Welcome to Prospero! Here you'll find an account set-up guide to get your show prep from conceptual to coordinated as quickly as possible.

On your first day with Prospero, add your organization's locations, projects, and people. Start adding important events and create your first calendar view.

In the Locations tab, add all the locations at your organization where events will take place.

Next, add projects such as current and future productions, external events such as rental events, or other event categories. You can create a General project for miscellaneous or administrative events that don't pertain to a specific project.

You can assign people or preset groups of people to Prospero events. Add the people who will be participating in the first events you create. If several people will be participating in multiple events together, you can create a group to quickly assign all of them to an event.

Once you have added locations, projects, and people, you have enough resources to start adding basic events.

To start adding events quickly, create events for a schedule pattern that repeats regularly and duplicate it using Prospero's bulk editing tools.

Now that you've added enough events to organize into different categories, you can use filters to create your first calendar view.

After you have added events to your master calendar and created a view, you can start building out your production calendars and sharing calendar views with team members.

Add more events to production calendars such as design deadlines, load-ins, meetings, tech, etc. Additional projects, locations, and people can be created as needed to include all necessary event info.

You can easily share your saved views with other team members by copying the view URL or sharing via email directly from within the view.

Team members who receive this view link will have immediate access to an auto-updating, read-only calendar with only the events relevant to them.

You can start building dashboard views using split-by formatting. A dashboard view could be a venue dashboard showing space availability or a calendar showing only events requiring staffing.

After a few weeks of using Prospero, you can finish rounding out your organization's calendar and use more advanced techniques to organize your events. You may also start using TV mode and adding inventory and files to assign to events.

Once you have built your core production calendar, you can add one-off events, rental events, and other external events to your master calendar. These events can then be filtered into as many separate views as you need.

Use tags to delineate different kinds of events. Multiple tags can be applied to one event. You can create tags for anything: tech, design, crew needs, people involved, etc. Filter by tags to create endlessly customizable calendar views.

As Prospero becomes a part of your daily workflow, you can start using TV Mode to display clean, aesthetic digital call boards anywhere you have a TV or monitor. Set up in office spaces, lobbies, and hallways so that team members always have a place to go to find the schedule.

Use the inventory tab to add and track important equipment and props as needed. Make note of equipment quantity, availability, and maintenance. Add items and collections of items to events where they are needed. In Settings, pricing tiers can be set to add variable usage rates for each item for invoicing purposes.

The Consumables resource tab is similar to the Inventory tab but is designed for items that deplete over time, like gaff tape, coffee, or batteries. Since these items are expendable, they don’t have maintenance statuses and can be added in unlimited quantities to any event. Quantities can be adjusted manually from the event page as needed. You can also set variable billing rates for consumables and include them on invoices, making it easy to keep track of usage and costs.

You can upload files such as rehearsal/show reports, lighting plots, design briefs, rental invoices, etc., in the files tab. These files can then be attached to relevant events for easy access.