Documentation
Production Planner is a project management tool built for production teams. It brings scheduling, resource management, budgets, team coordination, and communication into a single workspace so your team can focus on the work instead of chasing information across tools.
This documentation covers every feature in the application. Each page explains what the feature does, how it works, and how it fits into your production workflow.
Project
These features live inside each project and help you plan, coordinate, and deliver your production.
Project Management
Create and organize productions with custom themes, branding, timezone support, and multi-date scheduling.
Production Schedule
Build day-by-day schedules with timed items, breakout sessions, and linked resources. Supports setup, rehearsal, break, show, and custom item types.
Team & Permissions
Invite team members, assign departments, and control access with read or write permissions per member.
Resources & Files
Upload files, add links, and organize everything into folders. Request specific files from team members with shareable upload links.
Messaging
Direct messages and group conversations with resource attachments and read tracking.
Tasks & Checklists
Create task lists with subtasks, assign who can complete them, and track progress across the team.
Budget Tracking
Track estimated vs actual costs across categories like venue, catering, equipment, talent, and more.
Locations
Add physical or digital locations with descriptions, maps, and images.
Custom Pages
Embed external content, YouTube videos, or web pages directly inside your project.
Personal Notes
Private per-user notes visible only to the author.
Organization
These features operate at the organization level, across all your projects and team members.
Organizations
Group projects and team members under organizations with invite-based membership.
Email Notifications
Transactional emails for project invitations, organization invites, and file requests via Postmark.
External Projects
Access projects you have been invited to outside of your own organizations.
Getting started
To start using Production Planner, create an account and set up your first organization. From there you can create projects, invite your team, and begin building your production workspace.
- Create an organization to group your team and projects together.
- Create a project with your production name, dates, and timezone.
- Invite team members and assign them to departments with the appropriate permission level.
- Build your schedule, upload resources, set up tasks, and configure your budget.
Each feature is independent. You can use just the schedule and team management, or use every feature together. Production Planner adapts to how your team works.