Introduction

Event teams work with the same venues, vendors, and partners across many events. The challenge isn't finding them. It's keeping what you know about them. Who to call at the venue. What the staging company charged last year. Whether the caterer handles late-night strikes. That knowledge ends up scattered across email threads, stale spreadsheets, and individual memory, and at the start of every new project it gets re-gathered from scratch.

The Collaborator Database gives that knowledge a permanent home at the organization level. Every venue, vendor, production company, talent team, or client your organization works with can have a record here, one that persists across events, grows more complete over time, and is available to your whole team whenever they need it.

Structured Around How You Actually Work

Not every collaborator is the same. A venue requires different information than a vendor. A client relationship has different details than a production partner. Systems that force every entry into the same fields miss the distinctions that actually matter.

The Collaborator Database gives org admins the tools to model those differences directly. Types are user-defined categories: Venue, Vendor, Production Company, Talent, Client, or anything else your organization works with. There are no defaults; you define the categories that reflect your actual operating model.

Each type has its own set of attributes: custom fields that capture information relevant to that specific kind of collaborator. A Venue type might track capacity, loading dock access, and primary site contact. A Vendor type might track service area, insurance status, and contract terms. Each type carries exactly the fields your organization has decided matter for it, and records of that type display only those fields.

Attributes Across Types

Attributes are defined once at the organization level and assigned to as many types as make sense. A "Location" attribute assigned to both Venue and Vendor types means every record of either type carries that field, and your entire database becomes filterable by location, across all types, using a single shared definition.

This is what makes the Collaborator Database more than a contact list. When the same attribute appears on multiple types, you can search and filter across your whole network in ways that aren't possible when information is siloed by type. Find every collaborator in a specific region, regardless of whether they're a venue, a vendor, or a production partner, in a single query.

Custom Views

Opening the Collaborator Database brings you to a table of all your collaborator records. The list supports the same custom views available throughout BackOps, saved configurations of filters, column visibility, sorts, and groupings that let you slice the database in ways that match how you work.

A view filtered to just venues. A view grouped by type to see gaps in your network at a glance. A view scoped to vendors in a specific region. Each view is built from the attributes your organization has defined, so the filtering and grouping options always reflect the data you actually track.

Crew Associations

Any crew member in your organization's crew database can be linked to a collaborator record. Once linked, they appear on that record's crew list, connecting individual people to the partner organization they represent. From within a record, you can link existing crew members or create and associate a new one in a single step.

Permissions

Access to the Collaborator Database is permission-controlled. Users with Collaborator Database Read can view records. Users with Collaborator Database Edit can create and modify them. Type and attribute configuration requires org admin access and is managed through the Types and Attributes tabs inside the Collaborator Database.

As your organization runs more events, the database builds into a complete directory of every partner you've worked with, structured around your real-world operating model, searchable when you need it, and persistent across every project.