Stage Manager Suite
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Props Inventory Software From Props List to Strike
Props live a double life in community theater. Before a show, they're a wish list — the letter, the teacup, the fake sword the director asked for in week one. After a show, they're stock that has to go back in a box so you can find it two seasons from now. Most theaters handle both with sticky notes and memory, which is why the same prop gets bought three times.
Stage Manager Suite handles both halves. Build a props-needed list for each show, then link each entry to your prop inventory the moment it's acquired — pulled from stock or newly bought. Your inventory carries photos, descriptions, storage locations, and full check-out history, and it shares the same system as your costume inventory and set pieces, so everything backstage is in one place.
Props-needed lists for every show
Start where every production starts: a list of what the show requires. Capture each prop as it comes up in read-throughs and design meetings, note who's responsible, and keep the whole list in one place instead of scattered across scripts and group chats.
As props get sourced, link each list entry to the actual item in your inventory. The needed list becomes a live acquisition tracker — you can see at a glance what's still outstanding and what's already sitting in a box with your name on it, right alongside your cast list and production plan.
- A props-needed list per show, not per scrap of paper
- Link entries to inventory when a prop is acquired
- See outstanding vs. sourced props at a glance
A searchable catalog of your prop stock
Every prop you own gets a record with a photo, a description, and a category. The photo is what makes stock genuinely reusable — a designer can recognize the right lantern instantly instead of digging through bins hoping it's in there. Sub-categories keep furniture, hand props, and set dressing sorted.
Already have a spreadsheet? Import it in one step with CSV bulk import, then add pictures fast with batch photo upload. Within an afternoon your prop closet becomes a searchable catalog.
- Photos, descriptions, and categories on every prop
- Sub-categories for hand props, furniture, and set dressing
- CSV bulk import and batch photo upload to get started fast
Storage locations and check-out history
A prop you can't find is a prop you don't have. Every item carries a storage location, so a volunteer can be sent to the exact shelf and box without a guided tour of your storage unit. When a prop leaves for a show, a fitting, or a repair, log the check-out and it keeps a running history of who has it and when it's due back.
That history is what saves you at strike. Instead of wondering whether the pocket watch made it back, you open the record and know — and if it's still out, you know exactly who to ask. It all feeds your broader season management picture.
QR and NFC tags for scan-and-go props
Tag each storage box with a QR code or NFC label, and any volunteer can scan it with a phone to see everything inside. Finding the props for act two becomes scan, read, grab — no opening every bin on the shelf.
Scanning also keeps check-in honest during the chaos of strike. A quick scan-and-return beats a clipboard, which means your inventory is still accurate when the next production's props list lands.
Props inventory that works with the rest of your show
Props don't exist in a vacuum — they sit next to costumes, set pieces, and a cast that has to handle them on cue. In Stage Manager Suite your props share one backstage system with costume inventory and set piece tracking, so a single search covers everything you own.
For a practical walkthrough of sourcing, tracking, and storing show items, read our guide on how to organize props and set pieces.
Run your whole season — auditions to strike — in one workspace.
Start free — no credit card requiredFree plan includes auditions, casting, planning, and up to 50 inventory items.
Frequently asked questions
Can I make a props-needed list for a specific show?
Yes. You can build a props-needed list for each production, note who's responsible, and link each entry to your inventory once the prop is pulled from stock or bought, so the list doubles as an acquisition tracker.
How do I know which props are still outstanding?
Each item on the props-needed list shows whether it's been acquired and linked to inventory. Unlinked entries are the props still to source, so you can see at a glance what's outstanding.
Can I track who borrowed a prop?
Yes. Every prop keeps a check-in and check-out history showing who took it, when, and whether it's been returned — so nothing quietly disappears between shows.
How do I get my existing prop list into the system?
Use CSV bulk import to bring in an existing spreadsheet in one step, then batch photo upload to add pictures to many items at once. Your prop closet becomes a searchable catalog quickly.
Do props use the same QR and NFC tags as costumes?
Yes. Props, costumes, and set pieces all share the same inventory system, so you can tag storage boxes with QR codes or NFC labels and scan any of them with a phone to see the contents.
Is props inventory free?
You can start free with no credit card, tracking up to 50 inventory items. The Pro plan removes that limit for unlimited props, costume, and set-piece tracking.