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First Steps

This guide walks you through the essential setup tasks to get your VenueTrack environment operational.

1. Set Up Your Organization​

Start by configuring your organization profile:

  • Enter your organization name
  • Upload your logo
  • Set your default timezone and currency
  • Configure any custom branding (colors, domain)

2. Configure Departments​

Create the departments that reflect your operational structure. Common departments include:

  • Audio
  • Video
  • Lighting
  • Staging
  • IT / Networking
  • Wardrobe
  • Production Management

Departments control data visibility and asset ownership, so set these up before adding equipment.

3. Build Your Location Hierarchy​

Create the physical structure that mirrors your real-world environment:

  1. Start with your Building or Vessel at L1
  2. Add Venues (theaters, stages, event spaces) at L2
  3. Add Rooms (control rooms, dressing rooms, storage) at L3
  4. Continue down through Sub-Spaces, Racks, and Slots as needed

You can always add more locations later, but getting the top levels right first makes everything else easier.

4. Set Up Location Types​

Assign location types that match your domain. VenueTrack supports typed locations at each hierarchy level — for example, distinguishing a "Theater" venue from a "Conference Hall" venue. This helps with filtering, reporting, and access control.

5. Add Products to Your Catalog​

Before creating assets, populate your product catalog. For each product, define:

  • Manufacturer and model
  • Category and department
  • Specifications (weight, dimensions, power requirements)
  • Form factor (for rack-mountable equipment, specify rack units)

Products serve as templates, so thorough catalog entries save time when creating assets.

6. Create and Tag Assets​

With products in your catalog and locations in place, create assets:

  • Select a product as the base
  • Assign the asset to a location
  • Enter serial number, purchase date, and cost information
  • Generate and print a QR code tag for physical identification

7. Invite Team Members and Assign Roles​

Add your team to VenueTrack:

  • Send invitations by email
  • Assign each user a role within the 6-tier permission hierarchy
  • Scope access by department or location as needed
  • Confirm users can see only what they need

8. Set Up Notification Preferences​

Configure how your team receives alerts:

  • Deficiency reports and status changes
  • Transfer requests and approvals
  • Low-stock inventory warnings
  • Schedule changes and shift assignments

Each user can customize their own notification preferences once their account is active.

9. Optional Next Steps​

Once the basics are in place, consider these additional capabilities:

  • Custom Forms — Build inspection checklists and data collection forms for routine operations
  • Webhook Integrations — Connect VenueTrack to external systems for automated data flow
  • Data Import — Bring in existing asset inventories, location data, or product catalogs via bulk import
  • Shows & Productions — Set up your first show, define roles, and assign cast members
  • Scheduling — Configure crew schedules and shift templates