Events Manager – Cinapse Help Center | Support for Film and TV Scheduling App

The Events Manager can be accessed from the icon menu bar by clicking the calendar with a checkmark button. From the Events Manager you can create events Red or Orange Flags to track the availability of a specific element (often cast, but not always.)

Red Flags

Red Flags are used to represent a Cast member or element being unavailable.

Simply add a red flag by hitting the (+) button when you hover over a blank day, or by right-clicking on a day if there are already events on it. You can add a note from the “Add Flag” modal as well.

These red flags will appear in the stripboard and the Day out of Days if an element that is unavailable is scheduled for that day. A tool tip will also display any notes added.

Orange Flags

Orange Flags are used as reminders for the AD as you schedule your work.

For Example, if a Cast Member has a hard out, you can add an Orange Flag with the note, “Hard out at 5PM for movie premiere."

These orange flags will appear in the stripboard if an element with an orange flag is scheduled for that day. A tool tip will display to list your note / reminder.

This orange flag will NOT appear in printed reports.

The Events Manager is your go-to tool for tracking element availability and scheduling reminders. You can access it via the icon menu bar by clicking the calendar icon with a checkmark. From the Events Manager, you can create Red Flags or Orange Flags to monitor the availability and commitments of specific elements, such as cast, crew, or other resources. You can also create and track other event types like fittings, camera tests, rehearsals, and more.

How to Use Flags

Flags help you manage scheduling conflicts and reminders:

Red Flags: Indicate an element (e.g., cast member) is unavailable.

Orange Flags: Serve as reminders for important scheduling notes or commitments.

Both flag types integrate seamlessly into your scheduling tools, such as the stripboard and Day Out of Days (DOOD) report, keeping you informed while you work.

Red Flags: Tracking Unavailability

Red Flags are used to mark when an element is unavailable. These flags ensure you don’t accidentally schedule unavailable elements.

Adding a Red Flag

Hover over a blank day in the Events Manager and click the (+) button, or

Right-click on a day with existing events to add a Red Flag.

A modal titled “Add Flag” will appear, where you can include notes about the unavailability (e.g., "Out of town for award ceremony").

Where Red Flags Appear

Stripboard: Red Flags will show if an unavailable element is scheduled for that day.

Day Out of Days (DOOD): Red Flags will be visible here as well.

Tooltips: Hovering over the Red Flag will display any notes added during creation.

Orange Flags: Scheduling Reminders

Orange Flags are used to add reminders for the Assistant Director (AD) or scheduling team. These flags help track specific scheduling considerations without impacting printed reports.

Examples of Orange Flag Usage

A cast member with a hard out: Add an Orange Flag with the note, "Hard out at 5PM for movie premiere."

Adding an Orange Flag

Follow the same steps as adding a Red Flag:

Hover over a blank day and click the (+) button, or

Right-click on a day with existing events.

You’ll be prompted to add details in the “Add Flag” modal, where you can include reminders or notes.

Where Orange Flags Appear

Stripboard: Orange Flags will show up as a visual reminder if an element with an Orange Flag is scheduled for that day.

Tooltips: Hovering over the flag displays the note or reminder added.

Printed Reports: Orange Flags do not appear in printed reports, ensuring internal notes stay behind the scenes.

Key Benefits of Using Flags

Enhanced Communication: Flags keep everyone on the same page about availability and special scheduling needs.

Streamlined Planning: Visual reminders and warnings in the stripboard and DOOD reduce errors.

Customizable Notes: Add detailed notes for context, ensuring flags are as informative as possible.

By utilizing Red and Orange Flags effectively, you’ll keep your production running smoothly and avoid costly scheduling conflicts.

Other Event Types

In addition to Red and Orange Flags, the Events Manager allows you to track other important production events, such as Fittings, Rehearsals, Camera Tests, School, and Contractually Obligated Start and Finish Dates. These events ensure that all critical pre-production and scheduling elements are properly accounted for and reflected in reports like the Day Out of Days (DOOD).

Fittings

Fittings are used to schedule wardrobe sessions for cast or background performers. These events ensure that costumes are ready and approved before production begins.

When to Use:

Schedule fittings for cast members during pre-production or production.

Track fittings for background actors as needed.

How to Add:

Hover over a blank day in the Events Manager and click the (+) button, or right-click on a day with existing events.

In the “Add Event” modal, select Fitting and add details, such as the performer’s name, fitting location, and any other notes.

Where It Appears:

Day Out of Days (DOOD): Fittings will show up as pre-production events.

Tooltips: Hover over the event to view notes and details.

Rehearsals

Rehearsals ensure that cast and crew are prepared for specific scenes or production days. Adding these events helps you track critical preparation activities.

When to Use:

Add rehearsals prior to or during production to prepare cast for key scenes or sequences.

Schedule rehearsals for stunts, choreography, etc.

How to Add:

Hover over a blank day and click the (+) button, or right-click on a day with existing events.

In the “Add Event” modal, select Rehearsal and include relevant details, such as participants, location, and scene focus.

Where It Appears:

Day Out of Days (DOOD): Rehearsals will reflect as pre-production events.

Tooltips: Hover to view notes about the rehearsal.

Camera Tests

Camera tests help you prepare for specific technical or visual requirements before production begins. These events ensure that the crew has tested lighting, lenses, and framing with performers or props.

When to Use:

Add camera tests prior to production to experiment with lighting, lenses, or other technical elements.

Schedule camera tests for specific performers to determine how they appear on camera.

How to Add:

Hover over a blank day and click the (+) button, or right-click on a day with existing events.

In the “Add Event” modal, select Camera Test and add details, such as the purpose of the test, participants, and location.

Where It Appears:

Day Out of Days (DOOD): Camera tests will show up as pre-production events.

Tooltips: Hover to see detailed notes.

School

School events help you track and manage schooling requirements for minors on set. These events ensure that their schooling hours are properly banked and accounted for during production.

When to Use:

Add school sessions during pre-production to bank hours in advance.

Schedule ongoing schooling during production days.

How to Add:

Hover over a blank day and click the (+) button, or right-click on a day with existing events.

In the “Add Event” modal, select School and include details, such as the student’s name, location, and any notes.

Where It Appears:

Day Out of Days (DOOD): School events will reflect to help you track compliance.

Tooltips: Hover to view detailed notes.

Contractually Obligated Start Dates

Some contracts specify that a cast member’s start date (e.g., SW/SH) occurs earlier than their first scheduled appearance. These events help you document and manage such contractual obligations.

When to Use:

Add contractually obligated start dates to align with agreements, even if the cast member isn’t scheduled for scenes immediately.

How to Add:

Hover over a blank day and click the (+) button, or right-click on a day with existing events.

In the “Add Event” modal, select Contractual Start Date and include notes about the obligation.

Where It Appears:

Day Out of Days (DOOD): The event will reflect as a contractual start date.

Tooltips: Hover to view notes for reference.

Contractually Obligated Finish Dates

Similarly, some contracts specify that a cast member’s finish date (e.g., WF/HF) extends beyond their last scheduled appearance. These events ensure that such obligations are accounted for.

When to Use:

Add contractually obligated finish dates to track compliance with agreements, even if the cast member’s scenes are complete.

How to Add:

Hover over a blank day and click the (+) button, or right-click on a day with existing events.

In the “Add Event” modal, select Contractual Finish Date and add details about the obligation.

Where It Appears:

Day Out of Days (DOOD): The event will reflect as a contractual finish date.

Tooltips: Hover to view notes for clarification.

By effectively using these event types, you can manage pre-production and production schedules with precision, ensuring no contractual or logistical detail is overlooked.