Author Topic: Calendar Programs?  (Read 13369 times)

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BalletPSM

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Calendar Programs?
« on: May 01, 2006, 08:38 am »
I'm curious to know what software people to have to make up rehearsal schedules.  I like to put mine in calendar format -- but still don't have a very efficient way to do it and get it in an email-able format.

Right now I go through microsoft publisher, then have to convert to j-peg, then have to convert to PDF and then can email.  but then making changes and updates to this  becomes really convoluted, because you have to remember what version you're on, etc. etc.

Plus...I think I'm making the switch to mac fairly soon anyway...

What do other people use -- PC or Mac?
Stage managing is getting to do everything your mom told you not to do - read in the dark, sit too close to the TV, and play with the light switches!

amylee

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« Reply #1 on: May 01, 2006, 11:52 am »
yahoo has a terrific calendar that is part of their "groups" service.

it's free, and even better - it will send emails that alert all subscribers to any changes that are made.

also - if any of your contacts are using a PDA, they can set it to automatically download into their regular calendar.

The "groups" feature is also a great way to send out messages, post documents, database lists (like a contact sheet) etc.

You can set it up to be non-searchable and completely private.

I use a yahoo group for any show that involves more than 6 or 8 people. Total lifesaver!
amy lee
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KC_SM_0807

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« Reply #2 on: May 01, 2006, 12:32 pm »
If you use a Mac, the iCal is a fabulous tool to make a variety of calendars.  You can also use the Yahoo calendars, as stated above, or even go to download.com and type it calendars.  There ar a variety of useful programs.
"Perhaps, therefore, Stage Managers not only need to be calm and meticulous professionals who know their craft, but masochists who feel pride in rising above impossible odds."

ReyYaySM

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Calendar Programs?
« Reply #3 on: May 01, 2006, 05:58 pm »
I have found that Microsoft Excel is a great program to do calendars in.  It's very easy to format and manipulate.  Also, Excel is a fairly common program for both PCs and Macs, so it's very easy to send as an attachment.  And for people who don't have Excel on their computer, there is a free Excel viewer that people can download from Microsoft that allows for viewing and printing of Excel documents.

Mac Calder

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Calendar Programs?
« Reply #4 on: May 01, 2006, 09:48 pm »
Over the past few months/years the technologies to create internet 'communities' has certainly become quite prevalent, and it has certainly become a useful tool in our line of work.

For example - 3 years ago if I was doing a show with a cast of 50, I spent a hell of a lot of my time photocopying and managing the distribution of documents at rehearsals - that involved naming each one, making sure that they would get to each person either through rehearsal distribution, or through the post etc. Now, all I have is a bunch of contact lists (<showname>-cast, <showname>-all, <showname>-crew, <showname>-creative, <showname>-leads, <showname>-pr etc) and 99.9% of documents are delivered with an extreamly high chance of being read within 24 hours thanks to email. 2 or 3 years ago, whilst I was using email quite often, I found most people checked once a week, maybe twice making it un-viable.

Recently as far as calendars go, .ics combined with webDAV has become a defacto standard with sharing calendars. What this means:

I run a server which supports webDAV (There are free places that offer use of their server out there like iCal Exchange http://www.icalx.com).

On my PC I run Mozilla Sunbird http://www.mozilla.org/projects/calendar/sunbird/index.html. I create a show calendar, and I publish it to my server using webDAV. I then give this URL to everyone involved.

Now here is where the power is. I can create two calendars, one for the production team, one for the cast. Then I can update the calendar whenever I wish using sunbird, and the copy online is automatically syncronised. Members of the cast can also publish their calendars, and send me the URL, then when I am doing scheduling, if I need to schedule a rehearsal for "Jack","Sam","Joe" and "Francis", I can tick the boxes next to their names on the calendar pane and find a free spot in all their schedules, and create the rehearsal.

The extra great thing is that that more and more programs support .ics files.

Read/Edit/Create Support
iCal (Apple Mac) (after all, they invented it).
Mozilla Sunbird (Windows, Mac, Linux)
Evolution (Linux)

Read Support
Google Calendar (Web based)
phpicalendar
monket php calendar

Needs to be patched to work properly but can
Dun Dun Dun - Outlook - of course MS screwed up support!

I do still, of course, email out a copy of the production schedule etc, and post call lists on the call board, but it is a little service that makes my life (and the lives of others) a lot easier.

For those who want to try it as a cast member would see it I have quickly set up a few days worth of data.

Calendars:
Production team: http://calendar.maccalder.ath.cx/FakeShow/production.ics
Cast: http://calendar.maccalder.ath.cx/FakeShow/cast.ics
My Personal calendar: http://calendar.maccalder.ath.cx/main.ics

To view it online: go here

TechGal

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« Reply #5 on: May 02, 2006, 08:21 pm »
WOW! I never thought of doing calendars online like that.  Thanks for sharing your method!  I will definitely use this for my next show.  It makes so much sense!

MatthewShiner

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Word
« Reply #6 on: May 02, 2006, 09:23 pm »
I do all my calendars on Word.

On mac, it's easy to save as a PDF.

There is no calendar program I have worked with that gives me the amount of flexability I need to do what I want to do.
- - - - - - - - - - - - - - - - - - -

Anything posted here as in my own personal opinion, and does not necessarily reflect the opinion of my employer - whomever they be at a given moment in time.

isha

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« Reply #7 on: May 02, 2006, 10:19 pm »
I just turned the page sideways and put a table in.....it's a pain to type the dates in, but then I can adjust all the porportions exactly how I need it, and add a lot of extra information....or make it a 2/3 week clender, instead of 4.
~isha

Stuart Plymesser

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Calendars in MS Word
« Reply #8 on: May 03, 2006, 08:31 am »
I create my rehearsal and performance calendars in Word as well.  I find most people are using Word on a PC or Mac or have a program that can read Word-based tables pretty easily.  

If you want to see an example, go to
http://home.twcny.rr.com/stuartp/smforms.htm
and click on Rehearsal Calendar to download an old calendar of mine.
Stuart Plymesser
Production Stage Manager, Syracuse Stage
Adjunct Faculty, Syracuse University - Stage Management Program

RyanSever

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RE: Calendar Program
« Reply #9 on: May 05, 2006, 05:05 am »
Hello.  I'm new to SMNetwork, and to be honest, I've never stage managed anything in my life.  For the past six years, I've done lights, sound, set building, and just about everything else regarding high school theatre and productions (ranging from plays to musicals and dance recitals).  We've never really had a "stage manager" for anything, so I suppose I'm as close as they come.  I call cues, yell at actors, etc.  Anyway, I was just reading a thread on here about calendar programs for theatre and thought "that's a good idea."  So I took the liberty of registering performanceschedule.com (nothing there yet) and am pretty sure I'm going to write software designed for scheduling performances.

The idea behind this is to create web-based software that could be accessed from any computer connected to the internet.  The software would basically be an online calendar (or, I suppose, many calendars - one per show) - and would be specially designed for scheduling theatre and other production events.  This could be set up to notify actors/crew/everyone of changes, send notices, etc.  The possibilities are endless.

Anyway, the reason I'm posting this is to ask for help.  Although I've been working in theatre for 6+ years, I've never actually been a stage manager (or someone in charge of scheduling).  My main role is technical director.  Aside from a "normal" calendar, what features would be helpful for this industry?

Here are some of my thoughts so far:
- Calendar accessible via web OR iCal format (which means that while you can add/edit/delete events via the website, you could also do the same from an iCal program such as Mozilla Sunbird, or iCal.  I think this would make it easier to work with and update.)
- File storage space for contact lists, images, documents, etc.
- Notifications via email, SMS txt msg, etc. for different things (new event posted, rehearsal cancelled, etc)
- Enhanced login system (username/password combo could be used as "showname" then a password of your choosing, OR you could have each member of your cast have their own user name, each with their own access permissions/groups, that shows only specific information related to them [ie/ cast only sees cast rehearsals, while tech sees all rehearsals.  Or you could allow the technical director to post updated cue sheets for the light/sound techs])
- Message board (like this one) that allows everyone to talk about anything.

I'm going to start writing this as soon as I get a little free time, so if you have any suggestions, let me know!

Also, would you pay for something like this?  I was thinking of making this a subscription-based service of maybe $10/month or something, just the cost of keeping the servers online.  And, having worked for a software company before, I know the importance of updates/fixes to the software; so if someone says "hey is it possible to add x?" I'd do my best to add it.)  So $10/month for a web-based calendar system that can also be accessed from software like Outlook, Sunbird, iCal, etc. with web space for file storage, notifications, message board, etc. that would constantly be updated with new features that YOU request.  Would it be worth it?

Mac Calder

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RE: Calendar Program
« Reply #10 on: May 05, 2006, 11:23 am »
Okay - from the begining I think.

What you are suggesting, basically already exists. The software is called Thyme (US$50 for a site license)

Now: To break down your idea.

Quote

- Calendar accessible via web OR iCal format (which means that while you can add/edit/delete events via the website, you could also do the same from an iCal program such as Mozilla Sunbird, or iCal. I think this would make it easier to work with and update.)


This synchronisation is through either a protocol called calDAV or one called webDAV - it has to be installed on the web server. Not many places actually support webDAV (and that is a real shame IMO) http://midphase.com/ are one of the few (you have to ask them to install it).

Quote
- File storage space for contact lists, images, documents, etc.


Something you would expect anyway really - using webDAV for this as well would be damn handy (easy integration into the operating system)

Quote

- Notifications via email, SMS txt msg, etc. for different things (new event posted, rehearsal cancelled, etc)


Again, really nothing special - I can do that in most calendar applications, however it is a feature I do not use - I like to write the emails myself, it reduces the number of 'I did not get the memo' messages if you do it yourself. Then again, some people may like that sort of thing.

Quote

- Enhanced login system (username/password combo could be used as "showname" then a password of your choosing, OR you could have each member of your cast have their own user name, each with their own access permissions/groups, that shows only specific information related to them [ie/ cast only sees cast rehearsals, while tech sees all rehearsals. Or you could allow the technical director to post updated cue sheets for the light/sound techs])


Two stage authentication. Showname/Password to view the site, then the ability to log in as a 'moderator'/'editor'/'admin', using user/group type arrangement

Quote

- Message board (like this one) that allows everyone to talk about anything.


No Comment

Quote

Also, would you pay for something like this? I was thinking of making this a subscription-based service of maybe $10/month or something, just the cost of keeping the servers online. And, having worked for a software company before, I know the importance of updates/fixes to the software; so if someone says "hey is it possible to add x?" I'd do my best to add it.) So $10/month for a web-based calendar system that can also be accessed from software like Outlook, Sunbird, iCal, etc. with web space for file storage, notifications, message board, etc. that would constantly be updated with new features that YOU request. Would it be worth it?


Personally, no. I would not pay $10/mo for that sort of service.

Now I do not want to put a dampener on your idea - it has merits, but the technology is largely pre-existing, in fact I already run something similar for most of my shows (I will post something for folks here to play with later on when I have the time and am close to my server) - about the only thing lacking is I do not have web based editing of the calendar, and I write my own emails - however changing the email situation would not take much effort on my behalf.

I know most people out there are not computer guru's and would find setting up a server slightly intimidating, fair enough too, but I also think that it is not the individuals who would be purchasing such a solution - it would be the companies.

And from my experiance, a company which is willing to invest in such a service is the type which already has some form of IT infrastructure (be it just a simple website or other) and therefore would be after something that runs on their server, not hosted on another and that they would have complete control over.

Now IF you aim for the smaller companies, the average show length (including rehearsals) is between 3 and 5 months (your pricing scheme, US$30-50), for a show like that, it would not really be worth the trouble for them. And it would also mean you would have no guarantee of income.

AND... The host I pointed you at (midPhase) gives you enough 'stuff' to be able to host 120 shows, giving each about 100mb web space (more than enough, hell you could probably get away with 10mb each (1200 shows)) for US$7.95 and will pay for your domain... $10/mon would be making substancial profit even with only 2 or 3 customers.

I wanted to say some other stuff, but it is 1:30 in the morning here and I think I have gone off my tree slightly, so I will leave it at that for the moment.

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Calendar Programs?
« Reply #11 on: May 05, 2006, 05:25 pm »
Quote
Members of the cast can also publish their calendars, and send me the URL, then when I am doing scheduling, if I need to schedule a rehearsal for "Jack","Sam","Joe" and "Francis", I can tick the boxes next to their names on the calendar pane and find a free spot in all their schedules, and create the rehearsal.


THIS is what I have been trying to locate and learn how to do - I have been trying to tell folks that this is what I need, and have been searching in places like bookkeeping bill-scheduling programs cuz I love this function but am too much of a luddite to clearly express and find this it but.....HERE IT IS!

(I may email you offline once I set it up to get a quick tutorial)

Thanks!

Mac Calder

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« Reply #12 on: May 05, 2006, 08:39 pm »
Certainly. I have been meaning to write a basic how-to guide (both for giving to cast members and one for SM's with how to set up) anyway. It is more an issue of time

butch

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« Reply #13 on: May 11, 2006, 09:22 pm »
Google calendar has a really nifty sharing function that I am going to try out with my next show. If anyone needs an invite to Gmail (so you can get at the calendar) send me a PM and i will get you one.

megf

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« Reply #14 on: May 22, 2006, 03:03 pm »
I'm in prep for a big-ish show right now - and one of our first hurdles was figuring out a way to share detailed schedules between Mac and PC machines. We settled on Trumba, which has a free membership option.

You can publish to it from iCal (which works just fine for me...) and can set up password-only calendars to send out to cast members and staff.

You can go thru the view-only page to download ICS and RSS calendars - so I can also import events into my iCal, and my PC colleagues can import into Outlook (this is a little more complicated, I think, but the help page is really user-friendly).

www.trumba.com

megf