---
url: "https://docs.on-book.app/pro/user/features/costumes.md"
description: "Professional costume tracking from measurements to quick changes, with integrated budget oversight."
---

# Costumes & Budget Management

> **Sensitive data.** Costume and measurement data may include sensitive personal data; collect only what the production needs.

> **Professional costume tracking from measurements to quick changes, with integrated budget oversight.**

***

![Costumes — On Book Pro](../../assets/screenshots/costumes/costumes-hero.png)

## Overview

The Costumes module provides comprehensive costume management for theatrical productions. Track every piece, manage measurements, log fittings, and coordinate quick changes—all in one place.

***

## Getting Started

### Accessing Costumes

1. Navigate to the **Costumes** tab in the main navigation
2. You'll see subtabs for different aspects of costume management:
   * **Measurements** — Actor sizing profiles
   * **Pieces** — Costume inventory
   * **Fittings** — Fitting session logs
   * **Quick Changes** — Fast change coordination
   * **Maintenance** — Repair and laundry tracking

***

## Measurements

### 31-Point Anatomical Tracking

Create comprehensive measurement profiles for each actor:

**Upper Body**

* Bust/Chest, Waist, Hips
* Neck, Shoulder, Bicep
* Arm Length, Wrist

**Lower Body**

* Inseam, Outseam
* Thigh, Height

**Sizing**

* Shirt/T-Shirt Size, Pants Size
* Shoe Size, Hat Size
* Glove Size, Dress Size, Jacket Size

**Additional Information**

* Allergies (fabric, latex, etc.)
* General notes

### Creating a Measurement Profile

1. Click **Add Measurement Profile**
2. Select the actor from the dropdown
3. Enter measurements in your preferred units
4. Document any allergies or special considerations
5. Save the profile

> **Tip:** Measurement profiles automatically link to the actor's characters, making costume assignments easier.

### Self-Service Sizing (Cast Members)

Cast members can fill in their own measurements directly from **Settings -> Profile**:

1. Open **Settings** from the sidebar
2. Choose the **Profile** subtab and open the measurements section
3. Progress ring shows completion (e.g., "12/31 measurements")
4. Fill in sizing information and body measurements
5. Save automatically syncs to the Costume Department

**How It Works:**

* **Onboarding Prompt** — Actors with sparse profiles see an "Action Needed" banner
* **Progress Tracking** — Visual ring shows percentage complete
* **Approval Workflow** — Only the Costume Department can mark profiles as "Complete"
* **Smart Defaults** — Silhouette mode auto-selects based on actor's pronouns

> **Note:** The Measurements tab only appears for cast members, not crew or production staff.

***

## Costume Pieces

### Adding Pieces

Each costume piece tracks:

| Field | Description |
|-------|-------------|
| **Description** | What the item is (e.g., "Blue Victorian Coat") |
| **Scene** | Which scene the piece appears in |
| **Character** | Which character wears it |
| **Status** | Workflow stage (TBD, To Build, To Buy, Ready to Fit, Complete) |
| **Source** | Where it came from (Stock, Purchased, Rental, Borrowed, Built) |
| **Images** | Reference photos |
| **Notes** | Additional details |

### Source Tracking

Understanding where each piece comes from helps with returns and budget:

* **Stock** — Already owned by the theater
* **Purchased** — Bought new for this production
* **Rental** — Rented with return date
* **Borrowed** — On loan from another source
* **Built** — Custom-made for this production

### Status Workflow

Track pieces through the production process:

```
TBD → To Build/To Buy → Ready to Fit → Complete
```

***

## Quick Changes

### What is a Quick Change?

A quick change is any costume change that happens rapidly during the show, typically with dresser assistance.

### Tracking Quick Changes

For each quick change, you can specify:

* **Duration** — Expected time in seconds
* **Location** — Where the change happens (Stage Left, Quick Change Booth, etc.)
* **Assigned Dresser** — Who assists with the change
* **Notes** — Special instructions

### Urgency Indicators

Changes under 30 seconds are highlighted in red throughout the interface to flag high-urgency moments.

***

## Fittings

### Logging Fittings

Keep a record of all fitting sessions:

1. Click **Add Fitting**
2. Select the actor
3. Set the date
4. Choose which pieces were fitted
5. Add notes about alterations needed
6. Record who conducted the fitting

### Fitting History

View the complete fitting history for any actor to track alterations over time.

***

## Budget Tracking

### Per-Piece Budgeting

Each costume piece can track:

* **Estimated Cost** — Budgeted amount
* **Actual Cost** — What was actually spent
* **Receipt URLs** — Links to uploaded receipt images

### Budget Dashboard

Access the production-wide Budget Dashboard from the header:

1. Click the green **Budget** button (requires VIEW\_BUDGET permission)
2. View summary cards:
   * **Estimated Total** — Sum of all estimated costs
   * **Actual Spent** — Sum of all actual costs
   * **Variance** — Difference (green = under budget, red = over)
   * **Rental Count** — Number of rental items

### Grouping Options

Analyze your budget by:

* **Status** — See spending by workflow stage
* **Character** — Budget per character
* **Source** — Spending by acquisition method

### Rental Returns

The dashboard includes a dedicated section for rental items with return dates, highlighting overdue items.

***

## Maintenance

### Tracking Maintenance Needs

Mark pieces that need attention:

* **Needs Repair** — Torn, broken, or damaged items
* **Needs Laundry** — Items requiring cleaning

### Clearing Maintenance Flags

When maintenance is complete:

1. Navigate to the Maintenance subtab
2. Find the item
3. Click **Mark Repaired** or **Mark Clean**

***

## Adding to Organization Inventory

Costume pieces sourced from **Stock**, **Purchased**, or **Built** can be promoted to your organization's permanent inventory:

1. Open a costume piece's detail modal
2. Click **"Add to Org Inventory"**
3. The piece is registered in your organization's inventory with condition, location, and usage history
4. A ✅ **"In Inventory"** badge appears on the piece

**Automatic prompts:** During the [Archive Sweep](./admin-portal.md#archive-sweep), you're prompted to review all eligible costume pieces before archiving a production.

***

## Printing

### Costume Bible

Generate a comprehensive production document:

1. Click **Print** in the header
2. Select **Costume Bible**
3. Choose which sections to include:
   * ☑️ Measurements
   * ☑️ Costume Plot
   * ☑️ Character Breakdown
   * ☑️ Budget Summary
   * ☐ Receipts Appendix (optional)
4. Click **Print**

The Costume Bible includes:

* Professional cover page with show branding
* Table of contents
* All selected sections with proper formatting

### Quick Change Plot

Generate a focused document for dressers:

1. Click **Print** in the header
2. Select **Quick Change Plot**
3. Options:
   * ☑️ Show Cover Page
   * ☑️ Show Dresser Summary
4. Click **Print**

Includes:

* Statistics summary
* Scene-by-scene quick change table
* Per-dresser assignment cards

***

## Permissions

### Who Can Access What

| Feature | Required Permission |
|---------|---------------------|
| View Costumes | MANAGE\_COSTUMES |
| Edit Costumes | MANAGE\_COSTUMES |
| View Budget Dashboard | VIEW\_BUDGET |

### Default Role Access

| Role | Costumes | Budget |
|------|----------|--------|
| Owner | ✅ | ✅ |
| Stage Manager | ✅ | ✅ |
| Designer | ✅ | ✅ |
| Actor | ❌ | ❌ |
| Crew | ❌ | ❌ |

***

## Tips & Best Practices

### Measurement Day

* Schedule a dedicated measurement session early in pre-production
* Have actors wear form-fitting clothing
* Take photos of how you measured for consistency

### Quick Change Rehearsals

* Run quick changes multiple times before tech
* Time each change and update the duration field
* Assign backup dressers for critical changes

### Budget Management

* Enter estimated costs during shopping/planning
* Update actual costs as soon as purchases are made
* Upload receipts immediately for accurate records

***

## Troubleshooting

### Measurements Not Showing for Actor

* Ensure the actor is added to the Cast in Personnel
* Create a new measurement profile linked to that actor

### Quick Change Not Flagged

* Verify the "Is Quick Change" toggle is enabled on the costume piece
* Check that duration is entered (even if estimated)

### Budget Dashboard Not Visible

* Confirm your role has VIEW\_BUDGET permission
* Contact your project Owner to grant access

***

*Need more help? Check the [Troubleshooting Guide](/pro/user/troubleshooting) or reach out to support.*