# freispace documentation > Documentation for the post-production scheduling and resource management software freispace. These pages provide detailed guides, API references, and user manuals for administrators and users of freispace. - [freispace documentation](https://docs.freispace.com/index.md) ## docs Welcome to freispace: freispace is a web application to schedule your post-production and manage your media projects. - [Welcome to freispace](https://docs.freispace.com/docs.md): Welcome to freispace: freispace is a web application to schedule your post-production and manage your media projects. ### api We offer a publicly accessible REST API to access your data on freispace. Find the most recent API documentation here. - [freispace REST API](https://docs.freispace.com/docs/api.md): We offer a publicly accessible REST API to access your data on freispace. Find the most recent API documentation here. ### billing freispace offers a powerful billing solution incl. offers and invoices that tightly integrates with our scheduling. - [Billing: Offers, invoices, etc.](https://docs.freispace.com/docs/billing.md): freispace offers a powerful billing solution incl. offers and invoices that tightly integrates with our scheduling. #### e-mails ##### custom-smtp In order to send e-mails through your own infrastructure, you may set up SMTP server for freispace to use. - [Setting up a custom SMTP server](https://docs.freispace.com/docs/billing/e-mails/custom-smtp.md): In order to send e-mails through your own infrastructure, you may set up SMTP server for freispace to use. ##### sending-practices freispace can automatically send billing documents such as invoices by e-mail. This also works with both regular and recurring invoices. - [Sending billing documents by e-mail](https://docs.freispace.com/docs/billing/e-mails/sending-practices.md): freispace can automatically send billing documents such as invoices by e-mail. This also works with both regular and recurring invoices. #### factur-x ##### en-16931-invoices freispace creates EN 16931-compatible invoices by default, which will be a legal requirement in EU member states by 2025, with a slow rollout. - [EN 16931 invoices](https://docs.freispace.com/docs/billing/factur-x/en-16931-invoices.md): freispace creates EN 16931-compatible invoices by default, which will be a legal requirement in EU member states by 2025, with a slow rollout. ##### validation-issue-causes If you encounter validation issues with EN 16931 invoices, usually the cause is incomplete or erroneous input. - [Common validation issues with EN 16931 invoices](https://docs.freispace.com/docs/billing/factur-x/validation-issue-causes.md): If you encounter validation issues with EN 16931 invoices, usually the cause is incomplete or erroneous input. #### general ##### reverse-charge Reverse Charge in Invoices: We sell a service to a business located in Italy, which is a member state of the EU. - [Reverse Charge in Invoices](https://docs.freispace.com/docs/billing/general/reverse-charge.md): Reverse Charge in Invoices: We sell a service to a business located in Italy, which is a member state of the EU. ##### rounding-differences Commercial rounding difference: In commercial practice, offer and invoice amounts are usually rounded to two decimal places. - [Commercial rounding difference](https://docs.freispace.com/docs/billing/general/rounding-differences.md): Commercial rounding difference: In commercial practice, offer and invoice amounts are usually rounded to two decimal places. #### invoices ##### header-footer Header & footer texts in Offers & Invoices: The header and footer texts allow you to enter any additional information. - [Header & footer texts in Offers & Invoices](https://docs.freispace.com/docs/billing/invoices/header-footer.md): Header & footer texts in Offers & Invoices: The header and footer texts allow you to enter any additional information. ##### invoice-numbers Here we show you how invoice numbers are assigned in draft mode and how continuous numbering is ensured. - [Invoice numbers](https://docs.freispace.com/docs/billing/invoices/invoice-numbers.md): Here we show you how invoice numbers are assigned in draft mode and how continuous numbering is ensured. ##### payment-status Here we show you how to mark an invoice as paid. Once you have finalized and locked an invoice, it will show up as unpaid. - [Marking an Invoice as Paid](https://docs.freispace.com/docs/billing/invoices/payment-status.md): Here we show you how to mark an invoice as paid. Once you have finalized and locked an invoice, it will show up as unpaid. #### templates ##### css-styles Template styling using CSS: We use Cascading Style Sheets (CSS) for designing the style of documents. - [Template styling using CSS](https://docs.freispace.com/docs/billing/templates/css-styles.md): Template styling using CSS: We use Cascading Style Sheets (CSS) for designing the style of documents. ##### html-code The PDF documents are rendered using HTML pages. Thus, templates should include HTML code for layouts and CSS for styling. - [Template layout using HTML](https://docs.freispace.com/docs/billing/templates/html-code.md): The PDF documents are rendered using HTML pages. Thus, templates should include HTML code for layouts and CSS for styling. ##### managing-templates You'll find a list of templates created for your team in the Team settings on the Billing tab. Templates can be edited, enabled, and disabled. - [Managing templates](https://docs.freispace.com/docs/billing/templates/managing-templates.md): You'll find a list of templates created for your team in the Team settings on the Billing tab. Templates can be edited, enabled, and disabled. ### calendars Synchronizing bookings from freispace can be especially useful for staff, resources and rooms/suites. - [Synchronizing freispace with calendars](https://docs.freispace.com/docs/calendars.md): Synchronizing bookings from freispace can be especially useful for staff, resources and rooms/suites. #### guides ##### google-calendar To automatically synchronize any resource from freispace (e.g. a project's bookings or a staff member's bookings) you will need to copy the provided iCal-Link… - [Synchronizing Google Calendar with freispace](https://docs.freispace.com/docs/calendars/guides/google-calendar.md): To automatically synchronize any resource from freispace (e.g. a project's bookings or a staff member's bookings) you will need to copy the provided iCal-Link… ##### microsoft-outlook To automatically synchronize any resource from freispace (e.g. a project's bookings or a staff member's bookings) you will need to copy the provided iCal-Link… - [Synchronizing Microsoft Outlook with freispace](https://docs.freispace.com/docs/calendars/guides/microsoft-outlook.md): To automatically synchronize any resource from freispace (e.g. a project's bookings or a staff member's bookings) you will need to copy the provided iCal-Link… ##### microsoft-outlook-for-web To automatically synchronize any resource from freispace (e.g. a project's bookings or a staff member's bookings) you will need to copy the provided iCal-Link… - [Synchronizing Outlook for Web with freispace](https://docs.freispace.com/docs/calendars/guides/microsoft-outlook-for-web.md): To automatically synchronize any resource from freispace (e.g. a project's bookings or a staff member's bookings) you will need to copy the provided iCal-Link… #### synch-problems Understanding calendar update intervals: Some users approach us regarding shared calendars not updating correctly or frequently enough. - [Understanding calendar update intervals](https://docs.freispace.com/docs/calendars/synch-problems.md): Understanding calendar update intervals: Some users approach us regarding shared calendars not updating correctly or frequently enough. ### category #### billing How invoice numbering, header and footer texts and payment statuses work in freispace invoicing. - [Invoices](https://docs.freispace.com/docs/category/billing.md): How invoice numbering, header and footer texts and payment statuses work in freispace invoicing. #### e-mails Send invoices and other billing documents by e-mail from freispace, including sending practices and custom SMTP servers. - [Billing E-mails](https://docs.freispace.com/docs/category/e-mails.md): Send invoices and other billing documents by e-mail from freispace, including sending practices and custom SMTP servers. #### factur-x--en-16931 Create EN 16931 and Factur-X compliant e-invoices with freispace and resolve common validation issues. - [Factur-X / EN 16931](https://docs.freispace.com/docs/category/factur-x--en-16931.md): Create EN 16931 and Factur-X compliant e-invoices with freispace and resolve common validation issues. #### general General billing topics in freispace, including reverse charge invoices and how rounding differences are handled. - [General Billing Topics](https://docs.freispace.com/docs/category/general.md): General billing topics in freispace, including reverse charge invoices and how rounding differences are handled. #### setup-guides Step-by-step guides for synchronising freispace bookings with Microsoft Outlook, Outlook for the web and Google Calendar. - [Calendar Sync Setup Guides](https://docs.freispace.com/docs/category/setup-guides.md): Step-by-step guides for synchronising freispace bookings with Microsoft Outlook, Outlook for the web and Google Calendar. #### setup-guides-1 Configure SAML2 single sign-on for freispace with Microsoft Entra, Google Workspace, Okta or authentik. - [SSO Setup Guides](https://docs.freispace.com/docs/category/setup-guides-1.md): Configure SAML2 single sign-on for freispace with Microsoft Entra, Google Workspace, Okta or authentik. #### templates Manage the invoice and quote templates of your freispace team and customise their layout with HTML and CSS. - [Invoicing Templates](https://docs.freispace.com/docs/category/templates.md): Manage the invoice and quote templates of your freispace team and customise their layout with HTML and CSS. ### cost-reports freispace offers a way of tracking internal costs using project cost reports and overall cost reports. - [Cost Reports](https://docs.freispace.com/docs/cost-reports.md): freispace offers a way of tracking internal costs using project cost reports and overall cost reports. #### notes Notes & FAQ on Cost Reports: When selecting a timeframe of "Last 30 days", the actual timeframe might be between 28 and 31 days. - [Notes & FAQ on Cost Reports](https://docs.freispace.com/docs/cost-reports/notes.md): Notes & FAQ on Cost Reports: When selecting a timeframe of "Last 30 days", the actual timeframe might be between 28 and 31 days. ### departments You may mirror your company's structure and hierarchy using departments and roles within freispace. - [Departments](https://docs.freispace.com/docs/departments.md): You may mirror your company's structure and hierarchy using departments and roles within freispace. ### mcp-server Our freispace MCP server gives you the freedom to use any company-deployed AI model to query data within freispace. - [MCP Server - Integrate freispace with your own LLM](https://docs.freispace.com/docs/mcp-server.md): Our freispace MCP server gives you the freedom to use any company-deployed AI model to query data within freispace. #### add-freispace This guide shows you how to connect the freispace MCP server to the most common AI assistants, so you can ask your LLM questions about your freispace data. - [Add the freispace MCP server to your LLM](https://docs.freispace.com/docs/mcp-server/add-freispace.md): This guide shows you how to connect the freispace MCP server to the most common AI assistants, so you can ask your LLM questions about your freispace data. #### managing-access Admins control who on the team can use the freispace MCP server. Each team member gets an individual secret that they use as the APIKEY when connecting their… - [Manage MCP server access for your team](https://docs.freispace.com/docs/mcp-server/managing-access.md): Admins control who on the team can use the freispace MCP server. Each team member gets an individual secret that they use as the APIKEY when connecting their… ### roles-permissions Use Invite new members to add people, and give each member a role. The list shows everyone's role, permissions and join date. - [Roles & permissions](https://docs.freispace.com/docs/roles-permissions.md): Use Invite new members to add people, and give each member a role. The list shows everyone's role, permissions and join date. ### screens Generate public links for use on screens in hallways, in order to guide visitors to the correct suites. - [Hallway screens](https://docs.freispace.com/docs/screens.md): Generate public links for use on screens in hallways, in order to guide visitors to the correct suites. #### options When editing a screen, scroll to the bottom and open the "Detailed display settings". Upload an image or logo. It will be displayed on the top of the screen. - [Configuration options of screens](https://docs.freispace.com/docs/screens/options.md): When editing a screen, scroll to the bottom and open the "Detailed display settings". Upload an image or logo. It will be displayed on the top of the screen. #### styling In the screen settings, you may paste CSS styles to override the default stylesheets. We ensure consistent browser styling by using the following CSS reset. - [Override CSS styling of screens](https://docs.freispace.com/docs/screens/styling.md): In the screen settings, you may paste CSS styles to override the default stylesheets. We ensure consistent browser styling by using the following CSS reset. ### sso Single-Sign-On (SSO) with SAML2: freispace offers Flagship users the ability to set up Single-Sign-On (SSO) via SAML2. - [Single-Sign-On (SSO) with SAML2](https://docs.freispace.com/docs/sso.md): Single-Sign-On (SSO) with SAML2: freispace offers Flagship users the ability to set up Single-Sign-On (SSO) via SAML2. #### guides ##### authentik Setting up SSO with authentik: Sign in to freispace using authentik. freispace should now appear as an app for your users. - [Setting up SSO with authentik](https://docs.freispace.com/docs/sso/guides/authentik.md): Setting up SSO with authentik: Sign in to freispace using authentik. freispace should now appear as an app for your users. ##### google-workspace Setting up SSO with Google Workspace: Sign in to freispace using Google. - [Setting up SSO with Google Workspace](https://docs.freispace.com/docs/sso/guides/google-workspace.md): Setting up SSO with Google Workspace: Sign in to freispace using Google. ##### microsoft-entra Sign in to freispace using Microsoft Entra. A new application has now been created and its settings opened. - [Setting up SSO with Microsoft Entra](https://docs.freispace.com/docs/sso/guides/microsoft-entra.md): Sign in to freispace using Microsoft Entra. A new application has now been created and its settings opened. ##### okta Setting up SSO with Okta: Sign in to freispace using Okta. - [Setting up SSO with Okta](https://docs.freispace.com/docs/sso/guides/okta.md): Setting up SSO with Okta: Sign in to freispace using Okta. ### team-settings Team-wide configuration lives in your team's settings. Open the team switcher (your team name, top right) and choose Team settings. - [Team settings](https://docs.freispace.com/docs/team-settings.md): Team-wide configuration lives in your team's settings. Open the team switcher (your team name, top right) and choose Team settings. #### activities-and-absences Both activities and absence types can not be deleted once used for time tracking or bookings, but can be renamed or disabled. - [Activities & absence types](https://docs.freispace.com/docs/team-settings/activities-and-absences.md): Both activities and absence types can not be deleted once used for time tracking or bookings, but can be renamed or disabled. #### booking-settings Further down, Booking statuses let you define the statuses a booking can have (for example Confirmed or 1st Pencil) and their colour. - [Booking settings & statuses](https://docs.freispace.com/docs/team-settings/booking-settings.md): Further down, Booking statuses let you define the statuses a booking can have (for example Confirmed or 1st Pencil) and their colour. #### custom-fields Custom fields & number sequences: Add extra, structured fields to your bookings, projects, rooms, staff and resources (and more). - [Custom fields & number sequences](https://docs.freispace.com/docs/team-settings/custom-fields.md): Custom fields & number sequences: Add extra, structured fields to your bookings, projects, rooms, staff and resources (and more). #### public-holidays Click Add region and name it (for example Berlin). With the region selected, click Add year and add that year's public holidays. - [Public holidays](https://docs.freispace.com/docs/team-settings/public-holidays.md): Click Add region and name it (for example Berlin). With the region selected, click Add year and add that year's public holidays. ### time-tracking freispace allows to track individual's time via a time clock widget or by manually entering entries in a form. - [Time tracking](https://docs.freispace.com/docs/time-tracking.md): freispace allows to track individual's time via a time clock widget or by manually entering entries in a form. #### approval-workflows freispace offers the ability to set up multi-step approval workflows for absences, holidays and time records. - [Approval Workflows for Absences, Holidays, and Time Records](https://docs.freispace.com/docs/time-tracking/approval-workflows.md): freispace offers the ability to set up multi-step approval workflows for absences, holidays and time records. #### approval-workflows-edge-cases With multi-step approval workflows being dependent on a lot of factors and running for multiple days until completed, there are possible edge cases that may… - [Edge Cases with request workflows](https://docs.freispace.com/docs/time-tracking/approval-workflows-edge-cases.md): With multi-step approval workflows being dependent on a lot of factors and running for multiple days until completed, there are possible edge cases that may… #### month-report Month balance: Looking at a month's balance of working times, we display multiple values. These are as follows. - [Month balance](https://docs.freispace.com/docs/time-tracking/month-report.md): Month balance: Looking at a month's balance of working times, we display multiple values. These are as follows. #### setup freispace allows to track individual's time via a time clock widget or by manually entering entries in a form. - [Setting up time tracking](https://docs.freispace.com/docs/time-tracking/setup.md): freispace allows to track individual's time via a time clock widget or by manually entering entries in a form. ### webhooks Webhooks allow other third-party applications to be notified in real time whenever a change occurs within freispace. - [Webhooks - for automations with freispace](https://docs.freispace.com/docs/webhooks.md): Webhooks allow other third-party applications to be notified in real time whenever a change occurs within freispace. #### create-endpoint Set up an HTTPS endpoint function that can accept webhook requests with a POST method. Set up your endpoint function so that it. - [Create a webhook endpoint function](https://docs.freispace.com/docs/webhooks/create-endpoint.md): Set up an HTTPS endpoint function that can accept webhook requests with a POST method. Set up your endpoint function so that it. #### events Webhook Events Reference: Webhooks let you subscribe to freispace API events and receive notice when an event occurs. - [Webhook Events Reference](https://docs.freispace.com/docs/webhooks/events.md): Webhook Events Reference: Webhooks let you subscribe to freispace API events and receive notice when an event occurs. ##### absences Receive webhook notifications whenever absences are created, updated, deleted or requests are approved. - [Absence webhooks](https://docs.freispace.com/docs/webhooks/events/absences.md): Receive webhook notifications whenever absences are created, updated, deleted or requests are approved. ##### bookings Receive webhook notifications whenever bookings are created, updated or deleted. Booking webhooks can be used to trigger actions in your application whenever a… - [Booking webhooks](https://docs.freispace.com/docs/webhooks/events/bookings.md): Receive webhook notifications whenever bookings are created, updated or deleted. Booking webhooks can be used to trigger actions in your application whenever a… ##### invoices Receive webhook notifications whenever invoices are finalized or canceled. Invoice webhooks can be used to trigger actions in your application whenever an… - [Invoice webhooks](https://docs.freispace.com/docs/webhooks/events/invoices.md): Receive webhook notifications whenever invoices are finalized or canceled. Invoice webhooks can be used to trigger actions in your application whenever an… ##### projects Receive webhook notifications whenever projects are created, updated, archived, unarchived, or deleted. - [Project webhooks](https://docs.freispace.com/docs/webhooks/events/projects.md): Receive webhook notifications whenever projects are created, updated, archived, unarchived, or deleted. ##### quotes Receive webhook notifications whenever quotes are finalized or their status (accepted/declined) is updated. - [Quote Webhooks](https://docs.freispace.com/docs/webhooks/events/quotes.md): Receive webhook notifications whenever quotes are finalized or their status (accepted/declined) is updated. ##### storage-projects Storage project webhooks: Receive webhook notifications whenever storage projects are created, updated, or deleted. - [Storage project webhooks](https://docs.freispace.com/docs/webhooks/events/storage-projects.md): Storage project webhooks: Receive webhook notifications whenever storage projects are created, updated, or deleted. #### register-freispace Create a Webhook on freispace: To add a new webhook endpoint to your team's account, follow below steps. - [Create a Webhook on freispace](https://docs.freispace.com/docs/webhooks/register-freispace.md): Create a Webhook on freispace: To add a new webhook endpoint to your team's account, follow below steps. #### security To ensure a secure integration of webhooks with your custom implementation or the third-party provider, we propose the following safety measures. - [Webhook Security](https://docs.freispace.com/docs/webhooks/security.md): To ensure a secure integration of webhooks with your custom implementation or the third-party provider, we propose the following safety measures. ## user-guides freispace user guides - [freispace User Guides](https://docs.freispace.com/user-guides.md): freispace user guides ### analytics freispace offers a wide range of analytical features including comprehensive exports as CSV and Excel files. - [Analytics within freispace](https://docs.freispace.com/user-guides/analytics.md): freispace offers a wide range of analytical features including comprehensive exports as CSV and Excel files. #### staff-overheads Analyse how much overheads your planning generates for internal staff. Our report shows you the amount of overheads on an hourly as well as internal cost basis. - [Analyse Staff Overheads](https://docs.freispace.com/user-guides/analytics/staff-overheads.md): Analyse how much overheads your planning generates for internal staff. Our report shows you the amount of overheads on an hourly as well as internal cost basis. ### billing An overview of our billing-related functionality, including Goods and Services, Quoting and Invoicing. - [Billing Module](https://docs.freispace.com/user-guides/billing.md): An overview of our billing-related functionality, including Goods and Services, Quoting and Invoicing. #### goods-services Goods & Services represent articles that you can add to quotes and invoices as line items. - [Goods & Services](https://docs.freispace.com/user-guides/billing/goods-services.md): Goods & Services represent articles that you can add to quotes and invoices as line items. #### invoicing Invoicing: Write invoices based on tracked costs, bookings, or by converting quotes into invoices. - [Invoicing](https://docs.freispace.com/user-guides/billing/invoicing.md): Invoicing: Write invoices based on tracked costs, bookings, or by converting quotes into invoices. #### quotes-invoices Billing Module Overview: Quotes, Invoices, Goods and Services All, Draft, Open, Accepted, or Declined. - [Billing Module Overview](https://docs.freispace.com/user-guides/billing/quotes-invoices.md): Billing Module Overview: Quotes, Invoices, Goods and Services All, Draft, Open, Accepted, or Declined. #### quoting freispace can create beautiful and comprehensive quotes and allows for any complete control of your quote design. - [Quoting](https://docs.freispace.com/user-guides/billing/quoting.md): freispace can create beautiful and comprehensive quotes and allows for any complete control of your quote design. ### planner freispace has a range of different planners that allow you to plan your resources, staff and rooms in a way that suits your needs. - [Planning in freispace](https://docs.freispace.com/user-guides/planner.md): freispace has a range of different planners that allow you to plan your resources, staff and rooms in a way that suits your needs. #### general The various planners in freispace share a common layout and set of features that make it easy to navigate and use them effectively. - [General layout of the planners](https://docs.freispace.com/user-guides/planner/general.md): The various planners in freispace share a common layout and set of features that make it easy to navigate and use them effectively. ### quick-start Quick Start Guides: Follow below guides to get an overview of the basics of freispace. - [Quick Start Guides](https://docs.freispace.com/user-guides/quick-start.md): Quick Start Guides: Follow below guides to get an overview of the basics of freispace. #### create-booking You can search for "Names", "Roles", "Groups" and "Sites" e.g. Typing "Editor" will bring up a list of any staff members that have the role of "Editor". - [Creating bookings](https://docs.freispace.com/user-guides/quick-start/create-booking.md): You can search for "Names", "Roles", "Groups" and "Sites" e.g. Typing "Editor" will bring up a list of any staff members that have the role of "Editor". #### gantt-project-planning Plan your projects with a full-fledged Gantt chart, including milestones, phases and dependencies. Double clicking a booking will open the editing window. - [Project Planning using Gantt Charts](https://docs.freispace.com/user-guides/quick-start/gantt-project-planning.md): Plan your projects with a full-fledged Gantt chart, including milestones, phases and dependencies. Double clicking a booking will open the editing window. #### manage-bookings The Planner page updates dynamically, displaying changes made by any user in real time without requiring a page refresh. - [Managing Existing Bookings](https://docs.freispace.com/user-guides/quick-start/manage-bookings.md): The Planner page updates dynamically, displaying changes made by any user in real time without requiring a page refresh. #### resource-planning This calendar can e show thorough clicking the "Months" button on the right, or selecting "Three month calendar" in the drop down. - [Navigation and Customisation in Planner](https://docs.freispace.com/user-guides/quick-start/resource-planning.md): This calendar can e show thorough clicking the "Months" button on the right, or selecting "Three month calendar" in the drop down. #### tasks-todos Creating Tasks and Subtasks in Freispace Dashboard: All personal tasks, and tasks assigned to you are displayed on your dashboard. - [Creating Tasks and Subtasks in Freispace Dashboard](https://docs.freispace.com/user-guides/quick-start/tasks-todos.md): Creating Tasks and Subtasks in Freispace Dashboard: All personal tasks, and tasks assigned to you are displayed on your dashboard. #### time-tracking Time Tracking + Absence Requests: Add other relevant such as "Break duration" or Comments. Click "Save". - [Time Tracking + Absence Requests](https://docs.freispace.com/user-guides/quick-start/time-tracking.md): Time Tracking + Absence Requests: Add other relevant such as "Break duration" or Comments. Click "Save". #### user-profile Welcome to freispace! This guide outlines how to customise freispace to your specific needs. Navigate to freispace at app.freispace.com to login. - [Set up your profile](https://docs.freispace.com/user-guides/quick-start/user-profile.md): Welcome to freispace! This guide outlines how to customise freispace to your specific needs. Navigate to freispace at app.freispace.com to login. ### workload freispace offers a Workload planner that helps you analyse th workload of people, rooms and resources over a period of one to six months. - [Workload & Capacity Planning](https://docs.freispace.com/user-guides/workload.md): freispace offers a Workload planner that helps you analyse th workload of people, rooms and resources over a period of one to six months. ## Optional - [freispace Website](https://freispace.com): Main website with product information and company details - [Support Request](https://freispace.com/support): Get personal support - [Live Status Page](https://status.freispace.com): Real-time system status and uptime monitoring - [Open REST API](https://api.freispace.com): REST API documentation for developers incl. OpenAPI spec