After a busy couple of months, including some time off in Greece and some time on at the PLASA Show in London, we are back with a new round of updates. With many seasons kicking off 🧑🩰🧑🩰 we hope these updates make this busy time a little more manageable. We have a new layout for the Customers tab, (more) granular settings for permissions, a way to auto-approve bookings, and booking calendar improvements.
What's New
New Customer Tab Design
The Customers tab has a new look! In addition to customer details and contact information, you can now view total bookings, revenue from offers & invoices, all approved bookings, and all offers and invoices for that customer directly from the customer page.
See all upcoming and past approved Bookings with a heat map that links directly to the calendar.
All of the Offers and Invoices prepared for a customer are listed in their own tab and can be filtered by status.
The view defaults to total Active Offers and Open Invoices so you can quickly see what needs attention in your pipeline.
Field-Level Event Permissions
Sometimes, not everyone on your team needs the ability to change every event detail. A stage manager might need access to 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 give members read and edit access to event details field by field, so the right people can see and edit the information relevant to them. When a user's or user role's project permission is set to No Access, field permissions for that project’s events are also set to No Access and disabled.
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. Field-level permissions can be set for Roles as well.
Auto-Approval for Bookings
Have routine space requests that don’t need much review? 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).
Booking Buffers
Spaces often need a bit of a reset between events. If a rehearsal ends at 10am and another 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.
Upload Multiple Location Photos
When it comes to 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 understand what they are actually 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, and choose which one will appear 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.
Other Improvements:
Unavailable Hours Hidden in Portals. Unavailable hours are now hidden in 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 requested day.
Bulk Edit Roles. You can now use bulk editing to add or change Roles and Role Groups on multiple events at once.
Learn more and sign up!
Thank you for your interest in Prospero. Feel free to reach out with any thoughts, questions, or suggestions you might have. Stay tuned for more updates as we continue to improve Prospero!
Best,
Travis, Leonor, Matt, Alessio, and Naomi
