Prep, Setup and Collection: Times in Your Quote and Calendar

Eleira Studio guide · about 4 min

A balloon setup is more than the party time. There's prep in your studio, setup at the venue and collection afterwards. Once you add them, Studio shows them on your calendar, warns you when two jobs overlap, and includes them in your evening email. Works on every plan.

In short: in your quote, fill in Setup and Collection (date and from–to), and Prep if you like → save → on the calendar, tap Times if anything changes.

1. Times in your quote

In Quick Quote, in the Event section, under the start and end time there are three rows:

Setup — date and from–to. The client sees it on the quote, so they know when to let you in.
Collection — when you take the decor down. If it's the next day, change the date.
Prep (just for you) — when you inflate and build. It can be over several days: tap More prep to add another row. The client doesn't see it.

Quick Quote, Event section: date, start and end time, setup 1:30–3:45 PM, collection the next day 10–11 AM, prep the day before 2–6 PM and overlap warnings — The yellow notes tell you when the times overlap with another job.

If setup ends after the party starts, or overlaps another job of yours, Studio says so right away with a yellow note. You can still save — it's only a warning.

2. Your calendar shows the whole day

Open Calendar and pick a day. Everything is in time order: prep, setup, the event and collection. Between two jobs that overlap you'll see Overlaps the one before.

The calendar for one day: stock going out, setup 1:30–3:45 PM and setup 3:00–4:30 PM with an “Overlaps the one before” note — Setup has a truck icon, prep has scissors.

In the month view, scissors mark prep days and the truck marks setup or collection. If you've connected your calendar (Google or your phone), setup and collection show up there with their times too.

3. Change the times right from the calendar

The client called — the venue opens later? No need to open the quote. Tap Times on the event (or the clock next to the setup) and change what you need. The warnings update as you type.

The Times window for one event: prep, setup, event and collection with dates and times, overlap warnings and a Save button — Times — everything for one job in one place.

If you change the event time, Studio asks first, because the client sees it: Yes, change it or Keep the old time.
If you've reserved stock and the new days overlap another job, you'll see what's short.
If the quote is already sent, the link updates by itself. If you sent a PDF, send it again.

Prep from the calendar: tap + Prep on a day, pick the event and set from–to. Handy when you plan your week.

4. The evening “Tomorrow” email

Every evening around 6 PM (Eastern Time), when you have something on the next day, Studio sends you a short email: your jobs by time (setup, event, collection), the address with a map link, the client's phone, the balance due, tomorrow's tasks and dates you're holding. If yesterday's event has no photos yet, it reminds you about those too.

The evening email: setup 1:30–3:45 PM and the event 4–8 PM with address, phone and balance due, a task “Buy helium” and a reminder to add yesterday’s photos — The email only comes when there is something tomorrow.

It's on for everyone. To turn it off, go to Settings → App → Evening email for tomorrow, or use the link at the bottom of the email.

Open your calendar

Next guide

Calculator Schedule: “Suggest Times” and Stock for the Exact Days

The Calculator suggests prep, setup and collection times from the worked-out hours and travel, and stock is reserved from setup to collection. Standard.

Can't find an answer? Email us at [email protected] — Nadezhda replies personally. · All guides