How do you create and manage your production schedule?
The schedule serves as the central timeline for your production, capturing everything from load-ins to showtimes. You can enter information at three different levels: the Program item, the Event, or the Date level. Because the schedule is responsive, all data flows downward; information entered at the most specific level (Program item) automatically appears in the Event and Date overviews.
Besides that the data is always synchronized and accessible via the mobile app.
What are the three levels of scheduling?
The schedule consists of three levels. This hierarchy ensures that specific the timeschedules for specific shows are always visible in broader planning.
Schedule by Program item: This is the first level, used for activities related to a specific act (e.g., soundcheck). The 'Showtime' is filled in automatically. You complete this with the date, time, description, Space, and Topics.
Schedule by event: Located on the Schedule tab of a specific event, this view shows all program items combined. You can add activities that belong to the event itself (e.g., "Bar briefing"). This level includes extra columns for Labels, Users, Files, and Notes.
Schedule by date: Found under Events - Event Schedule, this provides a master overview of all productions on a given day. It includes an extra 'Event' column so you can filter by production or see activities that do not belong to a specific event.
On program level:
On event level:
On Date level:
Note: Data flows down (1. Program item > 2. Event > 3. Date), but not up. What you enter at the event level is visible in the date overview, but not in the individual Program item view.
How do you create customized overviews?
The power of the schedule lies in its filters, allowing different teams to see only what is relevant to them. At the top of the page, you can choose which columns to show and filter by Program items, Spaces, Topics, or Users.
These filters ensure you immediately see what is relevant in a long list of activities. For example, by filtering for the Topic "Artist Diner," the kitchen and staff know exactly what time the diner needs to be ready.
Filtering by a specific Space (like a dressing room) allows you to see if it is occupied. You can also assign Users to activities so each user can view a personalized overview of their tasks.
How do you use the Timeline view and Shortcuts?
For a faster overview of multiple days, use the Timeline button in the Events - Schedule menu. This responsive view allows for efficient zooming and scrolling so planners can work more efficiently.
Zooming: Hold the Ctrl key and scroll to zoom in and out.
Scrolling: Click, hold, and drag left or right to scroll sideways.
You can also build your Schedule rapidly using keyboard shortcuts:
Arrow keys: Move through cells in all directions or up and down in widgets.
Tab: Move to the next cell or select the cross (delete) and plus (create) icons.
Enter: Edit a cell, open a widget, or confirm a checkbox.
Escape: Close an open widget.
How do you view the schedule in the app?
All schedule information is synced to the mobile app for real-time use. In the main menu, choose Schedule and select either 'By date' or a specific event. To keep the view clear on a small screen, use the filter icon at the bottom right to hide unneeded information.