The Props List

Get Started

Sign in and create your account

1. Open app.thepropslist.uk/login
2. Sign in, or choose signup / complete signup if you are new
3. Use forgot password / reset password if you need to recover access
4. If you were invited, open the invite link (/join/…) so you land on the right show

Choose your plan

New accounts must pick a plan on Choose your plan (/choose-plan) before the setup wizard:

1. Pick Free to go straight into onboarding, or Starter / Standard / Pro to continue to checkout
2. Optional: enter a discount code before a paid checkout
3. You can change plan later from Profile → Subscription

Onboarding wizard (web)

After a plan is selected, new accounts see a short wizard that auto-advances as you complete each step:

1. Create a Show — opens Add Show (/shows/new). A show is the workspace for props, tasks, packing, and team.
2. Add Users — opens the show team page so you can invite collaborators.
3. Add Props — opens Add Prop once a show exists.
4. You’re Ready! — returns to the dashboard.

Guided onboarding: create a show, invite crew, add your first prop

Create your first show in detail

1. Open Show Management in the sidebar, or follow the wizard to Add Show
2. Optional: Import from Ticketmaster — click to search for your show by name. Select an event to preview the details (including the show image), then confirm to auto-fill name, dates, venue, and production company. You can still edit any imported fields before saving.
3. Required and core fields:
   • Show Name (required)
   • Description, Start Date, End Date
   • Production contacts: Stage Manager (+ email), Props Supervisor (+ email), Production Company
   • Venue(s), optional Touring Show, rehearsal spaces, storage addresses
   • Milestones: Start of Rehearsal, Start of Tech Week, First Performance, Press Night
   • Show status: Planning, In Production, In Rehearsals, In Tech, Running, On Hold, Cancelled, In Storage
   • Acts and scenes (defaults to one act with one scene — edit later)
   • Optional team invite rows and logo upload
4. Save the show
5. On the shows list, choose Select so it becomes the current show (button becomes Selected)

Import show details from Ticketmaster

Save time by importing show details directly from Ticketmaster. This feature auto-fills key fields so you don't have to type them manually.

1. On the Add Show page, click Import from Ticketmaster
2. Type your show name in the search box — results appear as you type
3. Click an event to see a preview with the show image, dates, venue address, and production company
4. Review the details in the confirmation modal. The "What will be imported" checklist shows exactly what fields will be populated.
5. Click Use This Show to import, or Cancel to search for a different event
6. Edit any imported fields as needed, then save the show

What gets imported: Show name, description, start and end dates, show image (used as logo), venue name and address, and production company (promoter).

Automatic sync: Shows imported from Ticketmaster are automatically checked daily for updates. If Ticketmaster changes the show dates, venue, or description, your show data is updated automatically.

Show Management — create productions, then Select the one you are working in

Add your first prop

1. Confirm a show is selected in the header
2. Open Props Inventory → Add Prop
3. Enter at least Name, Category, Status, description, and act/scene when known
4. Add photos and transit handling flags if the item needs special packing care
5. Save — the prop now appears in inventory for that show

Props Inventory with search and filters by category, status, act, and scene

Home dashboard

After setup, Home shows the selected production, days until first performance, and a show-ready bar. Use Widgets (gear control) to show, hide, and reorder cards. Defaults depend on your job role. Widgets include:

• My Tasks, Taskboard Quick Links, Taskboard Activity Summary, Upcoming Deadlines
• Props With Tasks, Props Needing Work, Cut Props Packing
• Shopping Items Needing Approval, Delivery List, Package Tracking, Notifications
• Props Store Enquiries (when you run a store)

Props Management

Open inventory

Use Props Inventory in the sidebar (/props). From here you can search, filter, bulk-update status, download CSV, open a prop, edit it, or add a new one.

Add or edit a prop — field by field

Basics

• Photos — visual reference for stage and store
• Name (required) — clear, searchable title
• Colour, Description
• Act and Scene — from the current show’s structure

Pricing & quantity

• Price
• Quantity (Ordered) (required)
• Required Quantity, Quantity In Use — spare / shortage signals when numbers differ

Source

Choose how the prop enters the show. Changing source can auto-set status until you override status manually:

• RequiredPlaceholder for props still to source — status often → to be bought or to be made
• BoughtOnline retailer or physical store, retailer name, purchase URL, estimated delivery — status often → awaiting delivery
• MadeMaker (select or add), estimated delivery — status often → to be made
• HiredHire company details and return method — status often → awaiting delivery
• BorrowedBorrowed from, delivery/return dates — status often → awaiting delivery
• OwnedAlready in your inventory — status often → show ready
• 3D PrintedTrack printer, filament (type, brand, colour), print settings, estimated time, post-processing (sanding, painting, fitting), and store STL/STEP/3MF/OBJ/GCODE files for reprinting
• Printed (paper)For documents, letters, posters — store print file URL, paper size, copies, colour/B&W, laminated flag, and print notes

Category

Furniture, Decoration, Costume, Weapon, Food/Drink, Book/Paper, Electronics, Musical Instrument, Hand Prop, Set Dressing, Special Effects, Lighting, Other.

Transit handling & physical data

• Checkboxes: Fragile / Handle with care, This way up, Keep dry, Do not tilt, Battery hazard
• Dimensions (L/W/H + unit) and weight for packing and labels

Instructions and digital assets

Add/edit also has Usage Instructions & Assets, Maintenance Instructions & Assets, and Other Digital Assets for setup notes, care files, and rebuild references.

Prop status on create/edit

When you add or edit a prop, the status dropdown tracks production workflow:

• To be madeStill needs building or fabrication
• To be boughtNeeds purchasing
• Awaiting deliveryOrdered, hired, or borrowed — not on site yet
• Show ReadyReady and included
• ShareShared across productions or departments
• Replacement neededCurrent item must be replaced
• Needs repair/modMaintenance or modification required
• CutRemoved from the show (you may be prompted for a storage location)
• On holdPaused pending a decision

Inventory and bulk tools can also expose a richer lifecycle vocabulary (for example In Transit, Missing, Loaned Out, Available in Storage). Use the status that matches the conversation your crew already has; keep filters consistent within a show.

Find, filter, and export

1. Search: “Search props by name, description, or tags…”
2. Filter by category, status, act, scene; optionally spare filter (all / has spares / low inventory)
3. Select multiple props to Update status in bulk
4. Download CSV from Props Inventory for spreadsheet handoffs

CSV columns include ID, Name, Description, Category, Status, Quantity, Act, Scene, Location, Manufacturer, Model, Serial Number, Colour, Style, Condition, Purchase URL, and media URLs.

Show Management

Shows list

1. Open Show Management (/shows)
2. Create with Add Show, or open an existing show
3. Press Select on the show you are working in — inventory and boards follow that selection
4. Use Archived to review soft-archived productions without deleting history (plan limits apply to how many you keep archived)

Show detail

On the show page you will see status, Edit Show, production contacts, and sections for locations, acts & scenes, and team.

Show detail — contacts, dates, edit actions, and production structure

Acts, scenes & locations

• Create or edit acts and nested scenes so props can be filtered by where they appear
• Add venues, rehearsal spaces, and storage locations for packing and handovers
• When adding props, assign Act/Scene from this show’s lists

Venues and locations for the production

Acts, scenes, and team invite controls on the show

Invite from the show

Owners, props supervisors, and god users can open Invite Team on the show (modal title Invite teammate), or Manage Team for the team page. Enter name, email, and job role, then Send invite. Full role detail lives in Team Collaboration.

Packing Lists

Create a packing list

1. Select a show
2. Open Packing Lists
3. Choose Create New Packing List, name it (for example “Act 1 truck” or “To rehearsal space”), then Create List

Packing Lists overview — create lists, then open one to add containers and props

Inside a packing list — tabs

QR codes and public container links

1. Open a container on the packing list
2. Use the generated QR / public link shaped like https://thepropslist.uk/c/{containerId}
3. Share with crew who need read-only access during load-in without full app accounts

Shopping Lists

Open shopping and add a request

1. Select a show
2. Open Shopping List (/shopping)
3. Work in tabs: Props, Materials, or Hired Props
4. Choose Add Request (web). Fields:
   • Title (required)
   • Labels — comma-separated (for example “Screwfix, Flower Market”)
   • Quantity (1–9999 whole numbers)
   • Budget (£) — greater than £0
   • Optional image

Options and approval

1. On a request, choose Add Option — notes, price, images, Product URL, uploaded-by
2. Set each option to Pending, Maybe, Buy, or Rejected
3. When an option is marked Buy, the request can move towards picked / bought
4. Use Convert to Prop after purchase when the bought item should enter inventory

Search by title, filter by label, and watch the budget badge (“Budget: £X”) so spend stays visible on the request. Show-level pots — remaining for transport, hires, buying, materials, and staffing — live under Budget, which is built for props supervision. After items are hired in, use the Hire Sheet for return dates and costs.

Budget

Who can see it

• Show owners and props supervisors can open Budget (/budget) and allocate pots
• Supervisors may grant view access to an assistant (or anyone on the show) so that person can monitor remaining
• By default nobody else sees remaining. Per-pot “share remaining with the team” is a supervisor toggle
• Buyers and makers can log a cost without opening the books

Set up pots

1. Select a show
2. Open Budget in the web sidebar
3. Start with the five default pots: Transport, Hires, Buying, Materials, Staffing
4. Give each pot its slice of the departmental figure — allocations may be £0
5. Add custom pots if the show needs them; unused system pots can be archived

A departmental cap is optional. If you set one, leftover shows as unallocated.

Log spend and move money

• Log a cost against a pot from Budget, Shopping, or the dashboard — description, amount, vendor if you have it
• Shopping requests still have their own item budget; that is a request ceiling, not the show pot
• Move money between pots when a hire comes in high or a buying line comes in cheap — that is normal, not a failure
• Overspend warns; it does not hard-block. Productions still have to spend when a van is needed tomorrow

On Android

The phone gets a brief supervisor overview on Home (remaining per pot), not the full budget workspace. Use the web app to allocate pots, share remaining, and move money.

Deliveries

Open Deliveries

1. Select a show (deliveries are show-scoped)
2. Open Deliveries (/deliveries) from the sidebar
3. See all expected deliveries at a glance — overdue items highlighted in red

Add a delivery

1. Click Add Delivery
2. Enter a Description (what's being delivered)
3. Set Status (Pending, Dispatched, In Transit, Out for Delivery, Delivered)
4. Set Expected Delivery Date
5. Select a Courier from the dropdown (Royal Mail, DHL, FedEx, UPS, DPD, Evri, and 15+ more)
6. Enter the Tracking Number from your dispatch email
7. Optionally add supplier name, order reference, and costs

Automatic tracking links

When you select a courier and enter a tracking number, the system automatically generates a tracking link to the courier's website. You don't need to paste any URLs — just click "Track Package" and see live tracking directly on the courier's site.

Supported couriers include:

• UK: Royal Mail, Parcelforce, DPD, Evri (Hermes), Yodel, UK Mail, CollectPlus, InPost, APC Overnight, Arrow XL
• International: DHL, DHL Express, FedEx, UPS, TNT, DX
• E-commerce: Amazon Logistics, Parcel2Go, Interparcel, CitySprint

For couriers not in the list, the system falls back to universal tracking services (17track) that can track most international shipments.

Who ordered what

Each delivery shows who added it, so you can quickly find the person who placed the order if there are questions. The dashboard widget also displays this information at a glance.

Dashboard widget

The Delivery List widget on your Home dashboard shows props on order with expected delivery dates. Click any item to see details or use the tracking link. Overdue deliveries are highlighted so nothing slips through.

Update delivery status

Each delivery has quick action buttons for common updates:

• Tick icon — Mark as Delivered when the package arrives
• Clock icon — Mark as Delayed with a reason (weather, customs, courier delay, etc.) and optionally update the expected date
• Alert icon — Mark as Lost if a package goes missing
• Pencil icon — Edit to update any details including tracking info, dates, or notes

Delivery history timeline

Every delivery tracks a timeline of events. Click "X events" on any delivery to expand and see the full history — when it was created, when status changed, when delays were reported, and any notes added along the way. This audit trail helps you understand what happened if a delivery goes wrong.

Notes and delay reasons

Notes appear as a preview on each delivery card so you can see at a glance if there's important information. When you mark a delivery as delayed, the reason is automatically added to the notes with a timestamp, building a history of any issues.

Team Collaboration

Where to invite

• Show detail → Invite Team (opens Invite teammate) or Manage Team
• Team page /shows/{id}/team → Invite teammate
• Onboarding step Add Users
• Invitees join via /join/{token}

Who can invite on a show: owner, props supervisor, or god.

Invite form fields

1. Name and Email
2. Job role — Prop Maker, Senior Prop Maker, Props Carpenter, Show Carpenter, Painter, Buyer, Props Supervisor, Art Director, Set Dresser, Stage Manager, Assistant Stage Manager, Designer, Assistant Designer, Crew
3. On the team page, a second Role field uses the same job-title list (Props Maker, Painter, Buyer, and so on) for the collaborator’s working title
4. Send invite — they create/sign in and open the secure link

What permissions control

Fine-grained actions cover inviting/removing people, assigning job roles, creating/editing props, approving shopping options, managing packing, boards, and budget visibility. Match job role to the work someone actually does so editors and viewers stay intentional.

Import & Export

Import props (CSV)

1. Select a show and sign in
2. Open Import Props in the sidebar (/props?import=1) or go to /props/import
3. Upload CSV File, or Download template first
4. Use Map Columns so spreadsheet headers match app fields
5. Preview, then run the import

Mappable columns

name (required), description, category, quantity, price, act, scene, tags, location, status, source, imageUrl.

Import rules

• Max about 1000 rows per upload — split larger files
• Name required; blank names become “Untitled”
• Category defaults to Other; quantity defaults to 1; price defaults to 0
• Source should be values such as bought, made, rented, borrowed, owned, created, hired (otherwise treated as bought)
• Blank status can default to available_in_storage
• imageUrl must be http(s) with an image extension
• Tags split on commas or semicolons
• Messy CSVs: use Copy AI prompt to clean the sheet, then re-upload

Export props PDF (digital props bible)

1. Open Export Props PDF (/props/pdf-export)
2. Choose a preset:
   • Basic Overview — essential fields
   • Detailed Inventory — full inventory pack
   • Show Ready — production execution
   • Transport & Logistics — shipping/handling focus
   • Financial Report — budget/cost focus
3. Optionally customise fields, branding (Branding tab on this page, or Branding Studio at /branding), images, QR, title page, portrait/landscape
4. Preview, then export

PDF export presets and options for packs from your live digital props bible

You can also download CSV from Props Inventory for spreadsheet workflows.

Hire Sheet

Open the hire sheet

1. Select a show
2. Open Hire Sheet in the sidebar (/props/hire-sheet)
3. On Android, open Hire Sheet from the show or props tools (it is not a bottom-tab item)

The sheet lists hired/rented items grouped by hire company, with quantity, order ref, delivery, return date (overdue highlighted), return method, return address, location, and notes. Cost columns appear for props supervisors, stage managers, art directors, and admins.

Filter and export

• Filter by hire company, return method (Company collects, Show arranges courier, Return to depot, Other), or Overdue returns only
• Download CSV or Download PDF for stage management and returns

Return methods and company details come from the Hired source fields on each prop (and store return defaults when the item was hired from a Props Store).

Delivery Tracking

The Props List provides two dashboard widgets for delivery visibility: Delivery List for props on order, and Package Tracking for packing lists in transit. Props supervisors, admins, and god users see both by default; other roles can enable them from widget settings.

Delivery List — props on order

The Delivery List widget shows props with status On Order and an expected delivery date. Use it to see what is arriving and when.

Delivery List widget — props on order sorted by expected delivery date

What the widget shows

• Prop name and image
• Expected delivery date with countdown (Today, Tomorrow, In X days, or X days overdue)
• Courier name when entered
• Tracking number when entered
• Color-coded urgency: red for overdue, orange for due within 3 days, yellow for due within a week

Add tracking info to a prop

1. Open a prop and choose Edit
2. Set status to On Order (or Awaiting delivery)
3. Fill in Expected Delivery Date, Courier, and Tracking Number in the delivery fields
4. Save — the prop now appears in the Delivery List widget

Package Tracking — packing lists in transit

The Package Tracking widget tracks packing lists (shipments) moving between show venues, rehearsal rooms, suppliers, makers, and storage. Unlike individual prop deliveries, package tracking follows containers of props through a full shipping lifecycle.

Package Tracking widget — shipments with direction, status, and delivery dates

Shipment statuses

• PendingShipment created but not yet dispatched
• DispatchedHanded to courier or left origin address
• In TransitOn the way — shipped date is set
• ArrivedReceived at destination
• DelayedExpected delivery date passed without arrival (auto-detected)
• LostManually marked as lost

Quick actions

From the widget, use the icon buttons on each package row:

• Mark as Shipped (truck icon) — sets shipped date to now
• Mark as Arrived (check icon) — sets arrived date and clears lost status
• Mark as Lost (alert icon) — flags the package as lost
• Edit (pencil icon) — opens the full tracking details modal

Edit tracking details — dispatch, shipped, expected delivery, arrived dates and times, courier, tracking number

Set up shipping on a packing list

1. Open a packing list
2. Go to the Delivery Details tab
3. Set From Address and To Address (must match addresses associated with the show — venues, rehearsal spaces, or storage)
4. Enter Dispatch Date, Expected Delivery Date, Courier Name, and Tracking Number
5. Save — the packing list now appears in the Package Tracking widget

The widget automatically detects direction (incoming or outgoing) based on whether the destination or origin matches your show addresses.

Enable the widgets

Props supervisors see Delivery List and Package Tracking by default. To enable them on other roles:

1. On the Home dashboard, click the Widgets gear icon
2. Find Delivery List and Package Tracking in the disabled list
3. Click to enable, then drag to reorder

Billing, pause, cancel, and your data

Manage this from Profile → Subscription on the web app or the Subscription tab on Android.

Pause

Use Pause account. Pause stops future payments. You do not need to archive or delete shows. We keep paused-account data for 90 days, then delete it unless you resume with Resume account.

Downgrade

If you have more shows than the new plan allows (for example 10 shows on Standard going to Starter’s 3), archive or delete the extras first. We will not delete them for you. The lower price starts at the next billing date. Use View All Plans to compare.

Add-ons

You can add or remove add-ons on Standard and Pro. Removing an add-on with Remove at period end keeps it until the end of the period you have already paid for. It is not charged again after that date. Card and address changes use Manage Billing (Stripe portal).

Cancel

Use Cancel subscription at any time. You keep access until the end of the period you already paid for. After that, no further payments are taken. We keep your data for 90 days so you can download it, then delete it.

How we give you the data

Use Download my data. We generate a JSON file (profile, shows, props, packing lists, boards, stores) and also email a download link that stays valid for 7 days.

Full legal text: Terms and Conditions and Privacy Policy.

Props Store inventory

Create and configure a store

1. Open Props Stores (/stores)
2. Create a store and set Catalogue visibility:
   • Private — store team only
   • Public — listed on the website catalogue (contact email required for hire enquiries)
3. Add store team with roles: Store owner, Store manager, Store staff
4. Browse public catalogues from the stores area or the website Props for Hire page when you are hiring in

Print location and container labels

1. Open the store → Labels — this is the print-labels area
2. Location labels cover rooms, racks, and shelves. Container labels cover locations whose type is Box / container
3. Print one label or print a whole group. Choose A4 sheet or sticker-printer stock (Brother, Dymo, 4×6″)
4. Stick the label on the rack or crate. Scan it to open a live list of props currently assigned there (/sl/{locationId})
5. Print individual prop QR labels from Inventory or the prop detail page (/sp/{propId})

Catalogue items

On a store prop you can set photos, name, description, category, status (Available, On hire, Reserved, Maintenance, Retired), period, origin, condition, tags, materials, associated shows, quantities (total / available / on hire), location notes (room, rack, shelf, box), shelf/box labels, and pricing (fixed weekly rate or quote on request, weekly hire rate, replacement value, min hire days, notes).

Store catalogue with weekly hire rates and availability

Hire enquiry flow

1. Hirer browses catalogue → Request to hire
2. Form: name, email, quantity, needed-from / until dates, optional show ID, message → Send enquiry
3. Store receives the enquiry → Accept & send (pick target show — creates a show prop linked back) or Decline
4. Statuses move through pending, accepted, declined, fulfilled, cancelled

Mobile App

What mobile is built for

The Props List includes an Android app (same account and live data as web), with iOS in the pipeline. It is designed offline-first so changes sync when you are back online. Plan on the desk; capture on the floor.

Bottom tabs: Home, Taskboard, Props, Shows, Packing, Help, Profile. Shopping, Hire Sheet, and Props Stores open from those areas rather than the tab bar.

• Browse props, shows, packing lists, shopping, and task boards
• Add props and take photos with the device camera
• Scan container QR codes during load-in and touring
• Update prop and task status without a desk computer
• Get notified when tasks are assigned or important changes need attention
• Use in-app help and feedback from the mobile tabs; full how-tos stay on this page

Web vs mobile — who does what

Sign in on mobile with the same account as the web app

Edit tasks, due dates, and comments from your phone

Mobile troubleshooting

• Props missingCheck the show filter / selected show
• Photos failKeep files under about 5MB or compress before upload
• Team accessAccept the email invite and create/sign in with that address