5 min read · Setup guide
One production reference. One company calendar.
Choose a numbering prefix, keep the same identity from lead to job, and plan dates together.
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Choose a prefix your team will recognise
In Settings → Your company, choose 2–6 letters or numbers, such as JPC or FILM. New enquiries receive a reference automatically: JPC-000001, JPC-000002 and so on. Each organisation has its own sequence. Choose this before entering your first real enquiry where possible.
A reference identifies the production from the first conversation. It stays unchanged when a lead becomes a job. Changing your prefix only affects future enquiries; existing references stay fixed and the number sequence keeps increasing. Lost work still keeps its number.
Use the same reference everywhere
Lead lists, lead details, job cards, quotes, linked tasks and calendar entries all show the same production reference. Search Leads using the reference to find the original conversation. Company-wide tasks and entries do not need a production reference.
New quote numbers add a suffix, such as JPC-000001-Q01. A new version keeps that quote number and shows v2, v3 and so on. A separate quote for the same production gets Q02. Older quote numbers are preserved when a workspace is upgraded.
Set one company time zone
The company time zone controls Today, default dates, the shared calendar and SMS business hours when alerts are activated. Use an IANA name such as Australia/Melbourne or Europe/London. Every workspace member sees the same company day, even when travelling.
Calendar entries currently cover whole days. Start and end dates are inclusive. The app does not yet reserve hourly crew or equipment availability, prevent double bookings or synchronise with Google Calendar.
Change deadlines where the work lives
Open lead next-action dates, incomplete task due dates and undelivered job delivery dates appear automatically on Calendar. These are views of the original records, not duplicate events. Open an entry to edit its source. Moving a date moves it on the calendar too.
Completed tasks, delivered jobs and won or lost lead follow-ups leave the open-work calendar. Separate shoots, meetings, editing days and milestones remain until edited or removed. A lead next action and a separately created task are two records; use both only when they represent distinct work.
Add shoots and milestones
Choose Calendar → Add entry, select a production or Company-wide, then choose Shoot, Editing, Meeting or Milestone. Set the dates, owner and notes. Everyone in the organisation shares this calendar.
The production link connects the plan back to its lead or job. It provides a common foundation for more detailed scheduling later. Calendar entries alone do not confirm availability or send invitations.