This article contains explanations of common terms and concepts used throughout Propared.
Archived Project is a state for your Projects. In Propared, changing a Projects state to Archived means that the Project will be hidden from the Projects list, be un-editable, and Project Information will not be visible in any Filters. Archived Projects are not deleted and can be unarchived at anytime in the Project Screen.
Owners and Administrators can adjust the Archived Project state from the Projects Screen.
A Booking is an individual line-item of a Work Call, and is used to manage the hiring and labor needs for your Project. Each Booking slot identifies a Team member, the role they will fulfill, the specific times they are called to work, and their confirmation status.
To Learn More: How to Add Bookings to Your Timeline
A Calendar Feed is a common URL type that, in Propared, allows someone to access Schedule Information.
Calendar Feeds in the Timeline: In Propared, Calendar Feeds are used to Import Schedule Information from sources such as Personal Calendar programs (i.e., Outlook, iCal, Google Calendar), directly into the Timeline.
Calendar Feeds in Filters: In Propared, a Calendar Feed is generated each time a new Filter is created. The Calendar Feed URL can be utilized to subscribe to Filter Schedule Information in programs such as Personal Calendars (i.e., Outlook, iCal, Google Calendar). Changes to the Timeline are reflected when the Personal Calendar applications refresh.
To Learn More: Working with Filter Schedules
A Call Sheet is a special type of Paperwork used to communicate information about Work Calls. It's meant to contain the scope of information about a single day's worth of work. It includes several types of information, all compiled into one document:
- Date / Location
- Rendezvous Notes
- Work Call Goals Notes
- Miscellaneous Notes
- Work Calls / Bookings
- Other Tasks / Schedule
- Important Contacts
To Learn More: How to Create a Call Sheet
The Contacts Screen is where Propared stores all of your organizations Contacts.
You can Create or Import new Contacts and Edit existing Contacts. Contacts created in other parts of Propared will automatically be added here.
This is also where Users can add or update personal information about themselves by clicking on their own name in the Contacts list.
To Learn More: Working with Contacts
Cloning is the process of duplicating information in Propared.
- Cloning Projects: In the Projects Screen, Projects may be cloned and then shifted in time to a new set of dates. The Project will include all Team Members, Tasks, and Paperwork that were in the original Project.
- Cloning Tasks: In the Timeline Screen, one or more Tasks may be cloned.
- Cloning Filters: In the Filter Screen, Filters may be cloned.
- Cloning Paperwork: In the Paperwork Screen, Paperwork may be cloned.
A Conflict is an overlap between two different scheduled Tasks.
.CSV (comma separated values) files are a common file format for spreadsheet applications such as Excel and Google Sheets.
In Propared, Contact and Schedule Information can be imported and downloaded using the .CVS file format.
Date & Time Formats
In Propared, you can change your default Date & Time formats in the Settings Screen.
A Filter is a set of saved criteria that determines which tasks are viewable for the purpose of communicating scheduling and logistics information.
Once a Filter is created, any new tasks that meet the Filter's criteria will automatically be available.
Filters can be extremely specific - such as a particular Department, during a certain month, or within a designated Location. They also can be fairly generic - such as everything in the entire Project. Filters can reference one or many Projects in your Portfolio
To Learn More: Working with Filters Schedules
references Filters in the Filters Screen. To Learn about Filtering the Timeline or Team see: Filtering
A Group is a collection of Team Members within a Project for the purpose of organizing your Project Teams.
Groups in the Team Screen: One or more Groups may be assigned to any Team Member within a Project. Groups may be used to add multiple Team Members to a Task in the Timeline. Groups may also be used as Distribution Lists when communicating with your Team.
Default Groups in the Contacts Screen: One or more Default Groups may be assigned to any Contact within the Contacts Screen. These Groups will autofill anytime that Contact is added to a Project Team. These can be edited or deleted in a Project Team without affecting the Default Groups. This is particularly useful for Contacts that are part of the same Groups on each Project.
To Learn More: How to Add a Team Member to your Project,
Inactive Project is a state for your Projects. In Propared, changing a Projects state to Inactive will cause any project information to no longer be visible in any Filters. The project remains accessible and editable in the program by any Owners, Administrators or Project Managers that previously had access.
Owners and Administrators can adjust the Project State from the Projects Screen.
Importing is the process of uploading large numbers of Contacts or Tasks into Propared from a file (typically exported from another application).
In the Contacts Screen: Contacts may be imported from .CSV and vCard files.
In the Timeline Screen: Tasks may be imported from .CSV files.
Merging Contacts is the process of taking two duplicate Contacts and merging them into a single Contact.
In Propared, Contacts may be Merged in the Contacts Screen.
Owner is a level of access to a Propared Subscription. The Owner is the primary account holder and has the highest level of access.
The only difference between an Owner and an Administrator is the ability to manage the subscription plan and grant access to Administrators.
Each subscription can have only one Owner, but a single Propared User can be the Owner of multiple subscriptions.
Places & Spaces Contacts
Places and Spaces are Contact Types that represent locations that you will use across your Projects.
Places represent physical locations with addresses, such as performing arts centers, office buildings, or convention halls.
Spaces are any area within a Place that you want to define in order to more accurately communicate location information. For example, within the Place: Performing Arts Center you may create the following Spaces: lobby, loading dock, theater, rehearsal room.
To Learn More: How to Create a Contact
Primary Email Address
Projects represent your shows and events. It's the container in which you will organize and manage all of the information related to that show or event.
To Learn More: How to Work with Projects
A Project Manager is a level of management access in Propared.
A Project Manager can only see or edit Projects to which they’ve been assigned. PMs can view the entire Contacts list in the Portfolio to which the Project belongs. They can see and edit all existing entries in the Contacts list, but they cannot see the notes fields for Contacts, nor can they delete any Contacts (including ones they’ve added).
Project Start & End Date
Project Start & End Dates are Dates assigned to a Project in the Project Screen. They represent the beginning and ending of a Project.
Project Start & End Dates are added in the Projects Screen when creating or editing a Project.
When added, Propared creates an Task in the Timeline that spans these dates.
To Learn More: How to Create a Project
Project Modified Date
The Project Modified Date represents the last date that a Project was edited by a user.
This date is visible in the Projects Screen.
The Project Timezone is the Timezone that a Project is happening in.
In Propared, the Timeline will display information in the Project Timezone. When creating new Tasks for that Project, any start or end times will be read in the Project Timezone.
The Project Timezone is selected in the Project Screen.
To Learn More: How to Create a Project
The Project Screen is where you create new projects and access your past projects.
To Learn More: Working with Projects
Project Viewers is a level of access that is read-only on a Project-by-Project basis.
Project Viewers can see everything contained within a given Project; including the Team, Timeline, Visual Timeline, Filters and Paperwork screens, but cannot edit.
A Report is a flexible type of Paperwork used to record details about a particular event. For example, a User would use this type of Paperwork to create:
- Rehearsal Reports
- Performance Reports
- Venue / Site Surveys
- Meeting Minutes
- End of Day Reports
- To-Do's / Action Items
It includes several types of Project information, all condensed into a single document, including:
- Dates / Locations
- Attendees / Roles
- Schedule Notes
- Department-specific Notes
A Role is the term used to identify the general duties or the position assigned to a Contact or Team Member.
Roles in the Team Screen: One or more Roles may be assigned to any Team Member within a Project. Roles may also be assigned without an associated Team Member and may be used throughout the Timeline in place of that Team Member.
Default Roles in the Contacts Screen: One or more Default Roles may be assigned to any Contact within the Contacts Screen. These Roles will autofill anytime that Contact is added to a Project Team. These can be edited or deleted in a Project Team without affecting the Default Roles. This is particularly useful for Contacts that always serve the same Role on Projects.
Roles in Bookings: Roles may also be assigned to Bookings.
The Settings screen can be accessed via the User Menu and is where Propared Users can choose between 12-hour and 24-hour time formatting, as well as international or standard date formatting. Other Settings options will be available here in the future as we continue to add more functionality to the application.
Swap Contact is the process of replacing one Contact in a Project Team with another.
In Propared, Contacts are swapped in the Team Screen. When swapped, the new Contact will appear in all places throughout the Project that the old Contact previously did.
Contacts may also be swapped into Team Member slots where no Contact has previously been assigned.
Tasks can have a variety of information recorded about them, including:
To Learn More: How to Add Tasks
In Propared, Team Members are added to Projects in the Team Screen or the Timeline Screen (by adding them to a Task).
A Team Member may also be represented by a Role when a Contact has not yet been determined for that Role.
The User Menu is located in the upper right corner of the application, and displays your User Avatar (or possibly a photo). Clicking on your User Avatar will produce a menu where you can access the Settings screen, as well as change your password, or navigate to the Support site.
Visual Timeline Screen
Visual Timeline Month View
The Month View is a view in the Visual Timeline Screen that displays high level information about Projects for a particular Month.
To Learn More: How to Work with Your Visual Timeline
Visual Timeline Week View
The Week View is a view in the Visual Timeline Screen that displays detailed information about Projects for a particular Week. All Tasks with dates and/or times will be displayed.
To Learn More: How to Work with Your Visual Timeline