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Creating Events

  • Updated

SCHEDULE ONE-TIME EVENT

  1. Create Event (when scheduling a one-time event, you have two options)
    1. Schedule Directly From the Calendar
      • Go to Calendar
      • Click "New" 
      • Enter Show Details
        • Name: Event Title
        • Subtitle: Additional Details (i.e. client name for Road Show)
        • Date: Event Date
        • Location: Check this box if the event will be at your HOME theatre. If it is off-site, uncheck the box and enter the location.
        • Start Time: Show Start Time
        • Call Time: Performer Call Time
        • Show Length: Duration of Performance/Event
        • Notes: Any additional information you would like to share
      • Click Create Event
    2. Schedule from "Show Template"
      • Go to Manage > Show Templates
      • Click "New" next to the show you want to schedule
      • Enter Show Details (details added to the template will auto populate)
        • Name: Event Title
        • Subtitle: Additional Details (i.e. client name for Road Show)
        • Date: Event Date
        • Location: Check this box if the event will be at your HOME theatre. If it is off-site, uncheck the box and enter the location.
        • Start Time: Show Start Time
        • Call Time: Performer Call Time
        • Show Length: Duration of Performance/Event
        • Notes: Any additional information you would like to share
      • Click Create Event
  2. Add Additional Event Information
    • Edit Event Module
      • Show Type: You can select an existing show type from one of your templates
      • Locked: Availability can no longer be submitted for this event
      • Posted: The event will display on the calendar
      • Color: Calendar display color
    • Edit Roles Module
      • Click on the Role Name to activate it for a particular event. It will turn blue once it is active.
        • Select how many of each role you need for the specific show (i.e. on referee and six players).
    • Edit Display Groups
      • If this event only applies to a specific group,  choose which groups you want to be able to submit availability.
        • Users who are not in the display group can still see the event, however, they cannot mark themselves available.
      • If you would like to hide the event from any users not in the chosen display groups, click "Hide from other users on Theatre Calendar?"
    •  Event Schedule
      • Click Update Schedule to schedule available players to the event.

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SCHEDULE RECURRING EVENTS

Before you schedule your event, make sure you've created your Show Template.

  1. Add a new "Scheduler" by going to Manage>Scheduler
  2. Click "New"
  3. Enter Recurring Details
    • Show: Select show template from drop down
    • Frequency: Weekly or Monthly Event
    • Ordinals (Monthly Events Only): Which week is your show in a given month? (i.e. last Friday of the month)
    • Weekdays: Which day is the show?
  4. Click "Create"
  5. Post Recurring Shows to Schedule
    • Go to Manage > Scheduler
    • Click "Run" Next to the Show You Want Posted to the Calendar
    • Select the Month You Want Posted
    • Click "Run"
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