Software for Stage Managers & Theatre Companies

[thomasfedb]

Hi,

Before I begin I thought I'd just say that I'm a self-taught software developer, and that I've been involved in the backstage team of a youth theatre company for 5 years now. I've toured across the UK, however I haven't as much as set a toe inside a US theatre, so I don't pretend to be experienced.

I've been looking for a niche to write software for for a while, and about a week ago I realised, that I was standing in one! I also realised that there was a void of good software.

Currently I have one concept that I'm interested in:

The first is a system for organising a theatre company. It would allow show to be planned, rehearsals to be planned, and jobs to be assigned to people and allow an overarching view of the progress.

The software would also (and that's where you come in!) have a facility for stage manager's rehearsal reports to be entered, and would automatically break them down into "Mini-reports" for each person (eg: the lighting designed doesn't need he sound notes). And also allow the SM or others to view when everything on that report has been completed. Additionally there would be a facility for show reports as well.

The software would be hosted on the Internet, meaning that anybody in  you company could interact from it, from work, home, or on the stage.

I'd love to get some feedback on this, I'm interested if you think it would be helpful to you. If not what would make it helpful? Also, if there's something else you need which hasn't been done, I would be very interested to know! 

--Mod Note: Thomas sent a PM to me asking before he posted this thread, and has assured me he has read through the other responses in this forum to similar questions. -Mac

[loebtmc]

"Mini-reports" for each person (eg: the lighting designed doesn't need he sound notes)

actually, there are very few places where a designer would need only their info and no others - I always want others to see all the notes in case something springs to mind by one of the other depts that they need to know - esp things that overlap like costumes/props and props/set

[jNehlich]

I agree with loebtmc.

I find it helpful to see other people's notes and I know many designers that prefer to see other's notes, just in case it affects their design in a way that no one else has thought of.

I don't think I'd ever break down my reports into individualized mini-reports for each designer. It's also easier to keep track of information this way and keep every one on the same page--literally.

[MatthewShiner]

The true nature of a collaborative process is for everyone to be aware of everyone's process.  Who knows if a prop note might inspire a costume piece?

I am wearing of any specialized software program to help organize a theatre company - only because each and every theatre company is organized so wildly different - each and every show within a theatre company may but rehearsed wildly different - so, unless it's going to be highly and easily made to be customized, then I think it will be a hard fit.

[loebtmc]

Case in point - we have a series of rain/thunder gags in my current show. Those are all sound cues and changes relating to them go directly under my sound notes - but the thunder ties to lightning and we added two thunder cues, and when the rain stops and starts might inspire some LDs - tho granted not all - to subtly alter light to support that.

[thomasfedb]

It's really good to see some (thoughtful) feedback. And it certainly raises some issues.

Case in point - we have a series of rain/thunder gags in my current show. Those are all sound cues and changes relating to them go directly under my sound notes - but the thunder ties to lightning and we added two thunder cues, and when the rain stops and starts might inspire some LDs - tho granted not all - to subtly alter light to support that.

This I think is a very interesting point. Perhaps this suggests that the software should allow a note to be directed to more than one department, or even to a "virtual department" - though this would require more setup, so it might be a bit trickier to get this to work.

actually, there are very few places where a designer would need only their info and no others - I always want others to see all the notes in case something springs to mind by one of the other depts that they need to know - esp things that overlap like costumes/props and props/set

This is very important, and something I hadn't really thought through properly. Glad you brought it up!

I would not imagine that other's notes would be hidden or out of view, just that those notes particular to each person would be a bit more "in your face", eg: emailed to you, or at the top of the list. And you would be encouraged to set due dates for your own notes etc.

I am wearing of any specialized software program to help organize a theatre company - only because each and every theatre company is organized so wildly different - each and every show within a theatre company may but rehearsed wildly different - so, unless it's going to be highly and easily made to be customized, then I think it will be a hard fit.

I feel that overly customisable software can be difficult to you (not to mention harder to make!), so I feel that a different approach is more helpful. Rather then providing many options and customisations, I would strive to KISS, and take it to the basics. Everybody needs to share ideas, everybody needs to make lists, track their todo's etc. By not making the software too specific, I think these issues can be avoided.

Again, thanks for the feedback, and please keep it coming. I'd be very interested if you feel that what I have said above addresses your concerns sufficiently.

PS: I have a name "Get Clearance" - the ultimate goal! Love it? Hate it? 

[loebtmc]

I kinda feel like before you give you more feedback I'd like to see you participate in a few more threads, see what you have to offer and how you participate in the community> good for you for being proactive about designing something that works for you, but I'd like to get a better feel for your work, perspective, POV etc before weighing in more. Meaning no disrespect, but right now it feels like you are using us as a focus /expert group to market a product rather than a fellow traveler.

[PSMKay]

Thomas, I've got a good one for you.

Rather than focus on information distribution - see my other post on this board for my reasons - I just had an idea for something mobile that could make our jobs a lot easier.

I'm not sure if you're familiar with QR codes, but they're starting to pop up all over the place here.  How about a QR-code based check-in system for cast members and crew.  The cast member scans the QR code with their cell phone when they arrive, it signs them in and maybe even auto-replies to them with the schedule & notes for the day.  If not QR code based, then maybe a short-code based text message system with the same effect.

[thomasfedb]

I'm not sure if you're familiar with QR codes, but they're starting to pop up all over the place here.  How about a QR-code based check-in system for cast members and crew.  The cast member scans the QR code with their cell phone when they arrive, it signs them in and maybe even auto-replies to them with the schedule & notes for the day.  If not QR code based, then maybe a short-code based text message system with the same effect.

That's a really nice idea, making role-call / sign-in sheets obsolete. But (and there's always a but...  ) that would rely on every cast/crew member having a phone with a camera, and the required QR-code-reading app. However that might just work for some companies, but there could be adoption problems.

Alternatively there could be a computer (or even a iPad or something like it) on a table where people can sign themselves in/out, however this also poses issues: who's computer, people reading their email/facebook/etc on it.

The SMS based system, however, looks reasonably viable. There are services out there that allow software to send & receive SMSs. Once you had all the cast's phone numbers all you'd have to do it put up "today's code" on a nice board. I like it, and I'll look into the technology required to make it feasible.

I kinda feel like before you give you more feedback I'd like to see you participate in a few more threads, see what you have to offer and how you participate in the community> good for you for being proactive about designing something that works for you, but I'd like to get a better feel for your work, perspective, POV etc before weighing in more. Meaning no disrespect, but right now it feels like you are using us as a focus /expert group to market a product rather than a fellow traveler.

Hey loebtmc, I understand your concern, and I had wondered how I would be received!

My only concern there is that I'm our company's last resort SM! I'm the "heck louis got the flu and we're all gonna die" SM. If you get what I mean! I spend most of my time with lights, sound, and crazy technical magic I like to make (like running an entire show including lights,. projection, sound etc with just me and the SM calling).

Maybe you feel like I'm "using us as a focus /expert group to market a product" because, just a bit, I am! Though I'm not trying to market it, I'm trying to make it the best. And if this helps your concerns, it's going to be free to start with, and there will always be a free version, as I'm all for giving something back to those who helped me find my passion (the theatre).

The only think I would feel that I could "give back" would be a bunch of nice excel sheets I made for our theatre company (I'm the resident paperwork nazi), and some day (hopefully sooner then later !) some nice software to make you're jobs easier.

[MusicTheatreSM]

I think the software is a great idea.

I have recently started working with a few brand new companies and a lot of them don't know all the ins and outs of a company, such as who to keep in the loop and basic stuff like that.

For example, I was hired as a stage manager for a brand new company. When I came into my first rehearsal (they had started rehearsals already) there was no contact sheet sent to the actors, there were no designated break times for actors, there was no communication between director and choreographer and such.

Coming into a mess like that, I started doing all sorts or paperwork and e-mail lists and files. I used google docs a lot because of the ability to post online and have the group access it.

The opportunity to have something that all the information could be posted for the company would be great.

It would be useful to have a tech side and a performer side as well. Performers require different notes, check in, contact information, conflict sheets, calenders and the tech side has a completely different set of notes, production reports, a separate calender. I love the idea of everything being in one place!

Could also be useful for uploading new versions of script pages if you are working in a company with a new work or work in progress where the script changes almost daily. Then everyone will have the most up to date version available.