StageSwift is our SAAS scheduling and itinerary application.
It manages all aspects of planning and delivering events or tours, ensuring that you get the right people to the right places at the right time.
StageSwift is ideal for:
- performing arts tours (theatre, dance, music etc)
- film production scheduling both on location and in-studio
- events and exhibition organisers
- ... and anyone else who needs to organise people to be where they should be!
StageSwift comes with a number of modules which take care of tasks such as scheduling, contact management, bookings and invoicing all in one place.
Scheduling
StageSwift's scheduling module enables you to plan your itinerary using a familiar calendar view.
You can create as many calendars as you need which means that you can manage the itinerary of as many projects as you want.
Calendars can also be grouped into projects making it easy to organise them logically.
The events on a calendar represent the different types things you do when planning an itinerary and it's entirely up to you what these event types are. For example you could create event types for:
- travel
- accommodation
- performance or event
- technical - load in and setup
- photo shoots
- press events
In fact you can create any type of event that makes sense for the way you work. Each event can be colour coded (you choose the colours) so that you can see at-a-glance on the calendar what types of event are happening on each day.
If you prefer, you can also view the entire calendar as a list and filter it by type of event.
To join everything up, each event can be attached to:
- a venue - so everyone knows where to go
- a booking - so that you know who booked it, who the contacts are and where to send the invoice
- a product - so that everyone knows what you're delivering
- people - you assign which people are expected to be there
There are also some special types of events such as travel and accommodation.
Travel Events
These events enable you to let everyone know the departure and arrival times, estimated distance and travel time. You can also plot routes on a map so everyone knows exactly where to go. This is especially useful if they need to arrive at a specific location (such as a loading bay) that wouldn't be obvious if you just used a normal route planner. You can simply adjust the start and end points to the exact locations.
Accommodation Events
Accommodation where the it is (the hotel, BnB etc) and can also record the booking reference, check in and checkout times, whether breakfast is included and what rooms have been booked.
Where your team arrives they'll know where to go and have all the information to hand.
The StageSwift calendar does a lot more than we have space for here.
If you want to know more we'd love to give you a no-obligation demo, just get in touch using our contact form or give us a call.
Contacts
At the heart of StageSwift is a contacts module which enables you to store all of your contacts in one place. This makes it super easy to simply select people or organisations when you're planning your events.
All your contacts are in one place and StageSwift enables you to quickly find who you're looking for.
Contacts can be either people or organisations and each contact can have the following information recorded about them:
- name.
- contact information - emails, telephone numbers, social media links etc (you can even define what types of information you want to record).
- addresses - each contact can have more than one address.
- connections - link contacts together so that you know who works where or who works with who.
- categories - assign each contact any number of categories (which you can create) so you know who or what they do.
For each you contact, you can see at-a-glance whether they are in-use.
For people you can see which calendars they are assign to and for organisations you can see where you have used them (e.g.: as accommodation or as a venue etc).
These contacts are available accross the system so that you simply select the ones you need (such as selecting a hotel for accommodation or selecting people for an event).
Invoicing
We all like to get paid and StageSwift makes invoicing easy!
StageSwift's invoicing module enables you to invoice for:
- specific events - simply select the event and StageSwift will set up a new invoice for it
- bookings - create a booking which contains multiple events, an invoice is then created containing a line for each event ion the booking
- stand-alone - create your own invoices. You can link these to projects, events and bookings if you want to.
You can also use the Invoicing module to track which invoices have been sent, which ones are paid and which ones are overdue.
Invoices can be printed, exported to PDF or emailed directly.
As a bonus, if you've created a booking for your events and included a billing name and address then StageSwift can use this so you don't have re-enter that information again for the invoice.
On the Road
So what use is all this planning if you can't share it with your team?
StageSwift makes this really easy with it's "On the Road" module. Simply send each member of the team a special link and they will be able to see their own itinerary using a web browser, no need to install an app.
Each team member only sees the events they are assigned to so the itinerary is personal to them
Their itinerary will always be up-to-date - as you make changes then your team out on the road will see those changes instantly.
What if you don't want to show the team an event (maybe it's not ready yet) - well you simply hide it until you're ready.
StageSwift's "On the Road" module is optimised for use on small screens so that your team can simply use their mobiles to see all the details about an event such as where they should be and what to do when they get there.
There's More!
StageSwift is packed full of features to make event and tour planning as easy as possible.
There's a lot more we can show you so give us a call or contact us.