Events are at the heart of your schedule — they’re where you bring together people, places, and everything else you need to make your production run smoothly. In this article, we’ll walk you through how to create a new event step by step, so you can go from an empty calendar to a fully planned day of rehearsals, performances, or meetings quickly and easily.
Creating a New Event
To start adding an event, click the + Event button in the upper right corner.
Add a title, start time, and end time for your event. Select All-Day if your event will last a whole day or multiple days. These are the minimum fields required to save an event.
You can also add:
the location where the event will occur
which project the event is associated with
any set roles or groups of roles needed
groups or individual people involved (adding a group will automatically add individual people)
any inventory items or item collections that might be needed
consumable items to be used during the event
any appropriate event tags
files such as show and rehearsal reports, design briefs, etc.
ℹ️ All of these resources can be added from their respective tabs, accessible in the sidebar.
You can select the status of an event as Confirmed, Tentative, or Cancelled. Cancelled events are indicated on the calendar by striking through the title of the event. Tentative events can be assigned hold statuses to help prioritize events. Hold statuses are indicated on the calendar with circled numbers to indicate priority.
Note: Canceling an event keeps a record of it on the calendar but changes the status, while deleting an event removes the event from the calendar completely.
Flagging events marks them with a yellow flag in the calendar. Flags can be used for very important events, require specific administrative action, or require other special attention.
If you are still working out the details of an event, you can mark it as a Draft. Event drafts don't appear in view links and aren't synced to third-party calendars. Only admin can see drafts on the Master Calendar, indicated with a hidden icon.
Additional info or notes can be recorded in the Details field. This field will sync to third-party calendars in the 'Notes' field of synced events.
If you want to add potentially sensitive information like casting notes or payroll info, Admin Notes are visible only to admin in the app. This field will not be shown in view links or synced to third-party calendars.
Email Notifications
Once you have added all the necessary information, you can choose whether to Notify Attendees about this event with a notification email. If this option is toggled on, a preview of the email with an event summary will be prompted once you click Save.
The app will auto-fill attendee emails that have been added in the People tab. If you prefer not to notify attendees immediately, you can opt to Save and Skip Notification to simply create the event. If you Save and Send Notification, the event will be created and the previewed email will be sent to the addressed attendees.
Shortcuts
Use shortcuts to speed up data entry when creating new events.
Use Tab and Shift+ Tab to toggle back and forth between editor fields.
Use Space to select a resource field (Location, Project etc.) and then start typing to search or Tab through the options in the resource list.
Use Space to select an option from the list.
Press Esc to exit the editor without saving.