Organisation settings

Your organisation area sits above any single production. Here you set org-wide settings and manage billing, your team and your data.

You will find it under Organisation in the menu on the left.

Screenshots show the light theme. The app looks the same in dark.

How to change your timezone

1. Open Organisation ▸ General.
2. Choose your Timezone.
3. The change saves as you make it.

Set this before you schedule anything. Rehearsal and meeting times, audition times and the day-before reminders, and ticket confirmations all show in your zone.

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How your public pages look

Organisation ▸ Settings ▸ General has a Public page appearance card. It sets how your public pages look when your public website (Presence) is off. It covers your audition sign-up pages, your ticket buy page, and the page where buyers see their tickets.

• Light is the default: cream and gold.
• Dark is black and gold.

The change saves as you make it. If your public website is on, the pages use your website's theme instead, and the card says so.

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Where you are, and tax

Organisation ▸ Settings ▸ General has a Location and tax card. Tell Prompter which country your organisation is based in. If you're registered, add your own tax number too. Depending on where you are, the field is labelled GST number, ABN or VAT number.

What your tax number is for

If you're registered, your number is printed on your ticket buyers' receipts and confirmation emails as the seller's registration. You are the one selling the tickets. A buyer who needs to claim the tax back can only do so if your number is on the document. It also appears on the monthly invoice Prompter sends you for its Box Office fee.

So fill it in if you're registered, even though the field says optional. Leave it blank if you're not. A number you don't hold is worse than none.

What Prompter charges you

Your country decides this:

• The Box Office ticketing fee includes GST. The percentage you see is the percentage taken, wherever in the world you are. There's nothing added on top.
• Produce+ subscription prices exclude GST. If your organisation is in New Zealand, 15% is added and you'll see it before you confirm. Outside New Zealand no New Zealand GST applies.

If you want your tax number on your Produce+ invoice, enter it again at the checkout. Stripe collects it there, separately from the one here.

Countries we can't offer Prompter in

A small number of countries can't be selected: Russia, Belarus, North Korea, Iran, Syria and Cuba. Choosing one shows a note explaining why and won't save.

International sanctions and the restrictions on our payment provider mean we can't provide the service or take payment in those places. There's nothing you can do at your end to change it, and no separate process to apply through. If that's where your society is based, we're sorry.

Tax on your own ticket sales is yours

You sell the ticket to your audience and the money settles to your account, so any GST or VAT on that sale is your organisation's to account for. Prompter never works out what tax you owe on your ticket income. It records the price you set. It doesn't work out, add, or report tax on it, and it makes no claim about the tax inside the price. We don't know your rate, your registration status, or your exemptions, and we can't advise you on it. If you're not sure what your company owes, ask your accountant.

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Your logo

Upload your logo under Presence ▸ Branding. It's a single shared asset, not only for your website. You upload it once, and Prompter uses it wherever your branding appears. Which pages that covers depends on your plan (see below). Two tools help it look right:

• Trim edges removes transparent padding around a logo so it fills its space instead of reading small.
• A size slider sets how large it displays.

Where your logo appears

Your own website shows your own logo on every plan. On the free plan, the footer of each page carries a small line: "This website is powered by Prompter". Produce+ replaces it with a quieter one-line credit.

Everywhere Prompter acts on your behalf, the free plan shows the Prompter mark: your ticket buy page, your audition pages, and the confirmation and reminder emails we send your buyers and applicants. On Produce+ those carry your logo instead.

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Your banner image

Your banner image is the wide photograph across the top of your public website: your venue, a set, or a curtain call. Upload it under Presence ▸ Branding, beside your logo.

Use a landscape shape, around 1600×900. JPEG, PNG, WebP or AVIF, up to 5 MB.

It saves as soon as you upload it, the way your logo does. You don't have to publish your website first.

If you upload one and it doesn't appear

Two things can hide it, and both are easy to fix.

• Your template. Three of the four templates show your banner. Playbill doesn't. It shows a typographic programme cover instead. To use a photograph with Playbill, open Presence ▸ Settings ▸ Content, open the Hero section, and tick Show this image behind the cover. The framed title block stays on top of the photograph.
• The Hero section is switched off. In the same Content tab, check the Hero section is turned on.

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Venues

Venues, layouts and seat maps have their own article: Venues and seat maps.

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Your plan

Prompter's base product comes in two tiers: Produce (free) and Produce+ (paid). Manage your plan and billing from Organisation ▸ Billing, its own tab in the sidebar. Only an owner can open it. Your storage breakdown is not there. It is on the Organisation dashboard. Produce+ adds the Bard AI assistant, reserved seating (buyers pick their own seat), your own branding on the pages and emails your buyers and applicants see, no "powered by Prompter" banner on your website, more active productions, and more storage.

Some companies hold Produce+ as a grant from us, not a paid subscription. A founding partner is one, or a company we've comped. If that's you, the Billing tab says so and there's no Manage billing button. Nothing is being charged, and there's no invoice to chase.

Monthly or annual, and switching between them

Produce+ is billed monthly or annually. Annual saves 25%: a year costs the same as nine months. You choose when you first subscribe. You can change your mind afterwards without cancelling: open Manage billing and pick the other one.

The two directions behave differently.

Moving to annual takes effect straight away. You're credited for the part of the month you haven't used, that credit comes off the year's price, and your renewal date moves to today.

Moving back to monthly waits until your year is up. Nothing is charged or refunded at the time, you keep Produce+ for the year you've already paid for, and monthly billing starts when it ends. So there's no penalty for trying annual, and no part-refund to chase.

What you'll be charged in

Prices are shown and charged in your company's own currency where we have one: New Zealand dollars, Australian dollars, pounds, Canadian dollars, or US dollars. Prompter sets it from your country when the organisation is created. Anywhere else is billed in US dollars, and the Billing tab says so before you subscribe.

Subscription prices exclude tax. See What Prompter charges you.

How you can pay

Produce+ is paid at checkout by card, including Apple Pay, Google Pay and Link, which are cards underneath. Where it's available to you, you can also pay by direct debit from your organisation's bank account. Checkout shows you what you can use.

We don't offer buy-now-pay-later. Those services assess the person who clicks, not the organisation, so a volunteer treasurer would take on the repayment themselves.

We're working on ways to pay that don't need a card. Direct debit is being introduced. What you're offered at checkout depends on your country and the currency you're billed in. To know for sure, open the upgrade page and look. Bank transfer and pay-by-invoice aren't available. If any of this is blocking you, tell us. The number of companies it affects decides how soon we get to it.

When a payment doesn't go through

If we can't collect a Produce+ payment, the owners and admins of your organisation get a notification in the bell. It is red, not the usual gold. It tells you what the bank actually said. Where we can, it links straight to the invoice so you can pay it without contacting us.

We also email you. The same message goes to the email address on your account, with the same reason and the same link to pay. If your bank tells us a Direct Debit Authority has been cancelled, we email you about that too. That email arrives roughly a month before any payment fails, so you have time to put it right.

Each reason needs something different from you:

• "The Direct Debit Authority may have been cancelled": set up the authority again. Retrying won't help until you do.
• "There were not enough funds": nothing to do. We try again, and it goes through once the account is topped up.
• "The bank account has been closed" or "the card has expired": add different details from Manage billing.

Nothing switches off the moment a payment fails. We retry over the following days, and your Produce+ features stay on the whole time. They only drop back to the free plan once those retries are exhausted.

How long you have depends on how you pay:

• Card: retried up to 8 times over 2 weeks.
• Direct debit: retried once, within 5 days. That is the most a direct debit allows.

Either way, if the retries run out the subscription ends and your organisation returns to the free plan. Nothing is deleted. Your productions, people and files are all still there, and the free plan's limits apply again.

If you pay by direct debit, a debit is accepted straight away at checkout but can take up to two working days to clear. So a failure notification may arrive a couple of days after a payment you thought had gone through. That's normal for direct debit.

Storage

Produce gives you 1 GB; Produce+ gives you 5 GB. You'll find the full breakdown in the Storage section of your Organisation dashboard, with a bar showing where it's all going.

Three things use up your allowance:

• Active productions: scripts, headshots, and anything else your team uploads to a show that's still running.
• Audition uploads: the CVs and headshots applicants send in through your public audition form.
• Your public website: your logo, and the images on your Presence pages and events.

Applicants can always upload. Prompter never turns away an applicant's headshot or CV because your organisation is full, so audition uploads can take you over your allowance. When that happens, Prompter tells your owners and admins straight away, in the app and by email. Your team cannot upload new files until you are back under. Every file you already have stays readable. To get back under, archive a finished show, delete files you no longer need, or move to a bigger plan.

Archived productions don't count. When a show is finished or cancelled and you close and archive it from the Timeline, its files come out of your allowance and stay fully readable and downloadable. Nothing is deleted.

If you're running out of room, archive a finished show first. It costs nothing, it doesn't throw anything away, and it works on every plan, including Produce+, where there's no bigger plan to move up to. If you're on the free tier and your current shows need the space, you can upgrade.

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Modules

Your public Website (Presence) and Box Office are switchable modules. Turn each on when you're ready. Switching one off keeps your data. It only takes the public pages offline.

Both switches publish something the moment you press them, so Prompter asks first and names what goes public.

Turning Box Office on can start ticket sales the same second. A show that is already set up to sell goes on sale as soon as the module is on. See Box Office for what makes a show ready.

Turning Website on publishes your public site at your own address, along with every show, event and news post you have already marked public. It does not put any tickets on sale. The Box Office switch does that.

Either one stays a single click when there is nothing to name.

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How to manage your admin team

1. Open Organisation ▸ Team.
2. Invite somebody by email, or change the role of somebody already there.

The person you invite gets an email from Prompter, and chooses their own password when they accept. Passwords are never shared across a team. The password on Profile changes only your own.

The admin team is not the same as the people on a production. Somebody on the Team page holds an organisation-wide seat. Somebody on a production's People page holds a role in that show. Adding one does not add the other.

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Your admin team

The Organisation area is for your admin team: the Owners, Admins and Presence Managers who run the org. Cast and crew never reach it. They have production roles only. Owners manage the team and its roles in Team Management. See Roles & access for what each tier can do. Keep at least two Owners so you're never locked out if one loses access.

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How to export everything your organisation holds

1. Open Organisation ▸ Privacy & Data.
2. Click Export organisation data.

You can do this at any time, on any plan, without asking us.

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How to delete an organisation

⚠ This is permanent, and it takes everything with it: every production, every person and all your data. Export first if you want a copy.

1. Open Organisation ▸ Danger Zone.
2. Click Delete organisation.
3. Confirm.

The public site and ticketing switch off immediately. You then have 30 days to change your mind before it is erased.

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Data and closing

You can export your data at any time. You can also close your account or delete the organisation. Deleting an organisation opens a 30-day recovery window before anything is permanently removed, so you can undo an accidental deletion.

During that window the organisation is frozen. Your public website and ticket sales switch off straight away, and everyone is locked out until it's either restored or erased. If you change your mind and cancel, your data comes straight back. But the public website and ticket sales stay switched off. Turn them back on under Presence ▸ Settings and Box Office ▸ Payments & Payouts whenever you're ready.

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