Part 10: Work Calls and Bookings (6:07)Last Updated: May 29, 2019
This is Part 10 of our Video DYI Training Series. In this we introduce the Contacts screen, how to add, and edit contacts and lays the foundation of using people, organizations, locations (places and spaces) in projects.
"Welcome back! Let’s take a look at a special type of Task in the Timeline called a Work Call. Work Calls exist for those times when you are booking large numbers of people, and you need to track extra details about each person you’re lining up like their specific role or whether or not they are confirmed.
A Work Call is very similar to a regular task. The major difference is that instead of simply listing Team Members with a Task like we do here with the Rehearsal, a Work Call creates individual booking slots for each person. When you create Bookings you can pre-fill them with people or create empty slots to fill in later.
Some examples of scenarios where WorkCalls and Bookings may be useful would be Load-ins and Load-outs, Costume Fittings, and Volunteer Schedules.
Let’s take a look at how this works.
Say we’re creating a Load In call for Lion Queen which will require 1 crew chief and 2 stagehands. Our crew chief works with us full-time but our stagehands are overhire so we don’t know who they are yet.
To create a Work Call, click on your green “new Task” button and select Work Call. Then enter the name Load-In and add a Date, Time, and Location. When you click Add, you can see it over on the left with a new icon indicating that it’s a Work Call.
Now let’s add our Booking Slots in the Load-In Work Call.
Back over on the right, change the Task type to Booking. Notice that at the top we indicate which Work Call these new bookings will be part of. In this case, the Load-In that we just created. Down below you can add a Role: Crew Chief, and the name of the person who will be the Crew Chief.
When you click add, you can see over on the left a Booking slot has been created in the Load In Work Call with that person.
Now lets add 2 empty stagehand slots. Click on “Multi-Slot”, change the role to Stagehand, and type the number 2 in the field that says “number of slots”. Hit add and voila! You can see on the left the 2 empty slots.
Now lets pop in the names of the stagehands that we initially want to reach out to. Click on a booking slot, click edit, and pop in that person, and click save. Let’s do it again for the other booking.
One great thing about Bookings is that Propared will automatically check for conflicts across all other Projects. If there’s an overlap, you’ll see this red icon appear and you can look at the detail sidebar to see where the conflict is.
Ok, we’ve got our preferred people all set up. Now let’s find out if they’re available. We can select all of our electrician bookings and click this email button over here on the right. When you click send, you’ll send a Booking Request Email out to each selected person listing the details of the call and asking them to reply to you via email if they are available. Keep in mind that you must have email addresses associated with each contact that you want to reach out to.
Notice that when you hit send, the status of each booking changes to “Tentative” indicating that you’re waiting to hear back. Once you do, you can update their status to “Confirmed” or, if they’re not available, pop someone else into the slot and resend!
Another way to quickly create Work Calls and Bookings is to convert an existing Task into a Work Call. Here’s a Task that we previously created with some Team Members listed. Just click this button here and a Work Call will be created and each person listed in their own booking slot. Once converted, you can delete the original Task.
Work Calls and Bookings appear in all Filter Schedules and Calendars just like other Task Types. Let’s head over to the Filter Screen and take a look at the “Lion Queen - Full Schedule” to see what that looks like.
If you don’t want Bookings to appear in a particular Schedule, you can filter them out by editing the Filter and de-selecting the Bookings Task type here in the Filter Settings.
One other great use for bookings is creating pre-filled timesheets for use on-site. To do this, create a new Filter and ONLY select bookings. Once created, you can export the Filter to a .CSV file by clicking this button. From there, you can update the planned times with actual ones, add columns, pay rates, etc, and pass it on to the next part of your payroll workflow.
Work Calls can be very useful in the right circumstances, but you don’t HAVE to use them. I’d suggest using them for those times when you need the ability to track extra details about each person on a call. If your whole staff works with you full-time or on a semi-permanent bases it may be easier to just create a regular Task and list the Team Members like we did back in the Timeline video."