Props Management

Track every prop from acquisition to stage placement.

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Overview

The Props tool provides comprehensive inventory management:

• Prop inventory — Full catalog with details and images
• Scene linking — Know which props appear where
• Source tracking — Stock, purchased, rental, borrowed, or built
• Budget management — Estimated and actual costs
• Maintenance log — Track repairs and cleaning needs
• AI extraction — Automatic prop identification from script import
• Org inventory promotion — Add valuable props to your org's permanent inventory

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Getting Started

Opening Props

1. Navigate to Props in the sidebar
2. You'll see the props table with filtering options

Understanding the Interface

Tab	Purpose
Props List	Main inventory table
Maintenance	Items needing repair or cleaning

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Adding Props

Manual Entry

1. Click "+ Add Prop"
2. Fill in the prop details:
   • Name: What the prop is (e.g., "Tea Set")
   • Type: Category (Hand, Set, Personal, etc.)
   • Scene: Which scene it appears in
   • Character: Who handles it
3. Click Save

AI Script Import (On-Demand Extraction)

Props are not auto-extracted during initial script import. Instead, you trigger extraction when ready:

1. Ensure you've imported a script (see Script Import)
2. Go to Props tool
3. Click "Extract from Script" in the Action Toolbar
4. AI scans your ScriptBlocks for prop mentions
5. A preview dialog shows detected props with scene links
6. Select which props to add (or add all)
7. Click "Import Selected"

Why on-demand? This approach:

• Lets you focus on shows structure first
• Provides a dedicated review step for props
• Avoids cluttered initial import
• Allows re-extraction if ScriptBlocks are edited

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Prop Properties

Each prop entry tracks:

Basic Information

Field	Description
Name	What the prop is
Type	Hand, Set, Personal, Consumable, etc.
Scene	Which scene(s) it appears in
Character	Who uses or handles it

Movement Tracking

Field	Description
Entrance	Where it enters from (SL, SR, Preset, etc.)
Exit	Where it goes after use

Source Information

Track where each prop comes from:

Source	Description
Stock	From your existing inventory
Purchased	Bought for this production
Rental	Borrowed from rental house
Borrowed	Loaned from individual/institution
Built	Constructed by props team

Status Workflow

Props move through a status workflow:

Undefined → Chosen → To Build/Purchase → Rehearsal → Performance

Status	Meaning
Undefined	Not yet decided
Chosen	Selected but not acquired
To Build	Needs to be constructed
To Purchase	Needs to be bought
Rehearsal	In use for rehearsals
Performance	Show-ready

Images

Add reference images:

1. Click "Add Image"
2. Upload from computer or select from repository
3. Multiple images supported per prop

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Budget Tracking

Track costs for each prop:

Budget Fields

Field	Description
Estimated Cost	Projected expense
Actual Cost	Real amount spent
Receipt	Upload receipt image
Rental Return Date	For rentals, when to return

Budget Integration

Prop costs feed into the Budget Dashboard:

• See total props budget
• Compare estimated vs. actual
• Track rental returns

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Adding to Organization Inventory

Props sourced from Stock, Purchased, or Built can be promoted to your organization's permanent inventory for reuse across productions:

1. Open a prop's detail modal
2. Click "Add to Org Inventory"
3. The prop is registered in your organization's inventory with:
   • Name, type, and source
   • Link back to the originating production
   • Condition and availability tracking
4. The prop modal shows a ✅ "In Inventory" badge once linked

When does this happen automatically? During the Archive Sweep, you're prompted to inventory-check all eligible props before a production is archived.

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Maintenance Tab

Track items needing attention:

Maintenance Log

For each prop, record:

• Issue: What needs fixing
• Status: Pending, In Progress, Complete
• Assigned To: Who's handling it
• Due Date: When it needs to be done
• Notes: Additional details

Common Maintenance Tasks

• Repairs (broken handle, torn fabric)
• Cleaning (food props, fabric items)
• Preparation (pre-show reset)
• Replacement (consumables)

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Filtering and Viewing

Filter Options

• By Scene: Show only props for specific scenes
• By Status: Filter by workflow status
• By Type: Show only hand props, set pieces, etc.
• By Source: View rentals vs. purchases

Sorting

• Alphabetical: By prop name
• Scene Order: Following script sequence
• Status: Grouped by workflow stage

Batch Operations

Select multiple props for bulk actions:

1. Check the boxes next to props
2. Click "Batch Action"
3. Choose action (delete, change status, etc.)

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Printing Props Lists

Generate professional documentation:

1. Click Print in the Action Toolbar
2. Choose print format:
   • Full Props List: All details
   • Running List: Scene-by-scene breakdown
   • Tracking Sheet: Checkbox format
3. Print options:
   • Include/exclude images
   • Group by scene or alphabetically

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Tips for Success

emoji_objects Use AI import — Let script analysis kickstart your list

emoji_objects Track everything — Better to have more detail than less

emoji_objects Update status regularly — Keep the workflow current

emoji_objects Upload images — Visual references prevent confusion

emoji_objects Log maintenance immediately — Note issues as they arise

emoji_objects Monitor rentals — Return dates prevent extra fees

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Workflow Example

Pre-Production

1. Import script → Characters and scenes are extracted
2. Go to Props → Click "Extract from Script"
3. Review the AI-detected prop list
4. Refine and add details
5. Research sources and pricing
6. Enter estimated budgets
7. Begin acquisition

Tech Week

1. Update statuses as props arrive
2. Log any issues to maintenance
3. Assign entrance/exit locations
4. Print running lists for crew

During Run

1. Track consumables usage
2. Monitor maintenance needs
3. Manage rental returns

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Video Tutorial

video_library Watch: Managing Your Props List (Coming soon)

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Related Guides

• Show Structure — Scenes for prop linking
• Costumes & Sizing — Similar tracking patterns
• Features Overview

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Last updated: February 11, 2026 (Org Inventory promotion)