Propared Terminology & Definitions


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

.CSV File

.CSV (comma separated values) files are a common format for spreadsheet applications. They can contain various types of contact or schedule information, separated by rows and columns, that can be imported into the application. Propared allows for .CSV importing to both the Contacts and the Timeline screens. To learn more about .CSV file imports, please visit the Getting Started section.


Access is a screen located is where you'll delegate Project or Portfolio access to other Users by making them managers (either Administrators, Project Managers, or Project Viewers). The number of managers you can designate is dependent on your Subscription Plan.


An Administrator is a level of management access granted in Propared. Often, Administrators will be full-time staff who work across all Projects.

Administrators have access to almost every aspect of a Portfolio including all Projects and Contacts. An Administrator can create Projects and make other Users into Project Managers. They cannot make other Users into Administrators or access the Subscription and Billing screen.

Portfolio Administrators are only available in Company Portfolios for those Users who have signed up for Propared for Organizations.

Availability Calendar

The Availability Calendar is a scheduling tool used to track each Contact’s 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.


Individuals who only need to receive information from other Propared Users can sign up for a free Collaborator Account. Collaborators have Project-specific, read-only access to select pieces of Project information, as designated by another User.

Collaborators who need to have access to all the information on a given Project can be made a Project Viewer.

Collaborators are connected to a Project when Paperwork or Filters from that Project are shared with them.


The Contacts screen is located within the Portfolio View and is where Propared stores all of your Contacts. Every Personal Portfolio has its own dedicated list of Contacts, and each Company Portfolio has a separate, dedicated list of Contacts.

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

There are four types of Contacts available in the application:

  • Person - representing an individual
  • Organization - representing a company
  • Place - representing a geographic location
  • Space - representing a defined boundary within a defined place (e.g., rehearsal hall)


The Filters screen is located within the Project View. Filters are used to create dynamically-updating sets of Schedule information based upon specific criteria, often centered around certain Team Members, Departments or other Tag groupings.

Filters can be extremely specific - like for a particular Department, during a certain month, and within a designated Location, or they can be fairly generic - like everything in the entire Project. Filters can reference one or many of the Projects in your Portfolio, which can be helpful when planning things at a high level.

Filter information can be emailed directly to your Team, and will also include a subscribable calendar feed link, as well as some advanced viewing options.


Owners are the primary account holders for any given Portfolio, whether that's a free Collaborator account, or one with a paid Subscription plan.

As a Portfolio Owner, your paid Subscription gives you total access to the entire Propared application. Additionally, Portfolio Owners may grant managing access to other Users by making them Administrators and Project Managers, or viewing access by making them Project Viewers.

Portfolios within Propared can have only one Owner, but a single Propared User can be the Owner of multiple Company Portfolios.


The Paperwork screen is located within the Project view and represents a collection of industry-specific documents you can use for communicating with your Teams. Paperwork is easily created by grouping together information you've already entered into Propared, allowing for flexibility as your Project evolves or changes along the way.

First select the sharing preferences for your Team members to give them instant access to Paperwork information in their Propared accounts. You can also email a copy of the Paperwork to a User at any time.

Users can create and share Contact Lists, Schedules, and Call Sheets by selecting items from a Project’s Team, Timeline, and Work Calls. Users can also create a variety of Reports for meetings, rehearsals, productions, or site survey notes.

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.


A Schedule is a type of Paperwork that contains a snapshot of Tasks from the Project Timeline. Using our filtering and searching tools, combined with your Tags, you can find and select which Tasks you want on your schedule, and then quickly create your Paperwork.

Share Schedules can also include a calendar feed link, which allows Users to subscribe to each Schedule through their preferred calendar application. Each time your Schedule is updated and re-published, the calendar feed will push update to the lastest version.

Call Sheet

A Call Sheet is a special type of Paperwork used to communicate information about Work Calls. It 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


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


A Portfolio is the home for all the information you store in Propared. Each Portfolio contains a dedicated group of Contacts as well as a Project list. There are two types of Portfolios available:

Personal Portfolio

Every User Account automatically includes its own Personal Portfolio. From there, you can sign up for a Subscription Plan to start creating your own Projects.

Company Portfolio

Each User may only have one Personal Portfolio. You may, however, need a separate place for Projects and Contacts related to a business, group, or for a company you work for or manage. If so, Propared for Organizations will allow you to add a Group Subscription, which includes a separate Company Portfolio to manage information specific to your organization.

Company Portfolios start with a base of three managing slots - the Portfolio Owner (account with the paid Subscription), an Administrator (access to the entire Portfolio), and a Project Manager (assignable on a Project-by-Project basis).

Company Portfolios allow organizations to keep all information about the company (past and present) in one place. If you have been granted editing access on an Company Portfolio as either an Administrator or Project Manager, you may still take your work-related information (Projects you managed) with you when you move on to other jobs.

Note:  If you've signed up for a Group Subscription, you will only be able to create Projects in your Company Portfolio. The Personal Portfolio is only used with Freelancer Subscriptions.

Portfolio View

The Portfolio View area is highlighted in purple and includes the Contacts, Projects and Access screens. This is where you'll setup and manage your own Projects, as well as Projects to which you've been given access by other Users.


Projects represent your shows, events, and other collaborative enterprises. Each Project contains Team Members, a Timeline, and Paperwork. They are created in the Projects Screen and worked with in the Team, Timeline, Visual Timeline, Filters, and Paperwork screens.

Project Manager

Project Managers (PMs) may be granted editing privileges on a Project-by-Project basis, however, they can only see or edit Projects to which they’ve been added as a PM.

PMs can also 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 View

The Project View area is highlighted in blue and includes the Team, Timeline, Visual Timeline, Filters, and Paperwork screens. This is generally where you'll spend your time "working" on your Projects and other Projects to which you've been given access.

Project Viewer

Project Viewers are Collaborators who have been granted read-only access on a Project-by-Project basis, however, they can only see Projects to which they’ve been added.

Project Viewers can see everything contained within a given Project; including the Team, Timeline, Visual Timeline, Filters and Paperwork screens.


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.

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, Filters and Paperwork. The Sidebar Panel is collapsable to the right side of the screen to allow for more information to be viewable when needed.


The Subscriptions screen is accessible from the User Menu and is where you can manage your Subscription Plan. Your Subscription Plan determines the features you can access in Propared. There are Subscription Plans available for both Freelancers and Organizations.

For more information about the different plans available and what plans are appropriate for your needs, please get in touch.

Paid Subscription Plans

Paid Subscriptions Plans allow you to create, manage, and share an unlimited number of your own Projects with other Users.

  • Propared for Freelancers - there are three paid Subscription Plan options for Freelancers - Individual, Pro and Pro Plus. These plans are tied to your Personal Portfolio, which is where all of your Projects will be located.
  • Propared for Organizations - if you need to manage Projects for another company as well, there is also a Group Subscription Plan available. This plan is tied to a Company Portfolio, which is where all of your Projects will be located.

Collaborator Subscription Plans

Collaborator Subscription Plans are free, and give Project-specific, read-only access to Project information as designated by another Propared User.

  • Collaborator Subscription - the basic level of access for a Propared Account, which includes access to a list of personal Contacts. Collaborators accounts can also be designated as Project Viewers without the Collaborator needing a Subscription.
  • Archived Group Subscription - the Archived Group Subscription Plan will allow Company Portfolio Owners to retain read-only access to their Projects and Project data, and full editing-access to their Contacts.  The Archived Group Subscription Plan is only available for active Company Portfolios that wish to downgrade from paid Subscription Plans. Users can not create a new Archived Company Subscription.


A Tag is a way for Users to classify various objects throughout Propared, including:

  • Tasks
  • Team Members
  • Bookings/Work Calls
  • Paperwork

Tags are broken up into several conceptual groupings:

  • Roles
  • Departments
  • Categories

Tags are the most powerful tool within the application for searching, filtering, and selecting groups of objects in Propared.

For your convenience, we’ve populated Propared with the most common Tags from the live event industry, but you may also add unlimited custom Tags to suit your individual workflows.

See Related Article: Pre-Built Tags in Propared


A Task is any event, milestone, or work that needs to be done 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
  • Date / Time
  • Location
  • Notes

Tasks can also be Tagged with Departments, Categories, and Team members. Since you may not have all the details available when adding a Task, the only required information is the Task name.


The Team screen is located within the Project View and is a selection of your Contacts that have been added to a given Project.

Team members may be Tagged with any number of Roles or Departments specific to that Project.


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

User Accounts

A User Account is a unique email-based ID used to sign in to Propared, granting you access to all of your Projects and Portfolios stored in the application.

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 and Subscriptions screens, as well as change your password, or navigate out to the Support site.

vCard File

vCard files are a common format for electronic business cards. They can contain various types of contact information such name, address, phone numbers, email addresses, etc. Users can export their personal contacts from their email provider and save them as a vCard file.  The vCard file can then be imported into Propared via the Contacts screen.

Visual Timeline

The Visual Timeline references all of the details from your Project Timeline and displays them in a calendar-style view. You can customize the default Week View, and also overlay multiple Projects together on the screen - each with their own breakdown of Timeline events.

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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