> For the complete documentation index, see [llms.txt](https://docs.verge.aero/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.verge.aero/drone-show-software/verge-web-portal/shows/logistics-collaboration-and-coordination.md). # Logistics, Collaboration, and Coordination Every coordination surface on a Show — venue, personnel, resources, deadlines, contacts, files, and per-performance details — designed for cross-organisation collaboration via the shareable show link. A drone show is a coordination problem as much as it is a creative one. Pilots, pyro coordinators, designers, venue contacts, customers, and freelancers all need to see the same information, contribute to it, and stay aligned across organisational boundaries. The portal solves this by making every detail of a Show editable in one place — and shareable to anyone with the public link. A Show's own navigation is split into **show-level tabs** — Show Details, [Site Maps](/drone-show-software/verge-web-portal/shows/site-maps.md), Personnel, Resources — and, beneath each performance, **per-performance tabs**: Details, Deadlines, Storyboard, and Renders. Show-level information applies to the whole event; per-performance information applies to one flight. ## Show Details Every Show opens to the **Show Details** tab — its identity card. Show Name, Description, and Start/End Dates all live here, alongside a metadata card that shows who created the Show, when, and which organisation owns it. The show's airspace, ceiling and valid dates live on its [Site Map](/drone-show-software/verge-web-portal/shows/site-maps.md) rather than here.

Show Details — the canonical metadata about a Show.

Changes auto-flag in the header with a pulsing **Save Pending Changes** indicator; click the floppy-disk icon to persist them. The header also holds the **Print Show** icon (which produces a printable handout of every tab) and the **Share** icon, which opens the share dialog described under [Storyboarding and Previewing](/drone-show-software/verge-web-portal/shows/storyboarding-and-previewing.md#sharing-a-show). ## Venue There is no longer a separate Venue tab. A show's location is set **when you create it** — search for the venue on the map in the Create a Show modal, or let it come in with an imported show file — and the show carries it from there. Where you see it afterwards is the show's [Site Map](/drone-show-software/verge-web-portal/shows/site-maps.md): the venue is one of the live context layers the editor can draw, alongside the authorized flight area, so the location sits on the plan you actually brief from rather than on a tab of its own. The same venue picker is used in the design-request and show-request flows, so locations are entered the same way everywhere in the portal. ## Personnel The **Personnel** tab is the show's contact roster. The top half is a fixed-role table with rows for **Pilot, Co-Pilot, Pyro Operator, On-Site Contact, Content Capture,** and **Designer** — the roles most productions need at minimum. Each row takes a name, phone, and email; leave any of them blank when not applicable. Below the key roles, an **Additional Contacts** table holds anyone else attached to the show — vendors, secondary contacts, customer reps. Each entry is just name, role, phone, email.

Personnel — fixed roles at the top, an open list of additional contacts below.

Contacts added here are visible everywhere the show's contact list is referenced — including the Resources tab and the deadline-assignment popover described below. ## Resources The **Resources** tab is the unified workspace for everything that lives alongside a show: **Deadlines, Files, Links,** and **Contacts**. Each section is a collapsible table; deadlines are open by default since they're the most active surface.

The unified Resources tab. Deadlines, Files, Links, and Contacts all sit in one place, with a top-level performance filter.

### Filtering by Performance A **Filter by performance** dropdown at the top scopes every table to either **All resources**, **Show-level only**, or a specific performance. Resources can be associated with the show as a whole or attached to one or more performances — picking a performance here narrows all four tables to the ones referenced by it. ### Reordering the Sections Deadlines, Files, Links, and Contacts each carry a pair of **up/down arrows** on their section header. Use them to put the section you work in most at the top — a production still gathering reference material might lead with Links, while one in its final week leads with Deadlines. The order is yours; it does not change what any section contains. Each section also collapses independently via the chevron beside its title, so you can shrink the ones you are done with rather than scrolling past them.

Each Resources section can be moved up or down, and collapsed independently.

### Deadlines The Deadlines table is the project plan for a show. Each row holds a name, due date/time, a completion checkbox, and three popovers — **Files**, **Links**, and **Contacts** — that attach any combination of resources to the deadline. * **Timezone** — Pick a display timezone at the top of the table. The selector defaults to your browser zone and only changes how dates are rendered; the underlying timestamps are stored as UTC instants so different viewers see the same moment correctly localised to their chosen zone. * **Sorting** — Click the **Due** column header to flip ascending/descending. * **Calendar view** — The **Calendar View** button opens a month-grid visualisation of every deadline, color-coded by completion status. Click an event to toggle its completed state. A completed deadline turns green across the whole row, so the state of the plan reads at a glance rather than one checkbox at a time. The Files, Links, and Contacts columns show a count each — click one to open that deadline's popover and attach or detach items.

The Deadlines table. A completed deadline is green; the Files, Links, and Contacts columns count what is attached to each one.

#### Choosing which columns to show The **columns** button beside the timezone selector opens a **Visible columns** list — Completed, Deadline, Due, Files, Links, and Contacts — each with a checkbox. Hide the ones a given show does not use and the table narrows to what you actually track. A show that attaches no files gains room for longer deadline names; a show run entirely by one person can drop Contacts. The choice affects only your view of the table. It changes nothing about the deadlines themselves, and it does not alter what anyone else sees.

The Visible columns list — hide any column the show does not use.

Deadlines Calendar — completed tasks render green; pending render red. Click any event to flip its status.

### Files Files are uploaded via a drag-and-drop dropzone; multiple files can be selected at once, and each shows its filename and size before submission. Clicking **Add** uploads immediately — no separate Save Show step required for uploads. Each file row exposes its size, a per-row download, the **Performances** popover (to associate the file with one or more performances), and a per-row trash. The **Download All** button on the section header pulls every visible file in one shot. ### Links Links work the same way as files — title + URL, with the same Performances popover and a one-click open. They're intended for outbound resources (vendor portals, weather services, FAA filings, reference docs). ### Contacts The Contacts table is a view of the show's contact roster filtered by association. Adding a contact here is equivalent to adding it on the Personnel tab; the two views share storage and stay in sync. ## Performance Details Each Performance has its own **Performance Details** tab with the data unique to that flight: * **Performance Name** and **Description** * **Launch Time** — stored as a UTC instant; the timezone selector at the top controls only how the time is displayed * **Drones In Show** — how many drones appear in the choreography * **Drones On Site** — how many are physically on site; sub-fields break the on-site count into **LED Drones** and **Pyro Drones**. The LED + Pyro sum auto-fills the Drones On Site total, but a manual override sticks. * **Launch Method** — Manual or Timecode

Performance Details — drones on site broken down into LED and Pyro counts.

## Deadline Lifecycle and Notifications The deadline workflow is designed to keep the team accountable without anyone needing to chase the portal. Two automatic emails go out: ### Assignment Click a deadline's **Contacts** count to open its **Assigned Contacts** popover. It lists everyone already on that deadline with the role they hold on the show, and an **Assign existing show contact** picker adds another. Contacts come from the show's roster rather than being typed here — add someone on Personnel or Resources first, then assign them to the deadlines they own.

The Assigned Contacts popover — who owns this deadline, and the picker to add someone from the show's roster.

When a contact is added to a deadline's Contacts popover, an email is dispatched to that contact's address on the next save. The email identifies the show, the organisation that owns it, the deadline name, the due time, and includes the public share link — so the contact can open the show, see the details, and complete the work directly.

The email a contact receives when they're assigned to a deadline.

### Completion When a deadline transitions from incomplete to complete, an email goes to the user who created the deadline, letting them know it's done. The email links back to the show so they can verify and move on to the next milestone.

The email the deadline creator receives when someone marks the deadline complete.

Both emails fire only on the actual state transition — undoing an assignment or unchecking a completion won't trigger spurious notifications. ## Cross-Organisation Collaboration The combination of the unified Resources tab, deadline notifications, and the [shareable public show link](/drone-show-software/verge-web-portal/shows/storyboarding-and-previewing.md#sharing-a-show) means that a customer, a vendor, or a freelance pilot can be brought into a production with zero account setup: 1. The producer assigns the contact to one or more deadlines on the show. 2. The contact receives an email with the share link and the deadlines they own. 3. They open the link in any browser, complete their work (uploading files, commenting, marking deadlines complete), and the producer is automatically emailed back the moment each item is done. For partner organisations that are full Verge customers, the **Share** dialog's **Organizations** tab grants their members collaborative edit access to the same show, with no duplication of data across orgs. *** For the storyboarding tool, customer-review workflow, and shareable render preview, continue to [Storyboarding and Previewing](/drone-show-software/verge-web-portal/shows/storyboarding-and-previewing.md).