Operations

Structures sheet

The structures sheet is an event's numbered list of tents, scaffold, buildings, trailers and other structures, kept in step with the event's CAD map. Place a tent on the map and it takes the next number in its zone and a row on the sheet at once; the number shows on the map in the colour of its kind. Take it off the map and its row is struck through and keeps its number, so nobody else's number moves. When you want the gaps closed, renumber. The sheet holds everything else about each structure: walls and doors, flooring, heat, lights and safety, tables and chairs, load-in and load-out dates, signage and notes. In the left menu, under Operations, choose Structures. It opens as its own full page; choose Back to return. Anyone who can save CAD drawings can edit the sheet; other seats can read it. The sheet can also price each structure and say who pays for it (see the cost questions below); that side follows your Budget access.

How do I start a sheet for an event?

1. In the left menu, under Operations, choose Structures.
2. Pick the event at the top left.
3. Choose Start the structures sheet.

To carry last year's sheet into this year's event, pick it under Start from before choosing the button (see the next-edition question below). You can also start it from CAD: open a drawing filed under the event and choose Start the structures sheet in the right panel. A new sheet starts with the columns of a tent sheet (walls, flooring, heat, safety, tables and chairs, dates, signage) and these kinds: Tent (rental), Tent (sponsor owned), Scaffold, Building, Trailer and Other.

How do zones and their numbers work?

A zone holds a run of numbers, for example Venue A 1 to 30 and Venue B 31 to 45. An item in a zone takes the lowest free number in its run, so items added later land beside their neighbours. Runs never overlap. Items with no zone take the lowest number that no zone holds. To set zones, choose Zones at the top of the sheet: add a zone with its name and its first and last number, or change a zone's name or run in place. Deleting a zone keeps its items, with their numbers, and no zone. If a zone runs out of numbers, the sheet says so; widen its run or renumber.

How do I number tents from the map?

1. In CAD, open the event's drawing. In the right panel, under Structures sheet, the drawing's Event must be the event (or the drawing's show must belong to it).
2. Under New items, pick where new items go: By zone area (the zone whose marked area they are placed in), a particular zone, or No zone.
3. Place a tent from the blocks library. With Number tents as they are placed ticked, it takes its number straight away.
4. Choose Save. Saving links it to its row for good and fills in its size, area and map-grid square.

Anything else (a rectangle or area drawn as scaffold, a trailer, a custom block) joins the sheet when you select it and choose Add to the structures sheet. A copy of a numbered item takes a number of its own. Which kinds of block join on their own is set under Columns and kinds on the sheet.

How do I mark an area as a zone?

In CAD, draw the area (or a rectangle) around the part of the site, select it, and in its properties set Zone area to the zone. With New items on By zone area, whatever is placed inside it joins that zone and takes its next number.

What happens when I take something off the map?

Delete it in CAD and save. Its row is struck through on the sheet and keeps its number until you renumber; the reason and when it happened are in its history. If nobody had entered anything for it and it was placed in the last twelve hours, its row is simply removed and its number is free again (a tent dropped in the wrong place does not leave a struck row behind). Put the shape back (Undo, or restore a draft) and save, and its row comes back with its number. You cannot strike a row on the sheet while its item is on the saved map; take it off the map instead. Rows that only the sheet holds (a carpet, a walkway) are struck or brought back from the row itself.

How do I edit the sheet?

Pick a tab (Structure, Walls & doors, Floor, heat & safety, Tables & chairs, Schedule, Signage & notes, or All columns) and type into a cell. A tick or a choice saves at once; typing saves when you leave the cell or press Enter, which moves to the same column in the next row. Escape puts the cell back. Wall LFT is worked out from the walls chosen per side and the structure's size, and Heat days from the heat start and stop dates. Each zone has totals for its number columns, and the sheet has totals at the bottom. Size, area and grid come from the map; for an item that is not on a map, type its width and length. Use the search box and the zone, kind and department filters to narrow the list, and untick Struck rows to hide them.

How do I change one item's number or zone?

Choose its number at the left of the row. In the item's window, type a new Number (it must be free) or pick another Zone, then Save. Moving it to another zone keeps its number; an item outside its zone's run is marked with "!" until you renumber. The window also shows the item on the map, strikes or brings it back, removes a struck row for good, and lists its history.

How do I renumber?

1. Choose Renumber at the top of the sheet.
2. Pick Within each zone's numbers (each zone runs from the start of its run) or Straight through from 1, zone by zone.
3. Choose whether struck rows are cleared off the sheet (their numbers are reused) or keep their numbers.
4. Choose Preview to see every number that would change, then Renumber.

The numbers on the map change with the sheet, and each drawing keeps a "Before renumber" draft first, so you can compare or go back. The history lists every old and new number. Printed copies of the sheet or the map are out of date afterwards.

How do I add columns or change kinds?

Choose Columns and kinds at the top of the sheet. Rename the sheet; add, rename, recolour or delete kinds (the colour is the item's number badge on the map); tick which kinds of block are numbered as they are placed; rename columns, move them to another tab, change a choice column's choices, hide or delete them; or add a column (text, number, date, tick box or choice) and the tab it goes on. Hiding a column keeps what is in it. Choose Save.

How do I export or print the sheet?

Choose Export CSV for a spreadsheet of every column, zone by zone, struck rows marked. Choose Export Excel for a workbook with the sheet, the order and the dates on their own tabs; a seat that sees the costs also gets the costs, the billbacks and the final bills. Choose Print to print the tab you are on.

How big are the numbers on the map?

CAD sizes them to the drawing. To change it, set Number size under Structures sheet in the right panel (in the drawing's units); clear it to go back to automatic. The numbers print with the plan.

Who sees the costs?

The Costs and Billbacks tabs and the Price list, Shared costs and Bill to buttons show for seats that can see the Budget. Seats that can edit the Budget (owners, admins, managers, Finance and Legal, or a seat given Budget edit) change prices and bill-to; others read them. Ops and Coordinator seats do not see money unless their seat is given Budget access. Editing the rest of the sheet still goes by CAD access, so Finance can set prices without changing the structures.

How do I set up the price list?

Choose Price list at the top of the sheet.

• Structure prices price the structure itself. Give each a name, the kind it is for (or any kind), a size (or any size), a price, and whether it is charged once, per heat day or per day on site. An item takes the most specific match: a price for its kind and size beats one for its size, which beats one for its kind, which beats one for anything. For example, "10×10 frame tent, Tent (rental), 10 × 10, 500" and "Frame tent, other sizes, Tent (rental), 1200". Width and length match either way round.
• Add-ons price a sheet column by the unit: solid sidewall at 2.50 a foot of Wall LFT, plywood floor at 1.75 a square foot, a small propane heater at 40 a heat day, chairs, tables, lights. Pick the column (or Floor area (SF)), the price per unit and how often it is charged. Every item with a quantity in that column picks it up.

Changes save as you make them, and every item's figures update at once. Deleting a price sends the items that had chosen it back to matching by kind and size.

How do I price one item differently?

On the Costs tab, each row has a Price list choice: Matched (what the list found for it, named), No price, or any structure price. Type a figure in Price to replace the list's price for that item; clear it to go back. Add-ons follow the item's columns. To add a one-off cost (a delivery surcharge, a bought carpet), choose the item's number or its Bill to cell to open it, and under Costs type the charge and its amount, then Add charge. An item charged per day without its heat or load-in and load-out dates shows needs dates.

How do shared costs work?

Some costs belong to many items: the tent crew's labour, a permit, snowcat moves on one course. Choose Shared costs, add the cost with its vendor and amount, and pick what it is spread over (all items, or one zone) and how: By share of cost (each item's price, add-ons and charges), Equally, or By floor area. Each item's part shows in its Shared column and its window; the parts always add up to the cost to the cent. Struck items take no part.

How do I say who pays?

Choose Bill to for the list of who can be billed: the event, its departments, sponsors and partners. A new sheet starts with the event and its departments; Add the event's departments brings in any added since. Each item is billed to the department in its Dept. column (shown as "by dept.") until you split it. To split, open the item and under Bill to add shares: an amount comes off first, and percentages are of what is left. For example, the broadcaster pays 1,500 and the Broadcast department pays 100% of the rest. Choose Save bill-to. Anything not billed to anyone shows in amber on the row, its zone and the Billbacks tab. Deleting someone from the list takes their shares off every item.

How do I get the billbacks?

Choose the Billbacks tab: each party's total and number of items, the amount not billed to anyone, and the sheet total, with a line that checks they add up. Choose a party's row to see its items. Statement downloads that party's lines as CSV; All statements (CSV) downloads everyone's. The shared costs and how each was spread are listed underneath. Export CSV on a seat that sees costs adds the price, add-ons, charges, shared costs, total and bill-to to every row.

How do I see what to order?

Choose the Order tab. It counts the structures by kind and size (three 10 × 10 rental tents, two 20 × 20) and adds up every number on the sheet: feet of wall, square feet of floor, heaters, tanks, tables, chairs, lights, banners. Each line lists the item numbers it comes from. The zone and kind filters at the top narrow it to part of the site, and a seat that sees the costs can pick one vendor to see only the items priced from that vendor. Choose Send to a vendor to email it (the figures and the dates in the email, a CSV attached), or Print.

How do I see what happens on each day?

Choose the By date tab. Each day lists what goes in, starts, heats and comes out, from every date column on the sheet: load-in begins, first day in use, heat start and stop, load-out begins and load-out complete. Choose an item's number to open it.

How do I share the sheet with a vendor?

Choose Share at the top, say who the link is for and how long it lasts, and choose Make the link; it is copied for you to paste into an email. Whoever opens it sees a read-only page with the structures and what was entered for them, the order and the dates, with no sign-in. A seat that sees the costs can make a link for one vendor's items only, and a seat that edits the costs can add that vendor's prices. No department, bill-to or other vendor's price is shown. The list shows how often each link was opened; choose Turn off when it is no longer needed.

How do I check a vendor's final bill?

Choose the Final bill tab. By vendor shows what the sheet expects from each vendor (its price-list lines, the charges naming it and its shared costs), the same with the final amounts entered so far, what it has invoiced and the difference. Choose a vendor to add an invoice (its number, date and amount) or delete one. Line by line has a Final box for each item and shared cost: type what the vendor actually billed for it. The billbacks stay on the estimate until you choose Final amounts where entered at the top; then a line with a final amount bills that instead of its price, add-ons and charges, and a shared cost with one spreads that. Name a charge's vendor when you add it so it counts toward that vendor.

How do I keep the Budget in step?

On the Billbacks tab, tick Keep the event's Budget in step and pick the category. The event's Budget then has a line for each party billed (a department's line carries its department), one for what nobody pays, and for a sponsor or partner an income line for what it pays back. The lines change as the sheet changes; untick it to take them off the Budget. Only a seat that edits the Budget can turn it on.

How do I send a sponsor its statement?

On the Billbacks tab, each party has PDF (its statement, item by item), CSV and, for a seat that edits the costs, Send: the party's billing contact fills in the address (add others, or a note), and the statement goes as a PDF attachment. Summary (PDF) at the bottom is everyone's totals on one page.

What goes at the top of a statement?

The event's logo at the top left, then two blocks: Bill to (the party, its billing contact, address, email and phone) and Billing contact (who on your side answers questions). Set each party's billing contact under Bill to at the top of the sheet, and your own in the Billing contact on statements line of the Billbacks tab (with none, the company's name is used). Replies to a statement sent by email go to that billing contact. The logo is the one uploaded in the event's settings; a statement shows a PNG or JPEG logo, so upload it in one of those (an SVG, WebP or GIF logo is left off, and the Billbacks tab says so).

How do I start next year's sheet from this year's?

Open the new event, and under Start from pick last year's sheet. Tick Bring its map to copy its CAD map into the new event with the structures placed as they were, and (for a seat that edits the costs) Bring its prices, shared costs and bill-to. Every structure still standing comes across with its number, zone, walls, floors and heat; its dates and Install complete are cleared. The Costs and Billbacks tabs then show last year's figures beside this year's.

How do I copy prices from another event?

Choose Price list, then Copy from another event. Pick the event and what to bring: the price list, the shared costs, the bill-to list. Anything this sheet already has is skipped.