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Training
Duration: ~2.5–3 hours | Audience: New staff (all roles)
- Each trainee has a login link / magic-link email sent to them
- At least one test event pre-created in the system (a "Training Night" hold)
- TV/projector showing the live app at the dashboard
- Ops manual URL written on whiteboard:
docs/ops-manual.html
Goal: Everyone knows what the system is and why it exists.
- What is Panic Backstage? ("One place where every show lives, from first inquiry to final settlement")
- How to log in — magic link email flow, no passwords to remember
- Tour of the interface: sidebar, dashboard, calendar view
- The Getting Started checklist on the dashboard — what each item means and who's responsible for completing it (venue admin only, but good for everyone to know)
- "Everything that used to live in spreadsheets, texts, and sticky notes lives here"
- "Your role determines what you can see and do — we'll cover that shortly"
Everyone logs in. Confirm the dashboard loads. Point out the checklist items.
Goal: Staff understands how a show moves from idea to close.
Walk through each stage on a whiteboard or in the app:
| Stage | What it means |
|---|---|
| Hold | Date is being considered; not confirmed |
| Intake Complete | Details filled in, contract not yet signed |
| Booked | Contract signed, show is confirmed |
| Settled | Post-show accounting is done |
- Creating a new event (walk through the form fields together)
- Filling in: artist, date/time, event type, capacity, ticket price
- Attaching a contract template and sending for e-signature
- What the artist sees when they get the signing link
- Watching the audit log update as they sign
Create a new "Training Night" event as a group. Walk it from Hold → Intake Complete. Assign it a contract template. Don't send (or send to a test address).
Goal: Door and floor staff know exactly what to do on show night.
- Opening the Run Sheet — what's in it (schedule, staff, notes)
- The Guest List — how to look up a name, check in manually
- The QR ticket scanner (
/scanner.html) — scan tickets from any phone browser, no app install needed- Open the scanner URL on your phone right now
- How a valid vs. invalid scan looks/sounds
- During the show: logging notes, updating headcount
Pull up
scanner.htmlon everyone's phones. Scan a test ticket QR code. Show what a success and a failure look like.
Goal: Everyone knows what their account can and can't do — and who to ask when they hit a wall.
| Role | Can do |
|---|---|
| Venue Admin | Everything — settings, users, templates, settlement |
| Booker | Create/edit events, manage contracts |
| Manager | Edit events, run sheets, day-of ops |
| Door Person | Guest list + scanner only |
- Where to find your own role (profile/account settings)
- How to invite a new staff member (admin only — show where)
- What to do if you can't access something you think you should
Goal: Managers/admins know how to close out a show properly.
- After the show: auto-archive timing — the system sets Settled automatically after a window, or you can do it manually
- Filing settlement — what data to enter (attendance, bar, ticket revenue)
- Marking the event Settled
- The Activity Log — your audit trail for anything that happened on an event
Walk through the settlement fields on the Training Night event. Don't save — just show where everything goes.
-
Ops Manual —
[your-domain]/docs/ops-manual.html— full reference, bookmark it - The activity log on any event — shows who did what and when
- Admin contact: [your name / email]
Let trainees know these exist for later:
- Panic Promote — the multi-channel social media tool (Chapter 4 in ops manual)
- In-house ticketing setup and payment processing (Chapter 5)
- Event templates for repeating shows
- Google Sheet sync for reporting
| Task | Where |
|---|---|
| Log in | Magic link to your email |
| View all shows | Dashboard → event list or calendar |
| Create a show | Dashboard → + New Event |
| Send a contract | Event → Contracts tab → Send for signature |
| Night-of scanner | Go to [url]/scanner.html on any phone |
| Guest list | Event → Door tab |
| Settle a show | Event → Settlement tab |
| Add staff | Admin → Users → Invite |
| Full manual | [url]/docs/ops-manual.html |
- Do it live, not slides. People learn the app by watching someone use it, then doing it themselves.
- One test event, many hands. Have each person create one action (add a task, check in a guest) so they get muscle memory.
- End with the scanner demo — it's the most immediately tactile part and ends the session on a high note.
- Roles first, details second — if someone knows what their job is, they'll naturally focus on the relevant modules.