Plan

Planning (Tasks)

Planning is the task list for the open tour (or festival, event or market): who does what, by when, for which show. In the left menu, under Plan, choose Planning. You can view the same tasks as a List, a Board, a Gantt chart or a Calendar, save a show's tasks as a template, and tag tasks for crew teams so they see them in GigOps Crew. Owners, Company Admins, Tour Managers, Ops and Coordinators can add and edit tasks; Finance, Legal and View only seats can read them.

How do I add a task?

1. In the left menu, choose Planning.
2. Choose + Add task (top right).
3. Type the Task name.
4. Pick a Group (Crew, Logistics & travel, Venue & permits or Sponsors) and a Status (To do, In progress, Needs review, Blocked, Done).
5. Choose an Assignee and, if the task is for one show, the Show.
6. Set a Due date, or pick one of the Due — relative to show options (for example 2 weeks before show) to work it out from the show date.
7. Add a Budget link or Notes if useful, and tick Teams if crew should see it.
8. Choose Add task.

The task belongs to the tour open in the top bar. To add a task straight to a show, open the show and use + Add task in its Tasks section.

How do I edit, complete or delete a task?

• To mark a task done, tick the box at the start of its row in the List view. Tick again to reopen it.
• To change anything else, choose the task (its row, its card on the Board, its bar on the Gantt chart or its entry on the Calendar). The Edit task box opens; change the fields and choose Save.
• To delete it, open it and choose Delete, then confirm.

The bell shows tasks assigned to you that are Needs review or Blocked.

How do I switch between List, Board, Gantt and Calendar?

Use the List, Board, Gantt and Calendar buttons at the top right of Planning.

• List: tasks grouped by Group, with Status, Who, Due and Budget link columns.
• Board: one column per status (To do, In progress, Needs review, Blocked, Done). Choose a card to edit it, and change its Status there to move it to another column.
• Gantt: each task as a bar ending on its due date. Switch between Weeks and Months, and use ‹ Prev and Next › to move. Only tasks with a due date appear.
• Calendar: a month grid with each task on its due date. Use ‹ Prev and Next › to change month.
• Risks: the risk register for your tours, events and venues, with its heat map (see "How do I use the risk register?").

How do I filter tasks?

• The menu next to the title picks the scope: Tour-wide (everything on the tour) or one show.
• The filter buttons pick All, My tasks (assigned to you), Overdue, Needs review, Budget linked or Blocked.
• All teams narrows the list to tasks tagged for one crew team.

The filters work together, and the Board, Gantt and Calendar follow them too.

What are deadlines, and how are they different from tasks?

A task is work someone does. A deadline is a date you have committed to, usually to someone outside the company: a permit filing, a final catering count, a rooming list, an artwork deadline. One deadline often creates work for several departments at once, so the two are kept apart: the deadline is the commitment, and the tasks under it are the work to meet it.

In the left menu, under Plan, choose Planning, then the Deadlines button at the top right. The deadlines belong to the event open in the top bar, grouped by section (Event admin, Event build, Event production, Partnerships, Competition, Finance, Contracts, Marketing). The cards above the list count what is open, overdue, at risk and due in the next 14 days. The two menus at the top left narrow the list by section and by status (Open, All, Overdue or at risk, Met, Missed, Waived).

How do I add a deadline?

1. In Planning, choose Deadlines, then + Add deadline.
2. Type What is due (for example "Scaffold permit application to the county") and pick a Section, and a Topic if it helps.
3. Set a Due date, or leave it blank and use Or count back from (the event's first day, last day or load-in) with Days before it. A date worked out this way moves when the event moves.
4. Pick an Owner (a seat here), or type Or a team name if a team owns it rather than a person.
5. If it cannot start until something else is finished, pick that under After, and set Lead time after this in days (for example 30 for a permit review). The deadline is flagged at risk when its prerequisite is not met in time to leave that many days.
6. If the date is one of several rounds, set Round (for example 2 of 4) and tick final on the last one.
7. Add Notes, and under What "done" means list the conditions one per line. They become a checklist on the deadline.
8. Choose Save.

How do I mark a deadline met, missed or waived?

Each deadline's row carries a status menu: Open, Met, Missed or Waived. Tick the conditions under What "done" means as they are satisfied. To add the work, choose + To-do on the deadline and the task is created under it, so the deadline shows what is outstanding.

What does "The final round closes" do?

It is the one field that changes what other people can do. Pick a module there (Travel, Catering, Credentials, Logistics, Crew, Activations, Partners, Permits, Merch or Transport) and tick final on that round. Once the due date has passed, that module refuses changes for this event: anyone who tries to add or change something in it is told the module closed, and on what date. Nothing is hidden, nothing is deleted and nobody loses a view: the records stay fully readable, printable and exportable. Only writes stop.

Use it for the dates that genuinely hold, for example a final catering count the caterer will not revise, or the day the credential office stops taking names. Leave it blank for a date you chase rather than enforce.

Someone needs a change after the intake closed. What now?

Only the people running that event can make it: whoever is named on the event under Who runs this event as its admin or manager. When one of them makes the change, the app asks why in one line, saves the change, and keeps the answer against the event with their name and the time. Company Admins can read that list back for any event.

A company-wide Owner or Company Admin seat is deliberately not enough on its own. If you are not named on the event, you are refused like anyone else, which is the point: the people who agreed the date are the people who can break it. A Company Admin who needs to make the change can add themselves to the event first.

If the date itself was wrong, change the deadline instead of overriding every write: move the due date (the app asks Why the date moved and keeps that too), or set its status to Waived. A waived round closes nothing.

How do I say who runs an event?

1. Choose the event's name in the top bar, then Edit current event. (Or, in the event list, choose Edit on its row.)
2. Under Who runs this event, pick Manager of this event or Admin of this event next to each person, or leave the dash for the people who do not run it.
3. Choose Save.

The list is on the event's own box, below its dates, and only Owners and Company Admins see it and change it. It is what the closed-intake override checks, and it is per event, so somebody can run one event without running the next.

The event moved. How do I move its deadlines?

Choose Recompute dates at the top of Deadlines. Every date set with Or count back from is worked out again from the event's new dates; fixed dates are left alone. It is a button rather than something that happens by itself, so you can move an event without the whole calendar shifting under you.

How do I reuse a deadline calendar on another event?

• Save as template saves this event's deadlines, with their sections, lead times and prerequisites, under a name you give it. Each date becomes a number of days from the event's first day, so it travels. Whose rules these are (for example a county) is optional and worth filling in, since the jurisdiction is usually what makes two permit calendars different.
• Apply a template adds a template's deadlines to the event open in the top bar, with every date worked out from this event's dates. The same permit calendar lands correctly on a different week.

Templates are company-wide, so a calendar built once serves every event that follows the same rules.

Where do I see the deadlines that are mine?

On Home, the Your deadlines card lists the ones you own, soonest first, with overdue ones first and flagged. Your to-dos does the same for tasks assigned to you across every event. Choose any line to open it. Both cards can be reordered, collapsed or hidden with the rest of Home.

Deadlines with dates also draw on Planning's Gantt chart, above the tasks, so you can see the commitments and the work against the same calendar.

How do I use the risk register?

Choose Risks at the top right of Planning (next to Calendar). The register lists the risks on your tours, events and venues, the highest score first, with a heat map beside it.

1. Choose + Add risk.
2. Give it a Title, then pick its Likelihood and Impact, each from 1 (low) to 5 (high). Its score is the two multiplied, from 1 to 25.
3. Choose an Owner (a company user), a Review date, a Category if you like, and the Tour and Event it is about.
4. Write What could happen and the Mitigation, then choose Save.

The Status moves from Open to Mitigating, Accepted or Closed. Choose a risk in the list to open, change or delete it. Use the menus above the list to show one tour, or risks by status (Not closed is the default).

What does the risk heat map show?

The grid counts the risks that are not closed by where they sit: likelihood up the side, impact across the bottom. Green squares are low scores (under 8), amber are medium (8 to 14), red are high (15 and over). Under it are how many risks are not closed, how many are high, and how many are past their review date. A review date in the past shows in red in the list.

Who is reminded about a risk?

The owner gets a notification when a risk is given to them, and again on its review date (once for each date; set a new review date and they are reminded again). A risk with no owner reminds the Company Admins. Closed risks do not remind anyone.

How do I link an incident to the risk that predicted it?

Open the risk in Planning > Risks. Under the mitigation, pick the incident in Link an incident that this risk predicted and choose Link. The risk then counts its incidents in the list and names them when you open it. This needs the Incidents module, which FestivalOps and ActionOps use.

Why can't I see a task I created yesterday?

Tasks belong to a tour. If you switched tours in the top bar, Planning shows the tasks for the tour that is open now. Switch back to the other tour, or check the filters: a show scope, My tasks or a team filter hides tasks that do not match.

How do I save a show's tasks as a template?

1. Open the show (choose it in the show list at the bottom of the left menu).
2. In the show's Tasks section, choose Save as template.
3. Type a Template name and, if you like, a Description.
4. Choose Save template.

Names, groups, assignees, budget links, notes and team tags are saved. Dates and statuses are not: tasks applied from a template start fresh as To do.

How do I apply a task template to a show?

1. Open the show.
2. In its Tasks section, choose Apply template….
3. Choose Apply next to the template you want.

The template's tasks are added to that show. To remove a template, choose Delete next to it in the same list; tasks already applied are kept.

How do teams work, and how do crew see their tasks?

Teams are the departments set on the tour (open the tour menu in the top bar, choose Edit current tour…, and fill in Crew member departments).

1. When you add or edit a task, tick one or more Teams.
2. Crew in those departments who work the show (or the tour, for a tour-wide task) see it on the To-Do tab in GigOps Crew and can tick it done there. They are also notified when they are tagged.

A task with no team ticked stays office-only and is never shown to crew. Crew can add their own to-dos too; those appear on your board like any other task.

How do I link documents to a task?

Open the task (click its row) and scroll to Documents.

1. To link a file kept elsewhere (Google Drive, Dropbox, a supplier's site), paste its address into the box that starts https://, add a Label if you like, and choose Link.
2. To link a file already in Documents, choose From Documents…, pick the file, and choose Link file. The task points at the file; it stays in Documents with its own access, and a renamed file shows its new name.
3. Choose the cross on a link to remove it.

The task's row shows how many documents and comments it has. Anyone who can add and edit tasks can link and remove documents; a person without Documents in their access sees a linked file's place but cannot open it. Crew who see the task in GigOps Crew can open web links; a file in Documents shows to them by name only.

How do I comment on a task and mention someone?

Open the task and scroll to Comments.

1. Type your comment. To mention someone, type @ and the start of their name, then pick them from the list (for example @jan.tor).
2. Choose Post comment.

The people you mention hear it on the bell (and by push where they allow it), and the task's assignee hears about any comment on their task. You can mention Company Users who can open Planning and the crew who see the task in GigOps Crew (its teams, on a show or tour they work). Crew can read the thread and answer from the To-Do tab. Each comment carries its author and time; you can delete your own, and a Company Admin can delete any. Commenting takes the same access as editing a task.

What does "Budget link" mean on a task?

It is a free-text note tying the task to a cost, for example "Audio · $5,000". It shows in the Budget link column and lets you find these tasks with the Budget linked filter. It does not change the budget itself.

Why can't I add or edit tasks?

Adding and editing tasks needs an Owner, Company Admin, Tour Manager, Ops or Coordinator seat. Finance, Legal and View only seats can read Planning but not change it. A Company Admin can change your access level, or give you Edit on Planning alone, in Users & access.

Why can't I add or edit risks?

Risks follow the same rule as tasks: Owner, Company Admin, Tour Manager, Ops and Coordinator seats add and change them; Finance, Legal and View only seats read them. A Company Admin can change one person's access to Planning, which covers the risk register too.

How do I make a task template apply to every new show or event?

1. Open any show and, in its Tasks section, choose Apply template….
2. Choose New shows (New events in VenueOps) next to the template.
3. Tick Apply to every new show. In VenueOps you can limit it to Only this show type (such as Club night) or Only this room.
4. Choose Save.

From then on the template's tasks are added by themselves to every show you add, and in VenueOps to every event when its date is confirmed (or added already confirmed). Each template lands once on each show or event, even if its type changes later; a night that gets its type after the fact picks up that type's templates then. The template shows Applies to new shows in the list.