Projects Possible

Paper pushing and theatre productions seem to go hand in hand. There are myriads of things that go into a production, everything from audition forms and cast lists to sign-in sheets and line notes.  As a relative novice to theatre and a seasoned professional in the software industry I began a search to find a software tool that could help me handle some of the paper and communication.   Much to my surprise, my searches did not include a lot of choices.   One product that I did find is called Line Notes by a company in Austin Texas called Thank You 5.  (Interesting name – “Thank You 5” is the courteous response and acknowledgement to a stage managers announcement of “5 minutes to places”.)

This posting is the first in many of a review of my experience with this software while working as an Assistant Stage Manager on a local theatre production.

My first experience with the software… 

When you go to the website there is a free download.  Don’t get too excited though because the download is limited in that you must use their sample data.  Nothing you do will be saved and so “trying it out” really isn’t possible if you are working on a production.  You can certainly try out their sample data but I found it to be really difficult to evaluate since it dealt with things that I was not familiar with.   My resolution to this problem was to simply contact the company and ask them if there was a way to test with my data and they graciously offered me temporary license after explaining to me that their current licensing mechanism just doesn’t support a “timed” trial model.

To license the software you must be connected to the Internet.  It makes a connection to their servers to validate that the license key that you are using is not being used on some other machine.   The licensing model is such that Line Notes can be used on a single machine at a time.  You can release the license (again while being connected to the Internet) so you can license another machine but you need to be aware that you should perform the appropriate exports if you expect to want to use your data on this other machine.  Data files were not accessible that I could find, and I didn’t really ask.

Once I was licensed it walks you through a process of setting up your first production.  You can step through each of the steps to get the basics completed and you don’t need to worry if you can’t get it done because you can come back to any of these functions that the first time “wizard” performs at a later time.

The line notes main interface page is quite simple and revolves around a rehearsal for a specific production.  Multiple productions can be setup and maintained at the same time and when you first open the Line Notes application it presents you with the production window asking which production you would like to work on, or which production related activities you would like to perform.  Since I only have one production running I just double click on my production and I am presented with the main interface page.

After creating the production the next important piece of business and the real reason for an application like this is to create the “people” that you will be communicating with.  Since Line Notes integrates with a script (more on that in future postings) you also need to create a link between the person and the role that they play in the production.

Adding the Production Staff is quite simple… Just select Production on the main interface “ring” menu and then select Production Staff List. (You can also use the Line Notes menu item and Address Book – The difference is there is not “Position” in the address book. -  This is a great feature if your production team repeats from production to productions) This opens a new window that will show you all of your staff defined in the right pane and a data entry form on the left.  Fill in the form, click on Add and it will move the person from the form into the right pane.   If you need to edit you click on the person in the right pane, click on the edit button it will pull the information to the left, where you make modifications and when complete you press Update.   Very clean, easy to use interface.

There are a number of challenges that I ran into.  All would be future feature requests that in my opinion would make the product better and suited to more theatres.

1.  There is not a lot of information about each of the production team members.  I would have liked to see more phone number spaces, home address, perhaps some user defined fields where I could keep track of things like vocal range, dance training, prior productions, etc.

2.  The “Position” field is also hard coded and not customizable so you have to use those that are provided.  They have most of what you would need but I found I would have liked to add a category or two simply for how I want to send out notes.

3.  Your production team can not be assigned to two different positions so you have to duplicate the records in the production database.   If you have an Actor that is also a Stagehand for the production there will be two entries for that person’s name instead of 1 entry with multiple positions.

4.  There is no reporting.  With the limited data fields I’m sure it was thought that it was not important but I found I was having to export the data to find out who hadn’t provided me an email address so I could go back in and update.

Next came the cast.  This is where you define who the character is, the names associated with that character in the script, and which of the Actors from the Production Staff play the part.  The interface is the same as you had with the Production Staff.  Characters and their assignments on the right and the form to complete on the left.   From the Production menu in the Main Interface you simply select Cast List and you fill out the form.   A nice feature if you are going to interface to a script is the ability to put the character name(s) as they are found in the script.  This will allow Line Notes to then create a line note from the script and send it to the appropriate actor without forcing me to use a long name.  For example in casual conversation and in discussion of the script we may use a common reference to Grady but in the script it defines him as Daryl Grady.  Line notes can work in this situation without a problem.

Again, I had challenges (I want it ALL in a software package)

1.  I would have liked additional fields… For example I can assign two actors to the same role which I may need to do because one is the understudy.   This functionality is allowed but there is no way to identify the reason there are two assignments.

2.  When making a duplicated assignment you are forced to type a character name even if the character is already defined.   Having a pull down list of character names already defined in the production would be nice.   I’m lazy I don’t want to have to type “Male Ensemble” or “Female Ensemble” over and over and over again for each of the ensemble members.

3.  Allow me to turn off the are you sure dialog after the first couple of warnings.  “Yes I know I already have someone assigned to Female Ensemble and Yes I do want to make this assignment again.”

In my next posting I will describe how I have started using the application even though we are still in music and dance rehearsals and I’m not doing true “line notes”.   We are definitely using it for production notes and find it is quite efficient.

I have also included some screen shots below.

For those of you that do not know, I live outside a small Washington town in northern Steven’s Country called Colville.   The town is large enough to have our Super WalMat as a very nice compliment of small businesses.   To support our local economy I try to buy as much as I can locally.  In some cases I may have to pay a bit more but I’m willing to pay the price.

So here’s the story with my local hardware store and why it is soooo difficult for me to keep my business local.

I found the item I wanted on the hardware store’s national website and I could have had it all shipped directly to my house but I thought I would try to help out the local store and order it from them.

I called them on the phone… told them the exact item number I wanted and that I needed 5 cases of them.   The clerk asked for my name and phone number, and since I knew I was not going to be in town for about 3 weeks so I told her that I also wanted to give her my Spokane phone number.  I also let her know that if she needed to delay the order that would be fine because I was not in a hurry and would not be back in town for about 3 weeks.   She explained that it would take about 2 weeks for the freight to arrive from the warehouse and that she would go ahead and place the order and call me when they came it.

Friday (about 4 weeks after I placed the order) I stopped in the store and inquired.  There were multiple people that tried to help me and finally a gentleman went in back to check for the items.  He was not able to find them and phoned someone else.   The verdict… “The phone number you gave us was incorrect and we sent them back on this morning’s truck.”

First of all, the clerk that took the order had two of my phone numbers and IF SHE WROTE ONE OF THEM DOWN WRONG she could have tried the other.  I am also in the PHONE BOOK and had she bothered to look up my name she would have been able to call.  

Long story short I went online placed the $485.00 order, paid the shipping and I will have my items on Thursday.   Local business need to understand a little bit about customer service.   Not even an I’m sorry and of course it was my problem.   I guess I should have double and triple checked she wrote my phone number down and then had he send me a fax copy so I could verify that everyone could read her handwriting.  

Needless to say that this business will NO LONGER be receiving any of my business.   I can go to the Ace Hardware, Haney’s or if I want mediocre service even WalMart.