Terminology and Definitions of Commonly Used Concepts in Propared

Propared Terminology & Definitions

Access Screen

Access is the screen where you can grant editing permissions to other people.

Types of Access: Owner, Administrators and Project Managers

The number of managers you can designate is dependent on your Subscription Plan.


Active Project

Active Project is a state you designate for your Projects. In Propared, creating a new project or changing a Projects state to Active means that the Project will be visible, editable and shareable. 

Owners and Administrators can adjust the Active Project state from the Projects Screen.



An Administrator is a level of management access in Propared.

An Administrator can see and edit all Projects, create new Projects and assign Project Managers access to other users. They cannot make other users Administrators or access the Subscription and Billing screen.

The Attachments Screen

This is the screen where you will create Attachments from File Links, external websites, forms or other cloud hosted documents.


Propared does not physically host files. Instead, it creates an 'Attachment'. This is an object that links to a File or Folder hosted somewhere else. By doing it this way, you can pull together files from multiple sources into Propared

Archived Project

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 Public Webpages.  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.


Availability Calendar

The Availability Calendar is a scheduling tool used to track each Contacts availability. Every Contact has their own Availability Calendar which can be accessed from the Contacts 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.


Calendar Feed

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 and Sync Schedule Information from sources such as Personal Calendar programs  (i.e., Outlook, iCal, Google Calendar), directly into the Timeline.

Calendar Feeds in Production Books: In Propared, a Calendar Feed is generated each time a new Production Book is created.  The Calendar Feed URL can be utilized to subscribe to 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.


Call Sheet

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


Contact List

A Contact List is a type of Paperwork that contains a selection of your Contacts from the Project Team. You can create custom groupings, ordered in any way, and choose which contact info to share or hide.


Contacts Screen

The Contacts Screen is where Propared stores all of your organization's Contacts.

You can Create or Import new Contacts and Edit existing Contacts. Contacts created in other parts of Propared will automatically be added here.



A Contact is a record of information pertaining to a Person, Organization, Place or Space. 

You can Create or Import new Contacts and Edit existing Contacts.

Contacts in Propared are used in the Team Screen.



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 Production Books: In the Production Book Screen, Production Books may be cloned.
  • Cloning Paperwork: In the Paperwork Screen, Paperwork may be cloned.



A Conflict is an overlap between two different Bookings or between a Booking and a Contact's Availability.

In Propared, Conflicts occur when the same Contact is scheduled in two or more Bookings that overlap or the Contact is scheduled in a Booking that overlaps with their Availability.


.CSV File

.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.


Departments & Categories

Departments and Categories are Tags that allow you to classify various Tasks.

Departments and Categories in the Timeline:  Tasks may be tagged to or more Departments and Categories in the Timeline. Departments and Categories are user defined and completely customizable. Departments and Categories can be used to Filter tasks in the Timeline.

Departments and Categories in the Production Book Screen: Departments and Categories are used to filter schedule information in Production Books.  These make up some of the Filter Settings that allow Schedules and Attachments to be dynamically updating.

Categories in the Projects Screen:  Categories may be used to organize Projects in the Projects Screen.

Departments in Report Paperwork: Departments are used to create groups of Notes in Reports.


Date & Time Formats

In Propared, you can change your default Date & Time formats in the Settings Screen.


Feed Task

A Feed Task is a Task in the Timeline that originates from an external Calendar Feed.


Filter Screen

The Filters Screen is now called the Production Book Screen.  



A Filter is a set of saved criteria that determines which tasks are viewable for the purpose of communicating scheduling and logistics information.

The results of a Filter make up a Production Book and can be viewed though Public Webpages, Emails and Calendar Feeds.

Once a the Filter settings are set in a Production Book, any new tasks that meet the Filter's criteria will automatically be visible in Public Webpages.

Filters can help you make your Production Books 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. You can filter across one or many Projects in your Portfolio



Filtering is the process through which you narrow down search results using the details of your tasks or team.

You can find Filters in the Team Screen, Timeline Screen, Attachment Screen and Visual Timeline Screen.



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 auto-fill 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.


Home Screen

The Home Screen is the first screen you'll see when you log into Propared.  It will show you a summary of Projects that have been recently edited, Tasks that are assigned to you, and Projects you can Access.


Inactive 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 Public Webpages. 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 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 and Calendar Feeds.


Merge Contacts

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.

Owners may grant management access to other Users by making them Administrators or Project Managers, or viewing access by making them Project Viewers.

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.

Places and Spaces are notated as: Space (Place) for clarity.


Paperwork Screen

The Paperwork Screen is where you create, update and distribute project specific paperwork, including Contact Lists, Call Sheets, and Reports.


Primary Email Address

Your Primary Email Address is the email address we use as the "reply-to" for emails you send out from within Propared. This can be updated in the Contacts Screen by selecting your contact record.

Production Book Screen

The Production Book Screen is where you will create, edit and share Production Books.


Production Books

Production Books are the object through which you will share schedule information and lists of attachments both internally, and with your cast, crew, designers, upper management, vendors, etc. Each Production Book creates a shareable webpage.



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. 


Project Logo

A Project Logo is an image that can be uploaded for each Project by editing the Project in the Project Screen. The Logo will show up on Paperwork printed in the Paperwork Screen.


Project Manager

A Project Manager is a level of management access in Propared.

A Project Manager can see and 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 History

Project History is a list of Projects that a Contact has been a Team Member of.

A Contact's Project History may be viewed in the Contact Screen.


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 a Task in the Timeline that spans these dates.


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.


Project Timezone

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.


Projects Screen

The Project Screen is where you create new projects and access your past projects.


Project Viewer

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, Attachment, Production Book and Paperwork screens, but cannot edit.


Public Webpage

A Public Webpage is a URL that when viewed displays the Production Book.  It can include Schedule Information and/or Attachments

In Propared a Public Webpage is generated each time a new Production Book is created.  Public Webpages are viewable without a Propared Login. Each time a Public Webpage is refreshed, it displays the most up to date information.

Public Webpages may be sent using the Email feature in the Production Book Screen.



A Report is a 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
  • Relationships



A Relationship is a link created between two Contacts. In Propared, relationships are created in the Contacts Screen.



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.



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.


Sidebar Panel

The Sidebar Panel is a menu feature available on the right-side of most screens within Propared. This is where you will create and edit the details that make up your Project, such as Tasks/Work Calls, Team Members, Attachments, Production Books and Paperwork. The Sidebar Panel is collapsable to the right side of the screen to allow for more information to be viewable when needed.


Short Names for Projects

Short names are custom abbreviations you can set for a Project Name that will show on Calendars and Schedules you publish. This makes it easier to identify which project you are referencing. They are not required, and if no short name is created Propared will auto create one for you. They are updated in the Projects Screen.


Star, Starring, Favoriting

Sometimes it can be helpful to highlight certain items, either as a way to Bold or Italicize Tasks in the Timeline, or to favorite Projects so as to easily find them. 


Swap Contact

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.



A Task is any event, milestone, to-do, or phase within a Project. All Tasks can be created and edited on the Project Timeline.

Tasks can have a variety of information recorded about them, including:

  • Name
  • Type
  • Date / Time
  • Location
  • Notes
  • Department Tags
  • Category Tags
  • Team Members
  • Status


Team Member

A Team Member is a Contact that has been added to a specific Project. Once added, they can be organized with Roles and Groups.

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.


Team Screen

The Team Screen is where you organize and manage your Project Team Members.



The Timeline consists of a chronological list of all Tasks (Including Events, Work Calls, Bookings, and Calendar Feed Tasks) within a particular Project.


Timeline Screen

The Timeline Screen is where you create, organize and manage schedule and logistics information for your projects by creating Tasks.


User Accounts

A User Account is a unique email-based ID used to sign in to Propared, granting you access to any Projects or Subscriptions that you own or that have been shared with you.


User Menu

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, Access, and Subscription Screens, as well as change your password.



VCard (Virtual Contact File) is a common format for electronic Address Book and Contact applications.

In Propared, Contact Information can be imported using the VCard file format.


Work Call

A Work Call is a type of Task. It is a group of Bookings, or labor slots, usually built for a single day’s worth of work. Work Calls are used to assign specific Tasks to your Team members within a given time-frame. Work Calls can be created and edited via the Project Timeline.


Did this help answer your question?

thumbs up
thumbs down

Thanks for the feedback! 🙏🏽