Getting Started
Set up your account, create your profile, and add your first item — in under 10 minutes.
Create Your Account
Go to theatre4u.org
Click Get Started Free on the landing page. Enter your name, email address, and a password — or click Continue with Google to sign up with your Google account (no password to remember).
Enter your name and organization name
Your name saves as the program director on the account. The organization name is what other programs will see in Backstage Exchange — use your school or theatre program's full name (e.g. "Lincoln High Drama Dept.").
Confirm your email
Check your inbox for a confirmation email from hello@theatre4u.org. Click the link to activate your account.
You're in!
You'll land on the Dashboard. Your account starts on the free plan — you can explore inventory and basic features immediately.
Set Up Your Profile
Your profile is visible to other programs in Backstage Exchange. A complete profile builds trust and makes collaboration easier.
Click Profile in the sidebar
Find the Profile link at the bottom of the left sidebar navigation.
Fill in your details
Add your organization type (School, Community Theatre, College, etc.), city, phone, and a short bio about your program. More information = more trust from other programs.
Save your changes
Click Save Profile. Your profile is now live and visible to other Theatre4u™ members.
Signing In & Password Reset
Sign in with email or Google
Click Sign In and use your email + password, or click Continue with Google. If your Google account uses the same email as your existing account, they connect automatically — same account, same data.
Forgot your password?
On the Sign In screen, click Forgot password? and enter your email. You'll receive a reset link — clicking it opens a page where you set a new password, then you're signed in.
Shared computers
Google sign-in always shows an account picker, so on a shared classroom computer each person can choose their own account. Remember to sign out when you're done.
Managing Your Inventory
Catalog everything your program owns — costumes, props, lighting, sound, sets, and more.
Adding an Item
Click the + Add Item button
Find this in the top-right of the Inventory page, or use the gold button on the Dashboard.
Enter the item name
Be specific — instead of "Dress" use "Victorian Ball Gown — Blue, Size M". This makes it searchable by other programs in Backstage Exchange.
Choose a category
Pick from Costumes, Props, Sets & Scenery, Lighting, Sound Equipment, Scripts & Music, Makeup & Wigs, Stage Furniture, Fabrics & Drapes, Tools & Hardware, Special Effects, or Other.
Set condition, size, and quantity
Condition options: New, Excellent, Good, Fair, Poor, For Parts. Be honest — inaccurate condition leads to disputes when items are exchanged.
Add photos (highly recommended)
Upload 1 photo per item on the free plan, or up to 5 on Pro — the first photo is the cover, and you can reorder or change it any time. Items with photos receive significantly more Exchange requests. Drag photos from your computer or tap to browse.
Set availability and location
Location is where the item physically lives (e.g. "Costume Closet B", "Scene Shop"). Availability status helps you track what's in use.
Set Backstage Exchange status (optional)
Choose Not Listed, For Rent, For Sale, Rent or Sale, or For Loan. If listing, enter the price. See the Backstage Exchange section for more detail.
Searching & Filtering
Search Bar
Search by item name, location, notes, or tags. Results update instantly as you type.
Category Filter
Filter by any of the 12 categories using the dropdown in the filter bar.
Availability Filter
View only In Stock, Checked Out, In Use, or other availability states.
Market Filter
Filter to see only items listed for rent, sale, or loan.
Grid or Table
Switch between card grid (visual) and table view (data-dense) using the toggle.
Tags
Add custom tags to items (e.g. "period", "combat", "outdoor") and search by them.
Editing & Deleting Items
Open an item
Click any item card to open its detail view.
Click Edit
The edit form opens with all current values pre-filled. Make your changes and click Save.
To delete
Click the Delete button in the item detail view. You'll be asked to confirm. Deletion is permanent.
Bulk Photo Add — many items at once
Have a camera roll full of inventory photos? Turn them all into items in one pass.
Click 📸 Bulk Photos on the Inventory page
Choose many photos at once — from your device or straight from Google Drive.
Each photo becomes a draft item
You'll see a grid of your photos. Give each one a name and category — condition and details can come later.
Save all
Every draft becomes a real inventory item with its photo attached. A whole shelf can be cataloged in minutes.
Custom Categories
Need a category we didn't think of? Owners and directors can add their own — they appear alongside the built-in categories everywhere: the item form, filters, and the dashboard.
Go to Settings → Custom Categories, type a name, and it's available immediately. Custom categories belong to your program and each department keeps its own set.
Backstage Exchange
Share your items with other theatre programs — for rent, sale, or free loan.
Listing an Item
Any item in your inventory can be posted to Backstage Exchange. Edit the item and change its Exchange Status — you control exactly which items are shared.
| Status | What it means | Fields required |
|---|---|---|
| Not Listed | Only visible to you | None |
| For Rent | Other programs can request to borrow it for a weekly fee | Rental price per week |
| For Sale | You're selling the item outright | Sale price |
| Rent or Sale | Requester can choose which they want | Both prices |
| For Loan | Free to borrow — no charge | Optional deposit & loan period |
Browsing & Requesting Items
Open Backstage Exchange
Click Backstage Exchange in the sidebar. You'll see all items posted by other programs that are In Stock and available.
Filter by category, type, or proximity
Use the filter bar to narrow by category or listing type (Rent / Loan / Sale). If you've set your location in Profile, you can filter by distance.
Click an item to request it
Click the item card, then click Request Item. Select your dates, quantity, and write a message to the owner explaining your production and needs.
Apply Stage Points (optional)
If you have Stage Points, a gold toggle appears in the request form — apply up to 50% of the rental cost. The remainder is paid directly to the owner.
Wait for approval
The owner receives an email notification and approves or declines your request. You'll be notified when they respond.
Arrange payment directly with the owner
Theatre4u™ records the agreed price and facilitates the agreement — but cash payment is made directly between your organizations outside of Theatre4u™. Use a school check, Venmo, invoice, or whatever you both agree on. Coordinate payment details in the Messages thread.
Managing Requests
Handle incoming requests for your items and track outgoing requests you've made.
Handling an Incoming Request (Owner)
You receive an email notification
When someone requests one of your items, you get an email from hello@theatre4u.org with the details.
Open Requests in the sidebar
The red badge shows how many pending requests are waiting. Click Requests to see all incoming and outgoing requests.
Review the request
Check the dates, quantity, message from the requester, and agreed price. Click the request to see full details.
Approve or Decline
Click Approve to accept. The requester is notified and the dates are blocked on the item's calendar. Click Decline (and optionally provide a reason) to reject it.
Mark as Returned when done
When the item comes back, click Mark Returned. This completes the transaction, updates the item's availability, and triggers Theatre Credit earning for you.
Messages
Real-time chat with other programs about items and transactions.
Every time a request is approved, a conversation thread opens automatically between your program and the requester. You can also start a conversation directly from any item in Backstage Exchange by clicking Message.
Real-time
Messages appear instantly — no need to refresh the page.
Email Notifications
If you're not online, you'll receive an email when you get a new message.
Unread Badge
The sidebar shows a red badge with the count of unread messages.
Stage Points
Stage Points are Theatre4u's built-in reward system. Earn points by building your inventory, sharing items with other programs, and completing Exchange transactions. Spend them to reduce the cost of rentals — or save up for a free month of Pro.
How to Earn Stage Points
Onboarding Milestones — one-time, awarded automatically
| Action | Points | Notes |
|---|---|---|
| 🎉 Create Pro or District account | +25 | Welcome bonus, automatic |
| ✅ Complete your profile | +25 | Add name, location, bio, and email |
| 📦 Add 10 inventory items | +25 | One-time catalog milestone |
| 📸 Add 25 items with photos | +50 | Quality catalog milestone |
| 🏪 List your first Exchange item | +15 | Any item listed For Rent, Sale, or Loan |
| 📨 Send your first Exchange request | +10 | Your first request to another program |
| 👥 Invite a team member | +15 | Per team member who signs in |
| 👋 Refer another program | +50 | Per program that creates an account |
Exchange Activity — earned per transaction
| Item Category | Loan Points Earned | Rental Points |
|---|---|---|
| 💡 Lighting / 🔊 Sound | +50 pts | +1 pt per $1 of rental price |
| 🏛️ Sets & Scenery | +40 pts | |
| 👗 Costumes | +25 pts | |
| 🎭 Props / 🪑 Furniture / ✨ Effects | +20 pts | |
| 🧵 Fabrics / 💄 Makeup & Wigs | +15 pts | |
| 📜 Scripts / 🔧 Tools | +10 pts | |
| 📦 Other | +15 pts |
How to Spend Stage Points
Exchange Discount
Apply up to 50% of the rental or purchase price using your points. 1 point = $0.01 off. Toggle appears automatically in the request form when you have points available.
Free Pro Month
Redeem 1,500 points for one free month of Pro ($15 value). Navigate to Stage Points in the sidebar to redeem. Points are deducted immediately.
Open a rental or purchase request
Go to Backstage Exchange and click on any item listed For Rent or For Sale.
Toggle "Apply Stage Points"
A gold toggle appears if you have points. Enable it to see the discount applied — up to 50% of the price.
Submit your request
The remaining cash balance (after points) is paid directly to the item owner. Theatre4u does not handle the cash transaction.
The Loan Economy — Give & Receive
Loaning items is completely free for the requesting program — and both programs earn points when the loan is completed. List your items For Loan and build a stockpile of points to spend when you need costumes, lighting, or sound gear for your own productions.
Points awarded for loans are based on the item's category, not its value. High-value categories like Lighting and Sound earn the most because they're the hardest to access and most valuable to share.
Frequently Asked Questions
QR Labels
Every item gets a unique QR code. Print it, stick it on the item or bin, and scan it instantly from any phone.
Open any item's detail view
Click an item in Inventory. Scroll down to the QR Code section.
Print or download the QR label
Click Print to open a print-ready page, or Save to download the PNG image.
Attach it to the item or storage bin
Print on label paper and stick directly on costume bags, prop boxes, or equipment cases.
Scan to look up any item instantly
Use the Scan tab in the mobile app, or go to Inventory → QR Lookup (the scan icon). Point your camera at the label and the item opens immediately.
Printing your labels — paper & hardware
Any printer works. The print pages are sized for standard letter paper and Avery-style sticker sheets — most programs start exactly this way.
For durable labels that live for years on bins, cases, and equipment, a dedicated label printer is a great upgrade:
- Brother QL-810W — fast, wireless, inexpensive paper label rolls (DK-1201, 400 labels ≈ $14). Great for bins and shelves.
- Brother P-touch CUBE Plus (PT-P710BT) — laminated tape that survives handling, water, and years of use. It also prints iron-on fabric labels for costumes that survive 30+ washes.
💡 Iron-on tape is ½" wide — perfect for a program name + item ID inside a collar; put the scannable QR on the hanger or bin. As an Amazon Associate, we earn from qualifying purchases.
Backstage Team
Invite your costume directors, student stage managers, and parent volunteers. Each person gets their own login with a role that controls what they can see and do.
Backstage Roles
You can invite other people to help manage your program's inventory — costume directors, student stage managers, parent volunteers, and more. Each person gets their own login with a role that controls what they can do.
| Role | What They Can Do |
|---|---|
| 🎬 Director | Full access — the account owner |
| 📋 Stage Manager | Add, edit, delete items · Funding Tracker · Backstage Exchange · Community |
| 🔧 Crew | Add and edit items · Upload photos |
| 🎟 House | View and look up items only — read-only |
Inviting Someone by Email
- Go to Settings → Your Backstage Team.
- Enter their email, choose a role, and click Send Invite.
- Copy the invite link and send it to them.
- They click the link, create a free account, and are added to your team automatically.
Join Code — For Groups & Students
For larger groups, a join code is faster than individual email invites.
- Go to Settings → Your Backstage Team.
- Click Generate Join Code. A code like
WHS-4K2appears. - Share it via group text, write it on the whiteboard, or post the QR code in your space.
- Students go to theatre4u.org/join, enter the code, and are placed in your inventory as Crew.
Join codes expire after 30 days. Generate a new one each semester.
Managing Your Team
In Settings → Your Backstage Team you can change a member's role with the dropdown, or remove them with the × button. Only the Director can manage team members.
Productions
Create a show, assign items from your inventory, and track what's needed for each production.
Click Productions in the sidebar
Then click New Production.
Enter show details
Name your production, enter the show title, opening and closing dates, and choose a color for the calendar.
Add items to the production
Open the production, then click Add Item. Search your inventory and select items, setting how many are needed and their status (Planning, Confirmed, Acquired).
Track status through the run
Update item statuses as you acquire them. See at a glance what's confirmed and what you still need.
Request missing items from Backstage Exchange
If you need an item you don't own, browse Backstage Exchange — other programs may have exactly what you need.
Reports
Analyze your inventory data and export it in formats ready for board reports, insurance, and CDE submissions.
Category Breakdown
See how many items and their estimated value across all 12 categories.
Condition Report
See the distribution of New, Excellent, Good, Fair, Poor items — useful for grant applications.
Availability Report
How many items are In Stock vs. Checked Out, In Use, or Being Repaired.
Backstage Exchange Summary
How many items are posted for rent, sale, or loan vs. kept private.
Export CSV
Download your entire inventory as a CSV — compatible with Excel, Google Sheets, and CDE templates.
Print All QR Labels
One click generates a printable page with QR labels for every single item.
Funding Tracker
Track every funding source your program receives — grants, district allocations, booster funds, earned income, and donations. Log expenditures against each source and export for your records.
Adding a Funding Source
Open Funding Tracker in the sidebar
Click 💰 Funding Tracker. You'll land on the Funding Sources tab.
Click + Add Funding Source
Give the source a name (e.g. "Spring Grant 2026"), choose a type — Grant, District Allocation, Earned Income, Donation, Booster/PTA, or Other.
Enter the total amount
Add the total amount allocated, the funder name, and fiscal year. Start and end dates are optional but helpful for multi-year grants.
Save — the source appears in your tracker
A progress bar shows spending vs. allocation as you log expenditures against it.
Logging Expenditures
Go to the Expenditures tab
Click + Add Expenditure. You must have at least one active funding source before logging spending.
Select the funding source
Choose which source this purchase is charged against.
Fill in the details
Description (required), amount (required), date, category, and vendor. Save — it appears in your log and updates the source's progress bar.
Reports & Export
The By Source tab gives a breakdown of spending per funding source — total spent, remaining balance, and a category breakdown. Click Export CSV to download a full expenditure report for your records.
Borrowed & Lent
Keep track of items you've borrowed from, or lent to, schools and organizations that aren't on Theatre4u yet. You'll always know who has what and when it's due back — and you can invite those partners to join Theatre4u in one click.
Logging a borrowed or lent item
Open the Borrowed & Lent tab
You'll find it as a 🔄 Borrowed & Lent tab at the top of your Inventory — and also inside Backstage Exchange if you have it enabled.
Choose Lent out or Borrowed
Lent out = something of yours is with another organization. Borrowed = you have something that belongs to them.
Fill in the details
The organization or person's name (required), an optional email or phone, what the item is, quantity, the date it went out, and a due-back date. Add notes if you like.
Save
The record appears in your list with a badge showing the direction, and turns red if it's past its due date.
Returns, edits, and reminders
When an item comes back (or you return one), click Mark returned — it moves to the Returned tab but stays on record. Use the Active / Returned / All tabs to filter, and the counters up top show how many items are lent out, borrowed, and overdue at a glance.
Mobile App
Full inventory management from your phone — designed for backstage use.
Installing the App on iPhone
Open Safari on your iPhone
The app must be opened in Safari (not Chrome) to install as a home screen app on iPhone. Everything works in Chrome — only the home screen installation requires Safari.
Go to theatre4u.org/app
Log in with your same Theatre4u credentials.
Tap the Share button
The Share button is the box with an arrow at the bottom of Safari (⎙).
Tap "Add to Home Screen"
Scroll down in the share sheet. Name it "Theatre4u" and tap Add. The app icon appears on your home screen and opens full-screen with no browser bar.
Installing on Android
Open Chrome on your Android phone
Go to theatre4u.org/app and log in
Tap ⋮ → Add to Home Screen
Chrome may also show an automatic install banner at the bottom of the screen.
Mobile App Features
Photo Capture
Take photos with your phone camera and add them to items instantly.
QR Labels
Every item gets a printable QR label. Use your iPhone Camera app to scan it — tap the notification to open the item instantly.
Quick Add
Add new items in 3 taps — photo first, then name, category, and condition.
Funding Tracker
Log expenditures from anywhere — syncs instantly to your web dashboard.
District Management
Manage multiple schools from one account, share inventory across your district, and view all programs from a central dashboard.
Upgrade to District plan
Go to Profile → Upgrade. The District plan covers up to 6 school sites.
Click District in the sidebar
Your District dashboard shows all schools, their item counts, and status.
Invite schools
Click Invite School, enter the drama director's email and their school name. They receive an invitation email with a link that auto-connects their account to your district.
See all inventory in one place
Open the 📦 Inventory tab in your District dashboard to view every school's items together. Filter by school or by program (Theatre, Music, Dance, etc.), and switch between a visual grid and a spreadsheet table view.
Browse one school at a time
Prefer to focus on a single school? Click Enter School → on any school card to view just that school's inventory, then use "← Back to District" to return.
Shared Exchange
All schools in the district can see and request items from each other — no extra setup required.
Working Across Multiple Programs
If you run more than one arts program — or oversee several across a school or district — here's how to manage them and move between them.
If you direct several programs (a program director)
A fine-arts coordinator might oversee, say, both Band and Choir. Each program is its own account, and a district administrator assigns you to the ones you direct. Once assigned:
Get assigned by your district admin
Your district administrator opens their District dashboard, clicks 👤 Directors on a school, and adds you by email. (You need an account first — sign up, then ask to be assigned.)
Log in to see your programs
The next time you log in, you'll see the inventory for the program(s) you've been assigned to — and only those. You won't see other programs you're not part of.
Switch between your programs
If you direct more than one program, a program switcher dropdown appears just under the logo at the top-left. Pick a program from the dropdown to view and manage that program's inventory. Switch any time.
If your school or district has several programs
A school with Theatre, Band, and Visual Art — or a district with many schools — is organized so each program keeps its own inventory, while administrators see across all of them.
Each program is its own account
Every program (by type — Theatre, Music, Dance, Visual Art, Booster) has its own login and its own inventory. This keeps each program's items cleanly separated.
A district connects them
On the District plan, an administrator invites each program account into the district. From the District dashboard they can see every program's inventory together, or focus on one at a time.
Assign directors to each program
Use 👤 Directors on each school to give the right person access to the right program(s). One person can be assigned to several — they'll get the switcher described above.
Departments
One account, every arts program — Theatre, Music, Dance, Visual Art, and Organizations, each with its own space.
Switch departments from the sidebar
If your account has more than one department enabled, a department picker appears at the top of the left sidebar. Everything on screen — inventory, categories, events, funding, storage — follows the department you've selected.
Each department keeps its own everything
Items, categories, funding sources, storage locations, and event folders are separate per department. Your music inventory never mixes with your costume closet.
The words change with the department
Theatre sees Productions, Backstage Exchange, and Stage Points. Music sees Concerts, Dance sees Performances, Art sees Exhibitions, Organizations see Events — with The Exchange and Encore Points.
Directors can be scoped to one department
When you assign a director, you can limit them to a single department — a band director sees music, nothing else. Assign directors without a department to give whole-account access.
CSV Import
Bulk-upload your existing inventory spreadsheet to Theatre4u in minutes.
Preparing Your CSV
Required column: Name
Optional columns:
| Column | Accepted values |
|---|---|
| Category | costumes, props, sets, lighting, sound, scripts, makeup, furniture, fabrics, tools, effects, other |
| Condition | New, Excellent, Good, Fair, Poor, For Parts |
| Size | XS, S, M, L, XL, XXL, One Size, N/A |
| Qty | Any whole number |
| Location | Any text (e.g. "Costume Closet A") |
| Availability | In Stock, In Use, Checked Out, Being Repaired, Lost, Retired |
| Market | Not Listed, For Rent, For Sale, Rent or Sale, For Loan |
| Rent | Dollar amount (e.g. 25.00) |
| Sale | Dollar amount |
| Tags | Comma or semicolon-separated (e.g. "period;formal;blue") |
| Image URL | Public Google Drive or Dropbox share link, or direct image URL |
| Notes | Any text |
Adding Photos via Google Drive
Upload photos to Google Drive
Create a folder called "Theatre4u Photos" and upload your item photos there.
Set sharing to "Anyone with the link"
Right-click the photo → Share → Change to "Anyone with the link" → Copy link.
Paste the link in the Image URL column
Theatre4u™ automatically converts Google Drive share links to the correct embeddable format. Dropbox share links also work.
Plans & Pricing
Inventory · Backstage Exchange · Community — choose the plan that fits your program.
| Feature | Free | Pro — $15/mo | District — $49/mo |
|---|---|---|---|
| Inventory items | Up to 25 | Unlimited | Unlimited |
| Photos per item | 1 | Up to 5 | Up to 5 |
| QR labels | ✓ | ✓ | ✓ |
| Backstage Exchange | — | ✓ Full access | ✓ Full access |
| Messaging | — | ✓ | ✓ |
| Productions tracking | ✓ | ✓ | ✓ |
| Reports & CSV export | — | ✓ | ✓ |
| Stage Points | — | ✓ | ✓ |
| Funding Tracker | — | ✓ | ✓ |
| Mobile app | — | ✓ | ✓ |
| CSV import | — | ✓ | ✓ |
| School sites | 1 | 1 | Up to 6 |
| District dashboard | — | — | ✓ |
Frequently Asked Questions
Can I use Theatre4u without upgrading to Pro?›
How does payment work between programs?›
When your request is approved, the agreed dollar amount is logged in the system and visible to both parties. Payment of that amount happens directly between your organizations outside of Theatre4u — by school check, Venmo, PayPal, invoice, or any method you both agree on. Coordinate the specifics in the Messages thread attached to each request.
If credits were applied: The credit portion reduces the agreed price on the request. The remaining cash balance is still paid directly to the item owner. For example: a $100 rental with 50 credits applied = $50 cash owed to the owner, paid outside Theatre4u.
Both parties are responsible for completing payment as agreed. Theatre4u is not liable for non-payment between organizations.
What happens to my credits if I cancel my Pro subscription?›
Is the mobile app available in the App Store?›
Can I use the Funding Tracker for any type of funding?›
Can multiple people at my school use the same account?›
What image formats can I upload for item photos?›
How do I get my school's IT department to whitelist Theatre4u emails?›
Still have questions?
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