How Propared Works

Everything is connected. Let’s make use of it.

Propared helps you leverage past information and related work to reduce redundancy, minimize mistakes, and communicate more efficiently.

Process Chart 2

Create Projects

  • Color-code your projects.
  • Assign project manager users who can edit your projects.
  • Set a time-zone for each project.
  • Clone projects and set up templates.
  • Archive projects once they are done.

Setup Contacts and Locations

  • Import contacts.
  • Tag contacts with default roles and groups for use in projects.
  • See all projects that a contact has been part of.
  • Merge duplicate contacts.
  • Carve up your locations into “spaces” so you can be very specific about where things are happening.

Build Your Timelines

  • Add due dates, deadlines, performances, rehearsals, costume fittings, load-ins, meal breaks, travel info, run-of-show, and more!
  • Start with high-level information early on, and get to the granular stuff later.
  • Assign people, locations, and crew to each event.
  • Tag events with custom departments and categories.
  • Filter and group events by any criteria.
  • Clone events.
  • Shift events by minutes, hours, days, weeks, months, and years.
  • See location conflicts.

Create Production Books

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.

  • Create season calendars, individual itineraries, venue schedules, dailies, and weeklies, call sheets, and more!
  • Decide what goes into a production book using filter criteria.
  • Choose between calendar and list layouts.
  • Group your schedules by location or project.
  • Email production books and auto-highlight changes.
  • Download production books to spreadsheets.
  • All production books are auto-updating, so if you make a change, every calendar and schedule updates 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.

  • Bookmark in a web browser or phone.
  • View on a mobile device.
  • Filter by any criteria.
  • Subscribe in any calendar program (Google, Outlook, Apple, etc).
  • Access file attachments.

Take notes for any event or project.

  • Create a report attached to any event in your timeline.
  • Tag each note with one or more departments.
  • Choose which notes to track.
  • Assign due dates.

Manage all your notes in one place.

  • See notes from across all reports.
  • Update the status of each note.
  • Filter by department.
  • Mark notes as done.

Share reports and notes.

  • Share event reports in production books.
  • Add notes to any production book.
  • Filter by project, status, and department.

Setup Crew Positions

  • Identify the supplier company.
  • Set default hourly or flat fee rates.
  • Pick a saved overtime ruleset.

Add Crew Needs

  • In each event, add positions and quantities required.

See Labour Cost Estimates

  • See auto-generated labour estimates including regular time and overtime.
  • Override rates and update quantities.
  • Add meal breaks or extra hours.

Book Your Crew

  • When you’re ready, turn your labour lines into individual booking slots.
  • Add contacts and statuses to keep track of who you’ve reached out to.
  • Monitor scheduled hours.

Share Schedules

  • Send a personal schedule for to crew member via an auto-updating URL.
  • Crew members can embed the schedule in personal calendar programs like Google, Outlook, and Apple.
  • New calls will automatically appear as they’re added in Propared.

Create Items & Collections

Items are any physical objects that you want to track and utilize in your projects. They can include things that you own, as well as things that you frequently rent, purchase, or borrow.

  • Indicate where items live: a venue it’s allocated to, a warehouse, or a company you typically rent from.
  • Add quantities for your inventory.
  • Set costs that you rent, buy, or charge for.
  • Create collections of items that you use regularly such as tech table setup, materials to build a scenic item like a flat, or all of the elements in a lighting package.

Build Requirements

A requirement is anything that is needed for your show. These may be high level requirements, like a set, or a lighting package, as well as very specific things, like a genie lift.

  • Add dates to see what’s available during that time.
  • Enter quantities needed from each source.
  • Filter and group requirements by project, source, location, dates, and more.
  • See all overlapping requirements.

Add It All Up

  • See budget estimates by vendor, project, or department.
  • Assemble gear lists by vendor.
  • Send a list of stuff to pull from storage or buy from the store.
  • Generate an equipment list for your on-site lead.

Track Item Usage

  • See the total number of each item allocated per day.
  • Get a detailed breakdown per source.
  • See alerts for days where you’re over-allocated.

Share Requirements

  • Generate pull lists.
  • Send rental quote requests.
  • Keep clients up to date with realtime budgets.

Project Teams

A team, is a set of your contacts who are involved in a specific show.

  • 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).
  • Tag team members with roles so you can remember who is doing what.
  • Create roles and assign them to tasks before you even know who is going to fill them!
  • Swap out and replace team members.


  • Link out to any file, folder, form, google sheet, or webpage.
  • Tag an attachment with more than one project.
  • Tag an attachment with categories and departments.
  • Share attachments via production books.

Want to Learn More?