Part 6: The Team Training Video (5:39)

 

This is Part 6 of our Video DYI Training Series.  This will introduce the Team Screen as well as introduce how Contacts and Roles are used across the program.

Propared DIY Training Part 6: Team

Transcript:

A team, is a subset of your contacts who are related to a specific show. Each project has its own team.

You’ll notice at the top of the screen the name of the project that you’re on as well as a dropdown where you can switch between your project teams just like in the Timeline.

You can add Team Members in 2 ways:

1st, anyone that you’ve added to the Timeline for this Project will automatically appear. That’s why you now see Ryan, Melissa, and the other people we put in the timeline back in our earlier video.

2nd, you can manually add people to a team here. Just click the “+ Team” button and add someone. Just like in the Timeline, when you type the name of someone who is not already in your Contacts, it will automatically create a new record for them.

The Team screen gives you some tools to further organize your folks. They are Groups and Roles.

Groups are helpful for working with large numbers of Team Members all at once. For example, we could create a group for all our cast members called “Cast”. Let’s start by selecting all of our cast members. To do this, click on one person, hold down control on a PC or command on an Apple and click the pencil. Then type the group “Cast” and hit enter. Groups and Roles are both types of tags. Then save.

To see what we can do with groups, let’s head over to the Timeline. Say we want to create a performance and add the whole cast. Once you’ve created the Performance and given it a date & time, click into to the Team field and type “Cast”. Note the (2) next to the tag. Propared is telling you that 2 people are about to be added to this Task. Once you save you’ll see all the cast members listed!

Finally, you can also use Groups as a distribution list to email a schedule to large numbers of people all at once.

Let’s email the rehearsal schedule to the cast. Pop on over to the Filter Screen, select the Rehearsal Schedule, Click Email, and type “Cast” into the TO: field. When you hit Send it will email to everyone who is part of that Group!

Let’s return to the Team screen and look at Roles. Roles are nice because they tell you who is doing what on a show. A person can have a different role on every show they’re part of. You’ll see a couple of roles listed here already. These were pulled in automatically from the Contacts Screen.

You can easily update any Team member with their Role. Since Jose is the Lighting Designer, let’s add it now. Just click on Jose, edit, and pop in the new role!

Roles have another great use though: You can actually establish a role in a show before you even know who is going to fill it. To do this, click the +Team button again. This time though, instead of entering a name, click on the Role field and add a new role. Let’s add the Light Board Operator.

You’ll see the new Role appear at the top of the list with “(No Contact)” instead of a name.

Once added, you can now schedule the Light Board Op in your timeline! Let’s head over there now and add the Light Board Op to the performance we just created.

Time passes and you’ve now hired your board op, Lee Westen. To add them, head back into the team screen, select the Light Board Op and edit. Click the “Swap Contact” button just above the Red “X”, add in their name, and click Save. Now Lee will appear anywhere in the timeline where Light Board Op had been added.

This feature is also great for swapping out Team members mid-show if you have to replace someone.

Finally, in the toolbar you can use your Quick Filters for Contact Types, a complex filter for Roles and Groups, and a search bar."


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