Propared Terminology & Definitions

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This article contains explanations of common terms and concepts used throughout Propared.

Access Screen

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

Types of Access: Administrators, Project Managers, or Project Viewers

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

To Learn More:  How to Grant Access in the Access Screen

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.

Administrator

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 and Project Viewer access to other users. They cannot make other users Administrators or access the Subscription and Billing screen.

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 Filters.  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.

To Learn More: How to Update a Contact's Availability

Bookings

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.

To Learn More: How to Add Bookings to Your Timeline

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

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

To Learn More: Working with Filter Schedules

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

To Learn More: How to Create a Call Sheet

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.

To Learn More: How to Create a Contact List

Contacts Screen

The Contacts Screen is where Propared stores all of your organizations Contacts.

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

This is also where Users can add or update personal information about themselves by clicking on their own name in the Contacts list.

To Learn More: Working with Contacts

Contact Type

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.

To Learn More: Working with Contacts

Clone

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 Filters: In the Filter Screen, Filters may be cloned.
  • Cloning Paperwork: In the Paperwork Screen, Paperwork may be cloned.

To Learn More: How to Clone a Project, How to Clone a Filter

Conflict

A Conflict is an overlap between two different scheduled Tasks.

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.

To Learn More: How to Add Bookings to Your Timeline, How to Update a Contact's 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.

To Learn More: How to Import .CSV Files to Your Timeline, How to Download a Project Timeline to a Spreadsheet

Departments & Categories

Departments and Categories are Tags that allow you to classify various Tasks as being associated with one another.

Departments and Categories in the Timeline:  One or more Departments and Categories may be assigned to any Task in the Timeline. Departments and Categories are user defined and completely customizable. Departments and Categories can be used to Filter tasks in the Timeline to see different subsets of tasks.

Departments and Categories in the Filters Screen: Departments and Categories are used to build Filters..  These make up some of the Filter Settings that allow Filters to be dynamically updating.

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

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

To Learn More:  How to Add Tasks to your Timeline, How to Filter your Timeline, How to Create and View Filters in the Filters Screen

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.

To Learn More: How to Import and Sync External Calendars

Filter Screen

The Filters Screen is where you create Filters and set up your communication channels.  

To Learn More: Working with Filter Schedules

Filters

 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 can be viewed though Emails, Public Links and Calendar Feeds.

Once a Filter is created, any new tasks that meet the Filter's criteria will automatically be available.

Filters can be 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. Filters can reference one or many Projects in your Portfolio

To Learn More: Working with Filters Schedules

references Filters in the Filters Screen.  To Learn about Filtering the Timeline or Team see: Filtering

Filtering

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 and Visual Timeline Screen.

To Learn More:  How to Filter your Timeline

Groups

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 autofill 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.

To Learn More:  How to Add a Team Member to your 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 Filters. 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.

Import

Importing is the process of uploading large numbers of 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.

To Learn More: How to Import your Contacts, How to Import .CSV Files to Your Timeline

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

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.

To Learn More:  How to Create a Contact

 

Paperwork Screen

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

To Learn More: Working with Paperwork

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.

To Learn More: How to Add an Email Address to your Profile

Projects

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.  

To Learn More:  How to Work with Projects

Project Manager

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

A Project Manager can only see or 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.

To Learn More: Understanding Contacts in Propared

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 an Task in the Timeline that spans these dates.

To Learn More: How to Create a Project

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.

To Learn More: How to Create a Project

Projects Screen

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

To Learn More: Working with 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, Visual Timeline, Filters and Paperwork screens, but cannot edit.

Report

A Report is a flexible 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.

To learn more: How to Add Relationships between your Contacts

Roles

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.

Roles in Bookings: Roles may also be assigned to Bookings.

To Learn More: How to add a Role to a Team with No Contact, How to Add a Team Member to your Project, How to Add Bookings to your Timeline

Settings

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. Other Settings options will be available here in the future as we continue to add more functionality to the application.

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.

To Learn More: How to Replace a Team Member, How to Add a Role to a Team with no Contact

Task

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:

To Learn More: How to Add Tasks

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.

To Learn More: How to Add a Team Member to Your Project, How to Add a Role to a Team with no Contact

Team Screen

The Team Screen is where you organize and manage your Project Team Members. contacts that are involved in specific projects.

To Learn More: Working with your Project Team

Timeline

The Timeline consists of a chronological list of all Tasks, Work Calls, and Calendar Feed events within a particular Project.

To Learn More: Working with Project Timelines

Timeline Screen

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

To Learn More: Working with Project Timelines

 

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 screen, as well as change your password, or navigate to the Support site.

VCard

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

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

 

To Learn More: How to Import your Contacts, How to Create a Contact List

Visual Timeline Screen

The Visual Timeline Screen shows Timeline information from all of your Projects in various visual representations including Week View and Month View.

Visual Timeline Month View

The Month View is a view in the Visual Timeline Screen that displays high level information about Projects for a particular Month.

To Learn More: How to Work with Your Visual Timeline

Visual Timeline Week View

The Week View is a view in the Visual Timeline Screen that displays detailed information about Projects for a particular Week. All Tasks with dates and/or times will be displayed.

To Learn More: How to Work with Your Visual Timeline

Work Call

A Work Call 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 timeframe. Work Calls can be created and edited via the Project Timeline.

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