Recipe: Setting Up for a New Show

This guide will walk you through a common workflow in Space: gathering and reserving all the items you need for a new production, project, or event.

Goal: To create a formal record of an upcoming show and allocate all the required props and costumes to it, ensuring everything is accounted for and reserved.

Step 1: Create the Allocation for the Show

First, you need to create the “event” itself in the system. This serves as the main folder for this production.

1. Navigate to the Ledger page from the main menu.
2. Click the New Entry button.
3. Select the Event type.
4. Fill in the details:
   • Event Reference/Name: “The Starlight Gala”
   • Associated Person/Entity: “Main Stage Production”
   • Start Date and End Date: Set the dates for which you’ll need the items.
5. Click Save Entry.

You have now created the allocation. The next step is to fill it with items. For more detail, see our guide on Creating a New Entry.

Step 2: Find and Add Your Items

Now, you’ll add the specific items needed for “The Starlight Gala.”

1. From the Ledger, click on your newly created “The Starlight Gala” allocation to go to its detail page.
2. In the “Items” section, click the Edit icon, then click the Add Item button.
3. This opens the Item Picker. Use the search bar to find the items you need. For example:
   • Search for “Antique Wooden Chest”
   • Search for #costume to see all costumes.
4. Click on each item card you want to add to the allocation. A checkmark will appear.
5. Once you’ve selected all the items, click the Add [X] Item(s) button.

Step 3: Review Your Show’s Inventory

Return to the “The Starlight Gala” allocation detail page. The “Items” section now contains a complete list of every prop and costume reserved for this show.

You now have a single source of truth for your event. Your entire team can see exactly what is needed, and these items are now marked as unavailable for any other conflicting events during that date range.

Ritchie’s Tip: You can add items to an allocation at any time! If you realize you need another prop mid-rehearsal, just come back to the allocation and use the Add Item button again.