Behind the curtain of digital: how Tabidoo got a starring role at the F. X. Šalda

Thanks to Tabidoo, routine work, data transcription and paperwork have been eliminated. We got a clear record of contracts and more space for what we do best – theatre.

Ing. Lucie Nejedlová, Economic Deputy

Introducing the F. X. Šalda Theatre

One theatre, three companies, two stages – F. X. Šalda Theatre in Liberec is a state-funded organisation that is one of the most important cultural institutions in the region. It is housed in a historic building opened in 1883, as well as the Small Theatre, reconstructed according to a design by Karel Hubáček and opened in 1989.

Currently, the institution employs more than 230 people, ranging from actors, musicians and dancers to dramaturgs, sound engineers, lighting technicians, carpenters, seamstresses and ushers. It creates live art not only with its permanent ensemble, but also with a number of guest artists, soloists and musicians.

But theatre is supposed to be about creativity, not formula. When the F. X. Tabidoo brought a digitalisation to the backstage that deserved applause.

In theatre, it is the script that should be rewritten, not the data in contracts

Artistic creation requires concentration, not constant rewriting of data. Until recently, the F. X. Theatre was not a theatre. Šalda Theatre was working with several tools (whether economic software, a system for planning operations or a separate register of artists’ fees) and even though the systems were partially interconnected, it was still necessary to repeatedly fill in the same data in different documents.

A key challenge was to streamline and remove duplication of administration so that staff could spend their time on what they do best – the theatre itself.

Alan Fabik, on stage!

The initial impetus came from the need to link existing systems. So the theatre’s representatives approached Alan Fabik, a partner of Tabidoo, with the question of how to unify the different parts of the operation. However, instead of a complex interconnection, he showed a more elegant way, which is also followed today by National Theatre or Spejbl and Hurvínek Theatre in Prague – to use Tabidoo as a unified platform. And so began a new phase of the digitization of the F. X. Šalda.

And it works behind the scenes!

Today, Tabidoo keeps records of contracts with guest artists, for example. From a simple form, where the details of the artist and the production are filled in, a draft contract, the contract itself and additional documents are automatically generated. The data is drawn from a central database of artists and productions and results in automatically generated documents without the need for manual transcription.

Thus:

• the routine work of transcribing data has been eliminated,
• a clear record of contracts has been created,
• administration has been made faster and more accurate. Theatre staff gained not only time, but also a clear structure that brought clarity and lower error rates.

It’s time to hit the stage

Although Tabidoo has settled in at the Liberec theatre, its role is gaining more scenarios. The next step is the full digitalisation of the entire process, for example, electronic signing of contracts, digital approval of documents and other automation.

The plan is also to use Tabidoo to keep track of props, which will allow not only guest artists to choose from items already acquired. This will not only bring better coordination but also savings on future purchases.