Events and rental: Scheduling software for set builders
Scheduling software for set builders that brings workshop capacity per trade, on site build windows and transport together, so a design change shows up in the schedule straight away.
What makes scheduling hard for set builders.
Set builders schedule between two fixed points: the day a design is released and the build window at the venue, which does not move. In between, carpentry, metalwork, painting and a trial assembly in the workshop all have to fit, while other projects need the same people and the same floor space. A design change halfway through shifts the work of every trade that follows. With the schedule on a whiteboard, nobody notices that the painters have three sets to finish in the final week, or that the trial assembly clashes with another job that needs the workshop floor.
Scheduling software for set builders
Example- 1
Break work down by trade
DoneEvery project is divided into work per trade: drafting, carpentry, metalwork, painting, trial assembly and installation on site.
- 2
Compare capacity and space
In progressThe planning board shows available hours per trade per week and the floor space in the workshop.
- 3
Lock the build window
NextThe build window at the venue is fixed in the schedule, with transport, the installation crew and any hired access equipment.
From job to confirmed appointment.
Break work down by trade
Every project is divided into work per trade: drafting, carpentry, metalwork, painting, trial assembly and installation on site. Estimated hours come from the quote. For each element the schedule records which trade must finish first, so painters are not booked before the walls are built.
Compare capacity and space
The planning board shows available hours per trade per week and the floor space in the workshop. The planner sees where it pinches: too much painting in one week, or two trial assemblies needing the same floor. Freelancers and outsourced work can be added separately.
Lock the build window
The build window at the venue is fixed in the schedule, with transport, the installation crew and any hired access equipment. If workshop time slips because of a design change, the planner sees at once whether the build window still holds and which trades need extra capacity.
Alongside your calendar and your team.
Set builders often plan with a whiteboard in the workshop, a shared calendar for build days and a spreadsheet of projects and deadlines. The scheduling software reads accepted quotes with estimated hours per element and adds the spread across trades and weeks. Freelancer hours can flow to the administration you already use. The project manager remains the owner of deadlines; the workshop manager owns the allocation of people and space.
Plan by person or by trade
Planning by person is precise but breaks with every sick day or swap. Planning by trade, with a total of hours per week, is more robust and lets the workshop manager decide who does what. Many set builders plan by trade and only assign key people, such as the structural lead or the scenic painter, individually.
Schedule a trial assembly or not
A trial assembly in the workshop costs floor space and days but prevents surprises at the venue. For a simple set or a repeat exhibition stand it is often unnecessary. The schedule shows what a trial assembly costs in space and time, so the decision is made consciously per project.
Regular freelancers or per project
Regular freelancers know the workshop and how you work, but are not always free when you need them. Hiring per project is more flexible but means time spent bringing people up to speed. The schedule can show per trade when extra hands are needed, so freelancers can be booked in good time.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhat we set up in the schedule.
Scheduling per trade and per week is ready, with workshop floor space and fixed build windows, transport and installation. Before going live we walk through an ordinary stretch with three live projects together, and a week in which a design change pushes the painting on a theatre set towards opening night. Actual hours next to the schedule, freelancer management and an overview of build windows per season can be switched on later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the schedule show what a design change does?
Yes. When the quote gets a new version with more hours on an element, the planner sees which trades gain work and whether it fits the weeks available. If the build window is at risk, that becomes visible before the workshop feels it.
How do we schedule work we outsource?
Outsourced work, such as CNC routing or printing by an outside supplier, sits in the schedule as its own task with a delivery date. The work that depends on it is only scheduled after that date. The planner sees immediately what happens if a supplier delivers late.
Do workshop staff see their own schedule?
Yes, per trade or per person, depending on how you plan. A screen in the workshop or a phone shows what is on this week, with the relevant drawings. Changes appear straight away, so nobody starts from an outdated drawing.
Can we schedule the workshop floor itself?
Yes. Workshop floor, spray booth and storage can be resources in the schedule. A trial assembly or a large element left to dry reserves that space for a period. Two projects no longer end up needing the same corner of the workshop.
Add-ons for your industry.
What often connects to this.
- Digital job cards for set buildersDigital job cards for set builders that record, per element, the released construction drawing, materials and hours, so the workshop never builds from an outdated version.
- Website for set buildersA website for set builders that shows which kinds of sets, materials and finishes you produce, so designers and producers know what work they can bring to your workshop.
- Enquiry form for set buildersAn enquiry form for set builders that asks for design stage, venue, dimensions, build window and transport, so the workshop can judge straight away what is being asked.
A schedule that works in practice.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Scheduling software for set builders: workshop time per trade, build windows and transport planned, with the knock on effects of design changes visible.
- Break work down by trade
- Compare capacity and space
- Lock the build window