All the tools
for the management
of audiovisuals
From warehouse inventory to live stage dispatch, from budgeting to financial closing.
Discover how StageMatter centralizes, automates, and optimizes your AV operations.
The Integrated StageMatter Cycle
Every single phase connected in one unified ecosystem, eliminating lost hours and dispatch errors.
Proposal
Rates, day coefficients, margin check & PDF send.
Allocation & Stock
Instant conflict checking and dry-hire sourcing.
Loading & Dock
Load sheets, QR check-in & fleet cube checks.
Live Event
Crew dispatch, freelancer schedules & execution.
Closing & ROI
Maintenance reports, real costs & net profit.
Comprehensive Catalog & Technical Specs
Detailed equipment catalog grouped by department (Audio, Lighting, Video, Rigging, Truss, Cabling). Track dimensions, weight, power draw, year, purchase price, and physical shelf location.
- Department and category hierarchy
- Technical datasheets with weight, size & power
- Warehouse aisle and shelf indexing
- Configurable rental rate percentages
Modular Packs & Flightcases
Bundle multiple gear units into flightcases, amp racks, or pre-built kits. Add dozens of items to proposals or events with a single click and streamline loading dock check-in.
- Custom case setup with auto piece-count
- Consolidated weight & volume estimation
- One-click allocation and reservation
- Case movement history
Real-time ROI & Asset Profitability
Discover the true return on investment for every single piece of gear. StageMatter cross-references purchase costs, repair receipts, and event billing to reveal exact breakeven points and net lifetime profit.
- Calculated individual breakeven milestones
- Repair and maintenance impact on returns
- Spot underutilized or obsolete equipment
- Profit reports by manufacturer and category
Asset Tracking & Barcode/QR History
Execute quick warehouse check-in and check-out using barcode, QR, or mobile scanners. Eliminate lost cables, misplaced flightcases, and human dispatch oversights.
- Quick scanner or mobile camera compatibility
- Chronological check-in/out audit log
- Real-time dispatch validation
- Automatic linking to destination events
Repairs & Maintenance Workflow
Log issues reported by field technicians. Instantly flag items as 'Out of Service' to avoid accidental double-booking and maintain full visibility over third-party repair bills and spare parts.
- Fast issue reporting directly from event views
- Automatic booking lockdown for broken units
- Detailed maintenance cost log per serial number
- Decommissioning and scrap workflows
Power Draw Sizing & Phase Balancing
Calculate cumulative power draw (Watts & Amperes) per fixture, room, and stage. Plan distribution panels, generators, and multi-phase balancing with zero risk of mid-show electrical trips.
- Power draw rating (Watts) on equipment datasheets
- Real-time cumulative Amperage calculation per phase
- Overload prevention for generators and distros
- Electrical load distribution export for venue crew
Technical Notes & Handling Instructions
Attach technical setup instructions and handling notes directly to articles and venue rooms. Streamline DMX patch notes, rigging trim heights, firmware versions, and fragile handling guidelines.
- Persistent technical notes across inventory and events
- Instantly readable on load sheets and mobile app
- DMX address, preset, and firmware tracking
- Eliminates confusion during stage setup and soundcheck
Smart Budgeting & Rental Coefficients
Assemble comprehensive commercial proposals in minutes. Apply multi-day rental coefficients, tiered client discounts, custom VAT rules, and inspect projected profit margins prior to sending.
- Automatic show days vs. travel/prep coefficients
- Line-item and overall percentage or fixed discounts
- Branded PDF export ready to email
- Proposal versioning and approval lifecycle
1-Click Proposal ➡️ Event Conversion
When a client green-lights a quote, convert it instantly into an active production event. All specified equipment, technician hours, and transport fleet are migrated with zero duplicate entry.
- Zero-data-loss approval conversion
- Automatic reservation of inventory and fleet
- Customer contact and venue migration
- Original proposal audit trail retained
Predictive Conflict & Double-Booking Detection
The real-time validation engine immediately warns when stock of a specific projector, console, or truck is already committed to overlapping dates, completely preventing dispatch disasters.
- Instant stock checks upon date selection
- Overlapping warnings for gear, crew, and fleet
- Cross-rental or alternate gear suggestions
- Consolidated multi-event reservation timeline
Load Sheets & Warehouse Packing Lists
Generate crystal-clear technical paperwork separated by department and venue zones. Warehouse handlers know exactly what to stage, and road crews have full check-off sheets for tear-down.
- Segmented by room, stage, and department
- Weight and cubic load metrics for packing
- Printable or digital mobile dock view
- Dispatch sign-off and receipt verification
Cross-Rentals & Extra Cost Tracking
When production demand exceeds internal inventory, declare cross-rented fixtures, consoles, or trucks sourced from AV partners. Vendor expenses are directly tied to the event's bottom line.
- Vendor and cross-rental partner management
- True margin calculation on dry-hired assets
- Partner return date tracking and reminders
- Full incorporation into final job profitability
Custom Contract Terms & Direct Quote Emailing
Configure custom payment schedules, cancellation terms, and legal clauses per proposal. Send branded PDF quotes directly to clients with tracking and delivery confirmation.
- Customizable contractual terms and payment clauses
- One-click direct emailing with branded PDF attachment
- Configurable email templates and sender details
- Full dispatch and resend audit log per proposal
Consolidated Staff & Schedule Conflict Engine
Predictive cross-event crew scheduling collision detection. Instantly flag staff members or freelancers assigned to overlapping call times across simultaneous events and resolve clashes on the fly.
- Real-time timetable and call-time collision audits
- Consolidated conflict resolution and replacement modal
- Universal checks across in-house staff and freelancers
- Guarantees zero double-booking on live gigs
Soft Delete & Instant Event Restoration
Failsafe protection against accidental deletion of events, quotes, and gear. Deleted entities are safely archived in quarantine and can be instantly recovered with complete relational integrity.
- Reversible deletion protecting financial and job history
- Quarantine archive accessible to team administrators
- One-click recovery of gear, rooms, and crew calls
- Full audit trail recording user and deletion timestamp
Internal Staff & Granular Permissions
Manage staff profiles with role-based access control (Technical Director, Warehouse Manager, Audio Tech, Operator). Ensure each team member only sees authorized data and workflows.
- Preset and custom granular access privileges
- Secure invitation emails via Supabase Auth
- Emergency contacts and driver license registry
- Hourly crew rate tracking for job costing
Freelancer Portal & Talent Network
Tap into a curated network of audiovisual professionals (FOH, Monitors, LDs, Video Operators, Riggers). Book talent directly with verified job history and dual review ratings.
- Free public onboarding for external talent
- Filter by technical discipline and geography
- Collaboration log and punctuality tracking
- Verified star reviews and peer ratings
Availability Map & Privacy Controls
Freelancers manage their working schedule through a dedicated portal, choosing exactly which StageMatter partner companies can view their calendar for live bookings.
- Fast marking of available, booked, or off days
- Company-level visibility permissions
- Elimination of tedious phone calls and email ping-pong
- Instant push alerts upon gig assignment
Night Shift Tracking & Operational Hours Reports
Automated calculation of night shifts and overtime hours worked during late load-ins, shows, and tear-downs. Configure your company's custom night hours window and generate payroll reports.
- Automatic hour split within company night-window settings
- Itemized timesheets by crew member and production gig
- Exportable summaries ready for payroll processing
- Ensures full compliance with AV industry labor guidelines
Technical Certifications & Rigging Credentials
Document repository and validation for essential safety and technical credentials (IPAF scissor lift, working at heights, electrical safety, rigging). Guarantee certified crew on regulated venues.
- Document uploads with expiration dates and issuing body
- Filter talent by certified credentials (IPAF, Rigging, High Voltage)
- Renewal reminders before certifications lapse
- Minimizes legal liability and workplace safety hazards
Vehicle Fleet Management & Volume
Manage your commercial vans and trucks. Track plate numbers, internal cubic volume ($m^3$), max payload weight, and mileage to guarantee equipment fits safely.
- Internal load dimensions and volume in cubic meters
- Weight cross-checks against vehicle payload limits
- Direct vehicle scheduling on production gigs
- Mileage audit log and trip tracking
Automated Legal Inspections & Insurance Alerts
Never risk a vehicle on the highway with expired roadworthiness inspection or insurance. StageMatter triggers advance warnings before MOT/IPO, insurance renewal, and road tax deadlines.
- Automatic warnings 30, 15, and 7 days prior
- Visual status badges (Valid, Expiring, Expired)
- Insurance policy archive and roadside contacts
- Avoid costly legal fines and grounded trucks
Fuel, Tolls & Vehicle Servicing Expenses
Track all operating expenditures across your vehicle fleet. Log fuel receipts, toll charges, tires, and mechanical servicing to uncover exact operating cost per kilometer.
- Expense logging per vehicle and assigned production tour
- Automated average cost per kilometer metrics
- Mechanical service log and parts replacement history
- Integrated into the company's logistical cost center
AV Signal Flow & Connection Designer
Design technical signal routing diagrams right inside your browser. Map stage boxes, patch panels, multicore snakes, audio/lighting consoles, and Dante network switches for intricate festival setups.
- Interactive drag-and-drop routing canvas
- Patch sheets for stage techs and FOH engineers
- Color-coded signal lines (Audio, DMX, Video, Network)
- Exportable for technical production riders
Subwoofer Acoustic Alignment Simulator
Acoustic alignment calculator for low-frequency sound system deployment. Simulate Cardioid, End-Fire, and Sub Arc arrays with real-time phase cancellation, rear rejection, and SPL coverage maps.
- Cardioid, End-Fire, and sub arc configurations
- Automatic delay calculation (ms) and spatial offsets
- 2D low-frequency coverage visualization
- DSP parameter presets ready for system processors
Executive Analytics & Company BI
Executive dashboards delivering actionable operational and financial metrics. Identify top-paying clients, warehouse turnover rates, and which equipment lines generate the highest net yields.
- Revenue tracking by month, quarter, and year
- Inventory utilization rates during peak seasons
- Ranking of highest and lowest yield assets
- Data-backed insights for future capex purchases
Moloni ON Certified Invoicing & Stripe Automation
Instant and automated issuance of tax-compliant receipts and invoices certified by tax authorities. Flawlessly interconnected with Stripe subscription checkouts, zero manual intervention required.
- Direct cloud API integration with Moloni ON invoicing engine
- Instant tax receipt generation upon Stripe checkout confirmation
- Strict tax authority compliance with zero paperwork overhead
- Client portal access to download past invoices anytime
Ready to elevate your event productions?
Try StageMatter for free and experience complete control over equipment, events, and profitability.