The Props List

Get Started

Sign in and create your account

1. Open app.thepropslist.uk/login
2. Sign in, or choose signup / complete signup if you are new
3. Use forgot password / reset password if you need to recover access
4. If you were invited, open the invite link (/join/…) so you land on the right show

Choose your plan

New accounts must pick a plan on Choose your plan (/choose-plan) before the setup wizard:

1. Pick Free to go straight into onboarding, or Starter / Standard / Pro to continue to checkout
2. Optional: enter a discount code before a paid checkout
3. You can change plan later from Profile → Subscription

Onboarding wizard (web)

After a plan is selected, new accounts see a short wizard that auto-advances as you complete each step:

1. Create a Show — opens Add Show (/shows/new). A show is the workspace for props, tasks, packing, and team.
2. Add Users — opens the show team page so you can invite collaborators.
3. Add Props — opens Add Prop once a show exists.
4. You’re Ready! — returns to the dashboard.

Guided onboarding: create a show, invite crew, add your first prop

Create your first show in detail

1. Open Show Management in the sidebar, or follow the wizard to Add Show
2. Required and core fields:
   • Show Name (required)
   • Description, Start Date, End Date
   • Production contacts: Stage Manager (+ email), Props Supervisor (+ email), Production Company
   • Venue(s), optional Touring Show, rehearsal spaces, storage addresses
   • Milestones: Start of Rehearsal, Start of Tech Week, First Performance, Press Night
   • Show status: Planning, In Production, In Rehearsals, In Tech, Running, On Hold, Cancelled, In Storage
   • Acts and scenes (defaults to one act with one scene — edit later)
   • Optional team invite rows and logo upload
3. Save the show
4. On the shows list, choose Select so it becomes the current show (button becomes Selected)

Show Management — create productions, then Select the one you are working in

Add your first prop

1. Confirm a show is selected in the header
2. Open Props Inventory → Add Prop
3. Enter at least Name, Category, Status, description, and act/scene when known
4. Add photos and transit handling flags if the item needs special packing care
5. Save — the prop now appears in inventory for that show

Props Inventory with search and filters by category, status, act, and scene

Home dashboard

After setup, Home shows the selected production, days until first performance, and a show-ready bar. Use Widgets (gear control) to show, hide, and reorder cards. Defaults depend on your job role. Widgets include:

• My Tasks, Taskboard Quick Links, Taskboard Activity Summary, Upcoming Deadlines
• Props With Tasks, Props Needing Work, Cut Props Packing
• Shopping Items Needing Approval, Delivery List, Package Tracking, Notifications
• Props Store Enquiries (when you run a store)

Props Management

Open inventory

Use Props Inventory in the sidebar (/props). From here you can search, filter, bulk-update status, download CSV, open a prop, edit it, or add a new one.

Add or edit a prop — field by field

Basics

• Photos — visual reference for stage and store
• Name (required) — clear, searchable title
• Colour, Description
• Act and Scene — from the current show’s structure

Pricing & quantity

• Price
• Quantity (Ordered) (required)
• Required Quantity, Quantity In Use — spare / shortage signals when numbers differ

Source

Choose how the prop enters the show. Changing source can auto-set status until you override status manually:

• BoughtOnline retailer or physical store, retailer name, purchase URL, estimated delivery — status often → awaiting delivery
• MadeMaker (select or add), estimated delivery — status often → to be made
• HiredHire company details and return method — status often → awaiting delivery
• BorrowedBorrowed from, delivery/return dates — status often → awaiting delivery
• DonatedOften lands as part of the show

Category

Furniture, Decoration, Costume, Weapon, Food/Drink, Book/Paper, Electronics, Musical Instrument, Hand Prop, Set Dressing, Special Effects, Lighting, Other.

Transit handling & physical data

• Checkboxes: Fragile / Handle with care, This way up, Keep dry, Do not tilt, Battery hazard
• Dimensions (L/W/H + unit) and weight for packing and labels

Instructions and digital assets

Add/edit also has Usage Instructions & Assets, Maintenance Instructions & Assets, and Other Digital Assets for setup notes, care files, and rebuild references.

Prop status on create/edit

When you add or edit a prop, the status dropdown tracks production workflow:

• To be madeStill needs building or fabrication
• To be boughtNeeds purchasing
• Awaiting deliveryOrdered, hired, or borrowed — not on site yet
• Part of the showReady and included
• ShareShared across productions or departments
• Replacement neededCurrent item must be replaced
• Needs repair/modMaintenance or modification required
• CutRemoved from the show (you may be prompted for a storage location)
• On holdPaused pending a decision

Inventory and bulk tools can also expose a richer lifecycle vocabulary (for example In Transit, Missing, Loaned Out, Available in Storage). Use the status that matches the conversation your crew already has; keep filters consistent within a show.

Find, filter, and export

1. Search: “Search props by name, description, or tags…”
2. Filter by category, status, act, scene; optionally spare filter (all / has spares / low inventory)
3. Select multiple props to Update status in bulk
4. Download CSV from Props Inventory for spreadsheet handoffs

CSV columns include ID, Name, Description, Category, Status, Quantity, Act, Scene, Location, Manufacturer, Model, Serial Number, Colour, Style, Condition, Purchase URL, and media URLs.

Show Management

Shows list

1. Open Show Management (/shows)
2. Create with Add Show, or open an existing show
3. Press Select on the show you are working in — inventory and boards follow that selection
4. Use Archived to review soft-archived productions without deleting history (plan limits apply to how many you keep archived)

Show detail

On the show page you will see status, Edit Show, production contacts, and sections for locations, acts & scenes, and team.

Show detail — contacts, dates, edit actions, and production structure

Acts, scenes & locations

• Create or edit acts and nested scenes so props can be filtered by where they appear
• Add venues, rehearsal spaces, and storage locations for packing and handovers
• When adding props, assign Act/Scene from this show’s lists

Venues and locations for the production

Acts, scenes, and team invite controls on the show

Invite from the show

Owners, props supervisors, and god users can open Invite Team on the show (modal title Invite teammate), or Manage Team for the team page. Enter name, email, and job role, then Send invite. Full role detail lives in Team Collaboration.

Packing Lists

Create a packing list

1. Select a show
2. Open Packing Lists
3. Choose Create New Packing List, name it (for example “Act 1 truck” or “To rehearsal space”), then Create List

Packing Lists overview — create lists, then open one to add containers and props

Inside a packing list — tabs

QR codes and public container links

1. Open a container on the packing list
2. Use the generated QR / public link shaped like https://thepropslist.uk/c/{containerId}
3. Share with crew who need read-only access during load-in without full app accounts

Shopping Lists

Open shopping and add a request

1. Select a show
2. Open Shopping List (/shopping)
3. Work in tabs: Props, Materials, or Hired Props
4. Choose Add Request (web). Fields:
   • Title (required)
   • Labels — comma-separated (for example “Screwfix, Flower Market”)
   • Quantity (1–9999 whole numbers)
   • Budget (£) — greater than £0
   • Optional image

Options and approval

1. On a request, choose Add Option — notes, price, images, Product URL, uploaded-by
2. Set each option to Pending, Maybe, Buy, or Rejected
3. When an option is marked Buy, the request can move towards picked / bought
4. Use Convert to Prop after purchase when the bought item should enter inventory

Search by title, filter by label, and watch the budget badge (“Budget: £X”) so spend stays visible. After items are hired in, use the Hire Sheet for return dates and costs.

Team Collaboration

Where to invite

• Show detail → Invite Team (opens Invite teammate) or Manage Team
• Team page /shows/{id}/team → Invite teammate
• Onboarding step Add Users
• Invitees join via /join/{token}

Who can invite on a show: owner, props supervisor, or god.

Invite form fields

1. Name and Email
2. Job role — Prop Maker, Senior Prop Maker, Props Carpenter, Show Carpenter, Painter, Buyer, Props Supervisor, Art Director, Set Dresser, Stage Manager, Assistant Stage Manager, Designer, Assistant Designer, Crew
3. On the team page, a second Role field uses the same job-title list (Props Maker, Painter, Buyer, and so on) for the collaborator’s working title
4. Send invite — they create/sign in and open the secure link

What permissions control

Fine-grained actions cover inviting/removing people, assigning job roles, creating/editing props, approving shopping options, managing packing, boards, and budget visibility. Match job role to the work someone actually does so editors and viewers stay intentional.

Import & Export

Import props (CSV)

1. Select a show and sign in
2. Open Import Props in the sidebar (/props?import=1) or go to /props/import
3. Upload CSV File, or Download template first
4. Use Map Columns so spreadsheet headers match app fields
5. Preview, then run the import

Mappable columns

name (required), description, category, quantity, price, act, scene, tags, location, status, source, imageUrl.

Import rules

• Max about 1000 rows per upload — split larger files
• Name required; blank names become “Untitled”
• Category defaults to Other; quantity defaults to 1; price defaults to 0
• Source should be values such as bought, made, rented, borrowed, owned, created, hired (otherwise treated as bought)
• Blank status can default to available_in_storage
• imageUrl must be http(s) with an image extension
• Tags split on commas or semicolons
• Messy CSVs: use Copy AI prompt to clean the sheet, then re-upload

Export props PDF (digital props bible)

1. Open Export Props PDF (/props/pdf-export)
2. Choose a preset:
   • Basic Overview — essential fields
   • Detailed Inventory — full inventory pack
   • Show Ready — production execution
   • Transport & Logistics — shipping/handling focus
   • Financial Report — budget/cost focus
3. Optionally customise fields, branding (Branding tab on this page, or Branding Studio at /branding), images, QR, title page, portrait/landscape
4. Preview, then export

PDF export presets and options for packs from your live digital props bible

You can also download CSV from Props Inventory for spreadsheet workflows.

Hire Sheet

Open the hire sheet

1. Select a show
2. Open Hire Sheet in the sidebar (/props/hire-sheet)
3. On Android, open Hire Sheet from the show or props tools (it is not a bottom-tab item)

The sheet lists hired/rented items grouped by hire company, with quantity, order ref, delivery, return date (overdue highlighted), return method, return address, location, and notes. Cost columns appear for props supervisors, stage managers, art directors, and admins.

Filter and export

• Filter by hire company, return method (Company collects, Show arranges courier, Return to depot, Other), or Overdue returns only
• Download CSV or Download PDF for stage management and returns

Return methods and company details come from the Hired source fields on each prop (and store return defaults when the item was hired from a Props Store).

Billing, pause, cancel, and your data

Manage this from Profile → Subscription on the web app or the Subscription tab on Android.

Pause

Use Pause account. Pause stops future payments. You do not need to archive or delete shows. We keep paused-account data for 90 days, then delete it unless you resume with Resume account.

Downgrade

If you have more shows than the new plan allows (for example 10 shows on Standard going to Starter’s 3), archive or delete the extras first. We will not delete them for you. The lower price starts at the next billing date. Use View All Plans to compare.

Add-ons

You can add or remove add-ons on Standard and Pro. Removing an add-on with Remove at period end keeps it until the end of the period you have already paid for. It is not charged again after that date. Card and address changes use Manage Billing (Stripe portal).

Cancel

Use Cancel subscription at any time. You keep access until the end of the period you already paid for. After that, no further payments are taken. We keep your data for 90 days so you can download it, then delete it.

How we give you the data

Use Download my data. We generate a JSON file (profile, shows, props, packing lists, boards, stores) and also email a download link that stays valid for 7 days.

Full legal text: Terms and Conditions and Privacy Policy.

Props Store inventory

Create and configure a store

1. Open Props Stores (/stores)
2. Create a store and set Catalogue visibility:
   • Private — store team only
   • Public — listed on the website catalogue (contact email required for hire enquiries)
3. Add store team with roles: Store owner, Store manager, Store staff
4. Browse public catalogues from the stores area or the website Props for Hire page when you are hiring in
5. Print store-prop QR labels (/sp/{propId}) and location labels (/sl/{locationId}) so floor staff can scan hire, repair, or shelf status

Catalogue items

On a store prop you can set photos, name, description, category, status (Available, On hire, Reserved, Maintenance, Retired), period, origin, condition, tags, materials, associated shows, quantities (total / available / on hire), location notes (room, rack, shelf, box), shelf/box labels, and pricing (fixed weekly rate or quote on request, weekly hire rate, replacement value, min hire days, notes).

Store catalogue with weekly hire rates and availability

Hire enquiry flow

1. Hirer browses catalogue → Request to hire
2. Form: name, email, quantity, needed-from / until dates, optional show ID, message → Send enquiry
3. Store receives the enquiry → Accept & send (pick target show — creates a show prop linked back) or Decline
4. Statuses move through pending, accepted, declined, fulfilled, cancelled

Mobile App

What mobile is built for

The Props List includes an Android app (same account and live data as web), with iOS in the pipeline. It is designed offline-first so changes sync when you are back online. Plan on the desk; capture on the floor.

Bottom tabs: Home, Taskboard, Props, Shows, Packing, Help, Profile. Shopping, Hire Sheet, and Props Stores open from those areas rather than the tab bar.

• Browse props, shows, packing lists, shopping, and task boards
• Add props and take photos with the device camera
• Scan container QR codes during load-in and touring
• Update prop and task status without a desk computer
• Get notified when tasks are assigned or important changes need attention
• Use in-app help and feedback from the mobile tabs; full how-tos stay on this page

Web vs mobile — who does what

Sign in on mobile with the same account as the web app

Edit tasks, due dates, and comments from your phone

Mobile troubleshooting

• Props missingCheck the show filter / selected show
• Photos failKeep files under about 5MB or compress before upload
• Team accessAccept the email invite and create/sign in with that address