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Two features that save hours of typing:
  • AI Import turns an email, screenshot or PDF into schedule items in seconds.
  • Schedule templates let you build a show day once and apply it to every other show on the tour.
Along the way, we’ll use colours and tags so the important stuff jumps off the day sheet.

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AI Import

Got the day’s schedule buried in an email from the promoter? Don’t retype it. Upload it, and Daysync reads it and builds the schedule items for you.

Raw text

Paste it straight from an email or message.

Images

Screenshots of emails, run sheets or itineraries.

PDFs & documents

Advance sheets, travel itineraries, venue packs.

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Import a schedule

1

Open the day

Select the day you want to build out. AI Import adds items to this day only.
2

Upload your document

Open AI Import and add your text, screenshot or PDF.
3

Let it scan

Daysync reads the document and pulls out everything useful: times, locations, travel and notes.
4

Review what it found

You’ll see a list of suggested items, e.g. Bags down to lobby, Taxi to airport, a flight with its flight number, Collect bags from carousel 7, Drive to hotel. Choose the ones you want.
5

Add to schedule

Add them to the day. Drives come with routes you can check on the map, flights keep their flight numbers, and any notes it found are attached to the right items.
Always give it a once-over. AI Import is very good, but documents have typos and gaps. Check the times, then tidy up anything it got wrong. It’s still far faster than typing it all in.

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What it’s smart about

  • Travel items. It recognises flights and drives and creates them as proper travel items, not just text.
  • Notes. Details like rooms are settled, cover incidentals at the desk land in the item’s notes.
  • Next-day items. If the document mentions something tomorrow (e.g. lobby call for load-in, 3:45pm next day), it can be added as a +1 day item. It shows on today’s day sheet so the crew sees it the night before.
+1 and −1 day items are great beyond imports. Put tomorrow’s lobby call on a day off so nobody misses it, or use −1 when crossing time zones so items overlap correctly.

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After you import

  • Visibility: point each item at the people it’s relevant to, whether that’s the band, crew or a split party.
  • Flights: you can also look up a flight by its code to pull in the official flight details.
  • Time zones: items import in the day’s time zone. If the day’s location is wrong, the times will be too. Fix the location, then adjust the items.
One day at a time. AI Import currently works on a single day per upload. To plan across many days at once, try the Daysync MCP with Claude or ChatGPT. Or build one day and copy it with a template (below).

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Colour coding & tags

Once the day is in, make it readable at a glance.

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Colour-code by type

Pick a colour on any schedule item. A simple system goes a long way: Now anyone scanning the day can see at a glance when they’re moving and when they’re on.

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Tag what needs attention

Tags label items and show up on the day sheet in their own colour. For example:
1

Open the item

E.g. tomorrow’s lobby call that’s sitting on today.
2

Add a tag

Create a new tag like Next day and give it a loud colour, such as shocking purple.
3

Check the day sheet

On the crew’s mobile day sheet (a vertical timeline), that item now stands out from everything else.

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Schedule templates

Most show days look the same: load-in, line check, doors, changeovers, set times, settlement, load-out. Build it once, save it as a template, and apply it to every show.

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Save a template

1

Build a show day

Get one day looking right, by hand or with AI Import.
2

Templates → Save as new template

Click Templates in the top-right corner, then Save as new template.
3

Pick the items

Tick only the items that repeat. Leave out one-offs like Van back to hotel, Lobby call, Dinner or Settlement if they change day to day.
4

Choose what to carry over

Decide whether to keep each item’s visibility (who it’s assigned to), notes and attachments. Untick them all to save just the names and times.
5

Name it

E.g. Show Day Template 1, then create the template.

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Apply a template

1

Open another day

Go to the next show day.
2

Templates → pick yours

Choose the template from the Templates menu.
3

Merge or replace

Choose how it lands (see below) and apply.

Merge

Adds the template’s items alongside what’s already on the day. The usual choice.

Replace

Removes the day’s existing items and puts the template in their place. Daysync tells you how many items will be replaced first.
Applied it to the wrong day, or picked the wrong option? Hit undo and everything goes back the way it was.

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Templates and time zones

Templates keep local times. If doors are at 7pm in the template, doors will be at 7pm local time wherever you apply it: Melbourne, Sydney, Brisbane, Adelaide or Perth. You don’t need to adjust anything for time zones.
Make sure each day’s location is set before applying a template, so the local time zone is right.

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Roll it out across the tour

With one template you can fill an entire run of show days in a minute: open each show day, apply the template and you’re done. You get a consistent starting point for every show, ready to tweak as advance info comes in. Templates aren’t just for show days. Save travel days, rehearsal days, promo days or anything else you repeat.

How Daysync works

The four-minute tour of the platform.

Connect Claude

Plan whole tours with AI.