Setup for administrators

This page is the roadmap for the initial setup – and the checklist when an organisation starts using another module. For each module it first lists what is essential (without it the module does not work in a meaningful way), and then what is optional and which use case it is meant for. All essentials together take about half a day for a medium-sized organisation; optional items follow step by step as the need arises.

Order at a glanceCopy Anchor Link

Basics (tool settings)Copy Anchor Link

Essential

• Branding: big logo (login, emails), small logo (header), login illustration – so that artwork is recognisable as your tool. Branding
• Communication & Legal: organisation name, page title, business and invitation email (the sender of all emails), links to legal notice and privacy policy, the season window (basis for BI and season-related figures). Communication & Legal
• Mail: SMTP access and test email, otherwise invitations and notifications will not arrive. Mail
• Module visibility: hide modules your organisation does not use – they disappear from the navigation for non-admins. Module visibility

Optional – what it is for

• Adjust the file settings if you want to upload video, audio or larger files; the default lists cover documents, office files and images. File settings
• External user management (LDAP/Active Directory, OIDC/SSO) if your IT runs a central login. External user management
• Interfaces: API keys for your own reports, webhooks for other systems, Sage for matching booked invoices in the budget. Interfaces
• Letterhead for the per diem statement of artist residencies.

Users & permissionsCopy Anchor Link

Essential

• Create permission presets or check the supplied role presets (Basis, Production management, Disposition / room planning, Duty roster planning, HR administration, Accounting / controlling, Contract & document administration, Warehouse / inventory, Artist relations / CRM, System administration) – this turns every invitation into the question "which role preset?" instead of "which 80 checkboxes?". Roles & permissions
• Invite users – by email, the invitation is valid for 7 days; if needed, with teams and permission preset right away. Accounts & invitations
• At least two admins, so that nobody gets locked out.

Optional – what it is for

• Teams (departments) to assign whole groups to projects or checklists. External workers & teams
• Freelancers and service providers without their own account, if they are only to be scheduled in the duty roster.
• Work profiles (may be assigned to shifts, crafts, functions) – essential as soon as the duty roster is used; see there.

CalendarCopy Anchor Link

Essential

• Areas and rooms: areas as a building, site or floor; rooms with colour, Relevant for disposition (only these rooms appear in the calendars) and room admins who answer booking requests. Then Sort rooms, because the order applies in all calendars. Rooms, areas & booking access
• Event types with colour and abbreviation (performance, rehearsal, setup, blocker …). They shape the calendar tiles, the filters and shift planning. Event types
• Decide on the booking model: should everyone book directly (Events always bookable directly), or should room admins approve booking requests? Standard values

Optional – what it is for

• Activate event statuses (requested, confirmed, cancelled …) if the confirmation state of an event matters more than its type – tiles can then be coloured by status. Event statuses
• Event properties such as With audience or It gets loud to protect neighbouring rooms and to filter by them. Event properties
• Room categories and room attributes (stage, rehearsal stage, grand piano, dance floor …) as filters for "find free rooms".
• Adjacent rooms and capacity per room if you want to evaluate noise conflicts and utilisation.
• Verification mode per event type if certain events (such as performances) are to be approved for content. Event verifications
• Enable the planning calendar (module visibility and permissions) if scheduling staff are to pre-plan seasons without colleagues seeing the drafts. Planning calendar
• Import holidays & school holidays so that they are visible in the calendar and duty roster and count as special days in working time. Holidays & school holidays
• Activate the admission field if admission times are maintained on the event.
• Day remarks column for notes on the whole day (such as house information for all crafts). Calendar settings
• Adjust the daily view time window (start and end time) to your operations, for example 08:00–02:00 for performances with late-night shows.
• Timeline presets for recurring daily schedules (get-in, admission, start, end).

ProjectsCopy Anchor Link

The detailed path with stages, visibility, documents and print layouts is described in Setting up the project view.

Essential

• Check the tab settings: the default tabs (project information, schedule, to-do lists, shifts, budget, comments) can be used right away; decide whether you divide tabs by department or by phase. Create tab from template restores missing default tabs. Tabs & components
• Project statuses (in planning, confirmed, cancelled …) so that lists and calendars can filter by them; mark planning statuses as Project counts as "in planning". Project statuses

Optional – what it is for

• Categories, genres, areas as project properties if you evaluate by division or want to colour tiles by main category.
• Project creation settings: which fields are asked for when creating a project (status, project manager, artists, budget deadline, cost unit) and whether CRM contacts in the project team are allowed. Project creation settings
• Project roles (director, production manager …) as labels in the team – they do not grant permissions. Project roles
• Custom components (text fields, select fields, checkboxes, folders) for information your organisation needs for each project.
• Print layouts to hand project data to external partners as a PDF without revealing internal content. Print layouts
• Project overview builder to define the columns of the project list.
• Artist residencies (per diem, breakfast deduction, accommodation in the CRM) if you handle guest performances with travel and hotel planning.
• BI settings (audience categories, BI fields, BI tags) if you want to record visitors, revenue and utilisation.

Duty rosterCopy Anchor Link

The detailed path in three stages – staffing shifts, calculating working time, checking rules – is described in Setting up the duty roster.

Essential

• Functions first (master, specialist, assistant …), because every shift asks for slots per function and the craft dialog only offers existing functions. Functions and qualifications
• Crafts with abbreviation and colour (sound, lighting, stage, admission …), usually along the house's departments; per craft the functions and who may plan the craft. Crafts
• Work profiles of the people: May be assigned to shifts, crafts and functions – otherwise nobody appears in the workforce panel. Work profile

Optional – what it is for

• Time presets and shift templates (with template groups) if the same shifts come up again and again – one click instead of ten dialogs. Templates
• Working-time planning: work time patterns (daily target per weekday) and user contracts (vacation days, days off, overtime rule), assigned to people under Contract & working hours. Only then are there time accounts, target/actual, overtime and key figures. If you do not need this, switch off Work time accounting Coming with the next update. Work time patterns & contracts
• Rules & violations if you want to track working-time law and collective agreements: daily and weekly maximums, rest periods, days off, Sunday work – with Create legal default rules as a starting point. Violations appear in the duty roster and in the overview of substitute days off. Rules & violations
• Shift groups if rest periods between shift types (such as evening → early) are to be checked; a prerequisite for the corresponding rule.
• Night work period so that night hours are counted separately.
• Day services (key service, standby) that are assigned to a person for a day without a shift.
• Approval workflow if craft managers submit their weeks for approval and a second person approves them; plus request deadlines per craft. Committing & approval
• Shift confirmation by employees if people are to accept or decline their duties.
• Project assignments to assign people to a production bindingly or as a wish; can be switched off if you do not need it.
• Allow overbooking, sorting by first or last name, calendar feed with or without provisional shifts according to your house rules. Miscellaneous toggles

InventoryCopy Anchor Link

Essential

• Properties first (lumens, weight, serial number, condition … with data type), then categories and subcategories to which you assign the matching properties – so a lamp asks for lumens and a shoe for its size. Inventory settings
• Check the statuses (ready for use, defective, on loan …) and their colours; only the status ready for use counts as available quantity.
• Permissions: who creates articles, who plans, who issues material.

Optional – what it is for

• Tags and tag groups for cross-sections across categories (production, location, ownership).
• Material sets for packages that are always issued together (projector set, microphone case). Material sets
• Manufacturers as CRM contacts of the contact type Manufacturer if you want to record them on the article and filter by them.
• Inventory number prefix and Detailed articles always with quantity 1 if you keep individually tracked articles with numbers.
• Image size limit for article photos.

CRMCopy Anchor Link

Essential

• Check and extend the contact types (artist, agency, company, accommodation, manufacturer …) with their properties; decide which fields are mandatory, shown in the list and filterable. CRM settings

Optional – what it is for

• Confidential property groups (bank details, terms) with group permissions so that only finance can see them.
• Import from Excel/CSV to take over existing address data. Import contacts
• Enable external access so that companies and artists fill in their data and project inquiries themselves; this requires the permission Invite externals and the tab template Production inquiry. External access
• Allow CRM contacts in the project team to list external partners as team members with a role.

Documents & contractsCopy Anchor Link

Essential

• Only if you store contracts in artwork: contract types, company forms and currencies in the project settings, so that the contract form offers suitable values. Other project-related master data

Optional – what it is for

• Contract modules as templates for download. Access, modules & export
• Document requests if administration and production are to request missing documents internally. Document requests

Budget & sources of fundingCopy Anchor Link

Essential

• Only if you keep project budgets: names of the first columns and decide whether accounts and cost units are maintained centrally. Budget settings

Optional – what it is for

• Save budget templates from a finished project budget so that new productions start with the same structure.
• Sage interface for matching booked invoices. Sage integration
• Sources of funding with categories if grants are assigned to projects. Sources of funding
• Ask for the budget deadline when creating a project if you want to use the budget export by deadline.

To-dos, notifications, BICopy Anchor Link

• Checklist templates for recurring routines (premiere, guest performance, get-out) with relative deadlines. Checklist templates
• Notifications: each person sets up email and push themselves; as an admin you take care of the mail account and can set a central banner with Notification to all. Notifications
• BI: season window, BI tags on event types and the BI component in a project tab, so that the dashboard shows values. BI dashboard

After the setupCopy Anchor Link