Preparing a season in the planning calendar
Pre-plan an upcoming season without filling your colleagues' calendar, and confirm the drafts in one go
Situation
In spring, the artistic direction and the scheduling office plan the next season: premieres, revivals and guest performances exist only as drafts so far, and some dates exist in two variants. The technical team and the crafts should not see the drafts yet, but should later receive a binding plan.
People and permissions
| Who | Does | Needs |
|---|---|---|
| Room scheduling | creates the drafts, checks for clashes, confirms | View planning calendar, Edit planned events |
| Artistic direction | sees and comments on the drafts | View planning calendar |
| Verifiers | confirm event types that require verification | entered as verifier of the event type |
| everyone else | only sees the confirmed events | no special permissions |
Workflow
Create projects for the season's productions, with a project status that is marked as Project counts as "in planning". New events of these projects are then created as planned events. Projects with a planning status
Plan in the planning calendar: create events with project, room and times, leave variants side by side, and use multi-edit to duplicate and move events. Planning calendar
Check against the real calendar: the display setting Show fixed events overlays the existing bookings, so clashes with rentals or revivals become visible. Planning mode
Provide an overview: the Season schedule projects (PDF) with the planned events for the management meeting, or temporarily switch on Show planned events in the normal calendar. Season schedule projects (PDF)
Confirm: as soon as a production is fixed, select its events and choose Confirm as fixed events – or set the project status to a normal status; the dialog then offers to confirm the events or send them for verification. From plan to real event · Project header
Have them verified: event types with a verification mode go to the verifiers, rooms with room approval go to the room admins. Only then do the events appear for everyone. Event verifications
Pitfalls
- Colleagues see drafts: anyone with View planning calendar sees them in the normal calendar when Show planned events is on; this is a personal setting.
- Planned events do not create room requests: room approvals only arise on confirmation; allow time for questions from the room admins.
- Events without a project: they do not follow the project status and must be confirmed individually.
Variants
- Direct booking in the organisation: with "Events always bookable directly", verification is skipped; Confirm as fixed events books immediately. Events always bookable directly
- Festival: the drafts of a project group can be viewed specifically via the project status filter, see A festival as a project group.
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