Schedule, team and hours tracking

What this feature is for

The schedule organizes the load-in, operation, and load-out periods. Hours tracking reconciles the scheduled times with the actual hours worked by each technician.

Where to find it

• Preparation → Timing → Preparation for stages and their duration.
• Preparation → Staff → HR & legal → Hours for scheduled, actual, and remaining hours of the current event.
• Dashboard → Per-project view for the same follow-up across every show you are attached to — each person only sees the shows listed in their own session, according to their access.

The Staff → HR & legal module gathers the event's whole HR side in five sub-tabs: People & contracts (contract sheets, signature, approval), Tracking & pay (contracts, generation and monthly follow-up), Contract templates (organization and event templates), Files & certifications (administrative documents and staff certifications, linked to each person's CV) and Hours (scheduled and actual hours follow-up). Hours and pay entered here feed the operation's budget: a direct link opens the Budget area.

Each People & contracts sheet starts as one expandable row showing name, approval status, completeness, signature and alerts (missing attachment or expired certification). On wider screens, type, dates and total cost complete the summary. Expand the row to access all fields, signature actions and notes; folding it preserves drafts.

In Tracking & pay, billing, personal contracts, document generation, signature tracking, monthly follow-up and payslips expand separately. Person rows keep signature states visible; monthly follow-up also uses expandable months. Folding sections preserves drafts.

Steps

1. In Timing → Preparation, check the dates and blocks proposed for Load-in, Show, and Load-out.
2. Add or modify a stage by indicating its start, end, stage location, and the people involved.
3. When a person is added to the team with a date, a presence block from 9:00 AM to 6:00 PM can be created automatically. Adjust it to reflect reality.
4. In Staff → HR & legal → Hours, consult the scheduled hours calculated from the blocks linked to the person.
5. Add actual hours day by day, with a note if necessary.
6. Check the remaining hours: they correspond to the scheduled hours minus the actual hours.
7. Use the CSV export to transmit or check the report.

Crew meals: in a phase window, next to each team's headcount, tick Breakfast, Lunch and/or Dinner if the team eats at catering. The day's presence card then shows "Meals today: Breakfast N · Lunch N · Dinner N". A team present in several phases on the same day is counted once (highest headcount).

What happens next

Scheduled hours can pre-fill the contract generator. Actual hours remain a separate entry: they do not move the schedule blocks. A negative remaining value indicates that actual hours exceed the forecast.

Who can take action

Production management and individuals with project management access can modify the schedule and enter hours. A technician can view their information according to their access rights.

Common issues

• No hours scheduled: verify that the block correctly contains the person, their supervisor, or the presence marker created for them.
• Hours do not match: check the dates, start and end times, as well as blocks spanning multiple days.
• A person appears twice: use the same team profile instead of creating a second person with a slightly different name.

FAQ

Do actual hours automatically modify the signed contract?

No. They are used for tracking and pre-filling. An already signed contract remains a fixed document; any correction must follow the appropriate contractual process.

Does the schedule trigger cues?

No. The schedule prepares the timings. The GO always remains manual.