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