How can we help?
Step-by-step guides for everyone on the crew, from scanning in for your first Build Day to setting up your whole organization.
For crew
Clocking in, signing up for shifts, and keeping track of your own hours.
Sign in for the first time
Get into your organization’s crew app, whether you were invited by email or use a Google or Microsoft account.
Clock in and out with a QR code
Scan the posted code when you arrive at a Build Day, and clock out when you leave so your hours go in for approval.
Check your hours and progress
See your approved and pending Build Hours and how close you are to what your organization requires.
Request a correction to your hours
Ask Stage Management to fix an hour entry with the wrong time, like when you forgot to clock out.
Sign up for shifts and rentals
Pick up open shifts, volunteer for rentals, and check in when you arrive.
Sign up for and check in to assemblies
Sign up for the assemblies your organization requires each semester, then scan in when you arrive.
Read rehearsal reports
Find the reports Stage Management publishes after rehearsals and performances, and the notes for your department.
See your call time and check in
Find your call for a rehearsal or performance, check in when you arrive, and tell Stage Management ahead of time if you can’t make it.
Check off your tasks
See the tasks Stage Management gives you for a show or a Build Day, and mark them done.
Take a training course
Read the lessons, pass the quiz, and get signed off so you’re certified to use the tools.
Add your schedule to your phone’s calendar
Subscribe to a private calendar link that stays up to date in Google, Apple, or Outlook, or download events once.
Change your name, password, and look
Update your profile, change your password, choose whether you’re on the leaderboard, switch between light and dark mode, and sign out.
Notifications and email
Find your notifications under the bell, choose which ones also come by email, and turn email back on if it stopped.
Messages and channels
Talk with your crew in channels for your whole organization, each show you’re on, and the groups your managers build, and choose what notifies you.
Announcements
Read announcements from your managers on Home, sign the ones that ask you to, and choose whether they also come by email.
Add the app to your Home Screen
Put your organization’s crew app on your phone’s Home Screen so it opens in one tap, like an app. No app store needed.
For stage managers
Running Build Days, shifts, calls, and shows, and keeping the records straight.
Stage manager basics
What stage managers can see and do, how that differs from an admin, and how to find your way around Stage Management.
Run a Build Day
Schedule a Build Day, put its QR code at the door, and keep track of who’s clocked in.
Clock crew in for extra sessions
Show a short-lived QR code so crew can clock in for work that isn’t on the Build Day schedule.
Review and approve hours
Approve or reject new Build Hours one at a time or many at once, fix entries, and handle crew correction requests.
Post shifts and rentals
Create a shift event, add shifts with open spots, and fill them yourself or let crew claim them.
Schedule assemblies
Post assemblies for a semester, check crew in, and track required attendance.
Set call times
Give each person on a show their call for a rehearsal, tech, or performance, and see who’s arrived.
Write and publish rehearsal reports
Keep a report for every rehearsal or performance, notify each department about its notes, and post the report to Teams.
Channels and announcements
Build channels that stay in sync with your departments and positions, post and schedule announcements, follow who has signed, and keep channels on track.
See who’s short on hours
Find everyone who hasn’t met their hours requirement on a show, and download or email the list.
Manage a show’s crew
Add a show, set its hours requirements, and place crew in departments and positions.
Keep task lists for shows and Build Days
Give each show a to-do list with assignees and due dates, and add a checklist to any Build Day.
Sign off hands-on training
See who’s passed each safety course, sign crew off after you watch them, and keep certifications current.
Write a training course
Build a safety course with lessons, a quiz, and an optional hands-on sign-off. Only admins can write courses.
Track CNC files
Keep each CNC job with its material, steps, and cut files, and move it from drafting to installed. Only admins can use the CNC board.
Add events to the calendar
Put meetings, deadlines, and other dates on the shared crew calendar.
Export a show’s hours and rosters
Download a show’s crew and approved hours as a spreadsheet, and grab shift rosters.
For admins
Setting up your organization, inviting people, and choosing what it can do.
Create your organization
Sign up in about a minute, pick your web address, and you’re the owner from the start.
Add your crew
Add people one at a time with an invitation or a password, import a spreadsheet, or let them join with their school or theatre email.
Roles and permissions
What owners, stage managers, and crew can each see and do.
Set up shows and semesters
Create shows, set up departments, give crew positions and hours requirements, and organize assemblies by semester.
Archive and restore crew
Archive people who’ve moved on so their hours stay on record, and bring them back any time.
Turn features on and off
Use Modules to show only the parts of the app your organization actually uses.
Set up notifications, reminders, and quiet hours
Turn kinds of notification off for everyone, choose when reminders go out, and set the quiet hours when email waits.
Messaging settings and safety
Turn on Messaging and direct messages, decide whether owners can review direct messages, and use the word filter, reports, exports, and retention rules to keep everyone safe.
Set up the leaderboard
Choose whether crew appear on the leaderboard unless they hide, or only once they join, and how many people it shows.
Brand your organization
Put your name and logo on every page, and on Pro, your own colors across the whole app.
Use your own domain
Serve your crew site from an address you own, like crew.yourtheatre.org.
Sign in with Google or Microsoft
Let crew sign in with the Google or Microsoft account they already use, and optionally join on their own with your email domain.
Read the audit log
See who changed hours, attendance, and events, and when.
Plans and limits
See what your plan includes, what happens at a limit, and how to upgrade.
Still stuck?
Crew and stage managers should start with their program’s administrator, who manages their account. Administrators can contact us about their organization.