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Create & Share Run-of-Show Plans

After reading this article you'll be able to create multiple run-of-show plans for an event, add schedule entries, save plans as templates, and share them with external contacts.

In the Schedule tab of an event you create one or more plans that structure the day's programme. Each plan has its own address and colour, which is especially useful for complex events with multiple areas (e.g. venue, kitchen, stage).

Create & Share Run-of-Show Plans

Creating a run-of-show plan

  1. Open the desired event and click Schedule in the top navigation.
  2. Click Plan (with the plus icon) in the top right.
  3. Fill in the form:
    • Name (e.g. "Venue Schedule")
    • Description (optional, e.g. who is working from this plan)
    • Colour for visual distinction when multiple plans exist
    • Address of the area (pre-filled from the event, can be overridden per plan)
    • Address Info for internal notes, e.g. "3rd floor, staff entrance"
    • Shared with to pre-select recipients right away
  4. Click Plan anlegen. You are taken directly to the detail page of the new plan.

To edit an existing plan, click the pencil icon in the top right of the plan card.

Adding schedule entries

  1. Click on a plan card to open its detail page.
  2. Click Eintrag (with the plus icon) to create a new schedule entry.
  3. Fill in the following fields:
    • Title (e.g. "Setup", "Welcome", "Buffet")
    • Start time and End time
    • Beschreibung (optional, e.g. notes or schedule remarks)
    • Address and Address Info (leave blank to inherit the plan address)
    • Internally responsible: select workspace members
    • Externally responsible: assign CRM contacts
    • Document: attach a PDF, Word, Excel, PowerPoint, image, or text file (max. 25 MB)
  4. Click Hinzufügen.

The start time of the next entry is automatically set to the end time of the previous one. If a start time is entered and the end time is still empty, Univents automatically sets the end time to start time + 2 hours. The order of entries can be rearranged via drag-and-drop.

Switching views

On the schedule overview page all entries from all plans are listed together. Using the three icons in the top right next to "Programmpunkte" you can switch between three views:

  • List (default): compact row view with time, title, and responsible person
  • Timeline (Gantt icon): horizontal timeline display
  • Calendar (calendar icon): calendar view by date and time

Your chosen view is saved for your device.

Sharing a run-of-show plan

Recipients receive a link to the portal where they can view the plan. An email with the link is sent automatically as soon as you save.

  1. Click Teilen (bottom right of the plan card) or click the "Geteilt mit N Person(en)" badge.
  2. In the Ablaufplan teilen dialog, enter a name or email address under Empfänger hinzufügen.
  3. Select contacts or staff from the suggestion list. Selected entries are staged (the badge on the save button shows the count).
  4. Click Speichern und Benachrichtigen to save and notify all recipients.

Already added recipients appear in the list below. Click the send icon next to a recipient to resend the notification to that person individually. Alle erneut benachrichtigen re-notifies all recipients at once. The trash icon removes access.

Using and saving templates

Templates let you transfer a proven run-of-show plan to new events. The times of the schedule entries are stored relative to the event start time.

Save a plan as a template:

  1. Click Als Vorlage at the bottom left of the plan card.
  2. Give it a name and click Vorlage speichern.

Apply a template to an event:

  1. Click Vorlage in the top right.
  2. In the Vorlage anwenden dialog you see all saved templates with their entry counts.
  3. Click Anwenden on the desired template. The plan is immediately added as a new plan on the event.

You manage templates workspace-wide under Settings > Ablaufplan-Vorlagen, where you can rename or delete them.

Frequently asked questions

Can I create multiple plans per event? Yes, as many as you like. This is useful when different areas (kitchen, stage, logistics) have their own schedules. Each plan has its own colour and address.

What happens if I leave the address blank on an entry? The address of the parent plan is inherited automatically. A hint showing the plan address appears in the form.

Do recipients see all plans for an event? No. Sharing is always plan-specific. You decide per plan who gets access.

How do I delete a plan? Click the trash icon in the top right of the plan card and confirm the dialog. All schedule entries belonging to the plan are deleted as well.