Halcyon Arts Help Center

Overview

Organization Admins manage setup, users, and permissions.

Set Up Your Organization

• Go to Settings to configure:

  1. Spaces (studios/locations)

  2. Role Levels (used in casting)

  3. Messaging permissions (who can message who)

Add People and Users

Adding users is a secure, multi-step process.

• Step 1: Create Person Profiles

  • Go to People

  • Create a profile for each member

  • Assign user type and permissions

  • Leave the user account field empty for now

• Step 2: Invite Users

  • Share: www.halcyonarts.app

  • Users create their own account (Google and Apple login supported).

• Step 3: Add User to Organization

  • Go to Settings

  • Add the user as a member

  • Assign Org Admin access if required

• Step 4: Link User to Person Profile

  • Return to People

  • Link the user account to their person profile

• The user is now active in your organization.

Required Permissions

• Artistic Staff profile

• “Can Edit Casting” (to create/edit casting)

• “Can Edit Schedule” (to edit schedule)

Create a Production

1. Go to Casting

2. Click New Production

3. Enter production details

4. Open the production

5. Go to Roles

6. Add roles

Your production is now ready for casting.

Create Casting

1. Open the production

2. Go to the Casting tab

3. Click Create Period

   • The first period becomes the Primary Period

4. Create your first cast

   • Leave as Draft

   • Do not set a performance date for the Primary Period

5. Assign dancers to roles

Important

• Dancers must be assigned in the Primary Period before being cast in other periods.

• Understudies can only be assigned in the Primary Period.

Publish Casting

• Publish a cast:
  Click the three dots → Publish Cast

• Publish a full period:
  Click the cog icon → Publish Period

Create a Schedule Event

1. Go to Schedule

2. Click + New Event

3. Enter:

   • Title

   • Production (if applicable)

   • Studio

   • Start time and duration

4. Call dancers and staff

5. Choose:

   • Draft (visible to schedule editors only)

   • Published (visible to all users)

You Can

• View casting

• View schedule

• Create personal events

• Book health appointments

• View:

  • Injury history

  • Rehab programs

  • Appointment history

Messaging access depends on your organization’s settings.

Schedule Costume Fittings

1. Go to Costume Fittings

2. Select a production

3. Open the Fittings Needed tab

4. Click Schedule Fitting

After the fitting:

• Mark as Complete

• Or mark as Needs Alteration and add notes

Alteration notes appear on the Wardrobe Today Page.

Manage Wardrobe Tasks

• Tasks are managed on the Wardrobe Today Page

• Track progress and team collaboration

Set Availability (for appointments)

1. Go to My Availability

2. Enter appointment times

3. Use Copy to Another Day to duplicate availability

Manage Appointments

Go to My Appointments to:

• View upcoming and past appointments

• Mark as:

  • Complete (add notes and link injury)

  • Cancelled

  • Delete

Appointments can also be managed from a dancer’s profile.

Manage Dancer Health Records

On the Dancers page you can:

• Record injuries

  • Notes can be private or shared with artistic staff

• Create rehab and strengthening programs

• View:

  • Injury history

  • Load chart (workload tracking)

  • Casting history

  • Upcoming performances

You Can

• View the schedule

• Add events to your personal call sheet

• Edit schedule (if given “Can Edit Schedule”)

Add to Call Sheet (create a personal schedule)

On the Schedule page:

• Click the Add to Call badge

• The event appears on your Today Page

This is commonly used by stage management, musicians, and technical staff.

Halcyon Arts includes an internal messaging system.

• Messaging permissions are set by Organization Admins

• Read receipts are supported

Permissions are assigned by Organization Admins on the People page.

Org Admin

• Full organization settings access

• Can assign other Org Admins

Can Edit Casting

• Create and edit productions and casting

Can Edit Schedule

• View draft events

• Create and edit schedule events