Build the production running order in Details > Schedules inside a booking. Record activities such as load-in, soundcheck, doors, the performance and pack-down as separate entries, then save the booking.
This guide is for booking agents. You need permission to edit the booking and its Schedules category. Information visible to the artist and artist team depends on the category and booking access settings.
Add a schedule to a booking
Open the relevant agency booking and select Edit details if the preview opens first.
In Details, find Schedules under Additional info and expand it.
Click Schedule entry.
Enter the Start time, End time and Description for the activity.
Add each remaining activity as a separate entry. Use Add date when a date is needed.
Close any date or time picker and click outside the white editing panel to finish editing.
Click the booking's Save button. Reopen the saved booking and check all entries.
Give the crew enough information to act on each entry. “Soundcheck with the house technician” is clearer than “Check”. Put journeys, hotels and contacts in their own booking sections so the schedule remains a readable running order.
Example: a club night with a 90-minute DJ set
The show runs from 22:00 to 23:30 on Saturday, 28 November 2026. Production starts earlier and pack-down ends after midnight on Sunday, 29 November.
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 on 28 November | 00:15 on 29 November | Pack-down and equipment collection |
Keep the booking's Show dates and times consistent with the performance. The schedule contains the detailed production activities; the Operational period records the broader period needed for the booking. These serve different purposes. See How do agents set the operational period for a booking?
Add optional dates and describe work after midnight
Schedule dates are optional. In the schedule editor, click Add date beside an entry to display its date field. Choose the intended date in the calendar. An undated row can still contain start and end times.
Make the day clear for overnight or multi-day work. For example, enter 28 November 2026, 23:30–00:15, with the description “Pack-down and equipment collection; finish by 00:15 on Sunday, 29 November 2026”. This tells the reader explicitly which day the work finishes.
Close the picker and editing panel, save the booking, then check the saved date, times and description. A date on a schedule entry does not replace the booking's Show dates or its Operational period.
Change the order of schedule entries
Click an existing schedule entry to open the editor.
Click the up/down ordering icon at the right of the row you want to move.
Choose Move up, Move down, Move to top or Move to bottom.
Review the new position. Moving a row changes its position; check its date and clock times separately.
Finish editing the panel, save the booking and review the saved order.
For a running order, place activities in a sequence that makes sense to the crew. Do not assume that an explicit date or a changed start time will put the row in the intended position automatically.
The separate row menu also offers Delete. Use it only for an entry you intend to remove, then finish editing and save.
Save a schedule as a template
Finish and save the schedule you want to reuse.
Open the cube icon beside Schedules.
Choose Save as template.
Enter a descriptive Template name, such as “Club production schedule”. Check the Specific for artist selection. Add tags or a description when useful.
Click Add.
A schedule template stores the reusable contents of this category. It is different from a task template, which creates follow-ups and deadlines, or copying a whole booking. See How do agents create and apply task templates?
Apply a saved schedule template
Open the destination booking and go to Details > Schedules.
Open the cube menu and choose Select template.
In Choose template, use Search template to find the name. Check the artist filter if the expected template is missing.
Select the template card, then click Select template.
Review the inserted activities, their order, dates, times and descriptions for this particular show.
Click the booking's Save button and reopen the booking to check the saved entries.
Applying a template adds its entries to the existing schedule. It does not replace the entries already there. For example, applying a five-entry template to a schedule that already contains those five entries produces ten entries. Applying the same template again can therefore create duplicates.
Use an empty schedule when you want only the template's entries, or review and remove unwanted duplicates afterwards. Do not delete production information you still need. Check dates written inside descriptions as well as the date fields. A template is a starting point; do not assume that a different show date or start time automatically adjusts every entry.
Who can see a schedule before the show is published?
The booking's public Published setting is separate from access for an artist and their fixed team. If Schedules is enabled for the artist, team members with access to that booking and category can read the saved information according to their permissions.
There is no additional release step inside the enabled Schedules category that keeps an agency's draft running order hidden until it is finished. Do not use an unpublished booking as a way to hide a schedule from team members who already have access. Use internal agency notes for internal preparation that should remain with the agency.
Read access does not grant edit access. Check the actual category and booking permissions before expecting another person to update the schedule.
Can I use a PDF or Word running order instead?
You can attach a running-order document under Artwork & documents, but uploading a file does not convert it into structured schedule entries. Enter the activities in Schedules when you need Optune to use them as schedule data, including in an itinerary or a document's schedule fields.
Check the actual itinerary or document preview before sharing it. A saved schedule in your account and a recipient's selected sharing categories are different views.
Troubleshooting
A time is empty again after saving. Check that the editor accepted the time and enter it again. Close the picker and editing panel, save, then reopen the booking. If it still disappears, send support the booking link and a screenshot of the entered value before saving. See How do I contact Optune support as a booking agent?
My schedule has duplicate entries. Check whether a template was applied to an existing schedule or applied more than once. Review the rows and remove only the duplicates you do not need.
The sequence is confusing. Check the order, optional dates and clock times. Describe the next day explicitly for work after midnight.
I can see the schedule but cannot edit it. Ask your agency administrator to check your booking and category permissions.
The team can already see my unfinished schedule. Saved information in an enabled category is available according to the team's existing access. Public booking publication is not a separate internal schedule approval.