Create, approve and invoice a Venue Crew report
Process TeamTrack data through internal approval, client approval, PO and Xero.
For: Venue operations and commercial
Open Venue CrewWorkflow
How to do it
Create the report
Choose the venue, upload the TeamTrack XLSX and add the Bloomberg confirmation file where required.
Check every shift
Review dates, 15-minute start/finish times, calculated hours, rates, exceptions and manual additions.
Save a version
Confirm the configured filename and SharePoint year/month location.
Request internal approval
Open Send for approval, add any report-specific explanation at the top of the email, then send the checked pack to the configured approver. The introduction is saved with that report version.
Send to the client
Open Send to client to confirm the address and add an optional report-specific message above the email. The client receives that saved introduction, the itemised report table with its grand total, attached XLSX and signed approve/decline links. The signed-in sender is automatically copied. Approval can include optional notes, and an entered PO populates the report and moves it directly to PO received.
Review the client response
Open the saved report and scroll to Client approval record at the bottom. It retains each response version, approver name, PO number, general and shift notes, and links to submitted attachments.
Use the shared report library
Saved reports and their workflow state are stored on the ProductionOps360 server, so the same library appears on every signed-in device. The first load automatically migrates reports previously held only in that browser.
Recover SharePoint history
Press Import SharePoint JSON above the Venue reports library to scan every configured venue root and copy valid saved-report snapshots into the shared server library. Existing report IDs are safely updated from the newest JSON version rather than duplicated.
Handle client feedback
Apply line comments and general notes, save a new version and resend while preserving the response history.
Override an incorrect response
Open Client response history or the Client approval record and choose Delete response. A visible override window identifies the response, requires the audit reason and shows any server problem directly. The current response is removed, the report returns to Internal approved and can be resent as a new review version.
Record the PO
Add the client PO reference and mark the report ready for invoice.
Create the Xero draft
ProductionOps360 sends one line per show, separate hire/sale/commission lines and attaches the XLSX.
Useful to know
- • Configure naming, pay rules, special people/roles, Xero codes and client addresses separately for each venue.
- • Set each venue's Xero invoice reference convention with tokens such as PO {po} - {period}. The {period} token automatically becomes the week-ending date or show according to the venue billing basis.
- • Choose whether Xero receives one draft per show/tab or one draft for the whole report, then choose grouped show-total lines or every crew row separately. Configure the crew line-description template alongside these choices.
- • Use Select folder beside SharePoint storage root to browse connected folders and choose a different filing root for each venue.
- • Choose separately per venue whether client approval can include a PO number, approval notes and an attachment.
- • The client must enter the approver's name before approving; it is retained with the signed response and included in the internal notification.
- • Client attachments are filed automatically in a SharePoint subfolder named after the weekly report; use Save attachments to SharePoint on the report if an older filing needs retrying.
- • Check for Shared server library connected above the report list before closing the page after an update.
- • Use Import SharePoint JSON after moving from browser-only storage, or whenever an older report exists in SharePoint but not in the shared report library.
- • Old versions remain under the current report; never overwrite client-response history.
- • Deleted client responses leave a permanent audit entry showing the review version, user, time and reason. Approval deletion is blocked after a report has been invoiced or paid.
Troubleshooting
An access-settings warning appears.
Reload after confirming the ERP settings endpoint is online. ProductionOps360 merges older saved settings with the current module and role defaults automatically.
Costs do not change with hours or a special role uses the venue rate.
Use Role and person pay-rate exceptions for a separate minimum call, base day and overtime schedule. Crew exceptions only route, zero or discount a line.
The XLSX will not attach to Xero.
Confirm Xero is reconnected with the accounting.attachments permission.
Client feedback is missing.
Open the latest version and allow the response synchronisation to complete.
The client approved before seeing the PO field.
After the current version is deployed, reopen the same signed Approve link, enter the missing PO and approve again. The existing response will be enriched rather than duplicated.
An approval option is missing.
Open Venue Crew settings, choose the correct venue tab and enable PO number, approval notes or attachment upload under Client approval link options. Resend the report to snapshot the new choices into a new review.
The signed-in sender was not copied on the client email.
Reload or sign in again, then resend. ProductionOps360 now verifies the live user email before sending and confirms the copied address in the success message.
A client attachment is not in SharePoint.
Open the saved report, scroll to Client approval record and press Save attachments to SharePoint. The filing path is shown beside the attachment.
Reports differ between two devices.
Reload Venue Crew on both devices and confirm Shared server library connected. A browser’s old local reports are uploaded automatically on its first connection; later loads use the server library as the authoritative copy.
A Daily Schedule row is missing after processing.
Confirm the row has a date and a positive cost. Summary tables beside the schedule are ignored, and role-only items such as Show Advance can be processed with a blank Person Name.