Production Scheduling

Managing events is simple when everything lives in one place.

Group your events into projects, whether that's corporate team events, a season of gigs, a full tour or a collection of school visits, then view them at a glance on the calendar or as a list for easy management.

Set your start and end times, choose your venue or pop-up location, and assign your cast, crew, or catering team.

Add activities like travel, accommodation, tech, rehearsals, and photo shoots right to your calendar

All Your Information in One Place

Everything you need to schedule the events and view them “at a glance” on the calendar or display them in a list for easy management. Activities such as travel or details about your accommodation all can be added to your calendar.

Record everything from comp tickets and merchandise sales to social media tags and audience profiles.

You can even create your own event types if the standard options aren't appropriate for your organisation. Icons help you see what's what at a glance, and you decide which events appear on your website.

Set the start and end dates and times
Select the cast and crew who need to be there
Choose a venue or even a temporary “pop up” location
Specify the type of event such as performance, rehearsal, travel, accommodation, etc
You're not limited to the types of events - you can create your own
Record comps - who needs them and how many
Select whether the event should appear on your website, and if so, what should display
Record merchandise and box office takings
Record audience profiles
Specify event accessibility - signed, captioned, relaxed, etc
Icons help you to see the event type at a glance
Record social media tags and marketing information for performances

Planning really couldn't be any easier.

Personal Schedule on their Phone

StageSwift's "On the Road" feature puts everyone's personal schedule right in their pocket.

Each team member sees their own itinerary for all the projects and events they have been assigned to.

Their phone or tablet keeps them updated with only the use of a web browser.

Make a last-minute change?

Everyone's schedule updates automatically, so nobody's left wondering where they should be.

Remember everything with Tasks

The tasks view helps you focus on one job at a time, like recording sales figures or checking overdue invoices, and lets you power through all the events in your project quickly.

Filter by task type to tackle all the financials, website updates, or merchandise across your entire project in one go.

Manage specific tasks for all events in a project
Task list shows "at a glance" the status of each task
Manage tasks for one or more projects
Filter tasks by type, eg: Financials, Invoices, Box Office, Reporting, Website Info, Comps, Merch, etc
Super quick search filters to find a specific item

Multiple Calendars

Group events into separate calendars to separate groups of events from each other.

Assign people and assets

The people and assets that you assign to a calendar enable you to create events pre-populated to save you time. People or assets can be added or removed for individual events when needed.

What is an asset?

This could be staging, lights, or any other equipment that you need at the event. It can also be equipment that you will be hiring in.

StageSwift AI

You can ask it questions in plain English and it will serve you up the information that you need.

Use the AI tool to ask StageSwift what the financial breakdown was for a previous event.

StageSwift AI is trained to use your data only so you will not see irrelevant information from elsewhere.

Authorized team members can even fill out evaluation reports right at the venue while details are fresh.

Ask StageSwift if you have made any relevant notes on this location or venue before. e.g. Road closures between 10am - 4pm.

Have we toured to this venue before?
Who is trained to be in this production?
Do we have journalist contact details?
What lighting technicians have we worked with?

Knowledge is power; let it inform your future descisions!

Prevent Error

Use Calendar defaults to remind you. You can allocate types of people that are needed for a given event, e.g. 8 violinists, 4 actors, 1 tour manager, 1 lighting technician and 1 sound technician. StageSwift will flag up any events that you create where you miss someone off.

Easily see who is working on what event so that you don't try to put them in two places at once.

No more spreadsheets, no more scraps of paper, just simple event management that keeps your whole team in the know.

Not in the Spec

A techical specification for a Venue can only hold so much information; hopefully everything that you need to know about the performance area but there are so many more things to consider.

By keeping note of information specific to your organisation or even specific to a given production, you can save time and stress when choosing a venue for your next tour.

Here are just some of the things that would be nice to know:

Road closures - e.g. pedestrianised roads between 10 and 4
Narrow corridors with tight corners that prohibit some pieces of set from being used
Crew / performer areas which are not accessible for people with mobility, visual, auditory or other challenges
Easy negotiations with past performance information to hand
Is there a laundry nearby?
Safeguarding: are their separate toilets for children?

Don't just take our word for it...

Vamos Theatre tours all over the world - from major theatres to care homes – and we can do this because our business is underpinned by StageSwift. Intuitive and easy to use, it’s enabled us to thrive, even during lockdown, and work effectively, flexibly and responsively at all times.

Importantly, StageSwift has been built by people who really understand arts companies and what we need.

It has exceeded all our expectations...

Rachael Savage Executive and Artistic director, Vamos Theatre (UK)

Photo from production Dead Good by Vamos Theatre