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How Propared Works

Explore Propared’s Amazing Features

Save hours creating schedules and keeping your team up to date.

Create Projects

Events, shows, galas, classes, festivals, tour stops, and anything else you need to schedule.

Setup Contacts & Venues

Your global address book. Includes everyone involved and everywhere things happens.

Assemble Your Timeline

Deadlines, performances, rehearsals, costume fittings, load-ins, meal breaks, travel info, run-of-show, and all other scheduling info.

Build Schedules & Calendars

Season calendars, production schedules, venue calendars, personal itineraries, & call sheets just by filtering your timeline!


Share both internally and externally via simple, auto-updating webpages (no logins or passwords required).

Scheduling Features

  • Color-coding.
  • Assign project managers.
  • Time-zone support.
  • Clone projects and build templates.
  • Archive projects.
  • Assign people, locations, and crew.
  • Add custom tags.
  • Filter and group by any criteria.
  • Clone events.
  • Shift events forward and backward in time.
  • See location conflicts.
  • Import contacts.
  • Tag contacts with roles and groups.
  • See a project history for each contact.
  • Merge duplicate contacts.
Schedules & Calendars
  • View by year, month, week, day, and list.
  • Group schedules by location or project.
  • Mobile friendly.
  • View recent changes.
  • Filter by any criteria.
  • Subscribe via Google, Outlook, Apple Calendar.

A new way to create reports, take notes, and share tasks.

Create Reports & Take Notes

Create a report from any event.

Manage All Notes

In One Place

See department notes from across all reports in one place.

Share Reports

& To-Dos

Share reports and lists of to-dos from across reports.

Task Management Features

  • Create reports from scheduled events.
  • Assign notes to departments.
  • Identify notes to follow up on.
  • Set due dates.
Sharing To-Dos & Reports
  • Share reports in schedules and calendars.
  • See to-dos by project, status, and department.
Notes & To-Dos
  • See notes from across all reports.
  • See notes by department.
  • Track to-dos by status.
  • Mark to-dos as done.

Budget Labour. Book Crew.

Setup Positions

Set pay rates, overtime rules, and labour providers.

Build Crew Calls

Identify the crew needs for each call while you’re scheduling.

See Cost Estimates

Automatically created as you build your schedule.

Book Your Crew

Search your crew list by position & availability.

Share Crew Schedules

Share individual schedules or send labour needs to a provider.

Labour Management Features

  • Set pay rates (hourly or fee).
  • Overtime rulesets.
  • Multiple labour providers.
Crew Booking
  • Search crew by position and availability.
  • Update statuses to keep track of who you’ve reached out to.
  • See weekly scheduled hours for each crew member.
Labour Costs
  • Estimate costs based on your schedule.
  • Add meal breaks or extra hours.
  • See department and show budgets.
Crew Schedules
  • Send personal schedules to crew that stay up to date.
  • Crew can add the schedule to their personal calendar in Google, Outlook, and Apple.
  • New calls will automatically appear as they’re added.

Track Your Stuff. Budget Your Shows.

Create Items & Collections

Things that you own, rent, purchase, or borrow.

Build Show Requirements

Identify what you need and where it will come from.

See Totals

See budget estimates and equipment lists.

Track Item Usage

See where your resources are being used.

Share Requirements

Send live budgets and equipment lists.

Resource Management Features

Items & Collections
  • Build multiple inventories.
  • Set costs that you rent, buy, or charge for.
  • Create collections of items.
See Totals
  • See budget estimates by vendor, project, or department.
  • Generate rental lists.
  • Assemble pull lists.
Sharing Requirements
  • Send pull lists & rental quote requests.
  • Keep clients up to date with realtime budgets.
Production Requirements
  • See what’s available and where it’s being used.
  • Include inventory, rentals, and purchases.
  • Sort requirements by project, source, location, and dates.
Inventory Tracking
  • See inventory allocation across all projects.
  • Get a detailed breakdown per source.
  • Receive alerts when you’re over-allocated.

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.

Clone Projects & Create Templates

Use what you’ve done in the past to speed up the creation of future shows.

  • Set up templates for similar projects like rentals, main stage productions, or festival programs.
  • Save roles, deadlines, schedules and other elements into your template.
  • Set the date for your first performance or event, and your new show will build around it automatically.
  • Clone entire past projects like annual galas.

Want to Learn More?