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Test/EventKit/02-PlanningModule.md
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Test/EventKit/02-PlanningModule.md
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---
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tags:
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- eventkit
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---
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# Planning Module
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## Purpose
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Manage the full lifecycle of events — from initial [[03-CRMModule|enquiry]] through on-site execution to post-event close-out. Co-ordinates [[01-InventoryManagement|equipment]], crew, transport, and venue logistics into a single operational view.
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---
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## Core Concepts
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### Entity Hierarchy
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```mermaid
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graph TD
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Project["Project\n(e.g. Summer Tour 2026)"]
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Event["Event\n(e.g. London O2 - June 14)"]
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PullList["Pull List\n(Equipment needed)"]
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CrewAssignment["Crew Assignments"]
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Load["Load / Truck Pack"]
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Venue["Venue\n(O2 Arena)"]
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Project -->|"contains"| Event
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Event -->|"has"| PullList
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Event -->|"has"| CrewAssignment
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Event -->|"has"| Load
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Event -->|"at"| Venue
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```
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### Entity Definitions
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| Entity | Description |
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| --------------------- | ------------------------------------------------------------------------------------------------- |
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| **Project** | A group of related events (a tour, a festival with multiple stages, a recurring corporate series) |
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| **Event / Job** | The core planning unit — a single gig, show, or production with defined dates and a venue |
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| **Pull List** | The specific equipment list needed for an event, built from the product catalogue |
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| **Load / Truck Pack** | The physical shipment — what goes on which truck, weights, volumes |
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| **Crew Assignment** | Who is working the event, in what role, for what hours |
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| **Venue** | The location where the event takes place, with its own technical specifications |
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---
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## Event Lifecycle
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```mermaid
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stateDiagram-v2
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[*] --> Enquiry
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Enquiry --> Quoted : Quote sent
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Quoted --> Confirmed : Client confirms
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Quoted --> Cancelled : Client declines
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Confirmed --> Prep : Prep begins
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Prep --> LoadOut : Equipment dispatched
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LoadOut --> OnSite : Arrived at venue
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OnSite --> LoadIn : Strike complete
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LoadIn --> DePrep : Equipment returned
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DePrep --> Closed : Inspected & invoiced
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```
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### Phase Definitions
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| Phase | Key Activities |
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| -------------------- | --------------------------------------------------------------------------- |
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| **Enquiry** | Initial client request received, feasibility & availability check |
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| **Quoted** | Equipment list + pricing + crew costs + transport costs sent to client |
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| **Confirmed** | Client accepted — stock reserved, crew booked, transport arranged |
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| **Prep** | Equipment pulled from warehouse, tested, cases packed, prep notes generated |
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| **Load-Out** | Equipment dispatched — truck pack list signed off, driver assigned |
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| **On-Site** | Setup → show → strike. On-site issue tracking, additional requests |
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| **Load-In (Return)** | Equipment returns to warehouse |
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| **De-Prep** | Return inspection, damage reporting, cleaning, re-shelving |
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| **Closed** | Final invoicing, profit/loss analysis, post-event review notes |
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| **Cancelled** | Event cancelled — reserved stock released, cancellation fees applied |
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> **Event phases are customisable per event type.** The phases above are provided as defaults. Admins can define custom phase workflows for different event categories.
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---
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## Feature Breakdown
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### Event / Job Management
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| Feature | Description |
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| --------------------- | ----------------------------------------------------------------------------------------------------------------- |
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| Event creation | Dates (setup, show, strike), venue link, client link (→ CRM) |
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| Multi-day events | Events spanning multiple days with per-day schedules |
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| Multi-venue events | Festivals or events with multiple stages/spaces |
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| Project grouping | Group related events under a project (tours, recurring shows). Simple grouping for MVP, full project entity later |
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| Event status workflow | Progress through customisable lifecycle phases with validation rules |
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| Event templates | Save and reuse event configurations for recurring job types |
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| Event duplication | Clone an event as a starting point for a similar job |
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| Recurring events | Template-based auto-generation + clone previous event |
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| Internal notes | Free-text notes, checklists, and file attachments per event |
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| Event tags | Categorise events (corporate, festival, wedding, concert, etc.) |
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### Pull Lists / Equipment Planning
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| Feature | Description |
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| ---------------------- | ------------------------------------------------------------------------------------------------------------- |
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| Build from catalogue | Add products/kits from the inventory catalogue to the pull list |
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| Kit/set expansion | Adding a kit auto-adds all component products. User chooses: all-or-nothing (default) or individually tracked |
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| Availability check | Real-time check against inventory — green/amber/red indicators |
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| Conflict detection | Alert if requested equipment is already booked elsewhere |
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| Shortage handling | When stock is short, suggest sub-hire or alternative products |
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| Quantity management | Request quantities by product, system allocates specific assets |
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| Weight & volume totals | Auto-calculate total weight and volume for transport planning |
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| Pull list printing | Printable pull list for warehouse prep team |
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| Pull list versioning | Track changes to the pull list over time |
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| Category grouping | Group pull list items by category (audio, lighting, video, staging) |
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### Crew Planning
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| Feature | Description |
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| ----------------------- | ------------------------------------------------------------------------ |
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| Crew database | Profiles with skills, certifications, contact details, rates |
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| Availability calendar | Per-crew-member availability with blocked/booked dates |
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| Role-based assignment | Assign crew by role: sound engineer, lighting tech, rigger, driver, etc. |
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| Skill matching | Filter available crew by required skills/certifications |
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| Crew costs per event | Track day rates, overtime, expenses per crew member per event |
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| Shift scheduling | Define shift start/end times per crew member per event day |
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| Crew notifications | Notify assigned crew via email / push with event details |
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| Freelancer vs. in-house | Distinguish between employed staff and freelance contractors |
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| Timesheet capture | Record actual hours worked for payroll/invoicing |
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#### Crew Portal
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Crew members can log in (web or mobile app) to:
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| Feature | Description |
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| ----------------------- | ------------------------------------------- |
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| View assigned events | See all upcoming events they're assigned to |
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| Confirm availability | Accept or decline event assignments |
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| View event details | Access schedule, venue info, and call times |
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| Update personal profile | Skills, certifications, contact details |
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### Transport & Logistics
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| Feature | Description |
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| ----------------- | ------------------------------------------------------------------ |
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| Vehicle fleet | Manage owned/hired vans and trucks with capacities |
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| Truck pack lists | Define what goes on which vehicle, with weight/volume calculations |
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| Weight limits | Warn when truck pack exceeds vehicle capacity |
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| Driver assignment | Assign drivers with licence validation |
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| Route planning | Basic route info or integration with mapping services |
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| Dispatch tracking | Track when vehicles leave warehouse and arrive at venue |
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| Return tracking | Track when vehicles return from venue |
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#### Transport Roadmap
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| Phase | Features |
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| ---------------- | --------------------------------------------------------------- |
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| **MVP** | Assign vehicles to events, simple load lists |
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| **Intermediate** | Weight/volume calculations, truck pack lists, capacity warnings |
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| **Advanced** | Route optimisation, multi-stop planning, fuel tracking |
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### Venue Management
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| Feature | Description |
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| ---------------- | ---------------------------------------------------------------- |
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| Venue database | Venues with addresses, contacts, and technical specifications |
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| Technical specs | Power supply details, rigging points, dimensions, load-in access |
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| Site plans | Attach CAD files, PDFs, or images of venue layouts |
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| Technical riders | Store standard technical requirements per venue |
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| Venue contacts | Key contacts: production manager, venue technician, security |
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| Blackout dates | Track dates when a venue is unavailable |
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| Venue history | See all past events at a venue with notes |
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> **Venue federation** is planned but will start as local-only. In a future phase, instances will be able to share venue specs across the network via [[04-FederationArchitecture|federation]].
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### Calendar Integration
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| Feature | Phase | Description |
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| ------------------------- | ------ | -------------------------------------------------- |
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| **CalDAV sync** | MVP | Generic calendar sync for crew and event schedules |
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| **iCal export** | MVP | Export events and crew schedules as `.ics` files |
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| **Google Calendar sync** | Future | Bidirectional sync with Google Calendar |
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| **Outlook/Exchange sync** | Future | Bidirectional sync with Microsoft 365 |
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### Timeline & Scheduling
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| Feature | Description |
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| --------------------- | -------------------------------------------------------------------------------- |
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| Gantt-style timeline | Visual timeline of events with setup/show/strike phases |
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| Per-event schedule | Detailed schedule: load-in time, setup, rehearsal, doors, show, strike, load-out |
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| Milestone tracking | Key milestones with due dates and notification |
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| Dependency management | Task B can't start until Task A completes |
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| Recurring schedules | For events with repeating structures |
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### Calendar Views
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| View | Description |
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| ---------------------- | ----------------------------------------------------------------- |
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| Company event calendar | All events across the company, filterable by type/client/crew |
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| Equipment availability | Heatmap calendar showing utilisation density per product/category |
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| Crew availability | Who is available on which dates |
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| Warehouse calendar | Scheduled load-outs and load-ins per day |
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| Vehicle calendar | Vehicle booking and availability |
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### Reporting
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| Report | Description |
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| ----------------------- | ------------------------------------------------------------ |
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| Events per period | Count and breakdown of events by week/month/quarter |
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| Revenue per event | Total revenue and margin per event |
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| Revenue per client | Client ranking by revenue |
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| Crew utilisation | Percentage of available days booked per crew member |
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| Vehicle utilisation | Percentage of available days booked per vehicle |
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| Profitability per event | Revenue minus equipment, crew, transport, and sub-hire costs |
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| On-time performance | Load-out and load-in schedule adherence |
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---
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## Related Documentation
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- [[00-SystemOverview]] — High-level system overview
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- [[01-InventoryManagement]] — Equipment data consumed by pull lists
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- [[03-CRMModule]] — Client data and pipeline feed into event creation
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- [[06-ModuleIntegration]] — How planning connects to inventory and CRM
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