Theatre Inventory Database Tour
Take a tour of the Theatre Inventory Database. Each section is marked with at "Point of Interest" marker. Look for Videos near the Video image.
The Theatre Inventory Database is composed of Modules and Features . On the left side of the menu are the Modules to hold data for the Costumes, Props, Patterns, etc. These modules can be installed or un-installed as you wish (and pay for). The right side of the menu has the Features - Checkout/Rental, Productions, Reports, etc. The Features are standard and available for all the Modules.
The Main Menu is where you begin and where you end your Theatre Inventory Database experience. You may select any module to open that menu or screen.
To Exit or Quit the program it is recommended to click on the Exit button. If you try to quit using the "X" in the upper right hand corner or the File/Exit option on the File menu you may get an error and have difficulty exiting from the program. If you cannot exit the program - use the Windows Task Manager to end the "MS Access" task.
Please note - some screens may not be updated to the current version but the functions are the same.
Each Module (Costume Pieces, Props, etc) has it's own menu. These menus have options for Costume/Prop records, Search, Reports, and Utilities.
The Costume Pieces screen is place where you can:
Add Costume Piece records
Enter many descriptive details and 6 photos
Copy a Costume Piece (if you have many of the same item - the copy function saves time)
Search for Costume Piece records by ID or Name
Print a report of the Costume Piece data with photos.
Each Costume Piece record has a unique Tag ID (red arrow) that matches the inventory tag that is applied to the costume.
Intro to the Costume Pieces record
How to Add a Costume Piece Record
How to Copy a Costume Piece Record
Add / Resize Costume Photos
Many of the descriptive fields are linked to Drop-down boxes (lists) so you can quickly choose a selection (i.e. Colors, Costume Type, etc) and have consistent data entry for your records.
Each Drop-Down box is based on a table. The data in the tables can be updated through the Utilities menu. Just find the table you want to update, click on the menu and you can add or edit the records.
Search for Costume Pieces
You can search on almost every field - or a combination of fields - in the Search Menu.
The 'found' records will be displayed in a Search Results screen. From there you can View any record or print out a variety of reports.
Here are the result for searching for color = "Red" and Storage Location = "Main Storage"
3 Ways to search for Costumes
Costume Piece Reports
There are many report options available to list all or selected records from your inventory.
All reports can be printed to a printer or a PDF file and emailed. (Click here to view the User Guide for more info.)
The Performance Management module is only available in the "Elite" version of the Theatre Inventory Database.
This module lets you link Costume Pieces records together to form an "Ensemble" and link that Ensemble record to a Role in a Production.
Once the Production is created, the Roles listed and the Ensembles assigned to Roles - many different reports - similar to costume plots - can be printed to help you manage the Production.
The Ensemble Screen allows you to list one or more Costume Piece records that will be worn together for a Role. There is no limit to the number of Costume Pieces that can be linked together. Two (2) photos can be linked to show the complete Ensemble.
The Ensemble Record report will show the Ensemble photos plus the photos for each costume piece.
The Ensemble can be assigned to a Production, Role and Actor.
You can search for Ensembles by several fields:
This example searches for all Ensembles assigned to a Production - Music Man.
The Search Results show 12 Ensembles. You can view them as a list, a Photo Gallery (below) or by several other reports.
Ensembles can be assigned to a Role in a Production. See more information on the Productions/Performances page below.
There are a variety of Reports available to list Ensembles .
Productions / Performances
The Productions module is designed to set up a record for each Production (or Performance). You may create a list of Roles, create one or more Cast Lists, Assign Ensembles to Roles, assign Costume Pieces, Props and wigs to the Production. There are a variety of reports available to list (with and without photos) all items assigned to the Production.
On this tab you can assign Ensembles to a Role and a Performer. If the role/performer has more than one costume to wear you can add the Role many times and assign a new costume/ensemble to each one.
You can view/print a Photo Gallery of all the Ensembles assigned to this Production.
You can print a list of all the costume pieces worn by each performer from the Reports option.
Performers / Individuals
The Performer / Individuals module is for entering information on people who are performers or who check out Costume Pieces, Props, Wigs or Scripts.
You can enter as much or as little information you wish plus a photo.
The Performer List shows all Performers and their contact information.
The Performer Record has all their contact, allergy, and measurements data. If they are assigned to a Role in a Production, that is listed too. The history of their Check-outs is also listed.
Checkouts and Rentals
There are two types of Checkouts -
* Checkouts to individuals - these can be performers in your theatre family or individuals outside your school, theatre or company.
* Rentals to other organizations - schools, theatres, churches, etc.
To create a Checkout or Rental you must first create a record for the Individual (see above) or Organization. Please enter their name and contact information so if there are questions about a checkout or rental you can contact them easily.
To Create a Checkout (to an individual) :
Select the Individual or Performer name
Enter a Return Due Date
Add the Costume Pieces (Props/Sets, Wigs, etc.) in the bottom half of the screen. You can select the Tag ID off the drop down list or scan the tag with a barcode scanner
Print a Receipt. All reports/receipts can be printed to a PDF file or printer
To Create a Rental to an Organization - you follow the same steps:
1) Create an Organization Record
2) Create a Rental Record by selecting the Organization you want
3) Add the Costume Pieces (Props/Sets, etc)
4) Print out a report/receipt to have them sign or create a PDF to email.
There are many Reports that can be viewed/printed to see what items are still checked out.
Each Module has its own set of reports. You can access the Reports Menu from the Main Menu or from the individual Start Up menu.
You can print a variety of reports to a printer or PDF file. Each Report has a Print Preview popup to help you output the report.
You can print:
A list (with or without pictures) of all the items in the collection.
List of items by Costume Type or Props/Sets type
List of items that need repair or alterations
List of items by Storage Location
How to make a Backup of the Database
There are several ways to get help: