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ePlays.org creates an infrastructure that encompasses an entire theatrical venue, so that shows and events relate to each other as well as to the venue. By including all activities of the venue, these relationships are visible and effectively guide the user's choices, especially on the interactive shared calendar.
If you have been granted Venue creation rights, there will be a Venues heading in your account page. Click it to begin the magic of ePlays and set up your theater. The form asks for location, contact info, and a description of the theater and its activities. Since ePlays.org is also dedicated to playwrights, a field on the form asks about submitting new original plays for consideration.link next to the
Once the page is created, you can edit any of the items by clicking on thelink next to the item in question, and you can also add several photos to the filmstrip near the top. The photo that is in frame #0 (the first frame) will be used on the ePlays.org home page listing of new venues. (If you don't want to appear, simply leave frame #0 empty.)
Next add your theater's administrative positions by clicking on the Board, staff, and other admin positions heading. Include positions such as head of tech, head of props, and executive producer, if you have them, as well as officers and board positions. For those positions that should be considered as participants in all shows (e.g. head of costuming), put a capital "S" in the powers field. Anybody assigned to such a position will be listed in the contact list of all shows, and will have access to the tools for all shows, as if they were participants.link next to the
The next step is to add each of your current and future shows and events using the Shows and Events heading. There is a separate help topic about adding shows. To get the maximum value out of ePlays.org, it is important that all current and future shows use the system, so that (for example) a blank spot on the calendar can be relied on to actually be available.link next to the
Once the structure is set up, the next step is to assign people to their roles. ePlays.org is based on an "apply -> approve" model. Board members and other administrative personnel should become ePlays members, set up their profiles, and then apply for their positions. You, as the creator and owner of the venue page, will assign them to the appropriate positions on ePlays using the help topic on assigning roles).button in the red button bar (see the
Normally, shows are run by the administrative personnel (director, producer, stage manager) assigned to them. They should apply for minionship of their shows, which you should grant at your discretion. Minions of a show page can edit the text of that page, can assign roles in their show, and can do pretty much anything the page owner can. If you would like a trusted assistant to have editing access to the theater page you have created, they should apply for minionship of your theater page, and you would then grant it, bearing in mind that this new minion will similarly have nearly all rights in the page that you do.
It is up to you when to move to the new system; depending on your schedule there may be shows in progress when you switch over, whose calendar will need to be shadowed in the new system until the transition is complete. To bring an existing show under the ePlays umbrella during the transition, participants will need to click on the "audition or volunteer" button for their show, and then be assigned their already existing role by the appropriate show minion.
Going forwards, shows should be set up long before auditions, to give prospective participants the chance to sign up for ePlays.org if they are not already members. The link to ePlays.org should be included in all audition publicity, with the goal of having all auditioners already set up on the system with headshot, contact info, and recent credits when auditions happen.