically sync with the itinerary, so external parties always have the most recent details.
How can I customize an itinerary for specific program items?
You can create a specific itinerary for any program item to choose exactly what information is shared.
Go to the Program tab of an event.
Click the Create itinerary button at the top right of a specific program item.
Select which elements to include, such as the schedule or specific topics.
Header & General info: Add a logo in the 'Header' field and use the 'General' block for non-production info like parking policies, route descriptions, or WiFi passwords.
Note: Notes from the Program tab are never included in an itinerary to ensure internal remarks stay private.
How do I create an itinerary collection for multi-performance events?
An itinerary collection shows multiple itineraries in one clear overview. This is particularly useful for festivals or events where a single artist is booked for multiple performances, such as a workshop followed by a DJ set. Instead of sending multiple links, you provide one complete overview for the entire event.
Go to Planning - Itinerary to see an overview of all created itineraries.
Click the + New itinerary collection button.
Give the collection a name and select all the program items you wish to include.
Customize the collection page with a header image and an introduction text.
In this overview, you can also track the progress of your advancing and see if any information is still missing for the selected items.
How do I share a public itinerary link with external artists?
Once your itinerary is ready, you must publish it to make it accessible to external parties. A published itinerary is optimized for mobile use and can be viewed via the Stager app or a web browser.
Publishing: Click the Publish button at the top right to generate a unique public link.
Sharing: Use the buttons in the top left corner to email the itinerary, copy the link, or print the page.
Managing access: You can 'Withdraw' an itinerary at any time to make the link invalid. If you 'Delete' an itinerary, the link is permanently broken, and a new one must be generated if needed
How can I access and view production itineraries on the mobile app?
All published itineraries are directly accessible via the Stager mobile app, making it easy for Backstage users view production details on the go. This mobile view is synchronized with the backstage data, so users always see the most recent updates.
To view an itinerary in the app:
Open the Stager app and select Itinerary from the menu.
Select an event from the list of upcoming productions.
Click on the specific Program item to open the full itinerary.
