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, so you can start adding important events to your calendar.

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, a series of classes, or other event categories.

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 often participate in events together, such as a specific team or cast grouping, 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. Click the + Event in the upper right corner of the calendar to open the event editor. The resources you have added to the app will appear in the dropdown menus. Add all the relevant resources available in the app. Use keyboard shortcuts to navigate the event editor faster. For a full explanation of all editable resources and event properties, read this article on creating events.

You can also use Prospero's AI event generator to describe an event, and Prospero will create an event based on the information given. This can be particularly helpful when using the mobile app to voice-dictate an event to Prospero. The AI event generator is accessible using the button to the right of the + Event.

To quickly build out your schedule, create the events for a schedule pattern that repeats regularly and duplicate it using Prospero's bulk editing tools.

Once your organization is set up, invite the people who will be managing the calendar with you. Go to Settings > Members, click Invite People, and enter their email. Before sending the invite, set their permissions to determine what they are able to see and do in the app. For a full breakdown of every permission level, see Permissions and Access.

A few common setups to get you started:

Read-only team members who just need to see the schedule should be given a view link instead of admin account access.

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

If your team works out of Google Calendar or Outlook, you can sync your Prospero views directly to those apps so external calendars stay up to date automatically. To connect, go to Settings > Integrations and sign in to your preferred platform and account. Once connected, select which views you want to sync.

For full setup instructions, see Sync to Google Calendar and Sync to Microsoft Outlook Calendar.

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 added to set variable rates for each item for rental 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.

Use Event 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.

You can also create Item Tags to help organize and quickly find props and equipment in the Inventory tab.

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.

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

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.

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.

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 unique one-off events other external events to your master calendar. These events can then be filtered into as many separate views as you need.

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