Rehearsal planning with series and timeline
Create a rehearsal period as a series, move single rehearsals, maintain daily schedules as a timeline and staff rehearsals
Situation
A production rehearses for six weeks, Monday to Friday from 10 am to 2 pm, on the rehearsal stage, and in the last week on the Main Stage. Some rehearsals move, the final rehearsals follow a fixed daily schedule, and the technical team needs staff for the stage rehearsals.
People and permissions
| Who | Does | Needs |
|---|---|---|
| Production management / scheduling office | creates the series and maintains changes | write permission in the project, Plan events directly |
| Assistant director | maintains daily schedules (timeline) | write permission in the project |
| Shift planning | staffs the stage rehearsals | Plan shifts |
Workflow
Create the series: an event Rehearsal on the rehearsal stage, under Repeat weekly, Monday to Friday, ending on a date. Repeat
Adjust the stage week: open the first event of the last week, change the room to the Main Stage and choose This and following. Editing series
Move single rehearsals: change only this event; it remains part of the series but deviates from it. With the display option Repeat event you recognise series events in the calendar. Visibility & filters
Maintain daily schedules: on the final rehearsals, a Timeline with admission, start, break and end; save recurring schedules as a timeline preset and import them into other events. Timeline
Sub-events for parallel partial rehearsals (for example a music rehearsal in the rehearsal room during the scene rehearsal), so that they are attached to the main event. Sub-events
Plan staff: in the project's shifts tab, create shifts for the stage rehearsals from a template and staff them. Planning many shifts with templates
Distribute the plan: the team subscribes to the calendar or receives the project's event list as Excel. Calendar subscription
Pitfalls
- A change affects too many events: when saving, the choice Only this event, This and following or Whole series decides. Deviating events are kept when the series is changed.
- Deleted by mistake: series events go to the recycle bin; Restore series brings all of them back. Restoring event series
- Timeline without permission: anyone with write permission in the project may create it; a duty roster permission is not required.
Variants
- Many irregular rehearsals: instead of a series, create them as a table in the project's Schedule. Creating several events together
- Rehearsals in the duty roster without event tiles: if you only plan staff, switch off Show events in the duty roster.
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