Key Concepts

This page defines the core concepts you will encounter throughout VenueTrack. Understanding these terms and how they relate to each other is essential for effective use of the platform.

Organization

The top-level tenant in VenueTrack. Everything — locations, assets, users, shows — belongs to an organization. Each organization is fully isolated from others, with its own configuration, branding, and data.

Location Hierarchy

VenueTrack models physical space using a 7-level hierarchy. Each level has a specific purpose and constrains what can exist beneath it:

Level	Name	Example
L0	Organization Hub	Corporate HQ, Fleet Operations
L1	Building / Vessel	MS Grandeur, Main Theater Complex
L2	Venue	Grand Theater, Pool Deck Stage
L3	Room	Control Room, Dressing Room A
L4	Sub-Space	Audio Booth, Lighting Catwalk
L5	Rack	FOH Rack 1, Amp Rack B
L6	Slot	Slot 12 (front), Slot 3 (rear)

Locations are typed and constrained by their hierarchy level. A Venue can only exist inside a Building/Vessel, a Room only inside a Venue, and so on.

Departments

Operational divisions within an organization — such as Audio, Video, Lighting, Staging, or IT. Departments scope data visibility and asset ownership, allowing teams to focus on their area of responsibility while administrators maintain a cross-department view.

Assets

Individual tracked pieces of equipment. Each asset has a unique identity and carries full lifecycle data: purchase information, current location, condition, depreciation status, repair history, and transfer records. Assets are created from Products and assigned to specific locations.

Products

Catalog entries that serve as blueprints for assets. A Product defines the manufacturer, model, specifications, power requirements, form factor, and other attributes shared across all assets of that type. When you create an asset, you create it from a Product.

Racks

Equipment mounting infrastructure with slot-level tracking. Racks occupy a position in the location hierarchy (L5) and contain Slots (L6). Each rack supports three faces — front, rear, and top — and tracks exactly which equipment occupies which slots.

Shows & Instances

A Show is the production blueprint — it defines the overall production, its requirements, and its structure. A Show Instance is a specific deployment of that show at a specific venue during a specific time period. This separation allows one production to run simultaneously across multiple venues while maintaining distinct schedules, casts, and configurations.

Casts & Roles

Production staffing follows a three-layer model:

• Role Definitions live on the Show and describe what positions the production requires.
• Role Instances live on each Show Instance and represent the actual positions to be filled for that deployment.
• Cast Members are the people assigned to roles within a Cast, which is tied to a specific Show Instance.

Deficiencies

Structured issue reports attached to equipment or locations. Each deficiency includes a severity classification, current workflow status, assigned personnel, and a full activity log. Deficiencies move through defined states from reporting through resolution.

Flags

Lightweight follow-up tags that can be attached to any entity in the system — assets, locations, deficiencies, or other records. Flags provide a simple way to mark items for attention without the overhead of a full deficiency report.

Transfers

Managed movement of equipment between locations. Transfers maintain a chain-of-custody record, tracking who initiated the move, who received the equipment, and the condition at each stage. This ensures accountability and traceability for every asset movement.

Custom Forms

Reusable inspection checklists and data collection forms. Custom forms support configurable field types, conditional logic, approval workflows, and digital signature capture. They are used for routine inspections, safety checks, handover documentation, and any structured data collection need.