AURA

Event schedule: steps, contacts and printing

The schedule helps you give the team the order of arrival, delivery, setup and teardown with exact times and the contacts of the people in charge.

Learn more: Help · Features.

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Add steps

  1. Open the project → the «Documents» tab → «Schedule» and click «Add step».
  2. Enter the date and time in the «Step starts» field, then «Duration, min». Fill in the name, for example «Setup crew arrival».
  3. Choose the «Type»: «Delivery», «Installation», «Event», «Teardown» or «Other». Fill in «Assignee», «Contact» and «Location».
  4. In «Instructions», describe the entrance, passes, unloading order or other conditions. Add the remaining steps; on the screen they are sorted by start time.
  5. Click «Save». When a step is finished, check «Completed» and save the changes again. An entry you no longer need can be removed with «Remove step».

Give the schedule to the team

  1. Check the schedule and the time zone of the device you are going to print from. Times on the page are shown in that zone.
  2. Click «Print schedule». The browser's system print window opens: choose a printer or save as PDF, if your system offers it.
  3. The printed version includes the project name, dates and times, duration, the step's type and state, the assignee, contact, location and the full text of the instructions.

Keep your own schedule and diagrams

  1. If the schedule is already made in Excel, Word or PDF, open «Schedule» and upload the file to «Section documents» with «Upload document» or by dragging it in.
  2. «Open» shows the spreadsheet by sheets, the document text or the PDF right on the page; «Download» returns the original file. Upload a new edition with «Replace with a new version».
  • The file does not turn into AURA schedule steps automatically: steps for printing are still added with «Add step».

How to avoid confusion

  • What is printed is the current schedule on the screen. If changes are not saved, the document is marked as a draft. For the shared working version, click «Save» first.
  • When opened on a device in another time zone, local times will differ. Before handing over a printout, check that the zone stated on it matches the event venue.
  • The assignee is entered here as plain text, so you can name a contractor without an AURA account. This does not invite the person to the project or assign them a task in the task list.
  • The schedule is available to project editors. A public link to a brief or a document does not open the schedule automatically; the team passes on a printed copy separately.
  • A project can hold up to 300 steps, each lasting from 1 to 10,080 minutes. Task card deadlines and schedule entries are edited independently.

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