Prospero uses a filter-down approach to scheduling. Unlike most calendar apps, Prospero has you add all your organization's events to a single master calendar which you can then filter to create specific schedules or calendar views. This means you only have to create each event once, and you can include it in as many calendar views as needed.
Once a view is saved, the app will generate a unique URL linking to an auto-updating, read-only version of the saved view for easy sharing.
Filtering Events
To add a filter to your calendar, click the + Filter button in the upper right-hand corner. Choose a filter, and the app will show only the events pertaining to that filter. You can layer multiple filters to narrow down your calendar even more.
Saving Views
To save a view, click Save View on the right to open the view editor.
Give your view a name, and opt to customize the randomly generated URL. View authorization can be Public so anyone with the link can open the view, Password Protected for restricted access, or Admin Only to prevent link sharing. You can save personal views to create private views that are visible only to the person who created the view. Views are personal by default. Unlike password-protected or admin only views, personal views are not visible to the rest of the organization. Toggle save to Organization to make the view visible to all Prospero account users in the organization. Any combination of access settings can be applied, so an Admin Only view saved to your Organization keeps it in-house, while a Personal, Public view lets you alone share it outside the org. If you want to change the primary owner of the view, you can select from the account owners available at your organization.
Add any announcements to appear at the top of the view when you click on the link.
❗️Personal views cannot be seen by other members of the organization, so if you save a view as personal and then change the owner of the view to someone other than yourself, you will no longer have access to the view.
The selected layout and timezone will be the default for the view in the app, as well as the layout that will be displayed when people click the link. These settings will default to your personal app settings unless otherwise defined in the view editor. You can choose to have the linked schedule start on a specific day or always have the current day be the first day of the displayed schedule. Views can sync to Google or Outlook calendars as separate calendars.
Visibility settings control how much information is visible on the events in a specific view. For example, if you only want to give people the time and place info, you can turn off visibility for all resources except Locations. Or, if you'd like Groups and Role Groups to be visible without displaying the names of each person, turn off People and Roles but turn on Groups and Role Groups. You can change a view's visibility settings at any time by clicking Update View.
Note: If you sync multiple views to Google or Outlook that contain the same events, those events will appear multiple times as part of different Google calendars.
Accessing and Organizing Views
All saved views can be found in the Views Page in the sidebar. Browse, search, and sort views by name, creation date, or password-protected status. From here, you can also quickly copy a view link, open a view in a new tab, edit view details, or delete a view.
You can also favorite views so that they appear in the sidebar under the Calendar tab dropdown. You can drag to reorder this list and add or remove favorites at any time. Favorites are personal to each user, so everyone sees a unique sidebar tailored to their needs.
Sharing Views
Views can be shared in the following ways:
copying and pasting the view URL
sending an email directly from the view in-app
scanning the QR code that auto-generates when the view is displayed in TV mode
Distributing the view URL will give anyone who clicks the link instant up-to-date access to the schedule.
Click the email icon to the left of the link to send an email directly from the app containing the view link and a brief message.
💡 People who have had email addresses added to their profiles in the People tab can be searched and selected from the "To" field to auto-fill their addresses. If you would like to add the emails for a whole group, simply search a group name. Selecting a group will add the emails of everyone in that group at once.
When a view is displayed in TV Mode, scanning the QR code in the lower left corner with a smartphone will take you straight to an auto-updating web version of the schedule.
Updating Views
If you want to update the filters included in an existing view, enter the view you wish to edit and click the + button next to the existing filters. Select new filters and click Update View in the upper right corner to open the view editor.
New applied filters will show at the top of the editor. You can make any other changes to the view from this editor, then click Update to save the changes to the view.
