• The conference room may always include a projector.
• The main theatre may always include the sound and light boards.

For more information about default resources for a venue, click here.

The Calendar pane is in the center of the window and is where most of the data is displayed. It can be viewed as a normal monthly calendar, or in many other views.

In the Calendar pane, you can view:

• Tasks
• Events (performances)
• Volunteer Activities
• Projects

These four types of data are displayed in different colours so you can tell the difference at a glance. You can change these colours, or any other colours in the Calendar window in Preferences. By default:

• Tasks are pastel blue
• Events are pastel pink
• Volunteer Activities are pastel green
• Tasks that are part of a Project are pastel yellow

These colours can be overridden in several ways.

• A specific task can have its colour overridden in the Detail Task window.
• A specific type of task can have its colour overridden in the Facility Task Types window in Code Table setup.
• A specific project can have the colour of all its tasks overridden in the Project Detail window.
• A specific play can have its colour overridden in the Play Detail window.
• A specific project can have the colour of all plays/tasks associated with it overridden in the Theatre Map window.
• Each item in the calendar takes the colour of the lowest level at which a colour is set.

For example, if a project has had its colour overridden but an individual task within that project has also had its colour overridden, the colour of the task is displayed.

Any of the items displayed on the calendar can be viewed in slightly more detail by hovering over the item and viewing the tooltip. Full details can be viewed by double-clicking on the item.

The Calendar is central to taks and Facility Management. The Calendar can be opened in the following two ways:

1. By clicking the Calendar button in the Theatre Manager ribbon bar.

   or

2. Use the Patron Sales menu and clicking on Calendars and Tasks.

   

   

   PC Toolbar / Ribbon bar

   

   MAC Toolbar / Ribbon bar

Functions

Click on a link to learn more about the features.

Filters are a key part of the calendar.

• You decide what data you want to see on your calendars, that is, you do not see data that does not match the filter.
• There are a standard 4 filters available to all users. These show the maximum amount of data.
• You can change the filter you are using to show you what you need to know.
• You can customize filters for specific positions or staff, that way they don't see data they don't need.
• The starting filter can be customized.

For example: You only want to see what is happening in the venue. You don't care about who owns it or what needs to be done. You weant to start with the Month, Week or Day view. These custiomizations are just an appearnace. You can view any or all just by changing your filter. Remember the Rubic's Cube®.

The Filter pane is on the left side of the Calendar window and allows you to quickly and easily subset your data by selecting a filter. You can select which data to see and which data not to see. A filter allows you to select which tasks, performances, volunteer activities, and projects to display. It also allows you to select the visual display for the calendar, such as the view, and whether certain calendar features display or not. All these are stored in the filter. You are able to create an unlimited number of different filtures based on your own specific requirements. When you initially open the calendar window, whatever filter was last selected when the window was closed is restored when the window is reopened. Theatre Manager has 4 standard default filters that cannot be deleted or modified. They are the only filters available to someone without the Facility Management module. If you do not have the Facility Management module, you cannot create any new filters. The 4 standard filters are: All Plays All Tasks All Volunteers My Calendar

The filter pane has 4 buttons: Add, Delete, Edit and Save Current. Click the Add icon to create a new filter. Click here to learn more about creating a filter. Click the Delete icon to delete a filter. Click the Edit icon to modify a filter. Click here to learn how to edit an exisiting filter. Click the Save Current icon to save the current view and filter as a new filter. This is most often used if you have opened this window from within a Project (or other area where this feature is available) to display all it's tasks in a new calendar. The current view and filter are saved to a new filter.

The Today's Tasks and ToDo's pane displays any tasks for today and any ToDo's that have not been marked as Done.

ToDo's are items, such as grant proposals, that do not need to be done on a certain date, but instead have a deadline by which they must be completed.

Right-click and select New to create a new ToDo.

You can also adjust the size of the ToDo pane by dragging the borders of the different sections, similar to how you can in other Theatre Manager windows.

There is a handle between the main Calendar and the ToDo portions of the window. This size will become the default for the window the next time it is opened.

At the bottom on the calendar is the navigation and settings toolbar. It is context based on the selected calendar view.

The display automatically changes depending if the Month, Week or Day view has been selected in the Calendar Toolbar. However, you can navigate through the Months, Days and Hours by clicking on the desired Month, Day or Hour.

Month

Week

Day

Navigation Buttons

	Click to close the Filter Pane. Click to open the Filter Pane.
	Click to close the filter Calendar Click to open the filter Calendar.
	Hides or displays the starting/ending times on the items in the calendar.
	Indicates the overlap percentage of items sharing the same date/time on the calendar.
	You use this button to indicate the number of days to see at a time in the group calendars.
	You use this button to indicate the level of detail to see when displaying calendars that include project tasks.
	Click to close the ToDo Pane. Click to open the ToDo Pane.

The Calendar may display a different context menu, depending on which view is showing. Options in the menu may be disabled if they are not available in the current context, or if your security profile does not allow for it. For example, if you have not selected a calendar item, the Open option is not available.

Functions

 Group Calendar Context Menu

The group calendar context menu has an additional item called Detach View. If there are multiple calendar columns in the group calendar, it will detach that column into a new calendar and remove it from the original calendar. If there is only a single calendar column the effect is to just open a duplicate calendar.

Volunteer Scheduling Context Menu

The volunteer scheduling context menu is a slimmed down view of the other context menus. You can only open the selected volunteer activity, delete the selected volunteer activity, change the view or go to a different date.

The Task Detail window is where you define your tasks.

Parts of the Task Detail Window

Task Type	Task Type tells Theatre Manager which other fields need to be required in the lower half of the window. It’s the EDIT checking process to make sure that we have all the right information. The task you are creating will then have a cross-check or edit check based on the task type. Theatre Manager comes with 8 standard task types.
Meeting	A Meeting task is just a normal task that is not connected to a particular event / play or performance.
Attached to an Event / Play	If you choose to attach a task to a particular event / play, an additional field will display on the window where you can select which one to attach it to.
Attached to a Performance	If you choose to attach a task to a particular performance, an additional field will display on the window where you can select which one to attach it to.
Background
Notification	Only the Note tab is available
ToDo	ToDo Tasks do not have a starting and ending date and time, as a meeting would have, or painting the floor would have when preparing for a performance. They only have a "drop-dead" date... the very last day that this task/ToDo needs to be completed by. You cannot have a ToDo Task as part of a project, because items in a project must have beginning and ending dates. ToDo's only show in the sidebar for the Calendar and remain until they have been marked as Done. ToDo Tasks would typically be used for things like project or grant deadlines. By clicking the Show on Calendar checkbox, the ToDo will also show on the calendar. (This is not the default behavior for ToDo items.)
Project	If a task is part of a project, the project name will be displayed.
Status	Status displays the current status of the project. Once the last task on the project is marked as Done or Cancelled, the project status is automatically marked as Done. Conversely, if the project is marked as Done, all attached tasks that are not already marked as Cancelled are automatically marked as Done. If you mark a task as Done, it no longer shows on the day's tasks on the ToDo's & Today's Tasks. To change the Status, click the Status Drop down.
Description	Enter a Description for the task.
Priority	You can set a Priority for the project. (0 is considered "No Priority".) This is the default priority given to any tasks associated with this project.
Duration	The duration of the project is indicated (but cannot be edited). A duration of 1w 5d 10h 30m would indicate an elapsed time of 1 week, 5 days, 10 hours, 30 minutes.
Start and End Date and Time	To use the calendar and clock, click the button. The duration is calculated for you.
Active flag	Tasks with the Active flag unchecked are not normally found in queries or on calendars. Private shows the events differently, depending who you are.
Colour	You can select a specific colour from the pallete to override the standard colour of this task in the calendar. By selecting a colour other than black, a task can be given a colour different from the default. This overrides all other colour settings.
All Day Checkbox	Marking a task as All Day sets its starting and ending date from midnight to 11:59 PM and displays it in the all-day area for calendars displaying in one of the day views.
Private	Marking a task Private will only display the description on the owner's calendar, the calendar of designated editors, and those who are participants in the task. Others just see "Private"
Task Owner	By default, the person entering the task is the owner. Information about the task can only be changed by the owner, an editor assigned by the owner, or a system administrator.
Theatre	Displays the venue number if a venue has been assigned to the task. Clicking the Theatre button opens the Theatre Maps List Lookup. Click here for more information on the Theare Maps List.
Event / Play	Displays the Event / Play number if one has been assigned to the task. Clicking the Event / Play button opens the Event / Play List Lookup. Click here for more information on the Event / Play List.
Tabs
	Click here to go to the Particpants Tab page for a complete expanation of the tab and its functions.
	Click here to go to the Notes Tab page for a complete expanation of the tab and its functions.
	Click here to go to the Resources Tab page for a complete expanation of the tab and its functions.
	Click here to go to the Personnel Tab page for a complete expanation of the tab and its functions.
	Click here to go to the Transactions Tab page for a complete expanation of the tab and its functions.
	Click here to go to the Attached Files Tab page for a complete expanation of the tab and its functions.
	Click here to go to the Facility Tab page for a complete expanation of the tab and its functions.

Task Participants are people you wish to associate with the task. If volunteers are associated with the task, you will see them both on the volunteer tab and in the task participants list.

In the participants tab:

• You can select employees or patrons
• You can invite external people and place on their iCal/Outlook calendar
• Volunteers dragged here automatically create a volunteer history record
• You can add all people from a mail list (e.g. board members, staff list)
• You can set priorities
• You can set alarms
• You can accept meetings and set status

The main sections are listed below. Click on a link to learn more about the features.

Parts of the Task Participants Window

Status	Up to 3 icons can be displayed for each participant. these are: - Patron or - or an Employee Whether they have accepted the invitation to be part of this task or meeting. There are 6 statuses: - Invited - Accepted - Declined - Pending - To Be Invited - Accept by Default A participant's status is changed by selecting a line and clicking the Meeting button The third icon displays the priority of this task for the participant. Priorities range from 1 to 5 or can be left at 0 for tasks not requiring a priority setting. The priority can be changed by selecting a line in the list and clicking on the Priority button.
First /Last Name	First and last Name of the Patron selected to be a participant in the task
Status	Displays the status selected using the Task button
Invitation Sent	Displays the date the invitation was sent to the participant
Company
Patron #	The Theatre Manager Patron number for the participant
Priority	1-5 as selected using the Priority button
Response Date	Date the participant responded to the task request
	Opens the Contact List so you can add a participant to the task. Click here for information on adding a participant to a task.
	Removes the selected participant from the task.
	Participants can set an alarm for themselves. Click here for more information on setting Alarms.
	Sets the priority for the selected participant.
	Acknowledge a meeting response. When a task participant has responded to an Email request to come to a meeting, the Status of that person displays an "@". To acknowledge that you have seen the change, select the line and click the button. The indicator will go away. It will also no longer show in the Notifications window.
	Resets the selected participant to recieve Email messages.
	Add Me (the current user) as a task participant. When you add yourself to a task, the meeting status is automatically set to Accepted, since it is assumed you know about and intend to go to a meeting you have put yourself in.
	Each participant can mark the status of their portion of the task by selecting a line from the list and clicking the task button. Choices from the flyout menu are: Not Done, Done, In Progress, or Cancelled. Once the last person has marked their portion of the task as Done, the task itself is automatically marked as as Done.
	You can set the status by clicking on the Meeting button. . The status is also changed if the person responds to the iCalendar invitation sent out by Email.

A line in the list will display in for My record and if the employee is no longer active.

The Notes tab allows you to provide additional text description for some task types. Note you create are sent with meeting invitations - agenda style, plain text.

Notes can also be included in invoices.

Notes also can have security associated with them. The levels of security are defined by the levels you have set for the functioning groups in your organization. For example:

• Marketing
• Finance
• Administration
• Box Office
• Development
• Sound
• Backstage

These descriptions for ‘Security1, Security2, Security3, etc.’ can all be changed. Who should be able to see/know about this task. It’s a way to restrict to only having certain departments access to the data.

Notes can be included on invoices. For example, you can allocate a ‘cost’ for this task. These notes may help justify the reasoning for the ‘cost’.

The Resources Tab shows all of the resources that have been associated with a task. Resources can include actual items either in inventory (consumable items) or capital items (i.e., sound boards, chairs, etc.) as well as space rental details or anything else necessary for completing this task. These resources and their prices can be part of the invoice if these tasks are part of a project that is billed.

For information on how to enter your organization's Resources into Theatre Manager, please visit the help page for setting up Task Resources.

Parts of the Resources Tab

Active	Status of the resource (generally active or inactive)
Code	A unique code that has been assigned to the resource
Interal Description	Name that shows in the resource list and elsewhere in Theatre Manager
External Description	The name of the resource that is viewable by the general public
Quantity	Numbers of the resource selected
Notes	Any notes specific to the resource as defined on the Resource's Notes tab
Cost	The replacement cost per unit of the resource
Price	The amount charged per use of the resource
Group	The resource group to which the resource belongs
Task #	The task number as displayed in the task # field of the Task window
Resource #	The unique number in the database assigned to the particular resource
Income Acct	The income account used for the selected resource when it is sold or rented/
Expense Acct	The 'Cost of Goods' expense account to be used for the resource when it is purchased for later sale.
Date Entered	The date the resource was assigned to the task
	Adds a new resource to the Task. Click here to learn how to add a resource to a task.
	View the detail for the selected resource
	Removes the selected resource from the task
	Opens the resource window for the selected item. Click here for more information on the Resource Detail window.

Personnel associated with a task are different then volunteers. Personnel is where we are tracking people based on their abilities - or - their skill levels. For example:

• Master Carpenter
• Sound Technician
• Light Technician
• Costume Designer
• Backdrop Painter

The Personnel Tab shows all of the Personnel (or volunteers) with the skill required for the task.

Personnel refer to any person associated with a task for billing purposes. The personnel must be set up as volunteers (whether or not they are being paid for their work) with specific activities assigned to them, allowing the personnel to perform that duty/function. This is the only way to bill for hours worked on a project. These personnel and their costs can be part of the invoice if these tasks are part of a project that is billed.

In this tab, you can add a volunteer to the record and aggregate hours.

Dragging a volunteer into this tab creates a participant record automatically. For information on how to enter your organization's Volunteers into Theatre Manager, please visit the help pages for setting up Volunteer Activities and Personnel Management - Volunteer Window.

Parts of the Personnel Tab

First/Last Name	The First / Last Name of the selected Personnel
Activity	The Activity selected for this personnel. Cick here for information on the volunteer activity code table.
From / To Date	The From and To Dates the personnel selected will be associated with the task.
Start / End Time	The Start and End Times the personnel selected will be associated with the task
Play Code	If an event / play is associated with the task, the code for the event / play is displayed
Play Title	If an event / play is associated with the task, the Title for the event / play is displayed
	Adds new Personnel to the Task.	Opens the Activity window for the selected Personnel
	Removes the selected Personnel from the task
	Opens the Volunteer History window for the selected Personnel.

The Transactions tab displays any transactions associated with the task, after the project status has been changed from 'Estimate' to 'Invoice'. The transactions can be viewed in this screen, but cannot be edited.

Files of any type can be attached to a task record in the database. These files are then stored in the database. This is safer than storing on file server, for example, grants, directions, budgets and documents. Because they are stored in Theatre Manager, they can be opened right out of Theatre Manager.

	If you make changes to the file and save them, you MUST drag the file back to the list to save the current version when you are done. Theatre Manager has no way to tell if you have made changes to the document and saved those changes, so you must explicitly re-save the document back to the database by dragging it back into the list.
	If you drag a file of the same name as exists in the task, Theatre Manager will ask if you want to: Replace the existing file - in which case the file is replaced Add a new file - in which case a second copy of the file is retained - which can be useful for saving generations of changes to some files like budgets. It saves as many generations (copies) as you wish.
	If you try to extract the file from the database and it finds that it still exists in the original pathname, Theatre Manager will ask if you want to replace that existing one with the one from the database

Parts of the Attached Files Tab

Doc	The Number of the document in the database.
Status	Indicates the document is loaded into the database.
Name	The file name for the document.
File Extention	The type of document (as indicated by it's extention).
Size	The size of the document.
Link	Where the document was ORIGINALLY located on your computer. Theatre Manager will check that pathname when trying to export -- to make sure that the file does not exist. if it does exist, you'll get a warning asking if you want to replace it.
Date Entered	The date the document was uploaded to the database.
Date Updated	The date a document was changed.
Changed By	The Employee number of the participant who attached the document to the task.
Task	The task number the document is attached to.
	To attach a file or document, click on the Add Doc button, or drag the file from your hard drive to the list. A line will be added to the list indicating the name of the file, its location on disk, size, etc.
	To change the document, click on the Change Doc button, or drag the file from your hard drive to the list. (If a file of the same name is dragged to the list, it will ask if you want to replace that file with the one just dragged in. The line in the list will be modified to show the current information.
Delete Doc	To delete a file or document, click on the Delete Doc button. This will remove the file from the database, but will not touch the original item from the disk.
	To edit a file or document stored in the database, click on the Open Doc button. If the file is found on disk already, you will be asked if you want to replace the file on disk or open the one on disk. If it is not found, you will be asked where to save the file. It is then opened.
	To view the location on disk of a file or document, click on the Find Doc button. The folder where the original was stored (the Link displayed in the list) will be opened.

The Facility tab shows task information most often used if the task is part of a project. When printing invoices for projects, either estimates or actuals can be used. The values to use are seen on the Facility tab of each Task Detail window.

Parts of the Facility tab

Most of the items on the toolbar perform the expected standard functions.

An exception is the Duplicate button. It will create a duplicate of the current task in a new window, ready for editing. It does not duplicate the task participants.

If the task is part of a project, click the Project to open the Project Detail window.

If the task is part of a project, click the Gantt to open the Gantt window for the project.

If the task is attached to a donation in the donation window, click View Donation to open the Donation window for the associate donation.

You can drag a task from the calendar or from another task list to this project window. If the task is already part of another project, you will be asked if the task should be moved and the previous transactions reversed.

Functions

Status	Indicates the status of the task. statuses are: done do later past due
Task #	The task number as displayed in the task # field of the Task window
Status	Status of the task - Done, Not Done, In Progress, Cancelled
Begin / End Date	Dates as entered in the Task Detail window
Description	Name that shows in the resource list and elsewhere in Theatre Manager
Duration	The duration of the project is indicated (but cannot be edited). A duration of 1w 5d 10h 30m would indicate an elapsed time of 1 week, 5 days, 10 hours, 30 minutes.
Task Sub-Type
Event / Play #	Displays the Event / Play number if one has been assigned to the task.
Project #	Displays the Project number of the Project
Event / Play Title	Displays the title of the Event / Play number if one has been assigned to the task.
Event Code	Displays the Event / Playcode, if one has been assigned to the task.
Performance #, Event #, Date, Time	These columns display the Performance Number date and times, if one has been assigned to the task
Estimate	Estimate of the costs of the task if any costs are associated with the task
Resource Cost	The replacement cost per unit of the resource
Complete	Indicates if the task has been completed
	Clicking 'insert' to add a new task has the following behaviour: If the task is not associated with an order, then you get an empty task window to enter a new task If the task is associated with an order, then you will be asked to select from a pop up menu (to the right) to pick from: Entering a brand new task Selecting one or more tasks already associated with the patron to quickly add them to the project. This makes it easy to add existing task to a new project. You can still drag them from the patron task window to the project task window; this makes it easier
	Opens the Task Detail window for the highlighted task.
	This provides a popup like the one on the right that will ask you if you want to: Remove the task from the project. That means the task will NOT be deleted. It will just no longer be associated with the project. You can find the task under the patrons, donation, calendar or whatever it was connected to before - just not the project. You can also associate the task with another project later if you wish. Completely delete the task. This will delete the task, any relationships with other tasks, the patrons who are part of the task, any resources, and such that are part of the task.
Description	You can search for a number of items within most task lists using the various variables to the right.

Click here for a full description of this tab and how to use it.

To duplicate an existing project, you perform the following steps:

1. From the Project list window, highlight the project you want to duplicate and click the Duplicate button.

   Click for information on opening the Project List window.

   

   The Duplicate Project Step 1 window opens.

   

2. Change the name of the Project.

   For example: You have a recurring yearly auction.You could change "2010 Auction" to "2011 Auction" leaving all the auction project tasks available for the new auction.

3. Add or change the description of the Project.
4. Change the Date, click the Date button to enter a new starting or ending date and time for the project.

   Click the 'start date' or 'end date' radio button to suit your purpose. If you click: start date the project time for the first project is defaulted to 8:00am - all other tasks are forward adjusted from that time. This means you are planning the new project forward from the date specified - and it ends when it ends. end date the project time for the lat project is defaulted to 6:00pm - all prior tasks are backward adjusted from that date. This means you are planning the project backwards from the 'drop dead' date which is must be done by.

   In a later step, you can decide if you want all tasks associated with the project to be offset from those in the original project by the same number of days the duplicate project's starting date if offset from the original starting date.

5. Indicate Use of Deferred Accounting

   You can choose that the accounting goes into deferred accounts for resources and volunteer/staff activities.

   The rollover date will automatically be set to the date of the last task in the new project. It can be changed later in Project Accounting Setup if need be.

6. When you have updated the Name, Description and Date, click the Step 2 button.

   To cancel the Duplication, click the Cancel button.

1. In Step 2a, you can change the Project Owner clicking the button.

   You also have the option of:

   • Maintaining the same owner of each task. This is advantageous if you want a different employee to be able to edit their own tasks since the task owner and the project owner can edit a specific task.
   • Setting the task owner to be same as the owner of the project. This means that only the project owner will be able to edit tasks in the new project.
The tasks can pertain to activities within a theatre/venue. If you assign them to a main theatre, you will be able to manage them on a calendar window for that theatre or switch the task into another theatre.
2. In Step 2b, You can change the Theatre and Play settingings.

   Click the button, to change the venue.

   Click the button, to change the Play.

3. When you have updated Step 2, click the Step 3 button.

   To cancel the Duplication, click the Cancel button.

   To return to Step 1, click the Step 1 button.

In this step, you indicate whether the Relationships between the tasks should be carried forward, if the suspension of specific tasks should be included and if all the dates from the original project should be offset. That is changed to match the new project start date.

1. Choose your relationship.

   

   For Relationships, choose between Clear all current relationships between tasks (which will remove any "Start to Start", "Finish to Finish", or "Finish to Start" relationships between any tasks in the project) and Retain any existing task relationships (which will retain those relationships).

2. Choose suspensions for tasks when duplicating a project.

   

   For Suspensions, choose between Clear any existing suspensions (which will remove any periods of time during the tasks when there must be a suspension of work) and Retain any suspensions in current tasks (which will not remove those suspensions).

3. Choose the starting date for tasks for the new project.

   >

   For Starting Date, choose between Set start date of all tasks to be start date of project (which will make all tasks align their start dates with the starting date of the project) and Retain task start date as offset from start of project (which adjusts the starting date of each task in the new project from the start date of the new project, to the same time/date offset as in the original project).

   >

4. When you have updated Step 4, click the Step 4 button.

   To cancel the Duplication, click the Cancel button.

   To return to Step 2, click the Step 2 button.

In Step 4, you can make a global change to tasks that are attached to different performances in a new project. A list of performances associated with the Project are displayed.

1. To change the number of the new performance, enter the new number.

   

2. To Search for a new performance for this task, click the button.

   The Performance List Lookup window opens.

   

3. Make your selection, by double clicking on it or by highlighting it and clicking the Select button.

   You are returned to Duplicate Project Step 4 and your selection is in the Replacement Performance pane.

   

   Click the Assign Last button to assign all replacement performances to the original performance. (This is the default.)

4. When you have updated Step 4, click the Step 5 button.

   To cancel the Duplication, click the Cancel button.

   To return to Step 3, click the Step 3 button.

   If there are any conflicts, such that you have tasks scheduled in the same venue within 1 hour of some previously assigned task, you will be asked to confirm if you want to overbook the tasks into this venue.

   

To Change the Workers:

1. To remove a worker, change the assignments to employee #0.

   

   This removes the person from the Task Participants.

   

2. To change a worker, click the button.

   If the individual is an employee or Patron, you have the option to select which list to choose them from Patron or Employee.

   

   If the individual is a Volunteer, the Volunteer List opens for selection.

   

3. To remove all of the Replacement Workers, click the Clear All button.

   

   All of the Replacement workers are removed.

   

4. Click the Assign Last button to assign all replacement workers to whom they were originally assigned to.

   

   This is the default setting when the window opens.

   

5. When you have updated Step 5, click the Step 6 button.

   To cancel the Duplication, click the Cancel button.

   To return to Step 4, click the Step 4 button.

In Step 6, you will see a calendar displaying the tasks associated with this project.

1. You can drag tasks to a different day to move them prior to saving the duplicated project. Use the navigation buttons in the upper right to select a different month.

   Possible conflicts in venue will be displayed as background tasks on the calendar.

   

2. When you have updated Step 6, click the Duplicate button to duplicate the projects and the associated tasks.

   To cancel the Duplication, click the Cancel button.

   To return to Step 5, click the Step 5 button.

In the Gantt Normal view, each task is displayed under its group. Groups are used to associate tasks with each other. There is no detail subwindow at the bottom.

In the Gantt Detail view, there is a detail subwindow at the bottom where you can see detail information for each task or group and edit any appropriate portions. The Detail view is applicable for both the Normal and Participant views of the data.

See the Detail Editing Subwindow page for more information.

In the Gantt Participant view, each participant is displayed on the treelist side of the window with each of their tasks underneath. This may cause some tasks to display multiple times... once under each person who is a participant in this task. At the top may be a participant called "<None>", indicating tasks without any participants.

1. To start, click the Print button in the Project Detail Toolbar / Ribbon Bar.

   Your operating system print dialog opens.

   

2. Click the OK button.

   The Gantt Representation of Project Criteria window opens.

   

   Click here for more information on the options available.

3. Review and select the appropriate options. When complete, click the Next button.

   

   The Title tab opens. Click here for an explanation of this tab.

4. Click the Done button.

   This generates the selected report and opens the Finished Report window.

   

   Click here for more information on the Finished Reports window.

Graph view is not currently available

You can drag either groups or tasks inside other groups in order to further indent them. You can also drag a group or task to a different level within the outline.

	In this case, we are dragging the Dress rehearsal 1 task inside the Rehearsals group. Notice the arrow on the left side of the bar. It indicates that this dragged item will be dragged inside the group under which it has been dropped. If you attempt to drag inside a task instead of a group, the drag is simply ignored because it is inappropriate.
	In this example, we are going to move the Dress Rehersal Tasks from the Dress Rehersal Group to the Rehersals Group by clicking and dragging. In the image the task to be moved has been highlighted and "dragged" to the line of the appropriate spot. Note the line looks like
	Notice the lack of an arrow on the left side of the bar. This indicates that this dragged item will be dragged just below the task (or group) under which it has been dropped. The order things are dragged into is maintained the next time you reopen the project.
	In this picture, the Group Light Rehersals is part of the rehersals group
	We Click and Drag until we see
	When we let go of the button, the Group is no longer part of the Rehersals Group, but is at the same level.

Editing the name of a task or a group of tasks and their starting or ending dates is simple in the treelist.

In the treelist, you can edit the name of a task and the Start On and End On dates, by clicking on what you want to change, make the change and press Return.

When a line is selected in the treelist, you can go into Quick Add mode by pressing Return. This will display a dialog box allowing you to just enter a task description. It will create a new task at that same level in the outline and save just enough task information to serve as a placeholder in the project. Later you can go back and enter the rest of the task information. This will help you quickly put together the list of the tasks required for your project.

You can add and remove columns in the treelist, change the order, and alter the text displayed at the top of each column by right-clicking on the treelist header area.

The first column cannot be moved and cannot be removed. Other selections are:

• Move Column Right - moves the selected column to the right.
• Move Column Left - moves the selected column to the left.
• Add Column - the selection brings up a flyout of available columns that are not currently displayed. Selection one will add it to the Treelist display.
• Remove Column - displays a listing of the columns currently being displayed. Selecting one will remove it from the Treelist display.
• Rename Column - allows you to change the text in the header area of the selected column.

To add a relationship, you would perform the following steps:

1. Click on one task and drag from one task to another.

   

   You will see a "string" that connects the two tasks. The Select Relationships Between Two Tasks window opens.

   

2. Make your selection by clicking on the appropriate button:

   - Start to Start - Ties the starting time of the two tasks together.

   - Finish to Finish - Ties the end time of the two tasks together.

   - Start to Finish - Ties the end time of one task to the starting time of the second.

3. If required, you can select a time delay for the relationship. Enter a number and/or select the appropriate time period for the drop down list.

   

4. When your relationship is set up click the Create button.

With any items in this window, as soon as you leave a field or make a selection the information is saved and the screen is updated and saved for the task.

In this window you can change:

Label	The Label given to the Task.
Start Date	The starting date/time for the task. Enter the date and time or click on the Calendar button to make any change.
End Date	The starting date/time for the task. Enter the date and time or click on the Calendar button to make any change.
Duration	The duration of the task in the format 4w 3d 2h 1m. Adjusts as the starting or ending dates and times are changed.
% Complete	Indicates the amount of the task that is complete (as entered here or in the task window).
Text Colour	The colour of the text that displays on the task bar in this window. Click the colour box to change the colour.
Task Colour	>The Colour of the task bar displayed in this window. Click the colour box to change the colour.

This is the same subwindow used in the Task Detail window. You can attach people to the task and set other information appropriate for the participants in the task.

With any items in this window, as soon as you leave a field or make a selection the information is saved and the screen is updated.

Click here for complete information on this window and its funtions.

This is the same subwindow used in the Task Detail window. You can attach resources to the task and set other information appropriate for the resources in the task.

With any items in this window, as soon as you leave a field or make a selection the information is saved and the screen is updated.

Click here for complete information on this window and its funtions.

The Volunteers tab displays volunteers for the currently selected task.

Parts of the Volunteers Tab

	Click the New button to add a volunteer to the task. Click here for information on adding a volunteer.
	Opens the Activity history window for the selected volunteer. Click here for more information on Activity History.
	Clicking the Delete button, deletes the selected volunteer history record.
	Opens the Volunteer History record for the selected volunteer. Click here for more information on the Volunteer History Window.

In this tab, you can add new or delete volunteers, and view the volunteer record.

This window shows you the relationships between different tasks. In this tab, you can only edit or delete relationships, you cannot add them.

This window displays the types of relationships available between tasks. You can select which type and indicate any delays.

If you select Start to Start, the starting time of one task is tied to the starting time of the other. In other words the starting time of the second task cannot start any earlier than the starting time of the first task.

You can also implement a delay such that a certain number of days, hours, or minutes must elapse before the second task begins.

If you select Finish to Finish, the ending time of one task is tied to the ending time of the other. In other words the ending time of the second task cannot start any earlier than the ending time of the first task.

If you select Finish to Start, the starting time of one task is tied to the ending time of the other. In other words the starting time of the second task cannot start any earlier than the ending time of the first task.

Once these relationships have been set up, as you drag one task or the other in the Gantt chart, the same temporal (time-based) relations are maintained. Moving or changing starting or ending dates of one task may move or change dates on another task, based on the relationships you have set up.

A task can have relationships set up between any number of other tasks, but there can only be one relationship between any two given tasks.

With any items in this window, as soon as you leave a field or make a selection the information is saved and the screen is updated.

At this time, you can only have a single suspension of a task. If you need more than that, break the task down into multiple tasks.

To add a suspension to a task, you perform the following steps:

1. Open the project by selecting it from the Project list. Then, in the Project window, click the Gantt

   button.

   

2. In the Gantt Chart, highlight the task to be split. Use the right click context menu selection split or click the Split button on the toolbar / ribbon bar.

   The edit details screen opens to the suspension tab.

   

   The task information containing the details for the suspension is displayed on the left.

3. Make any adjustments.

   They are automatically reflected in the Gantt Chart and the date ranges on the left.

You can edit a suspension by editing the date/time for the starting or ending of the suspension or by clicking on the calendar and making your selection. You cannot enter dates/times outside the boundaries of the task itself.

Once a suspension has been created, you can drag the bounds of the suspension from within the Gantt chart.

With any items in this window, as soon as you leave a field or make a selection the information is saved and the screen is updated.

Delete the Suspension

To delete a suspension, you perform the following steps:

1. Open the Gantt Chart and click on the suspension you want to delete.

   

   The Detail Editing subwindow opens to the suspension.

2. Click the Remove button.

   A confirmation dialog opens.

   

3. Click Yes to remiove the suspension.

   

Graphing is not yet available.

To Add a New Group, you perform the following steps:

1. In the Projects window, click the New button.

   

   In the example shown, I want to insert the New Group, after the group Rehersals.

   

2. In the New flyout, click Group .

   The Group Name Dialog opens.

Enter the name of your new group and click OK.



New Group is now a sub-group of rehersals. It needs to be at the same level as Rehersals.

3. You click and drag to right under the group Rehersals and you see the same ended line , then let go.

   

   Your new group has been added.

To Add a New Task, you perform the following steps:

1. In the Projects window, click the New button.

   

   In the example shown, I want to insert a New Task in the group New Group.

2. In the New flyout, click Group .

   The Group New Task window opens.

   

   Click here to go to the Add New Task page.

Functions

Preferences	Hide / Show Toolbar - Toggles the Project window toolbar / ribbon bar Hide Toolbar / Show Toolbar - Toggles between displaying and hding the Calendar window toolbar. Hide Text / Show Text - Toggles between showing and hiding the text underneth the icons in the Calendar window toolbar. Small Icons / Normal Icons - Toggles between showing large or small icons in the Calendar window toolbar Retore Window Defaults - If you have moved any of the columns or changed the menu set up, Restore Defaults removes all your changes Set View - Not yet available
New Group	Groups are used to assemble tasks together. Click this Item to add a new group.
Add Task	Tasks are the activities for your project. Click here for more information on adding tasks.
Edit Task	Opens the Task Detail window of the selected task for edititng. Click here for more information on editing tasks.
Delete Task	Deletes the selected task.
Remove Task from Project	Removes the selected task from the project, but not from the database. You can then add this task to another project.
New Project	Opens the new project inserting window. Click here for more information on setting up a new project.
Change Icon Set and Colour	Allows you to change the color of the Icon for the selected group or task.
Re-sort Group Order	Re-sorts in date order, the items in the selected group.
Re-sort Project Order	Re-sorts all items in the project, in date order within their groups
Change Date	Change date lets you change the date within the Gantt chart. Choices are: Start of Project Today End of Project To Project marker - project markers will be listed in a submenu To Start Date of Currently Selected Task

The right click context menu provides shortcuts to the most used tasks you perform in the Gantt Chart.

To view a description of all of the functions of the left side of the window - Tree List context menu - click here.

Preferences	Hide / Show Toolbar - Toggles the Project window toolbar / ribbon bar Hide Toolbar / Show Toolbar - Toggles between displaying and hding the Calendar window toolbar. Hide Text / Show Text - Toggles between showing and hiding the text underneth the icons in the Calendar window toolbar. Small Icons / Normal Icons - Toggles between showing large or small icons in the Calendar window toolbar Retore Window Defaults - If you have moved any of the columns or changed the menu set up, Restore Defaults removes all your changes Set View - Not yet available
Add Task	Tasks are the activities for your project. Click here for more information on adding tasks
Edit Task	Opens the Task Detail window of the selected task for edititng.
Delete Task	Deletes the selected task.
Remove Task from Project	Removes the selected task from the project but not from the database. You can then add this task to another project.
Colour	Allows you to change the color of the Icon for this group or task
Show / Hide Detail	Hiding the detail is the same as clicking on the Normal window icon on the toolbar and hides the detail task window below the treelist and Gantt chart.
Split Mode	Split mode is the same as clicking on the Split icon on the toolbar and changes the cursor to Split mode. When in Split mode, click on a task to create a suspension at that point. Click here for more information on adding suspensions.
Edit Project Marker Ribbons	Displays a list of the current project markers, or checkpoint ribbons. These ribbons display a vertical ribbon on the Gantt chart at a given date/time and in a colour of your choosing. From the list you can add, open, duplicate, or delete a ribbon. Click here for more information on Project Marker Ribbons.
Change Date	Change date lets you change the date within the Gantt chart. Choices are: Start of Project Today End of Project To Project marker - project markers will be listed in a submenu To Start Date of Currently Selected Task

When Invoice is selected, the project is set up end-of-day processing to create transactions. You can choose Invoice from the drop down list when you add a new project, or you can choose Invoice after a project has been setup. Some rules are:

• An order number is required for billing.
• Printing an invoice estimate will cause an order to be created.
• You can associate the project to an existing order (an order can have multiple projects).

To start, you perform the following steps:

1. the project window, click the Billing drop down list and choose Invoice.

   The Change Order dialog opens.

   

2. Click the Yes button.

   The Select Patron For This Order dialog opens.

   

3. Enter the Patron number for the patron you want to attach to this order.

   You can open the Patron List window and search for the patron by clicking the button.

4. Once you have selected the Patron, click the Create Order button.

   The Order is created and you are returned to the Project window.

   Click the Accounting tab.

   

   Once the tasks have been entered, the Volunteers, Personnel and Resources assigned, the amounts entered per hour for volunteers, personnel and resources will be displayed on the Accounting tab.

   

The Actuals and Costs are calculated based on the tasks associated with the project and all the resources and volunteers assocuated with each task. This tab displays the roll up of the tasks.