The system that stays on after everyone else goes home.
Budget, schedule, crew, logistics and documents for a live production, held in one place, updated in real time, and visible to exactly who's supposed to see it.
Most shows are still run out of a dozen disconnected files — a budget spreadsheet nobody's sure is current, a crew list in three versions, a schedule that gets re-sent every time a call time moves, a drawing set nobody can confirm is the latest issue.
Ghostlight replaces the pile with a single system of record. Every department works from the same live data, scoped to what their role should see — so the production manager, the technical director, the client, and the crew member checking tomorrow's call time are all looking at the same show, not five different copies of it.
Every part of the production paperwork, rebuilt as a live, shared system instead of a folder of files. Switch on only the modules a project needs.
A live budget with sectioned line items, unit rates and markups across multiple currencies. Set money aside with allocations, then watch it drawn down by purchase orders and approved change orders — Budget Status shows allowance, committed, forecast and remaining for every line, and flags what is at risk or over. A six-step PO wizard commits spend back to the budget as it’s raised.
Anyone on the project can raise a change request through a public link — no login needed. Requests carry itemised costs and move through draft, submitted, queried and approved, each linked to the budget line it will draw from, so approved value and pending exposure show up in Budget Status. Every request exports to PDF and Excel.
Pre-production planning as a list or a Gantt, with month, week and day zoom, progress-filled bars, deadline diamonds and a today line. Link tasks finish-to-start, start-to-start, finish-to-finish or start-to-finish, with lag or lead, and linked work follows its predecessor. Overdue items are flagged, and an external-only view and A3 PDF give clients the picture without the internals.
The run of show, built day by day with sticky navigation between them. Inline editing, department filters, bulk edits and Excel import keep everyone working from the same version of the day — no more asking which schedule is current.
Crew sheets carry rates, departments, dates and travel, editable in bulk or imported from Excel. Each crew member gets a digital pass with a QR code, and a registrar scans it at the gate to check them in and out. A public, no-login form lets suppliers and drivers book their own delivery or load-in slot straight into the master schedule.
Rooms, dates and nightly costs sit alongside every crew member’s other details and roll into the daily cost totals automatically — one list instead of a hotel spreadsheet that has to be kept in sync by hand.
Drawn in CAD, counted automatically. Import a DXF of the plan and Ghostlight reads the tagged furniture blocks and zones into a takeoff by item and by zone. Each import is a revision; install status is tracked per tag and survives re-imports, and purchase order lines link back to catalogue items so you can see what has been ordered against what is drawn.
A version-controlled library for every project file, with a full history behind each one. Upload a new revision of a slide deck and Ghostlight detects what actually changed between versions, without anyone having to say so.
A formal document register for plans and drawings, with full version history behind every sheet. Issue a transmittal to a distribution group and recipients get a secure, time-limited download link — no account required on their end.
Import an updated status deck and Ghostlight reads it slide by slide, surfacing what changed as a tracked, assignable list of design updates and outstanding issues — with a before/after view of exactly what moved.
Precise, and seen only by the people it’s meant for — enforced where the data lives, not just in what the interface shows.
Not everyone attached to a production needs the same view of it. Ghostlight scopes what a person can see and change by role, per project — and keeps money out of sight of anyone who doesn’t need it.
See Ghostlight running on a real production, or bring your current spreadsheets and we'll show you what they look like inside it.