Organization Coverage, Finding Shortfalls Across Events
How to use the organization Coverage page to see which events are short on crew or gear, read a need's sheet, and reserve, order, or confirm from it.
The organization Coverage page answers the question one event's page cannot: across every show you are running, which ones still owe something? It lists every resource need on every active event with the same coverage figures the event's own Coverage page shows, so a number means the same thing in both places. Open it from the organization navigation under Operations, then Coverage.
The Stats Bar
The strip at the top totals every active event in the organization, in units.
| Stat | What it counts |
|---|---|
| Secured | Secured units over units needed. |
| Awaiting | Units waiting on an answer. |
| Tentative | Units with a name penciled in but not confirmed. |
| Open | Units nobody is assigned to. |
| Events short | Events with at least one open unit. |
| Open orders | Orders on active events that are not yet Paid, Fulfilled, Abandoned or Canceled. |
The bar always leaves archived events out, even when the table below includes them.
Find the Short Events
Each row is one event. Events with open needs sort to the top.
| Column | What it shows |
|---|---|
| Event | The event's name. |
| Open | How many needs are not yet covered ("4 of 12 open", or "All 12 covered"), plus counts of needs that are short on their orders, have excess, or need review. An event can be fully covered and still have needs to review. |
| Secured | Secured units against units needed across the event. |
| Assigned | Units with anyone on them, secured or not. |
| Received | Units that have arrived. |
| Owners | The departments that own the event's needs, or Unassigned. |
Filter by Owners to see one department's shortfalls. The event's own details, such as its type, location, status and event attributes, are available as extra columns. To include archived events, turn on Include archived events in the view's settings.
Look Inside One Event
Expand an event row to see its needs. The panel has two views:
- Coverage lists the event's needs with Need, Procurement, Group, Coverage, Change, Secured, Filled by, Owner, Orders, Ordered, Assigned, Received and Receipts. These match the event page, with the procurement and owning department as columns and Ordered in place of Procurement status.
- Roster lists who is working the event, one row per person or unit, with their status and planned and actual schedules. It is read-only here; each assignment links into its event, where you can change it.
The Need Sheet
Select a need to open its sheet beside the table. The sheet reconciles everything about one need into a statement of what is still open and what to do about it, so you do not have to compare five columns by eye.
At the top it names the event, the quantity and resource type, and the owning department. Below that, a summary leads with the gap in secured units, such as "2 of 5 unsecured", "None of 5 secured" or "All 5 secured" (a composite need reads how many of its units are filled instead), followed by any of these when they apply:
- An ordering fact: Not ordered, Short on the order or Over-ordered.
- How much has been received, while receiving is under way.
- How much free stock of that type you own over the need's dates, when there are units left to place.
- The work left, as chips: Needs refilling for released or no-show units, Needs confirming for tentative units, Needs a quote or Needs a quote chosen for a vendor order still at that stage, and Needs reserving for units an internal order has not yet filled.
When units are still open, the summary offers Reserve, to hold a specific resource or a quantity from your inventory against the need, and Send to an order (or Add to an order when the need is already on one). A need on an archived event cannot take new reservations or orders.
Under the summary, the sheet lists the need's Components for a composite, Filled by, Needs review when something changed after a person was told, Orders and Receipts. Notifications lets you follow the need and says which department hears about it by default, and History shows what happened to it.
Act on a Reservation from the Sheet
Select a filler in Filled by to open its reservation beside the need. From its menu you can Edit dates, Open in event, or Remove it, and a tentative reservation shows Secure this hold with a Confirm button.
Open the need and the filler
Choose a collaborator if asked
If the person is not on the event yet, pick which collaborator to add them under. Confirming adds them to the event's crew. It does not give them access to BackOps, and nothing is sent to them.
Confirm
From the organization you can change only reservations made in planning. A reservation made when something was received is marked Assigned at fulfillment, so it changes in its event, and one held by a vendor order is marked Owned by its order, so it changes on the order.
Clear a Needs review flag from the sheet without leaving the organization: each flagged filler has its own Mark as communicated button. See tracking changes.