The latest improvements to Prospero

Set No Access Event Fields

Planning productions for a busy organization often means creating a schedule full of information that will be relevant for different people to view or edit at different times. You might want your team to see that a performance date is held without revealing the cast, or release a rehearsal schedule while keeping the project name a secret. You can now keep individual event details hidden from specific users by setting certain event fields to No Access in a member's permissions, either across your whole organization or for specific projects.

To remove a user’s access to an event field, go to Settings > Members > … > Edit Permissions and scroll down to Event Permissions. Select the project whose events you want to affect, or Default if you want it to apply to all events this person sees. Selecting No Access for a field means that team member won’t be able to see the field in the event info anywhere. Click Save to apply changes. Hidden details never reach that user's device and are left out of everything they share, including email notifications, view links, synced Google Calendar and Outlook events, and booking portals. Event times always stay visible, so everyone can still see when an event is happening.

Booking Title Templates

When students are booking practice rooms all week long, a calendar full of creative titles like "practice!!" and "Sam's room" can make triage harder than it needs to be. You can now give bookers a set list of titles to choose from, so requests are named consistently and are easy to scan.

In a booking portal's Booking Form tab, go past Contact fields to Event fields and click the Aa icon to the left of the Title field. Choose open text, a list of options, or options plus a custom title. These form fields can include the booker's name, space name, space + venue name, name of the onsite contact, and chosen event type. So "{{ booker_name }} - Reservation" becomes "Jane Smith - Reservation" on your calendar, and “{{ booker_name }} - {{ space_name }}” becomes “Jane Smith - Studio A”.

Remove End Times in Month Layout

When looking at a whole month in your calendar, sometimes less is more. Month layout now lets you display only the start time, just like week and day layouts already do.

To show or hide end times, open the Format menu in month layout and toggle End Time on or off. Turn it off for a cleaner programming overview, or on when you need more detail.

Space Configurations

The same room can be used in many different ways: a classroom layout for a morning workshop, a U-shape for a staff meeting, or a podium stage for an evening reading. Each setup may seat a different number of people and may require different items or equipment to put together.

You can now save each layout as a Space Configuration. Open a space in the location editor to add multiple configurations, each with its own name, description, photos, capacity, and the items required to assemble it. Configurations then appear on the space's profile page, so your team always knows what each setup looks like and what it takes.

Keep an eye out: we'll be bringing configurations into bookings soon. 👀

Affected Events Warning when Deleting Resources

Deleting an existing location, person, or group can ripple across dozens of events on your calendar. Until now, there was no easy way to see how far this kind of change would reach before you made it. Now you can see the full scope before removing a resource.

Whenever deleting a resource changes existing, unarchived events, Prospero now shows you how many events will be affected and asks you to confirm before deleting. If the number is bigger than you expected, simply cancel and take a closer look.

Customer Pages

When a familiar organization reaches out about their next rental, it’s helpful to have their full history in front of you: what they've booked, what you've quoted, what you've invoiced, and who to contact. Customer pages now bring it all together in one place, so you no longer have to piece customer information together from separate screens.

Open any customer from the Customers tab to find four tabs: Overview, Contacts, Bookings, and Offers & Invoices. The Overview tab includes key details like company information and total accepted offer and paid invoice totals. Company contacts and their info are listed under the Contacts tab. All of the customer’s past and upcoming approved bookings are listed under the Bookings tab. Offers and Invoices are all listed and can be filtered by status under their respective tab.

Multiple Location Photos

When booking a space, two (or more) pictures are better than one. A floor plan, a fisheye photo, or an extra angle of the stage can help a booker get a better idea of the space they are reserving. You can now upload multiple photos of your venues and spaces, with one promoted as the cover photo.

Add photos in the location editor, where you can choose which one appears as the cover. In booking portals, bookers can browse the full set and click any image to open it fullscreen at its native aspect ratio, so floor plans and detail shots stay readable.

Unavailable Hours Hidden in Portals

If a studio is only bookable weekdays from 9am to 8pm, a booker shouldn't be able to draw a request at 7am and then wait to be denied. Unavailable hours are now hidden in your booking portals, so the Booking Calendar shows only the times each space can actually be booked.

Bookable hours now also appear in the booking form, just beneath each space's name and image, reflecting the hours for the day being requested. Set a space's hours on the Spaces tab of any booking portal.

Booking Buffers

Back-to-back bookings leave no room to reset a space. If a rehearsal ends at 10am and a renter books the same studio at 10am, your crew has no time to strike, clean, or turn the room over. You can now require a buffer before and after existing events for each space in a booking portal. By setting a 15-minute buffer, bookers requesting time ahead of that 10am event can only book up to 9:45am.

To set a booking buffer, go to the Spaces tab in a booking portal and click into a space to edit its settings. Above the space’s hours, you can select a buffer time to prevent bookings immediately before or after existing events or requests. Choose from 5-minute increments from 5 minutes to 1 and 2 hours.

Auto-Approval for Bookings

Not every request needs your review. If a practice room is free, it's free, and working through those requests one by one isn’t always necessary. Turn on auto-approval for a booking portal, and requests made without conflicts are approved the moment they come in. Change requests are handled the same way. Anything that actually conflicts with an existing event still lands in your queue for triage.

On a portal’s Configuration tab, scroll down to the bottom of the page and toggle whether bookings with no conflicts can be auto-approved or still require manual review (not auto-approved).

Field-Level Event Permissions

Not everyone on your team needs to see or change every detail on an event. A stage manager might own call times while the scene shop manager might handle inventory assignment, and a guest director may need to read casting notes without editing them. You can now set read and edit access to event details field by field, so the right people see the right information and nothing more.

In Settings under a member’s Permissions panel, go to the Events section and click the Pencil icon next to Default to choose Read or Edit access for individual event fields across all events, or click the Pencil icon next to a specific project to change the event field access settings for a single project’s events. Click Save to apply the setting to that user.

User Role Based Permissions

Running a season can take a lot of hands in Prospero: production managers, scheduling coordinators, front-of-house, guest artists. Before, each user’s permissions needed to be set individually when an account was created. Now you can create User Roles with preset permissions that define exactly what each role can see and do. Every user is assigned a role, and their permissions are set automatically. Need an exception for one person? You can override any permission at the individual user level without changing the whole role.

To create role-based permissions, go to Members in settings. Scroll down to the bottom of the page and click Create Role. Select the permissions the new role will be able to access. Once saved, a user can be assigned to the role and immediately inherit the role’s permissions.

Bulk Edit Event Details

When you're setting up a run of shows or rehearsals, the same note often needs to land on every event, whether it's a call time, a location, or a reminder for the crew. Before, you could only edit event details one event at a time. Now you can update the Details field across as many events as you like in a single bulk edit. Both Details and Admin Notes are also full rich-text editors when bulk editing, so shared information can be formatted exactly the way you want.

To edit several events’ details at once, Ctrl/Cmd + Click on the event or select all visible events with Ctrl/Cmd + A and click Edit or Ctrl/Cmd + E. Select Change Event Details to type a details note for every selected event. Note that any existing details are overwritten with the new bulk-edited details.

Change View Owner

Views sometimes outlive the person who created them. When a coordinator changes roles or hands off a schedule, their carefully built views used to stay stuck under their name. Now you can easily pass a view to a teammate in settings.

To change a view’s owner, open the Update View modal and pick a new admin from the Owner field. Shared links continue to work without interruption, and the view now shows events based on the new owner's access.

Group Email Shortcuts

Sending event notifications to a large cast or crew used to require adding email addresses one by one. Now, you can type a group name directly into any email modal to add every member's email address at once. Whether you're notifying the full orchestra of a schedule change or sharing a view link with your production team, what once took a dozen clicks now takes one.

Persistent View Selection

If you've ever refreshed the calendar page only to find yourself back at the default calendar, this one's for you. Prospero now remembers your selected view after refreshing, so you can pick up right where you left off.

Favorite Views

If your organization has dozens of views, your sidebar can get crowded fast, and finding the one you need takes an extra moment. Now, you can favorite the views you use most from the Views page, and only your favorites will appear in the sidebar.

Favorites are personal to each user, so everyone sees the sidebar that works best for them. Reorder your favorite views via drag-and-drop.

Personal Views

Until now, every view you created was visible to your entire organization. That's great for shared schedules, but not ideal when you want a personal view just for your own workflow. Views are now private by default, visible only to the user who created them. When you're ready to share a view with your team, open Update View and save it as an organization view.

Faster Inventory Page

For organizations with large inventories, the Inventory page could feel sluggish, especially on older hardware or mobile devices. We've made the page significantly faster across the board. The page loads quicker, search results appear instantly, and the collection editor is smoother and more responsive.

Views Page

Your saved calendar views now have a dedicated home. The new Views page gives you a single place to browse and sort all of your views, instead of scrolling through the sidebar to find the one you need. Search and sort views by name or by creation date. Quickly copy a view link, open a view in a new tab, edit view details, or delete a view from this menu. Keep an eye out for improvements to this page coming soon!

Live Event Dragging

Dragging events in the week or day layout now updates the start and end times in real time as you move. You can see exactly where an event will land before you let go. Press Esc to cancel, or simply drop the event to save.

PDF Export Performance Improvements

Calendar PDF exports are now significantly faster, so you can quickly pull a PDF of the schedule right before a production meeting or when you're pulling together materials for a venue walkthrough. A progress indicator below the generator keeps you updated in real time.

The speed improvement applies across calendar layouts and is particularly noticeable in List layout. From the calendar, click … > Export to PDF, configure your options as usual, and click Download.

Rentals

Today, we’re introducing Rentals: all the tools you need to bring the full venue & equipment rental lifecycle into Prospero. For a deeper dive, check out our introductory blog post.

Bookers submit requests through your booking portal, which now supports multi-event and multi-location rentals, inventory shopping carts, and consumables like catering supplies. Once a request comes in, Triage Mode lets you check live calendar availability, add a customer and contact, and approve or deny the booking.

When it's time to send pricing, Prospero auto-generates a cost estimate from your configured rate cards with a single click. The Offer and Invoice builders let you adjust line items, apply discounts, add taxes, and send a PDF to the renter directly from the app. Templates let you standardize branding and terms across documents.

All documents are accessible from the new Offers and Invoices tabs in the sidebar, with status filters and search to track what's in flight.

We have a lot planned for rentals, from time-saving automation to richer booking pages for renters to cut down on back-and-forth. Stay tuned for more!

In-App Bulk Import

You can now upload existing schedules as CSVs, directly in the app. Perfect for bringing your existing schedules into Prospero during initial setup, or uploading large datasets after season planning.

In the Calendar's … menu, click Bulk Import to open the import flow. Upload your CSV and Prospero will validate the file, fuzzy-match your resource names (locations, roles, and items) against your existing setup, and show you a full preview of the events before anything is created. Fix any mismatches inline, confirm the preview, and your events land on the calendar.

View Link Passwords

You can now password-protect your view links so sensitive schedules can stay private, regardless of who has access to the link. To add a password, go to Update View from a saved view and set the authorization to Password. You can then set a password to distribute to viewers, giving them access to the protected link.

Calendar Keyboard Shortcuts

Navigate your calendar faster than ever before with new hotkeys. Quickly switch between month, week, day, and list layouts using M, W, D, and L. Use J and K to move forward and backward in the calendar in your chosen layout.

Event Right-Click Menu

Manage events quicker with new right-click context menu. This menu puts the actions you use most where you expect them, cutting down clicks and helping you make updates in seconds.

Right-click any event to instantly expand, duplicate, edit, delete, move, or share it without opening the event editor.

Inventory Booking Improvements

When bookers request equipment, it’s important to give them the right options up front to reduce follow-up questions and keeps bookings moving. You can now add multiple inventory fields to booking forms, allowing you to present curated groups of items based on what makes the most sense for your workflow. Make available all the items within a selected space, an entire venue, your full organization, or narrow the list to items with a specific tag.

We’ve also introduced inventory tag filtering in the Inventory tab, making it faster for admins to locate exactly what they need and keep resources organized behind the scenes.

View Help & Permissions

View links now include a (?) button that end-users can tap to access resources from our team on making the most of their view link. These resources include a new video tutorial created by Naomi, as well as help articles on How to Read and Navigate Your Prospero Calendar View Link and Understanding Calendar Icons and Formatting.

You can now also set permissions for admin users to adjust their access level to Views, from No Access to Delete. You can adjust your admins’ permissions via Settings > Members > … > Edit Permissions > Resources.

Multi-Event Bookings

Not every event is a single-day affair— workshops, rehearsal blocks, multi-day conferences, and recurring classes often require multiple spaces across different dates. Bookers can now submit multi-event booking requests, allowing them to reserve multiple spaces and times in one streamlined workflow. The booking experience concludes with a clean summary page where clients can review their full request after submitting and request booking changes.

Bookers are automatically notified if admin change, approve, or deny any part of their request. Prefer to keep things simple? Single-event bookings are still fully supported alongside this new, more flexible option.

Triage Mode

When a new booking request comes in, the first question is “How does this fit in the schedule?” Triage Mode gives you the context you need to answer that instantly. When you click Triage from a pending booking, you’ll enter a dedicated calendar view designed specifically for evaluating requests against your existing events.

Requested events are displayed on the side for quick reference. Simply hover over any request to highlight it directly on the calendar, allowing you to compare availability, spot conflicts, and understand how the booking fits into your broader schedule without switching screens.

Item Shopping Cart

Inventory fields in booking forms now present a familiar e-commerce style shopping cart interface for bookers to select the items they’d like to include in their booking. Clicking on an item in the catalogue expands the card to display the item’s details.

Custom Single-Select Booking Form Fields

Make your booking forms clearer and more effective with customizable single-select fields. You can now add dropdown-style fields to booking portals, allowing bookers to choose from a predefined list of options. Whether you want to know the event type, a headcount range, or specific department for internal requests, single-select fields reduce ambiguity for bookers and admin, make incoming requests easier to triage.

To add a drop-down, single-select field to the booking form, go the the Booking Form Tab in a booking portal editor. Add a new field and choose Select One as the field type. You can then edit the options available to select. Once added to a booking form, single-select responses will appear in the booking details and on the calendar.

Booking Details in Calendar

Booking details are now front and center when you click on an event. Event pop-ups that open when clicking on bookings now display all information collected through the booking form beyond basic fields like location, project, and items. This gives you immediate visibility into critical details like contact info, event requirements, and booker notes.

Booking fields are also visible when expanded directly within the event editor, making it easier to review, edit, and act on submitted information in one place. Double-click bookings on the calendar to open the editor and click the expand arrow next to the booker’s name at the top of the editor to view all booking details.

Multi-Location Bookings

Bookers can now request multiple locations in a single booking, allowing for more flexibility when events span several rooms, studios, or venues. Whether a production uses one space for rehearsal and another for makeup and costumes, or a workshop runs simultaneously across breakout rooms, capture the full footprint of an event without having to create multiple requests.

To allow for multi-location bookings in a specific portal, go to Booking Portals > Edit Your Portal > Configuration > Multi-location Bookings. Select to allow bookings to include multiple spaces. Bookers will then be able to select multiple locations for the same time when creating a booking request.

European Date Format

European teams can now view their calendars with DD/MM/YYYY date formatting. Use European date formatting across calendar layouts, shared calendar views, and booking workflows to schedule intuitively on both sides of the Atlantic 🌎

To toggle the date format, go to Settings > Organization > Date Format.

Inventory page tag filters

Quickly find the right piece of gear, prop, or costume with Item Tags, a new way to organize and search your inventory items in Prospero. Whether you’re sorting through sound equipment, set pieces, or wardrobe items, tags make it easy to categorize and locate what you need. Create tags for themes, departments, or item types to streamline prep for any event.

You can create item tags in the Tags tab (right alongside event tags). When creating a new tag, select for it to be allowed on Items instead of Events. These tags are for inventory only and can’t be added to events or used to filter events in the calendar. Once an item is tagged, you can filter by tag directly from the Inventory page to help you quickly pull up every “mic,” “chair,” or “costume” in stock.

Event Archival

Over time, thousands of past events can slow down your calendar. Event Archiving keeps Prospero fast and efficient by automatically removing older events from the initial load, without losing your history. Archived events don’t appear on shared links or synced calendars, but you can load them anytime and even duplicate them to use as templates for future projects.

Prospero auto-archives events nightly based on your chosen threshold. To adjust how far back events are kept “live,” head to Settings → Overview → Archival. Load archived events at any time by clicking the Load Archive button prompted when in an archived time period, or click the three-dots menu in the calendar and select Load Archive to load events from the visible time frame.

View Visibility Settings

Whether you’re sharing schedules with students, guest artists, or external partners, you can now tailor exactly what information appears. Protect sensitive details while keeping everyone informed.

Set granular visibility settings for each view to decide what viewers see. Hide people to protect student privacy, toggle file visibility to share event documents, or remove tags if they’re only used for internal filtering.

You can configure visibility when creating a new view, or update existing settings by selecting a view in the sidebar and clicking Update View → Visibility.

Day & Week Export to PDF

You can now use Prospero’s full export bay for Day and Week calendar layouts, just like you can with List layout. Whether you’re prepping a daily rehearsal schedule for the cast or a weekly overview for your crew, you can generate clean, professional printouts in seconds.

Similar to the other layouts, you can export a schedule to PDF by clicking the three-dots menu in your desired calendar layout and selecting Export to PDF. Adjust the orientation, page size, displayed title, schedule notes, brand image, and choose to display a watermark, date and time, or applied filters. In day and week layouts, you can also customize the visible hours to adjust when the schedule starts and ends.

Customers

As your bookings grow in number, you’ll start to see familiar names crop up (that means you’re doing a good job!).

With customers and contacts, you can assign those familiar names to your bookings and keep track of your recurring bookers. When triaging a booking or editing an existing booking, a new Customer field appears below the time information. Adding a customer exposes the Contact field.

You can manage your customers and contacts in the new Customers tab. Click on a customer row to open the overview page, where you can manage the customer’s contacts.

Look out: we’ve got some significant improvements planned for your rental workflows over the coming months. 👀

Item Tags

Whether you’re looking for a list of every upholstered armchair in your warehouse when designing a set or frantically searching for that last-minute mic replacement, quickly searching your inventory is key. To help you find what you need faster, we’re introducing tags on items.

You can now elect to make tags for events or items. Tags will only appear in dropdowns on their appropriate resource (no “Microphone” tag on events). Just like events, you can add as many tags to items as you want.

Comments Sidebar

Looking for a full overview of every TODO in your calendar? Prospero’s new comments sidebar gives you insight into every unresolved comment on your events.

Hovering over a comment highlights its event on the calendar. Compare availability visually, make any needed edits, and resolve the comment - all without switching pages. Complete context is at your fingertips so you can take immediate action.

@ Mentions

Sometimes, you really need to make sure that person sees your comment (this sentence definitely wasn’t directed at any specific individual…). Just type @ in the comment editor and tag another user to make sure they get a notification about your comment.

Resolved Comments

Resolve comments to track completed tasks and stay on top of your operations.

Comments can now be resolved, removing them from your feed. Resolved comments can still be viewed by clicking the ▾ button. You can “unresolve” comments to return them to your feed.

Consumables

You can now create Consumables and attach them to your events! Consumables are a first-class resource, like Locations and Items. Customize them with colors and a symbol or image. Assign prices to automatically create line items in offers and invoices.

Adjust consumable quantities on events by directly typing a number or using the +/- buttons.

Comments

Today, we’re launching comments, a new way to collaborate on events in Prospero.

As your operations get more complex, answering the simple question “What do we need to do right now?” becomes increasingly difficult. Comments streamline that process by allowing your team to collaborate directly on the calendar and get a feed of outstanding conversations.

Notifications about comments from teammates are collected in your Inbox, where you can navigate to the relevant event with a single click. Contextual menus and keyboard shortcuts give you the power to quickly groom your notifications and use your inbox as a TODO list.

Inventory Improvements

You can now add custom ids to individual items. Use vendor ids or simple numbering schemes to match specific items to real-world objects.

Attach arbitrary files to items, like manuals or spec sheets.

Item QR Codes

You can now download a unique QR code for each of your items! Currently, scanning an item’s QR code will take you to that item’s resource page in the admin application, where you can adjust attributes and see an asset schedule. We built flexibility directly into item QR codes so we can offer you customizable behavior in the future, like check-in/out workflows, geo-tagging, and non-admin access. Print and tag now with confidence, improve behavior in the future without re-printing!

You can use the Prospero logo or your organization’s logo in the center of your QR codes. Download as an SVG, PNG, or PDF.

This is the first of many upcoming improvements to Prospero’s inventory module. Keep your eyes peeled for a suite of improvements that unlock robust inventory management for your costume shop, props warehouse, and light & sound array.

Hold Statuses

Use Prospero’s new hold statuses to clarify the priority level for tentative events that are booked during the same times. Hold statuses are commonly used in programming and event management workflows: if a lower hold chooses to confirm their event, you can reach out to higher holds and give them a final opportunity to confirm.

Hold statuses are available as sub-statuses of the Tentative status. To give an event a hold number, assign Tentative as its status, then choose the hold number from the second dropdown.

Disable 3rd-Party Invites

You can now choose whether or not to send calendar invites when syncing events with Google Calendar or Outlook.

This setting is available in Settings > Integrations — just uncheck the box if you’d prefer to keep things quiet. Especially useful if you're syncing to both Google Calendar & Outlook, so you can prevent double invites.

Default Calendar Layout

Start your day with the calendar view that works best for you. With the new default calendar layout setting, you can now choose your preferred view — Month, Week, Day or List. Whenever you click Calendar, you'll navigate to your chosen layout.

Head over to Settings > Profile to set it once, and your choice will be remembered every time you open the app in that browser. You can make a different choice on different devices and browsers.

Resource Prices

You can now add customer-facing prices to your locations, items, and roles! You can create Price Tiers in Settings > Overview for each “tier” of pricing your organization offers. For example, “Standard” and “Non-Profit.” In location, item, and role editors, you can add a price for each tier.

Event Pages

Give individual events the spotlight with Prospero’s new event pages. Event pages come with a resource overview of the event. If the event was created via a booking, the booking tab shows you the information submitted in the booking form. You can access an event’s page by opening the event popup and clicking the Expand button in the upper-left.

Keep your eyes peeled for more improvements coming to event pages in the near future. 👀

Loading Improvements

Prospero now loads in <2s across all interfaces (admin app, view links, and portals). As a result of this improvement, events now load in a “fan-out” from the current date. In most cases, this is imperceptible. If you immediately navigate backward or forward on the calendar to dates that are not loaded yet, you will see phantom events to indicate the day is still loading.

Role Groups

You can now create role groups, comprised of roles. Just like people groups and item collections, adding a role group to an event auto-adds all of its children roles to the event.

When adding & removing roles from a group, you have the option of choosing how changes should propagate to the calendar: changing future events or leaving them as is.

Roles

You can now create roles for each of your projects. Roles can be created with or without an assigned person. When a person is later assigned to a role, any future events with that role attached will be updated with the assigned person. This is a great way to plan your season before casting; just assign the people once you’re finished casting, and your calendar will auto-update.

When hovering over a role in the event editor, the matching person will be highlighted. If the person isn’t assigned to the event, the role will display a “+” button for you to quickly add the person.

Prospero AI

Introducing Prospero AI, the world’s first production management-specialized AI model.

Just describe the event you want to schedule in natural language: “Tempest rehearsal tomorrow at 10am in Studio B.” Prospero AI will fill out the event editor for you, so all you have to do is double-check everything looks right.

Prospero AI uses the relationships you’ve built between your resources to determine what should go on the event. For example, if you schedule a rehearsal, Prospero AI will tag the event with a “Rehearsal” tag if you have one.

Prospero AI continuously analyzes your events to make more accurate predictions over time. We will be refining and expanding the capabilities of Prospero AI in the coming months - stay tuned!

Resource Pages

Clicking on a project, location, person, item, or tag takes you to a new resource page. Resource pages display properties alongside upcoming events for a quick snapshot of their schedule.

View & Calendar Updates

View links have received a makeover:

• Buttons in the header now have much larger click targets for easier navigation (especially on mobile devices).
• Information in the header has been condensed to provide more vertical space for the calendar.

Events in week and day layouts now "stick" to the top or bottom of the calendar when they scroll out of view, providing a visual hint that there are events out of view.

Booking Portals

Introducing Booking Portals - triage booking requests from artists, students, community groups, or anyone else looking to use your spaces.

Bookings are deeply integrated into Prospero. Pending requests are displayed alongside your events in the calendar so you can leverage the same powerful formatting tools you already use to visually triage bookings. You can add as many custom fields as you like to the booking form, including fields for projects, tags, and items in Prospero.

When approving a booking, you can adjust resources and other details as needed. If you schedule an event in a space that was requested, you can move the booking into a different space and the booker will receive an email with a summary of your changes.

You can customize the booking portal to give your bookers a comprehensive overview of your spaces. Use the About page to describe the intended usage & rules for the portal. The Spaces pages let you showcase photos of the space, equipment lists, and other details. The Booking Calendar displays your spaces in a split day layout, with the usual color-coding options.

Your bookers can request changes or cancellations via the Manage Booking link they receive in email notifications. Change requests must be approved by a Prospero admin.

The portal is “private by default” - personally identifiable information is never sent to the portal and as much information as possible is scrubbed before it ever reaches your booker’s device. Event titles are replaced with “Booked” (though you may opt to include the true titles).

This feature is in Open Beta while we iron out final details and squash pesky bugs. If you have any feedback or find a bug, please report it to us via the Help button in the sidebar. We have several major upgrades planned for booking portals in Q1, including support for rental bookings with rates for spaces, staff, and equipment, quotation & invoice generation, and automated workflows for notifications and approvals.

We look forward to your feedback as we expand Prospero to support more of your work in venue management!

Text Formatting

In multi-line text fields, you can now format text to your heart’s content!

You can alter the type, style, color, and background color of text. Embed links on any selection of text. Use lists (bullets, numbered, or checklists) and adjust the justification of each line. You can use the handles on the left-side of the editor to rearrange lines.

Your formatting is retained in notification emails and everywhere notes are displayed in the application, including view links.

If you’ve read this far, here’s a fun hidden feature: type a colon (:) to bring up an emoji selector. 🤪

Viewer Formatting

View links now include a stripped down version of the format menu. Viewers can adjust options like color by, the day the week starts on, project abbreviations, and zoom level. View links will always default to your saved format settings on page load.

Auto-Split

When splitting day layout, you can now elect to auto-split based on the resources of the events that day. For example, you can auto-split by location to always display columns for each location that’s in-use that day.

When auto-splitting, the column order is chosen automatically and cannot be adjusted. Columns may vary between days based on resources used.

Color By Item

You can now color-code the calendar by item. To support this feature, items now have a color property.

Performance Improvements

This week’s update includes a suite of performance optimizations for users with large amounts of data:

• If you have a large amounts of data, you’ll notice a substantial improvement to application performance. Month layout, in particular, is now just as responsive as week, day, and list.
• If you are using Prospero on lower-end hardware with a large amount of data, the browser tab should no longer freeze.
• As you create and edit data in the editors, those changes will be reflected in realtime in the area outside of the editor. If you close the editor without saving, those changes are reverted.
• When initially launching the app, a new loading screen visually indicates progress. See if you can spot all 18 time-related theatre quotes! 🔎
• Animations throughout the application are smoother.

Draft Icons

Draft events now have a draft icon next to their title throughout the app, making them easier to identify at a glance.

Export to CSV

You can now export your calendar data to CSV. We built Prospero to handle as much of your scheduling workflow as possible, but sometimes you need your data in a portable format. 🎒

Navigate to any calendar layout and apply any filters you’d like to use. Click … > Export to CSV to configure your export.

Configure which columns you’d like to export, including metadata, event data, and related data, like projects and people.

Admin Notes

You can now attach private, admin-eyes-only notes to events. Perfect for tracking sensitive information like payroll codes, instructor notes, or casting notes. Scroll down to the bottom of the event editor to add notes. Admin notes are only visible in the admin application and are never surfaced in view links or third-party synced events.

People Visibility

You can now elect to hide people in views. We built this feature specifically to keep student information private. Toggle off people visibility when creating a new view or by clicking Update View. If people visibility is off, people data is purged from view links and third-party synced events.

File Attachments

You can now upload and attach files to events. Perfect for one-sheets, rehearsal reports, or any other information you want to share with attendees. Viewers can download attached files by clicking on the file name in view links or notification emails.

Upload and attach files on the fly in the event editor. Manage your files in the new Files page, accessible via the sidebar.

We’ll be rolling out new file fields for other resources, like People and Items, in the coming weeks.

Color By

You can now color-code the calendar by Project, Location, or Tag. Use Format > Color By to select which option you prefer. Your selection is saved to your views and used in your view links. To update a view with a new color-code, select a view, choose your preferred option, then click Set as View defaults.

To support this feature, all locations now have a color property. Turn your venue into a beautiful rainbow. 🌈

All-Day Events

It’s finally arrived! You can now create true “all-day” events in Prospero! Simply toggle the all-day switch in the event editor when creating an event. Pick your dates and you’re done.

Events that cross midnight but are not all-day events will still be rendered as bars that cross days in the month layout. To help distinguish them from all-day events, the start and end times will appear at the start and end, respectively, of the event on the calendar.

Event Flags

You can now flag events. Toggle the flag switch in the event editor and click Save to apply a flag. Flags appear in all calendar layouts at the beginning of the event title.

Flags are a great way to mark events that have incomplete information and need updating. One Prospero user is using flags to indicate if an event was changed last-minute to comply with their AGMA agreement. Flags are flexible- you decide what they signify!

Search Resources

You can now search in any resource page (Inventory, Locations, etc.) to find what you’re looking for.

View Announcements

You can now add announcements to views. Announcements are a great way to communicate media presence, put-ins, or other information your cast & crew need to know. Announcements are displayed above the calendar in view links and TV mode. To edit a view’s announcements, click Update View.

Search Events

You can now search event titles to find just the event you’re looking for. Click + Filters in any calendar layout and start typing in the search bar. Viewers can search in view links (by using the + Filters button).

Email Notifications

Notifications have arrived in Prospero! Keep your team updated as you make changes to the schedule, broadcast messages to everyone called to an event, and easily share your view links.

• Event Changes - Any time you create, edit, or delete an event via the editor, you can elect to toggle on “Notify Attendees”. You can edit the recipients and see a preview of the email after clicking “Save”. Prospero will intelligently modify the notification based on the recipient and the action you took. For example, if you add someone to an event, that person will receive an email that says they were added to the event, while the remaining recipients will receive an email showing the before & after of the change.
• Event Messages - You can send an email to everyone involved in an event by clicking on the event to open the popup, then … > Share. The recipients will be pre-filled with the people attached to the event. You can edit the recipients, subject, and body of your message.
• Share Views - Any time you have a view selected, click the envelope icon next to the view link in the upper-right of the page to share your view. Edit the recipients, subject, and body of your message (we pre-filled the body with some tips for viewers). The view link will be included below your message.

Every notification will display your organization’s logo in the upper-left corner of the email. If you don’t have a logo set, Prospero’s logo will be used. You can add a logo via Settings > Overview > Logo.

Deactivate & Reactivate Users

You can now deactivate users via Settings > Members > … > Deactivate. Deactivated users cannot log in and lose access to your organization. You will no longer be billed for their membership starting from the next billing period. You can reactivate a previously deactivated user via Settings > Members > … > Reactivate.

Coupled with Prospero’s recently released Permissions, this is a great way to give access to stage managers or production managers of a specific project. Provision their account with editing permission only for the project they’re involved in, then deactivate their account at the end of the project.

Week & Day Layout UI Updates

This week’s update includes a suite of improvements to the week & day layouts:

Overlapping event boxes in week & day layouts are now rendered in separate columns within the day (rather than overlapping). This prevents information from being obscured for events that occur at the same time.

Event boxes now have a very small margin, making it much easier to distinguish between back-to-back events of the same project.

Event box backgrounds are now slightly transparent for a more modern aesthetic. 💅

Editor Permissions

You can now set granular access controls for every part of the Prospero app. Set permissions for a user via Settings > Members > … > Edit Permissions. When inviting new members to your organization, you can select the permissions they will receive once they join the organization. Permissions are presented in a grid. Each row indicates a section of the Prospero app, like “Locations” or “Billing”. Columns represent the permission levels, from least permissive to most permissive.

No Access - Block access to this section of the app.
Read - Allow access to this section of the app, but no action can be taken.
Edit - User can edit existing data already in this section of the app.
Create - User can edit existing data and create new data in this section of the app.
Delete - User has full access to this section of the app: editing, creating, and deleting data.

Under Events, each Project has an access level. Use these to give users access to only the projects that are relevant to them. For example, a stage manager might have Read access by default, and Delete access for the production they’re currently working on.

Search in Dropdown Menus

After opening a dropdown menu, start typing to narrow the list of options. For super speed, use Tab to navigate to a checkbox, Space to (de)select a checkbox, then Shift + Tab to navigate back to the search box. The text is already selected, so you can immediately start typing to keep searching.

Bulk Editing

You can now edit Event properties in bulk from any layout. Select Events (Cmd/Shift + Left Click or Cmd + A to select all), then select Edit from the menu at the bottom of the screen. Choose the property you’d like to edit- type to narrow the list of available options. Options vary based on the nature of the property you’re editing.

For times, you can type the same time interval options from bulk move & duplicate into the menu. For example, “1 hour later.” For text fields, type the new content of the field. For associated properties (Locations, People, etc.), type to narrow the list of available options.

Mass Move, Duplicate, & Delete

You can now move, duplicate, & delete Events in bulk from any layout. Select Events by holding CMD or SHIFT and left-clicking on an Event. Use the menu at the bottom of the screen to choose an action. When moving or duplicating Events, you can select a default option, or type a date or time interval into the menu. For example, “Feb 21” or “3 hours later” or “3/12/26."

View Link Format Customization

You can now set default layout & format options on your View links. When saving a View link, select which layout (month, week, day, or list) you would like displayed by default. Choose what day you want the link to start on. “Today” is always today, whenever the viewer views the link. To change the default format options, open the Format menu and make your adjustments. Click Set as View defaults at the bottom of the format menu to save your defaults.

Mobile & Desktop App

You can now install Prospero as an app on your mobile or desktop device! Instructions vary based on your browser and operating system. To start, open Prospero in your browser. On iOS, select Share > Add to Home Screen. On Android, select … > Install App (or Add to Home Screen). On desktop, Chrome & Edge display an install icon in the top-right of your browser, near the “Favorite” button. The app works identically to the version on the web. We’re looking forward to bringing push notifications and other native features to the app soon!

Featured Lists

You can create lists of featured Events to display at the top of the list layout - great for fittings, crew calls, or highlighting specific Events in the list. Create featured lists in list layout via Format > Featured Lists > +. Name your list, choose the filters you want to use to narrow your Events, and decide if you want these Events to appear in the main list. You can re-arrange the order of featured lists with the “draggable” area on each list. By default, the main list is titled “Main List” when featured lists are present. You can rename the main list with the pencil button in the format menu.

Week Start on Monday

You can now adjust the month & week layouts to start the week on Monday! Use the format menu to choose your preferred starting day: Sunday or Monday.

Project Abbreviations

Added a new “Abbreviation” field to Projects. In month, week, and day layouts, you can opt to have the Project abbreviation displayed next to Event titles. This is a great way to accommodate those with colorblindness or tell projects with similar colors apart.

TV Mode

Introducing Prospero’s TV mode, purpose-built for displaying your schedule in lobbies, hallways, and offices. Turn on TV mode in any calendar layout via … > TV Mode. Your organization name & logo are displayed in the bottom-left. Change your organization name & logo in Settings > Overview. Entering TV mode while in a View will instead display the View name and a QR code linking to the View link. Give staff and actors the power to view the schedule on the go!

Day Split By & Format Options

You can now split the day layout into columns based on any detail, like Location, Project, or Tag. Perfect for seeing what’s happening in each space of your venue. Select how you’d like to split the layout via Format > Split By. Choose the specific columns with the + Add button. Drag-n-drop columns to choose the order they’re displayed in. Via Format > Display, customize what’s displayed in the Event boxes on the layout. You can choose to display the Event end time and/or attendees. Adjust the zoom level of the layout with the slider. Adjust the scrolling behavior of TV mode to start & stop at a specific time of day via Format > TV Mode.

List Events by Category

By default, Prospero lists your Events in one list. Sometimes, you want a few lists stacked on top of each other, like lists for the Events in each Location or each Project. Use Format > List By to group your Events by any category. Events may appear more than once if they belong to multiple lists.

List Dividers

If Excel is your aesthetic, we’ve got you covered. You can now choose to display dividers between your columns via Format > Dividers.

List Format Options

You can now design your own list layout! Open the format menu with the button in the upper-left in list layout. Choose which columns you want displayed in the list. Drag-n-drop columns to shift the order they’re displayed in. Select the option to display Event statuses and tags below the title of the Event.

List Export

You can now export your list to a PDF. Open the export menu via the “three dots” menu in the upper-right: … > Export. Choose your document options, like page size and orientation. Customize your exported list with a title, notes, or image, displayed at the top of the page. Select the option to include the date & time of export in the footer. You can also print a custom text watermark on every page.

List Layout Time Window

The list layout now only shows events within the time window you select. The default time window is the next 7 days.

Common options (day, week, month, & quarter) are available with single-select. If you’re looking for something more specific, you can customize the range to whatever fits your needs. You can move the time window forward and backward with the navigation buttons.

People Conflict Detection

Prospero now warns you when saving an Event if any People assigned to that Event are assigned to another Event at the same time. Location conflicts are displayed in the same warning.

Tags

You can now create Tags for your Events! Access the Tags page via the sidebar. Give your Tags names and colors, then choose from 70 theater & arts symbols to make your Tag stand out. Assign Tags to your Events—filter by Tag to create custom Views like performance calendars and press calendars.

Inventory

You can now create and manage your Inventory in Prospero! Like projects, locations, and people, inventory has its own page accessible via the sidebar.

Pieces of inventory are called Items in Prospero. Items can be either a “single” item, like a specific costume, or a “set”, like a set of microphone packs. You can switch between “single” and “set” when editing an item and record basic info like name and image. Track the default location, condition, and lifecycle of each item individually, including each item within a “set”.

Just like people, you can group your items into a Collection for speedy data entry in the calendar. Collections are comprised of individual items, so you can add as many of a “set” of items as you like. Add items & collections to an event via the event editor, just like projects, locations, and people. Filter by item or collection to see an item’s usage in time.

Tutorial

After onboarding, new users are guided through a short tutorial on Views.

To facilitate the tutorial, new accounts come pre-populated with an example dataset from “Prospero Productions.” You can continue exploring the app with the example dataset at the end of the tutorial. Once ready, you can delete the dataset and begin with a fresh account.

Onboarding Sequence

New users are presented with an onboarding sequence to help them get the most value out of Prospero. After signing up, you'll be guided through account setup, including:

• Selecting a plan
• Creating your Organization
• Inviting your teammates
• Activating Outlook and/or Google Calendar integrations

Current users will see an abridged version of the onboarding sequence upon your next login.

Native Print & PDF

Native print & PDF functionality is here! To print a calendar, navigate to Month, Week, or Day layout. Open the print dialogue at “…” > Print.

If you’re printing a Week or Day layout, you’ll be prompted to select the range of hours to print (i.e., 8am to 11pm). You can choose to print in color or black & white. Clicking the “Print” button will open your browser’s native print dialogue, where you can further fine-tune your settings. To save as a PDF, select “Save as PDF” as the destination in your browser’s native print dialogue.

Known Issue - Firefox has issues rendering some of the lines in the Month layout. We suggest using Safari or Chrome to print.

Outlook Integration

Prospero is now integrated with Microsoft Outlook! Outlook users can enable the integration in Settings > Integrations > Microsoft Outlook. Adjust which Views are synced to your Outlook account in the same place. When you create a new View and you have the integration enabled, you will see the option to sync that View with Outlook.

Sync behavior is identical to Google Calendar sync:

• Changes in Prospero are typically visible in Outlook in less than 5 seconds. In rare circumstances, it may take up to 15 minutes. If you do not see your events appear after 15 minutes, please share your experience in #help with a short screencast explaining what you expected to sync and I’ll troubleshoot.
• Changes in Outlook do not appear in Prospero. At this time, this is a one-way sync from Prospero → Outlook. If you adjust the time of an event in Outlook, the event will not be updated in Prospero. Always edit events in Prospero to keep both systems in sync (a link to the Prospero app is included at the end of every event description).

Invite team members to your Organization

You can now invite other users to your organization! Head to Settings > Members and click Invite people. They'll get an email with a link to sign up and join your Prospero Organization. You can resend invitation emails or revoke invitations from the members tab.

Your Organization (as opposed to individual users) owns the majority of data in your Prospero account. Events, Projects, Locations, People, and Views will be visible and editable by users within your Organization. For the time being there are no permission controls; every user is an "Admin" user with full read & write access to all data. We'll be tackling permissions in the future and would love input on what sort of permissions you'd like to enforce!

Week & Day Layouts

It’s finally here! Week and day layouts have arrived in Prospero. Both layouts are built with drag’n’drop at their core. Quickly create events by dragging on the calendar, adjust the start or end by dragging the edge of an event, or move events by dragging and “dropping” an event to a new spot on the calendar.

Toggle calendar layouts via the dropdown in the top-right corner of the calendar menu (top-left on mobile).

We’re marking this feature as Beta for the next couple of weeks while we squash any pesky bugs. Let us know if you find any!

Official Google Calendar Verification

Google officially verified Prospero's Google Calendar integration! No more warnings when turning on the integration.

Views are now set to the timezone you were using when you created it. Viewers will always see your View in that timezone - perfect for folks coming in from out-of-town.

There's a new Title field on People to track job titles. A person's title will appear on their contact card.

There's a new Details field on Projects to include freeform notes.

In-App Billing

Billing details are now displayed under the "Billing" settings tab. View previous invoices, your billing address & payment method, and your current plan. You can update your billing address & payment method or cancel your plan completely. You can change your plan via the "Plans" settings tab.

Namespaces

View links now include a Namespace, giving you more customizability and flexibility when sharing your Views. The new format for View links is: https://view.prosperoapp.com/NAMESPACE/CUSTOM_VIEW_URL. This means all of your View links have a new format, so make sure to share the new link with anyone who has the old one! The old links will no longer work.

We made this change to avoid URL conflicts between Prospero users. Now, you and another user can both have a View with the URL "music-man" under distinct namespaces. Your namespace has to be unique across all Prospero users. If you want a common one, best to get it early. 😉

Calendar Timezone

You can now change the timezone the calendar is displayed in via the three dots menu next to the filters button.

Organization and Profile Settings

You can now update the following in Settings:

• Email
• Password
• Name
• Organization Name
• Namespace