All activities for a production can be put in a handy schedule - the event schedule. This schedule is the scenario for the event and you can filter it in different ways to create exactly the overview you need. You enter the schedule at Program item, event or date level. You will then see all the information in the app.
The Schedule consists of three levels:
By Program item
By date (linking several events)
All information you enter on the first level (1. Program item) is also shown on the other levels. So activities on the schedule go down (1. Program item > 2. Event > 3. Date), but not up. For example, what is entered at the event level is also shown in the overview per date, but not at the level per Program item.
Schedule by Program item
You create a schedule for each Program item. These are activities related to this specific program component. The showtime is filled in automatically when you create a Program item. You complete this with the correct date and time, and description. Also fill in where this happens (Space) and to which Topics this applies. Later you filter out on this item so that you see exactly what is relevant for the tech team or what is happening in your venue’s foyer, for example.
Schedule by event
The next step is to create the script for each event. You can see all the activities for each Program item on the 'Schedule' tab, per event. This overview has three extra columns compared to the schedule per Program item:
Spaces (show the location)
Labels (attach your chosen labels to items)
Users (show which user this is relevant to)
Files (add a relevant file)
Notes (add relevant notes)
Activities that are entered here can be separate from a Program item: they belong to the event itself. Also select a user for each activity. This ensures that each user can view a personal overview.
The most important thing about the Schedule per event is creating an overview for yourself. You do this using the filters at the top of the page. Choose which columns you want to show and then filter by:
These filters ensure that you immediately see what is relevant at that moment in a long list of activities. For example, checking all activities where the Topic 'Food and drinks' is linked, so that the kitchen team knows what needs to be cooked. Look at all the activity in a particular dressing room, so you know if it's occupied.
Schedule by date
Go to Planning - Schedule for an overview of all activities on a given date. If there are multiple productions on one day, you still have an overview of everything that needs to be done that day. This is the same overview as per event, only with the extra column 'Event' added to be able to filter on that and leave it empty for activities that do not belong to an event. Again, filtering is most important to keep an overview.
It is also possible to view the Schedule with a Timeline view via the Timeline button. This timeline view allows for zooming and scrolling. This way, as a planner, you have a faster overview of the Schedule of several days and you will work more efficiently.
Hold down the Ctrl key and scroll to zoom in and out. Click, hold and drag left or right to scroll sideways.
Schedule in the app
You can also see all the information on the Schedule in the app. Go to Schedule in the main menu and choose 'By date' or choose the event for which you want to see the Schedule. Here too, the filter is important to keep an eye on. Choose the yellow circle with purple squares in it at the bottom right to filter out unneeded information.
You can navigate and complete the Schedule using only your keyboard. If you use shortcuts you will have built your Schedule in no time.
move through the Schedule in all directions
move up and down with an open widget
go to the next cell
choose the grey cross to delete an activity
choose the yellow plus sign to create an activity
edit a cell
open a widget
tick a checkbox in an expanded widget
delete an activity with the grey cross
create an activity with the yellow plus sign
close a widget