The advancing process is essential for gathering preparing an succesfull show.
You want to gather practical information from external parties, such as tour managers or artists. Instead of finding yourself in endless email chains, Stager allows you to collect technical requirements, hospitality needs, and travel details in one structured place.
How do I start a new advancing form?
You can create an advancing form in two ways:
Navigate to Events - Advancing and click the yellow + New advancing form button.
Start directly within an event by clicking on the Program tab and work in a Program Item. There you will find a button that says: Create new advancing form or you attach an exisitng advancing form to the program item.
When creating the form, you give it a name, set a Due date, and link it to a Program item. Linking ensures that any information received is automatically synced to your internal event planning.
How can I use advance templates to save time?
If you frequently ask the same questions (e.g., technical riders or dietary requirements), you can create pre-filled advancing forms. Go to Settings - Events - Advance templates to build your standard forms. For each topic in a template, you can add:
Text: Provide instructions or info to the external party.
Question: Ask questions for them to answer.
File: Attach documents for them to download.
Request file: Create an upload field for them to submit riders or documents.
What do the different topic statuses mean?
Similar to a program item, you have topics to cover in an advancing form. An advancing form also incules statuses to help you track progress, each topic within a form has a status:
To do: The topic is added, but the organizer needs to add questions or info.
In progress: The organizer has started adding info but hasn't published yet.
Waiting for response: The form is live, but the external party hasn't replied.
Response received: The external party has submitted their answers.
Completed: The organizer has confirmed the info. The external party can no longer change their answers.
How do I share the advancing link with external parties?
Once your form is ready, click Publish to generate a unique public link. You can send this link via email to your contact person.
Retract publication: Use this if you need to temporarily hide the form to make edits; the link remains the same when you republish.
Archiving: Once the due date passes, the form is automatically moved to the Archive tab to keep your dashboard clean, though the data remains accessible.
You can make the form unavailable at any time by clicking Retract publication. The form will no longer be accessible via the link, but remains visible to you. You can continue editing and Republish it using the same link.
How do I process and sync incoming information?
All completed information appears on the right side of the advancing form. If the form is linked to a Program item, the answers automatically appear under the relevant topic in that item’s Program tab.
This seamless sync ensures that your production team always sees the most up-to-date data. Once the details are finalized, you can use this information to create an Itinerary to share back with the external party.
