Getting started
How do I …?
The task index – from the question straight to the right place in the manual, sorted by module
This index is meant for the moment when you are working in artwork and looking for a specific task. Each row takes you directly to the matching section. If a task is missing, use the search at the top left; the module chapters are more complete than this index.
Calendar and events
| I want to … | Where to find it |
|---|---|
| create an event | The event form |
| move or duplicate an event | Moving and duplicating events |
| create a series (repeating event) | Repeat |
| change or delete an event in a series | Editing series |
| maintain sub-events or a timeline | Sub-events · Timeline |
| create many events of a production at once | Creating several events together |
| move, copy or delete several events at the same time | Multi-edit |
| schedule an event without a room later | The function bar |
| filter the calendar and save the filter | Saved filters |
| see a whole month at a glance (zoom) | Zoom, compact mode and room column width |
| colour tiles by status or division | Appearance & Accessibility |
| hide empty rooms, show shifts or planned events | Visibility & Filters |
| decide what appears on an event tile | Event Content |
| see the same period in the calendar and the duty roster | Navigation |
| use the daily view | Daily view |
| enter a day remark | Day remarks |
| answer a room request | Handling room booking requests |
| have an event verified | The verification workflow for event types |
| pre-plan in the planning calendar and transfer it later | From plan to real event |
| export the calendar as PDF or Excel | Export dialog |
| print a season schedule overview | Season schedule projects (PDF) |
| subscribe to the calendar in Outlook or on my phone | Calendar subscription |
| restore a deleted event | Restoring an item |
Rooms and event settings
| I want to … | Where to find it |
|---|---|
| create a room or area | Room information |
| define who may book a room directly | Understanding booking access |
| create a room only for a certain period | Temporary rooms |
| duplicate a room or change the order of the rooms | Sorting rooms |
| create an event type or change its colour | Event types |
| switch on the event status module | Event statuses |
| import public holidays and school holidays | Holidays & school holidays |
| mark a holiday as a special day for working time | Special days |
| switch off room requests and verification for the whole organisation | Events always bookable directly |
| set the time window of the daily view | Define start and end |
| activate the day remarks column | Day remarks column |
Duty roster
| I want to … | Where to find it |
|---|---|
| set up the duty roster for our house | Setting up the duty roster |
| decide who may plan a craft | Stage 1: Plan and staff shifts |
| make a person assignable | Work profile |
| use the duty roster without time accounts | If you stay at stage 1 |
| create a shift | The shift dialog |
| create shifts from templates | Planning many shifts with templates |
| create a shift without an event or room | Shifts without a room or event |
| assign a person | Drag & drop |
| find a replacement after someone declines | Find replacement |
| overbook a shift | Overbooking |
| see only shifts with open slots | Visibility & Filters |
| hide event tiles in the duty roster | Visibility & Filters |
| sort or group the people in the workforce panel | Sort menu |
| see more days side by side (zoom) | Zoom in the week view |
| set up the list view | List view only |
| enter individual working times (office, training) | Individual working times |
| enter vacation, sickness or availability | Availability and absence |
| assign a day service | Day services |
| commit a week | Committing a week |
| submit a week for approval or approve it | The approval workflow |
| change a committed shift | Changing a committed shift |
| see which weeks are still open | Week status |
| accept or decline a shift | Accepting or declining shifts |
| request a working-time correction | Requesting a working-time correction |
| check who changed a shift and when | Shift history |
| create working-time rules | Creating and maintaining rules |
| handle a rule violation | Editing a violation |
| grant a substitute day off | Substitute days off: entitlement versus actual time off |
| post the duty roster as a PDF | PDF duty roster |
| subscribe to my operational plan | Calendar subscription |
| create a craft or a function | Crafts · Functions and qualifications |
| maintain shift templates and template groups | Templates |
| switch on the approval workflow | Approval workflow |
| restore a deleted shift | Restoring shifts |
Working time and people
| I want to … | Where to find it |
|---|---|
| invite someone | Invite one or more people |
| reset a password (for someone else) | Reset a password |
| change my own password or log out sessions | Password and sessions |
| deal with a forgotten password | Forgotten password |
| change the language or the visibility of my contact details | Language and personal display |
| grant permissions | Recommended permission process |
| create or apply a permission preset | Role presets and permission presets |
| understand why someone cannot see something | Common reasons for missing access |
| create freelancers or service providers | Freelancer profile |
| create a team | Create and edit a team |
| define who may be assigned to shifts | Work profile |
| assign a contract and a work time pattern | Contract & working hours |
| book hours retroactively or check the time account | Work times |
| pay out overtime | Paying out overtime |
Projects, budget and documents
| I want to … | Where to find it |
|---|---|
| set up the project view for our house | Setting up the project view |
| show the same information in several tabs | One component in several tabs |
| restrict confidential documents to one tab | Distributing documents deliberately |
| build a print layout for a fixed purpose | Stage 4: Print layouts |
| create a project | Creating a project |
| create a project group (festival, series) | Project groups |
| duplicate a project | Duplicating instead of templates |
| pin a project or export the list | The project list |
| maintain the project team and its permissions | Project team |
| send an email to the whole team | Email to the project team |
| print a project PDF or share the link | Header |
| convert all events of a project into planned events | Header |
| create a tab or component | Managing tabs · Custom components |
| decide who sees or edits a component | Visibility & write permissions per component |
| create a print layout | Print layouts |
| build a budget | Table structure |
| verify or commit budget items | Verifying & committing |
| save or load a budget template | Budget templates |
| assign Sage bookings | Sage integration |
| record BI figures | Business intelligence in a project |
| record artist residencies and per diems | Artist residencies |
| upload a file to the project | Project documents |
| store a contract and grant access to it | Uploading a contract · Defining access |
| request a missing document | Creating a request |
| provide contract modules | Contract modules |
| create a source of funding and assign it to projects | Create a source of funding · Permit projects for a source |
| be reminded about expiry or remaining budget | Expiration and remaining-budget reminders |
| create a checklist or template | Creating a checklist · Creating a template |
| see my tasks as a Kanban board | List and Kanban views |
| check who changed what in a project | Project history |
Inventory
| I want to … | Where to find it |
|---|---|
| create an article | Creating an article |
| manage individual units with inventory numbers | Individually tracked articles |
| create or change many units at once | Many units at once |
| save inventory filters | Filter presets |
| collect articles for an issue | Using the product basket |
| reserve material for a production | Creating an internal issue |
| create a loan slip for external partners | Creating an external material issue |
| check availability for a period | Selecting articles and checking availability |
| print an issue as a PDF | Creating a PDF and printing |
| record a return | Documenting the return |
| create a material set | Create a set |
| find and resolve overbookings | Resolving overbooking |
| set up categories and properties | Categories and subcategories · Properties |
CRM and external partners
| I want to … | Where to find it |
|---|---|
| create a contact | Create a contact |
| import contacts from Excel | Import contacts |
| merge duplicates | Find and merge duplicates |
| create a contact type or property | Manage contact types · Create properties |
| make fields confidential | Property groups |
| have a company fill in a project tab | Invite externals |
| review submitted contact details | Approving contact data |
| extend or end an external access | Manage external accesses |
Notifications and system
| I want to … | Where to find it |
|---|---|
| choose which notifications arrive by email | Email settings |
| switch on push notifications | Push settings |
| send an announcement to everyone | Organisation-wide announcement |
| chat with colleagues | Chat |
| store the organisation's logo and colours | Branding |
| set up and test the mail account | |
| hide modules | Module visibility |
| define allowed file types and sizes | File settings |
| set up login via Active Directory or SSO | External user management |
| create an API key or webhook | Artwork API · Webhooks |
| set up the Sage interface | Sage interface |
| delete something permanently | Permanently deleting one or all items |
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