Prospero’s shared calendars give cast members, students, and staff instant access to up-to-date schedules, without needing a Prospero login. This guide explains how to understand event icons and color-coding, how to filter the schedule, and how to format the calendar in any layout you choose.
How Shared Calendar Views Work
Prospero uses a filter-down approach, meaning organizations maintain a single master calendar and create filtered “views” for different needs. Each saved view is assigned a unique URL. When you open the link, you always see the most current version of the schedule.
As a viewer, you can:
Use the date picker to navigate the calendar, or go straight to Today
Switch between Month, Week, Day, and List layouts
Adjust format settings for each layout
Filter events by viewable details (selected by admin) and search by title
Change the event color coding scheme
Change the time zone (helpful if you're traveling)
Event Icons
Events may include icons to indicate what’s associated with them:
Icon / Formatting | Meaning |
 | Flag: Marks events that need follow-up or attention.
|
Italics | Tentative Event: Not yet confirmed. |
| Cancelled Event Cancelled but kept for reference. |
 (Colored Dot in | Resource Indicator: Shows which resource (project, location, etc.) applies, based on your color scheme. |
 (Multicolor Dot in | Multiple Resources: Event has several resources. |
No Dot in Month View | No Resource Applied: Event has no resource under the current color scheme. |
Color Coding Options
Depending on the calendar’s setup, events may be colored by:
Project: Productions, classes, or programs associated with events
Location: Rooms, theaters, studios, etc.
Tag: Customizable labels to help further organize events
Item: Props or equipment
Consumable: Items that are used up during events
The color scheme can be changed in any layout by going to Format > Color By.
ℹ️ In Month layout, up to four tags per event can be indicated with a multi-colored dot. In Week and Day Layouts, only the first tag alphabetically determines the color of event boxes.
Filtering Events
Shared calendar views include filters that allow you to narrow down events. Depending on visibility settings, you may be able to filter by the following details:
People
Projects
Roles
Role Groups
Locations
Statuses
Items
Consumables
Tags
Multiple filters can be layered to further refine the schedule.
ℹ️ Filtering and display options are limited by the visibility settings applied to specific view links. Admin may disable certain details on view links at their discretion.
Calendar Layouts and Formatting Options
You can switch layouts at any time using the drop-down menu in the upper right of the shared view.
Month Layout
Best for long-range or big-picture scheduling.
Available settings:
Start week on Sunday or Monday
Show/hide project abbreviations
Color events by Project, Location, or Tag
Week Layout
Ideal for rehearsal schedules, class timetables, or weekly room usage.
Formatting options:
Start week on Sunday or Monday
Show project abbreviations, end times, invitees, or notes in event blocks
Adjust layout zoom to view more or fewer hours
Day Layout
Provides the most detailed, hour-by-hour view.
Formatting options:
Show project abbreviations, end times, invitees, or notes in event blocks
Adjust layout zoom to view more or fewer hours
List Layout
Designed for readable, printable event lists.
Available formatting tools:
Display Excel-style dividers
Show, hide, and reorder info columns for any detail
Display Status or Tags to the Title column
Timezones
Views are displayed in the admin-selected time zone by default.
Use the Time Zone menu in the upper right next to Filters to select your preferred time zone.
Staying Up to Date
Any changes made by the organization—new events, new filters, or updated formatting—will appear instantly in your shared view once refreshed.
If you ever need clarification about colors, abbreviations, or visible details, the organization that shared the calendar can explain how they’ve structured their view.
Tips for Using Your Calendar View Link
Use the layout that suits your workflow—Week and List views are especially helpful for dense schedules.
Look for icons and colors first before clicking into events.
Refresh the page if the organization is actively updating the schedule (changes appear instantly on reload).
Bookmark the link for quick access—it always updates automatically.
Scan the QR code (if provided) to quickly open the same schedule on your phone.
Questions?
If you have questions about your organization's specific view link, direct them to organization admin. If you're interested in using Prospero view links at a different organization, check out our website at prosperoapp.com.