Create your running order in the Schedules section of a booking. Each entry records an activity and its timing, so your artist team can follow the same production plan.
This guide is for artists and artist team members working in an artist group. You need permission to edit the booking and its schedule to make changes. Team members with read-only access can read a schedule that is available to them.
Add a schedule to a booking
Open the relevant booking in your artist group.
Open Details and expand Schedules.
Select Schedule entry.
Enter the activity's start time, end time and description. Include the date when needed to make the sequence clear, especially for a production spanning more than one day.
Add the remaining activities as separate schedule entries.
Finish editing the entry, then select Save to save the booking changes. If an inline field is still active, finish that edit first.
Review the saved schedule. Check the order, dates, times and descriptions before your team uses it.
Use clear descriptions such as “Soundcheck with the house technician” instead of “Check” or “Technical.” Each entry should tell the team what is happening and when.
Example: a club night with a 90-minute DJ set
This example shows the production schedule for one club night in Optune. All activities in this table take place on the same date.
Start | End | Activity |
17:30 | 18:00 | Load-in and DJ equipment setup via the side entrance |
18:00 | 18:30 | Soundcheck with the house technician |
21:00 | 22:00 | Doors open and warm-up DJ |
22:00 | 23:30 | Headline DJ set |
23:30 | 23:55 | Pack-down and equipment collection |
The schedule includes production activities before and after the performance. Keep the booking's show time consistent with the performance itself. In this example, the DJ set runs from 22:00 to 23:30, while load-in begins at 17:30.
Add a date or describe work after midnight
Schedule dates are optional. While editing the schedule, click Add date beside the relevant entry to show its date field. Select the intended date and confirm the calendar selection.
For work that crosses midnight, make the next day explicit in the description. For example, an entry dated 21 November 2026 can show 23:30–00:15 with the description “Pack-down and equipment collection; finish by 00:15 on Sunday, 22 November 2026.” This avoids relying on the reader to infer the day from the clock times.
Close the calendar or time picker, then click outside the schedule editor to finish the inline edit. Click the booking's Save button and reopen the saved booking to check the date, times and description. Setting a schedule date does not replace checking the booking's own show dates.
Save a schedule as a template
The cube icon in Schedules provides the template actions. Choose Save as template, give the schedule a descriptive name and add a useful description. For example, “Club night DJ schedule” clearly identifies the type of production.
A schedule template helps you reuse that category of information. It is different from copying an entire booking. Always review the dates, times, activities and venue arrangements for the next show.
Apply a saved schedule to another booking
To reuse a schedule in another artist booking:
Open the destination booking and its Details tab.
Open the cube menu beside Schedules and choose Select template.
In Choose template, find the saved schedule. You can use Search template to find its name.
Select the template card, then click Select template.
Expand Schedules and review every activity and time for the destination show.
Click Save on the booking. Reopen the saved booking and check that the entries are present.
Applying a schedule template can populate an empty Schedules section without copying the entire original booking. In the example, the five production activities were reused for a November club night while the destination booking kept its November show date and its own venue and artist notes. Review any explicit dates in the template before using it for another show.
A schedule template is a starting point for the next production. Do not assume that a different show start time automatically shifts all template times.
Who can see the schedule?
An artist team member's access depends on the booking and category permissions. Read-only booking access can still allow the member to read the schedule. It does not give the member permission to change the schedule.
The booking's Published setting controls public publication. It is separate from access for your artist team. A confirmed booking can remain unpublished while authorized team members can read its saved schedule.
Treat saved schedule information as available to team members who already have access. Do not rely on a separate schedule-publishing step to hide production notes from them.
Can I upload a PDF or Word document instead?
An uploaded running order can be useful as an attachment, but it does not replace structured schedule entries. Enter the activities in Schedules when you need Optune to use that information as schedule data, including in an itinerary or a document's schedule fields.
Keep related advancing information in the appropriate booking sections: the schedule for the running order, travel for journeys, accommodation for stays, and contacts for the people involved. This makes it easier to keep the information consistent.
Troubleshooting
I can read the schedule but cannot change it. Ask an administrator of your artist group to check your booking and category permissions. A visible schedule does not automatically mean you have editing rights.
My change is missing. Check that you finished editing the individual entry and saved the booking. Open the saved view again and confirm that the change is present.
The running order is unclear. Check the dates as well as the times, particularly for overnight or multi-day productions. Give separate activities separate entries and use descriptions that your crew can act on.
An uploaded document does not appear as schedule entries. Enter the activities in Schedules. Uploading a file does not turn the file's contents into structured schedule rows.