Using Default Schedules


What is the Default Schedule?

Many people have routines they need to follow before events. You may have to load in, set up the stage, eat, and so on.  Rewriting the schedule makes no sense if you are doing the same thing over and over. This is why we created the default schedule - to allow users to have a schedule to use over and over.  This way, you can add schedules to dozens of tour dates at once using the Creation Wizard, and modify them as necessary to fit your needs for each day.  Or, you can also add a Default Schedule to a single tour date if needed.

Save a Default Schedule

The easiest way to create a Default Schedule is to save one that you've already added to a tour, and have decided you like. Simply go to the Schedule tab of that Tour Date's Itinerary, and click "Add as Default." This will prompt you to enter a name for the new Default Schedule and click Save.

 Now your schedule is available to apply to other dates!

Modify/View your Default Schedules

You can view Default Schedules in your Artist Overview, in the Schedules tab. If you're still on the Schedule tab of the Itinerary from the above steps, you can just click the "Edit Default Schedules" button at the bottom. You can get there by clicking the top right corner titled "*your artist name*:*your tour name*", then clicking your Artist's name in the right hand side, or going to Navigate>Tour Overview in the top menu bar. On the left side, you'll see all your default schedules. We've got a few built into the program already for you.

Selecting one of the schedules in the left panel will bring up that default schedule in the main section. Clicking on each field will allow you to edit the information in that field. Change schedule item titles, change start/end times, select different calendar types, and add party information. You may be asking yourself what is a calendar type? Each schedule item can be set to different types - Day, Event, Publicity, TravelDay and TravelAfterShow.

  • Day items are generic - they can be used whether you have an Event scheduled or not (more on that in a minute).
  • Event items will only be displayed if you have an Event for that day.
  • Publicity items are intended for publicity events (you will be able to filter these in different sections).
  • Both TravelDay and TravelAfterShow are designated as Travel items, and will also appear in the Travel tab of your Itinerary when you apply a Default Schedule.

Add as many items as you would like (click the Add Default Schedule Item button), but keep in mind that depending which kind of printout you use, your reports may not show all these items.  Some printouts are able to show more schedule items than others.

You can also create a Default Schedule from scratch by clicking "Add New Default Schedule," then adding Default Schedule Items to that new Default Schedule.

Applying a Default Schedule

Now that you have created or edited your default schedule, it is time to add it to a date on your tour. Click on the Itinerary section on the right and click the date you want to apply a schedule to. Now, you should see a Schedule tab at the top - click on this tab to view the current schedule.

Click the Apply Schedule button to add the schedule you just created/modified. You can choose to either replace the current schedule, or keep the current schedule and add your default schedule items to the current schedule.  You can toggle this option by using the Replace Existing Schedule check box.  Note:  If you check "Replace all existing schedule and travel records," any previous Schedule or Travel items you have for that day will be deleted.  Be sure to select the specific event to apply this schedule to, especially if you have multiple events for the day. Any Schedule Items with an "Event" schedule type will not appear if you do not select an Event to apply the Default Schedule to.

Click Apply Schedule, and your Default Schedule will appear on that day!

If you're adding a lot of dates at once, and wanting to apply default schedules to all of them, you can start from the Creation Wizard (under the right side "Tour" panel, just above the "Itinerary" tab) for Tour or Day, both of which will allow you to add large blocks of tour dates, to which you can easily add Default Schedules using the dropdowns.

Deleting a Default Schedule

To delete a default schedule, simply find the default schedule to delete and click the X to the right of the default schedule name.

Tips for using the default schedule:

  • Create default schedules for blocks of items. Say for example, you know that immediately after load in, you always have stage setup, sound checks, and a band sound check. This block of information may start at a different time for a different event, but you always do this in this order. Why not create a default schedule called Load in/Sound check and just modify the times as needed? It is easier to change a series of times than to rewrite schedule items AND times.
  • When adding your schedule items, take advantage of the calendar type.  When you print your reports, this will allow you to filter calendar types, depending on the report.
  • Use a default schedule naming system that you can easily remember. This way, when you apply the schedule, you know what you entered versus having to go back and check.
  • Be careful when using the Replace Existing Schedule checkbox - remember, if you do not want to see the old schedule, check the checkbox. If you want to keep the information and just add the schedule, leave the box blank.
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