Instructions

For registration it is necessary to go to the main page of our website and complete a form with information about your theater. In case of difficulties, the registration can be ordered by sending an E-mail to the address register@theater-calendar.com or contact us through the contact form. After registration, you will receive an E-mail with detailed instructions.

There are two ways to add users. System administrators can add new profiles through the «Users» section of the system.

It is also possible to independently register users with the subsequent approval of the account by the system administrator. The link to the self-registration page is in the general form of user authorization.

There are 4 user roles in the system: the chief administrator, the head of the department, the actor, the technician (the scene worker). Only the administrator has full access rights to the system’s functions. According to the plan the head has an access to his and his subordinates’ calendars. Actors and technicians have an access only to their calendar.
The «Users» section of the system is designed to work with user accounts. Namely adding and editing user data. Users who have the role of head of the department can be assigned subordinates.

The «Theater» section is designed to add theater and scenes that will later be used to work with performances. After registration in the system through the appropriate form the information about the theater will be introduced and the only thing you need is to add scenes.

The «Events» section is made for creating templates of performances. In the playlist template, you can specify which theater scenes can be used to perform the show and its rehearsals, roles and actors who will perform these roles. You can also add technicians (scene workers) who should service the show. Actors and technicians can be grouped (for example, the first and second composition of actors) to further simplify the creation of the performance, and the replacement of actors and technicians who take part in a particular event.

In order to add a new event or a rehearsal there is a form in which it is necessary to specify the time of the beginning of the event, choose a scene, a template, and the composition of actors and technicians. To go to a form, click on the calendar in the timestamp, which corresponds to the time of the beginning of the event or the rehearsal. It is also possible to create a performance using the appropriate button in the general list of events and rehearsals.

The system automatically takes into account the occupancy of actors, scenes and other necessary parameters. When the actor is busy, the system issues a warning that the administrator can ignore and add the performance and later replace the actor or the entire cast of the actor. The same applies to technicians and equipment. In the case of occupation of an actor, the system marks in the list of performances a red performance in which it is necessary to make changes.

After the creation of a performance or rehearsal and verifying the data, the system administrator must click on the «Submit notification» that will be red to remind the administrator that notifications have not yet been sent. After the administrator clicks on this button, the corresponding messages are added to the queue and are sent by the system in the background. Until that time all messages are sent, the button will be yellow and then green. The actors and technicians who configured Viber will receive a message through Viber, everyone else via E-mail.

For the sake of information it is possible to add comments to the performances or to the templates of performances. This is made to the end that the director, or other responsible persons, can add materials that are required by the performers. All members of performances who comment, receive alerts via E-mail or Viber, these alerts also contain files that can be downloaded and viewed. It should be kept in mind that the file size is limited, E-mail accounts have different capabilities, but it is better not to transfer files larger than 10MB.

The calendar of events shows a list of week days, with corresponding notes which give the information about performances and rehearsals.
As you can see from the illustration, events in the calendar are displayed in three colors. Green means that all participants of the show or rehearsal confirmed their participation through the links that the system sends to all participants of the event via e-mail or the Viber messenger. Confirmation of participation (or non-confirmation) in the performance may be made by the administrator of the system at the request of the actor or technical worker, for this purpose, on the page of information viewing about the performance there are appropriate buttons. The yellow color means that not all persons who must participate in the event have confirmed their participation. A red may indicate that one of the participants back out of participation in the event, or that the confirmation messages have not yet been sent by the administrator.

For the convenience of users, the notification functionality can work perfectly through viber. System users with Viber can receive alerts on new events, confirm or reject them, make requests to the system to receive templates and rehearsals for a certain period of time, to receive notification and attached files to performance comments. The main idea of Viber using is to completely transfer user interaction with the system to the Viber bot.

To create the system bot, the responsible person must log in to Viber’s partner portal https://partners.viber.com/ add the bot, and then add the Token of this bot in the system settings.

To invite users to the chat bot, the bot administrator must send the invitation to the users. After the users log in to the chat, they must write a message of any content. After this, the system administrator will see a new user on the «Viber Users» page and will be able to secure a new viber account for some of the users of the system. As from now, the relevant system user will receive messages from the system via Viber.

Integration with Google Calendar can be customized by each user of the system. To do this, the user can go to the authorization page on google from the settings page and give permission to the system to access his calendar.

After returning to the configuration page in the system, you should choose which of the existing calendars will be used by the system.

In Google Calendar, any user can have several calendars. By default, each user has only one calendar, which is called Default.
We recommend you to create a separate calendar for working with the system, to name it «Work», and to choose it for interaction with the system. This will allow you to split your work and private calendars and filter events, as required. When creating a work calendar, as with the default calendar, you must pay attention to the fact that the time zone should be configured correctly. As you can see from the image above, the time zone can be seen when choosing a calendar. For example, the time zone is listed as «Europe / Berlin», which may cause all events in the Google Calendar «Work» to be added with a shift one hour ago, if the system operates in Kyiv time.

Below you can see the visual appearance of imported events from the system in the mobile application Google Calendar

The same as in other interfaces, the system marks events in different colors. Yellow events need confirmation by the user. The buttons for confirming and rejecting an event can be found in the comments of the event.