Creating and Editing Schedule Activities

An activity is a single item on an event schedule: something that happens at a specific time, from doors opening to a load-in window. This page covers how to create one, what goes into it, and how it behaves once it is on the calendar.

Create an Activity

There are three ways to start a new activity, and all of them open the same activity dialog.

• Select Add activity at the top of the schedule. The dialog opens empty.
• Click and drag across a time range on the calendar. The dialog opens with that start and end already filled in.
• Click once on an empty slot. The dialog opens with a 30-minute activity starting at that time.

Name the activity at the top of the dialog and describe it in the editor below the name. Type / in the description for formatting commands. The panel on the right holds when the activity happens and who it involves.

When you are done, select Save. To add several activities in a row, turn on Create more before saving, and the dialog stays open for the next one.

Set the Time

Choose a Start date & time and an End date & time, or turn on All day to pick dates only.

Times are shown as entered, with no conversion between time zones. Enter every time in the event's local time so everyone reads the same clock.

Organizers and Participants

You assign people through three lists, and each accepts either a crew member (one person) or a collaborator (a whole company or group):

• Organizers own the activity. A crew organizer can change its time, details, and participants, as can an event admin. A collaborator organizer cannot.
• Participants are expected to attend. They see the activity but cannot change it.
• Optional participants are included for awareness. Select Add optional participants to show this list.

Any crew record on the event can be added, whether or not that person has a BackOps account. Assigning a collaborator says that someone from that group should be there without naming each person. Rather than adding three technicians one by one, you can assign the production company they work for.

Areas and Exact Location

Areas are the general places an activity happens, such as Main Stage or Front Gate. Adding an area places the activity on that area's calendar.

Exact location pinpoints a spot within an area, such as the Production Office or Upstage Left. Select Add exact location to show the field. It is free text and does not change which calendars the activity appears on.

Global Activities

Turn on Global activity for the moments everyone on the event needs to see. A global activity appears on the Event calendar. An activity that is not global appears only on the calendars of the people, collaborators, and areas attached to it.

Recurring Activities

Many event activities repeat, such as a crew call every morning at 8. Select Make recurring to repeat an activity every 1 to 12 days, weeks, or months until an end date. Weekly recurrence also lets you pick the days of the week, so one activity can fall on every Monday, Wednesday, and Friday of a build week.

Edit, Reschedule, or Delete an Activity

Select an activity on the calendar to open it. Its organizers and event admins can edit it. Everyone else sees it read-only.

Organizers and event admins can also drag an activity to a new time, or drag its edge to change its length.

To delete an activity, open it and choose Delete from its menu. Deleting is permanent.

Select the expand icon in the dialog's header to open the activity's own page, where its run of show, linked advances, and booked resources live. The dialog lists any advances, resources, and content linked to the activity, so the activity is one place to see what is tied to that moment.

Activities BackOps Creates for You

An event type can create activities automatically. A generated activity shows its source in the dialog. The fields its source controls, which can include the name, start, end, and participants, are locked, and the activity cannot be deleted by hand. Change the event type's settings to change these activities.