How Propared Works
Create Your Projects
Projects are the buckets in which you’ll be working. These are usually the shows and events you have but they can be anything you need them to be.
From this screen you can also…
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Color-code your projects.
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Assign project manager users who can edit your projects.
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Set a time-zone for each project.
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Clone projects and set up templates.
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Archive projects once they are closed.
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Download projects to .csv files.
Setup Your Contacts and Locations
The Contacts screen houses a record of each person and organization you use across your projects.
From here, you can also set up all your locations which include Places (usually a building with an address) and Spaces (any area in a place that you want to carve out for scheduling purposes).
From this screen you can also…
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Import contacts from spreadsheets and address books.
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Tag your contacts with default roles and groups for use in projects.
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See all projects that a contact has been part of.
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Update contact information and see it propagate across your system.
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Merge duplicate contacts.
Build Your Timeline
The timeline is the place to collect every piece of schedule and logistics information related to the event (we call them all Tasks) – due dates, deadlines, performances, rehearsals, costume fittings, load-ins, meal breaks, travel info, run-of-show, etc.
The timeline is also flexible. You can start with very high-level information early on and get to the granular stuff later.
From this screen you can also…
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Assign people and locations to each task.
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Tag tasks with custom departments and categories.
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Filter tasks by any criteria.
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Clone tasks.
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Shift sets of tasks by minutes, hours, days, weeks, months, and years.
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Get notified if you try to schedule two overlapping tasks in the same location.
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Import tasks from spreadsheets and internet calendars.
Create Production Books
Use Production Books to share schedules, calendars, and files both internally and externally via simple webpages (no logins or passwords required!). They’re also mobile friendly, and stay up to date as you make changes in Propared.
From this screen you can also…
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Create season calendars, individual itineraries, venue schedules, dailies, and weeklies, call sheets, and more!
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Decide what goes into a production book using filter criteria from the timeline.
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Choose between calendar and list layouts.
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Group your schedules by location or project.
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Email production books and auto-highlight changes.
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Download production books to spreadsheets.
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All production books reference the timeline, so if you make a change, every calendar and schedule update automatically!
View Your Production Books
Anyone can view a production book by simply clicking on the link. You’ll be presented with a beautifully rendered schedule or calendar that stays up to date as changes are made.
From this screen viewers can also…
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Bookmark the production book in a web browser or phone.
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View the production book on a mobile device.
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Filter the production book by any criteria.
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Subscribe to the schedule in any calendar program (Google, Outlook, Apple, etc).
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Access file attachments.
Setup Your Project Teams
A team, is a subset of your contacts who are involved in a specific show. Each project has it’s own team. A contact can have different roles on each project they’re part of (we all wear so many hats!).
From this screen you can also…
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Tag team members with one or more group to work with larger sets of people (add the cast to a rehearsal or email a production book to the crew).
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Tag team members with roles so you can remember who is doing what.
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Create roles and assign them to tasks before you even know who is going to fill them!
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Swap out and replace team members.
Add Attachments
Instead of hosting files, Propared lets you create attachments where you can link out to any file, folder, form, google sheet, or webpage. This creates all kinds of flexibility when folks are sharing from many different sources.
From this screen you can also…
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Tag an attachment with more than one project.
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Tag an attachment with categories and departments.
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Add attachments to production books (either individually or all attachments tagged to a project).
See Propared in action.
Venue & Space Management
Managing a Venue or a Performing Arts Center means wrangling a lot of data. The moving pieces are complex and always changing. Propared is built specially to handle the constant movements of venue managers.
Season Calendars
Season Planning involves a lot of pieces. You start with what you know and build from there. With Propared, creating Season Calendars is a snap. Watch our video overview to learn more.
Equipment Tracking
Not everyone has a shop full of equipment. Some people just need to track a few items, like ladders, projectors, microphones, etc. With Propared you can easily see where your resources are being used across all of your projects and spaces.