Your complete guide
to a shared production schedule.

1. Start here

CronoVent brings together a festival’s production schedule: days, venues, appointments, people and the information each crew needs. An event in your portal is the entire festival or production. An appointment is one activity in that event’s schedule. A venue is where the activity takes place; its city helps distinguish venues with similar names.

1. Log in to the customer area, or sign up and confirm your email.
2. Check that your organisation has a free plan or valid paid licence.
3. Open an event, or create one if your licence allows it.
4. Add venues with their city and name.
5. Add appointments and technical requirements.
6. Check the result in Technician view.
7. Share the viewing link and, if configured, the viewing password with your crew.

Explore the read-only demos from the homepage, then create your first event in your account. Choose IT or EN in the header to change the interface language. This does not translate or change your event titles, notes or uploaded documents. The initial suggestion uses an approximate country lookup, with browser language as a fallback.

2. Three ways to access CronoVent

Your account password, event editing password and event viewing password are different credentials. If access fails, check the selected entry tab first. The event code is also different from the five-character bank transfer reference.

A correct editing password does not replace a licence: without valid coverage, an event remains viewable but cannot be edited. A direct event link normally opens the viewing mode. Use the editing access command when you need to work on it.

3. Registration and your free plan

1. Choose registration on the website, or “Sign up free” in the portal.
2. Enter your name, organisation and email address.
3. Follow the confirmation email link. Check spam if it does not arrive.
4. Choose and confirm a password, read the terms and data processing agreement, then confirm your account.
5. Log in to the customer area with your email and password.

The free plan has no expiry and includes 1 active event per organisation, 3 spaces in total including rooms, and 10 main appointments per event. No card is required and there are no automatic charges.

New accounts start with no events. The Italian and English demos are available from the homepage in read-only mode. Archive an event to free the slot for your next one: archived events remain viewable but cannot be edited on the free plan. Rehearsals, soundchecks and relays generated from the main appointment do not count towards the limit; manually created technical activities do.

Choose a paid licence if you need more active events, spaces or appointments.

4. Organisations, managers and collaborators

A service company is the organisation that owns events. One account can work with several service companies: permissions and assignments depend on the selected company and event.

Invite and assign

1. Open Invitations or Teams and assignments and select a service company you are authorised to manage.
2. You can directly assign a colleague already available in that company. For a new collaboration, send an invitation and check the recipient, role and event.
3. The recipient accepts the invitation. Invitations lists received and sent invitations and collaborations.
4. After an event assignment is accepted, the event appears in the personal area: there is no need to find it again by code.

Working with one service company does not grant access to another company’s events. A specific assignment does not restrict existing general access. If an event is missing, check acceptance and assignment before creating another account.

Create a user directly

Where available, Users → New user creates an account with an initial password. This differs from an invitation: communicate the credentials privately because no automatic email is sent. The user can change the password after signing in.

5. Change or recover your password

To change your personal password, use the account password command and enter your current password followed by the new password and its confirmation. Use a unique password between 10 and 256 characters.

If you forget it, open Customer area on the login screen and select “Forgot password?”. Enter your email and follow the link you receive within 30 minutes. The link can be used once. Resetting the account password ends existing account sessions; it does not change the separate viewing or editing passwords for events. If you did not request a reset, ignore the email.

For an event password, contact the event manager. Do not share your personal account password with the crew.

6. Complete your billing profile

The organisation manager opens Billing and chooses the billing country and entity type. Enter the legal name, address, city and billing email carefully. This email receives customer order and activation messages. Enter your VAT and tax identification details as applicable.

For Italy, the form requires the Italian tax code, five-digit postal code and two-letter province abbreviation. Italian businesses and professionals must supply their VAT number without the IT prefix. The portal checks formats, not ownership at the tax authority.

Italian SDI recipient codes use seven characters for private entities and six for public authority offices. Use 0000000 when using certified email (PEC), or when you have no recipient code. CUP and CIG are available when required. For other countries, enter the relevant postal code and state or region; Italian SDI and PEC fields are hidden.

For overseas billing and other non-standard tax cases, the applicable tax treatment and total are confirmed manually before payment. Wait for that confirmation before transferring money. Save your profile before placing an order. A later profile change does not rewrite the billing snapshot of an existing order.

7. Choose a licence and read its history

A free plan or valid paid licence is required to edit covered events. An event licence covers one specified event; an organisation licence covers events within its permitted period and event limit. Check the name, duration, coverage and price shown in the portal before requesting a plan.

A new single-event order asks you to create the event that the licence will cover. That event is created with the order and remains read-only until an active licence covers it. You can also use the renewal command for a supported existing event. Organisation-wide plans allow normal event creation while active, within any event limit.

• Green: an active licence.
• Yellow: awaiting activation or a scheduled period that has not yet begun.
• Red: expired, rejected or disabled.

Read the start date, expiry and countdown as well as the colour. A pending request is not an active licence. A permanent licence has no expiry date, but remains subject to its assigned coverage and access status. Renewals with matching coverage extend from the existing expiry when applicable. Monthly and Annual renew automatically, with renewal disabled at any time in Licences. Bank transfers are not charged automatically.

8. Orders, payments and activation

1. Complete the billing profile.
2. Select a licence and check its coverage and duration.
3. For a new event licence, enter its name, unique code and dates.
4. Request a tax review if your tax treatment differs from standard Italian VAT. Overseas orders require review automatically.
5. Confirm the order and read the email summary.
6. Pay the confirmed total by card through Stripe or by bank transfer using the exact order reference.

Pay by card using the “Pay by card” button in the order summary, or by bank transfer to REC Eventi di Andrea Matteo Bassi, IBAN IT19I0503412898000000022531
BIC/SWIFT: BAPPIT21466. Copy “CronoVent” and your five-character reference from the order summary into the transfer description. Use the total shown in your confirmed order, not just the plan’s net price.

If the total is awaiting tax review, wait for the confirmation email before paying. For card payments, activation follows Stripe payment confirmation. For bank transfers, activation follows verification of receipt. You receive an activation email showing the plan and validity period. A courtesy invoice PDF is prepared and emailed after confirmed payment, unless billing details or processing need attention. The order confirmation is not an invoice.

9. Create and configure an event

From your events, choose New event when your coverage allows it. Set a clear name, a unique viewing code and the first and last dates. The code uses letters, numbers, hyphens or underscores. It identifies the full production, not an individual appointment.

Open Event information and Edit event to manage the available settings: name, programme dates, notes, categories, viewing and editing passwords, recording visibility, contact visibility, logo and colours. Some settings require your personal owner account and are unavailable through the shared event editing password.

Do not remove a date that still contains appointments. You can archive days that have ended. Hidden venues and archived days can change what technicians see. After adjusting visibility or access settings, use Technician view to check the result.

Archive, personal categories and duplication

In My events you can archive an event without deleting it and find it in the archive. Your event categories are personal: they do not change other users’ categories. Archiving an event in the portal is separate from archiving a day in its programme.

When editing, use Duplicate next to Edit event to prepare a new event from an existing one. Review its name, dates and settings before confirming; the new event requires valid licence coverage.

Protect an event with the lock

1. Open My events and find the event.
2. If you administer the owning service company, use the lock control.
3. Confirm with the password of your signed-in account, not the shared event password.
4. Check the locked status. Use Unlock and your personal password to resume changes.

The lock protects the programme against changes, transfer and deletion; viewing remains available. The Event manager role alone cannot unlock it. If editing is unavailable, check this status as well as your licence and permissions.

10. Venues, cities, crews and documents

Add each venue with a name and city. Selection menus display CITY | VENUE so similarly named spaces remain distinguishable. Enter the venue contact, runner, audio/video/lighting/camera crews, notes and confirmed technical equipment as needed.

In My venue, the Venue information button opens the available information without taking up schedule space. Venue documents opens the downloadable files. Upload and classify files from Edit venue. Categories include equipment lists, electrical single-line diagrams, audio diagrams, video diagrams, lighting plots and other documents.

Each venue can contain up to 50 documents, with a maximum of 4 MB per file. Save after adding or removing files. These documents are available to users who can view that event, so upload only material intended for that audience. Check a download from Technician view before relying on it during production.

Crew contact visibility has its own controls. Technical requirements entered on an appointment do not automatically alter the venue’s confirmed equipment list, and quantities are not automatically added together.

One venue with several rooms

Create rooms under the main venue and assign appointments to the correct room. An activity assigned to the parent venue concerns all its rooms and appears as a single band across the schedule; individual room activities may overlap that band. Click the band to open its details.

Information, PDFs and software licences

Venue info and Venue documents appear when there is content available to view. Available PDFs can be opened inside the app as well as downloaded. In Edit venue, choose whether contacts, teams and runners are visible to viewers and whether to show them directly in My venue without opening the information window.

Software licences are entered only in Edit venue. Each entry has Software, Key and an optional Note; you can add several entries. Keys can be copied but not edited in Venue info and are restricted to editing access. Do not put them in public notes.

Venue technical requirements

Open Technical requirements to collect requests from individual appointments. The day selected in your view is used initially; choose another day or All days as needed. Use the export control for a printable PDF. The report distinguishes confirmed equipment from requests, includes planned alternatives and does not automatically add quantities together.

11. Schedule and My venue

The full Schedule shows activities by time and venue. Select a day, then narrow the programme by city, venue, category or search text. My venue focuses on one venue and lists its appointments in time order. Open any appointment to see its details.

The activity count excludes technical activities. Rehearsals and soundchecks still appear in the timetable so the crew can plan around them. Use column ordering and the expanded view when working with many venues. These display preferences do not change the underlying programme.

On a phone, open Filters and search to reveal the controls. Day buttons wrap as necessary; wide timetables may require horizontal scrolling. If an appointment seems missing, clear the filters and search, check the selected day and verify that you are in the appropriate view.

Search, zoom and overlaps

Search covers all festival days even when a single day is selected. Clear it to return to the selected day. Use city, venue, room and category filters to narrow the results.

Zoom controls are at the bottom right. On a computer, drag the divider between column headers to resize them; on a phone, scroll horizontally. Activities ending the following day also appear on that day.

Activities across all rooms have a distinct shared band; individual room appointments may overlap it. Activity counts exclude technical activities, including crew calls.

12. Create and edit appointments

Choose Appointment or open an existing activity and select Edit appointment. The window starts at the top each time. Enter the title first, then venue, date, start time, optional end time and category.

The remaining fields follow the production workflow: technical requirements; notes visible to technicians; issues to check; rehearsals and soundcheck; recording; live relays; modes and services; source or linked appointment; useful contacts; remote link; attachments. Use specific technical instructions and keep private access details out of shared notes.

Save to apply your changes. Closing or cancelling the window does not save them. Appointment button customisation lets you choose colours; recording workflow colours take priority in the Recordings view. Setup and dismantling should be separate technical activities when they need their own timetable slots.

For a generated relay, rehearsal or soundcheck, edit the controlling fields from the main appointment. The child card links back to it.

Duplicate an appointment and continue after midnight

Choose Duplicate next to Edit, enter a new title, date, start and end time and confirm. You return to the programme without reopening the information card. For an overnight activity, enable Ends the following day and set the end time: the activity will also appear in the following day’s schedule.

Official source, notes and warnings

Put the original programme URL in Official source using an http or https link. The card will show a clickable link; keep operating instructions in the notes. This link does not automatically synchronise the programme.

Enable Show notes in the schedule when technicians should read the notes directly on the programme card. For an intentional overlap, disable its warning in the appointment editor. This hides the warning but does not change the times or position.

Rain and heat plans

1. Edit the main appointment.
2. Select the alternative venue for the Rain plan and/or Heat plan. It must differ from the main venue.
3. You can add a decision deadline for the rain plan.
4. Save and check the indicators at the alternative venue.

If rain and heat use the same destination, the alternative appointment appears once with both icons. The deadline is operational information: it does not activate the plan or send a notification. An alternative does not relocate the main appointment. To change rehearsals, soundchecks or weather alternatives, follow the link back to the main appointment.

13. Issues, rehearsals and soundchecks

Use the issue-to-check field for an unresolved production question. Its indicator makes the appointment easier to identify. Clear the field and save once the issue is resolved; do not leave an obsolete warning in place.

1. Open the main appointment in editing mode.
2. Enable rehearsal, soundcheck, or both.
3. Set each date, start time and end time. The end must follow the start on a festival day.
4. Save and check the generated technical activities in the same venue.

These activities follow the main appointment’s title and venue. Change their times from the main appointment’s preparation fields. Removing a preparation changes its presence in the schedule, so check the result after saving.

14. Live relays and linked appointments

A live relay shows that an appointment is also being followed in other venues. Configure it from the source appointment, select its destinations from CITY | VENUE and set original-language audio where needed.

1. Enable live relay on the main appointment.
2. Select a destination different from the source venue.
3. Add other distinct destinations and check the audio options.
4. Save and inspect the resulting relay appointments.

Relays are linked to their source; they are not independent schedule copies. Edit the source to keep their title and timing consistent. Relays cannot create further relays or circular chains.

The Source / linked appointment field creates a reference to another appointment. Selecting a reference does not replace configuring the live relay destinations.

15. Recordings and production status

Select To record on an appointment that requires recording. The indicator also appears to viewers. The Recordings view collects marked appointments by day and venue, if that view is available to your access role.

• No workflow colour: still to process.
• Red: raw footage uploaded.
• Orange: video exported.
• Green: video delivered.

These are video production colours, distinct from licence status colours. Tick stages only when the work is complete, in order. Technical activities are not treated as appointments to record.

In event settings, choose whether the Recordings section is private to editors or available for read-only viewing. Making it public does not let technicians change the stages. Video files stay in your own storage system; CronoVent tracks the workflow. Do not upload large videos as appointment attachments.

Colours and alternative plans

In Recordings, production status colours take priority over custom colours and notices. Recording production colours do not apply in the Schedule. Rain and heat alternatives are not duplicated in the recording list: work on the main appointment. The Recording required indicator is also available in public cards and technician view when recording is required.

16. Sharing, contacts, remote links and attachments

Event information contains the viewing code and link. If you set a viewing password, share that separately with the crew. Only give the editing password to people who need to change the programme. Changing or removing shared passwords ends access granted with those credentials.

Sharing contacts with technicians requires the event setting and an active viewing password. Venue contacts and crews have separate visibility controls. Check Technician view to see what the crew can actually read.

Editors can open or copy remote links. Read-only viewers see that a link has been assigned and communicated, without exposing the private link itself. Do not paste a private remote link into public notes.

Upload appointment attachments in the editor, then save. Each file can be up to 4 MB. Reduce large documents or use the storage agreed with the crew. Files belong to the event: always verify the open production before uploading.

Copy the link and read PDFs

Use Share in the top bar to copy the event link and send it to your crew. The link does not replace any required password or permission. Appointment and venue PDFs can be viewed in the app; download controls remain available.

17. Working together and on mobile

A technician who only needs to read does not need a customer account. A colleague who regularly edits events can use a personal collaborator account. Give each person the appropriate access before the production day.

1. Open the event link in your phone’s browser.
2. Select a day and open Filters and search if needed.
3. Choose your city and venue.
4. Open an activity and read its requirements, notes and documents.
5. After significant updates, reload as needed to check that you have current information.

CronoVent requires a connection. An open page is not a guarantee of offline availability; agree a fallback procedure for critical production days.

If another person updates the programme before you save, CronoVent rejects the outdated revision. Keep a copy of your unsaved changes, reload the latest schedule and apply them again. Do not repeatedly save the old screen.

Shared updates

The programme receives updates without constant manual refreshing. Several people can work on an event, but only one editor can edit a particular appointment at a time. If it is occupied, wait for your colleague to finish. The ? button opens contextual help without saving or discarding your current work.

Install CronoVent and follow events

You can install CronoVent from your browser on a phone or computer using the installation control available on your device. The installed app uses the same data and permissions as the website; a connection is required and offline editing is not supported.

When viewing without an account, Followed events saves programmes on that device and browser. This is separate from My events, which lists events accessible to your account. The local list is not transferred to another device, and passwords and permissions are still checked when opening an event.

18. Troubleshooting

19. Exports and support

Use Privacy and data in the portal to export available profile data. Authorised account users can select Export schedule in Event information. An export is a snapshot at that moment; it is not updated automatically and does not replace the shared programme.

For help, write to support@cronovent.it. Include the organisation and event name, your access type, the operation attempted, the error message, approximate time, device and browser. Add a screenshot when useful, without passwords or unnecessary confidential details.

For licences, orders and billing, contact info@cronovent.it and include the order reference where available. Never email your password.

Updated 3 October 2026. Available commands depend on your role, licence and event data. Refer to the documents linked in the portal for service terms and data processing information.

20. ToDo List

Open ToDo List in the left menu. Authorised editors can create a task and optionally link it to a city and venue. Leave those fields empty for a general task.

Anyone viewing the event can tick a completed task, even without an account. Tasks remain under Completed; authorised users can edit or reopen them. City and venue filters separate work areas. Updates arrive automatically.

21. Missing equipment

In Edit event, enable “Allow anyone with access to the event to report missing equipment” to accept reports from viewers, even without an account. When disabled, only editors can submit reports. Existing reports remain viewable; resolving them always requires editing access.

Open Missing equipment and choose Report missing equipment. City and venue are required; describe what is needed and optionally add your name. Include quantities and equipment type.

Editors see the open-report count in the menu. Once the issue is resolved, choose Mark as resolved. The report leaves the open list but remains stored in the system history. A PDF report of these submissions is not yet available.

22. Feedback

Feedback in the left menu opens a form for comments about the event or the app. The technician’s name is optional. Event feedback is available to the event owner; app feedback is sent to the CronoVent operator.

Use Missing equipment for equipment requests. For urgent support contact your coordinator or support@cronovent.it directly. Feedback does not replace an urgent operational call.