---
url: "https://docs.on-book.app/pro/user/features/props.md"
description: "Track every prop from acquisition to stage placement."
---

# Props Management

> **Human confirmation required.** Prop tracking supports planning, but physical prop decisions still need human confirmation.

> **Track every prop from acquisition to stage placement.**

***

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

## 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

***

## 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 |

***

## 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](./script-import.md))
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

***

## 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

***

## 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

***

## 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](./admin-portal.md#archive-sweep), you're prompted to inventory-check all eligible props before a production is archived.

***

## 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)

***

## 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.)

***

## 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

***

## 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

***

## 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

***

## Video Tutorial

Video walkthrough: planned.

***

## Related Guides

* [Show Structure](./show-structure.md) — Scenes for prop linking
* [Costumes & Sizing](./costumes.md) — Similar tracking patterns
* [Features Overview](./overview.md)

***

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