Part 4: The Timeline Training Video (9:07)

This is Part 4 of our Video DYI Training Series.  In this we introduce the Timeline screen, how to add, and edit tasks.




"We are now in the Timeline screen. You can see that there are some new icons in the Navigation bar now. These are project specific icons. You can also see the name of the project in the top bar in the center.  If you click on this you will get a dropdown of the different projects that you have created and can easily switch between them. This is a quick way to get back and forth between different projects without having to go back to the projects screen.

So, the purpose of the Timeline is to collect and organized every piece of schedule and logistics information related to the show. The communication of this information to other people is taken care of in a different location.

The timeline is comprised of tasks. A task can literally be anything. Due dates and deadlines, performances, rehearsals, costume fittings, load-ins, meal breaks, travel info, etc. The timeline is also built to be flexible, so you can start with very high-level info in early season planning and get to the granular stuff as time goes on.

You can see that Propared has automatically created for us our first task. This includes the name of the show, and is using those dates that we entered when we created this project.

This Task can be great as a place-holder for the show. As you enter more information, this Task may become redundant and can be deleted. Don’t worry, you won’t screw up anything. For now, we’ll leave it here.

So let’s create a new Task! Click the Big green button!

The best way to start is to just put in the first thing that comes to mind that you have to deal with. There are no wrong tasks.

So, I’m going to start by creating our first Rehearsal. You can add whatever you want. The only required field here is to give a task a name. That way you can start with the information you know and add more information later as you learn more. I’ll name this task Rehearsal. I’m going to add a date for it, and a time. When inputting time you can use short-hand like 8p or military time and Propared will know what you mean.

If you know the location for the rehearsal you can add it in by typing the name into the Location field. These locations are being pulled from our Contacts for Places and Spaces. If you want to use a location that hasn’t been created, you can create one on the fly by clicking the New Place or Space. When you save, this will create a new contact record for it in the Contacts Screen. However, we’re going to use the “Rehearsal Hall”.

Notes is a freeform text field. Notes will appear on Schedules and Calendars which we’ll look at later. This can be used for many different things, but one popular use is for file sharing. If you have a document that you want to include with a task simply copy a link from a files-haring system like Dropbox or Google Drive and paste it right here. We’re going to add the scenes being rehearsed as well as a link to a form that the cast needs to fill out.

Categories and Departments are tags that you can use to filter your Timeline in specific ways! Categories and Departments are completely customizable so they can be very specific to your organization’s needs. These tags are going to be used later to help define the actual schedules you are going to be sending to people which we’ll talk about when we get to the Filter Screen. We’re going to add a Category called rehearsal because I know that later I’m going to want to create a rehearsal schedule. 

Finally, we come to Team. Anytime you see the word Team, it is going to reference people. Here, you can add people that you specifically want to associate with this task. Let’s add a couple of our cast members. Just like with the Location field as you type it’s going to look through your contacts and suggest people. If it doesn’t find the person, you can add them on the fly by clicking “New Person”.

When you’re all done, click Add!

So here in the main section you see our task!  You will also see that the new task panel on the right is still open so we can create more tasks. It also kept some of the info from the last task created to cut down on redundant entry if you are cranking out a whole bunch of tasks. Let’s go ahead and create one more rehearsal.

Now let’s close the New Task Panel by clicking the X in the upper right hand corner.

Now let’s look at some ways to create lots of tasks in a hurry.

For this example, we have 2 weeks of rehearsals. Monday-Friday.

Instead of creating a new Task from scratch, we’re going to clone an existing one. By selecting the rehearsal and clicking the clone button here, we are making an identical copy of this rehearsal. We could edit this task and change the date, but instead we’re going to click the shift timeframe button.  This allows us to move tasks backwards or forwards based on any number of years, months, weeks, days, hours, or minutes.

So for this task we’ll shift it by one day.

Now we have rehearsals on Monday, Tuesday, and Wednesday. To create Thursday and Friday even faster, we’re going to select both Tuesday and Wednesday together. To do that, select one Rehearsal, hold down “shift” and click on the other. Then click Clone to duplicate both of them! Now all we have to do is shift the new Rehearsals forward by 2 days.

Now we have a whole week’s worth of Rehearsals. To create the next week’s all we have to do it select all five rehearsals, clone, and shift by 1 week! Now we have our rehearsals!

Now let’s quickly create a couple of other tasks just to round things out a bit.

Let’s say we have a designer deadline for the Light Plot. Go ahead and create a new task.  We can name it Light Plot Due and give it a due date. Since this is a deadline we can leave the Time and Location fields blank.

Let’s tag this Task with the dept. Lighting and the category Deadlines. Under Team you might add the Lighting Designer who is responsible for drafting the plot.

Click Add!

Let’s also add a Production Meeting in the Production Office will which will be a new space that we’ll create here.

Our timeline is starting to get filled out nicely. Once you have everything in here, your timeline is going to get pretty long.  Fortunately, from this screen we can also filter to look at smaller subsets of information.

Let’s say you only want to look at Rehearsals.

Click on the Filter Button.  Here you will see all of the details we have used so far.  Click on Category and then select “Rehearsal”. Then click anywhere outside of the filter panel it will run the filter. 

If you click back on the filter button and click “Clear All”, it will remove the filter.

You can also click the “All” button to overlay the timelines from all of your active Projects. This can be really helpful if you’re trying to look at something that is shared across multiple shows like a person or location. The filter will work across all of your projects as well.

Just note that you are still in Lion Queen so any new tasks you create will be in this project even if the “All” button is selected.

Click on “All” again to put the other shows away.

That’s the basics of task creation and editing. Now let’s head on over to the Filter Screen."

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