Video 14: For Viewers (3:39)


Greetings, I'm Mel from Propared!

If you’re seeing this video, then you're probably working with an organization that's using Propared, and you've probably received a Production Book link! Propared is a logistics and scheduling platform designed specifically for arts and events organizations.

We know that it’s important for you to have accurate information to work with. Propared is built to ensure that you always do and to make it easier for managers to get that information to you and keep you up to speed.

Let's quickly walk you through what you'll see when a manager shares information with you through Propared, and see you what you can do with it.

In Propared, Schedules, Calendars, Contact Lists and Files are shared via Webpages. When you receive a link, just click it and it'll open in your web browser or on your mobile device. There’s nothing to log in to or passwords to remember. Each time you visit or refresh this page, Propared updates it with the most current information eliminating versions and copies that can cause errors and confusion.

We recommend bookmarking these webpages on both your desktop and mobile phones so you can quickly get to them. You can even create a book-mark as an icon right on the home screen of your phone.

When you first open a link you may see some schedule information as either a Month, Day, or List. You can toggle between the three views by clicking on "Month", "Day" or "List"

These schedules can contain information from a single shows OR multiple shows and be organized in different ways. You can filter by any of the options listed across the top of the page - Project, Status, Location, Team, Department, Category, and Recent Changes.

For example, let’s say you receive a company calendar but you only want to see the things that you’ve been associated with. Just click on “Team”, and select your name. You can also search by typing into the box. You can filter for multiple things at the same time, like showing your work for only a single project or show only things that have changed recently. To clear the filter, click the “Reset” button on the right.

In the Month and day views, you can also jump to a specific month or day, and click on an event to see more details.

There may also be a tab for Team, Locations or Attachments at the top. Clicking on the tab will take you to another page which will include Contact Information, a list of locations or links to files, folders, or other sources that have been shared.

Your manager can include any of these tabs, or just a single one, depending on what they want to share with you.

If they share a schedule with you, At the bottom of the webpage you’ll notice a 2nd Link under "Subscribe to this schedule:"

This URL lets you take the schedule and embed it as a read-only calendar in personal calendar apps like Google, Outlook, or Apple allowing you to see your show calendars alongside your own appointments.

Once embedded this calendar will refresh automatically. Due to the variability in refresh time of different calendar programs, there can be a delay. So check out the webpage schedule if you’re ever in doubt.

You may also receive Propared schedules via email. If you get one, it will look something like this:

You’ll see both the webpage and calendar subscription links.

If you reply to these emails, it will go directly to the person who sent it.

If you have any questions, want to learn more about Propared, or if you have any feedback for us, just head over to and click on the chat icon!

Thanks and have a great day!

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