Manage a show’s crew

Add a show

1. Go to Shows & crews. On a phone, it may be under More.
2. Under Add a show, enter the Show name and optional Starts and Ends dates.
3. Choose Create show.

A new show starts with one hours requirement, Crew — 0 hours. When a stage manager creates a show, they’re added to it automatically, so it’s theirs to run.

See a show’s crew

Pick the show under Working on. Its crew is listed by department, in your organization’s order. In each department the head comes first with ★ Head, then everyone else by position rank, then by name. Anyone without a position is under Unplaced at the bottom.

Someone with positions in two departments is listed in both. Their hours still count once.

Add crew to the show

1. Pick the show under Working on and choose ＋ Add crew.
2. Search and tick everyone to add.
3. Pick one Position for all of them, or leave No position (Unplaced).
4. Pick their Hours requirement. If the show has none yet, they’re added with Crew — 0 hours.
5. Choose the add button, like Add 3 people. The number matches how many people you ticked.

Fix anyone who needs something different afterwards by tapping their name. You can also put someone on a show from Crew: open Edit account details and choose an hours requirement next to each show under Show assignments.

Change someone on the show

Tap a person to open their details. Each change saves as you make it, so there’s no Save button.

• Positions: tap every position they hold on this show. Tap one again to take them out of it.
• Hours requirement: choose how many Build Hours they need for this show.
• Permissions on this show: owners can pick a stage manager’s preset for this show, or choose Adjust to fine-tune it.
• Remove from show: they leave every department on the show. Hours they’ve already logged stay on their record.

Set hours requirements

Everyone on a show has exactly one hours requirement: a name and the Build Hours it asks for, like Lead — 40 hours. Each show has its own.

1. Pick the show under Working on and choose Hours requirements.
2. Change a name or hours right in the list. It saves when you leave the field.
3. Add one with Add requirement.
4. Remove one with ×. You can only remove one nobody has, so give those people another hours requirement first.

Set up departments and positions

Departments, like Lights or Sound, and the positions in them belong to your whole organization, and every show uses the same list. Owners set them up in the Departments card on Shows & crews, and so can stage managers whose access lets them manage Departments. Other stage managers see the list but can’t change it.

1. With no departments yet, choose Add common departments to add Stage Management, Lights, Sound, Set/Scenic, Props, Costumes, Hair & Makeup and Run Crew, each with a few positions. Or choose ＋ Add department to make your own.
2. Tap a department to rename it, pick its color, and add positions.
3. Put positions in rank order by dragging ⋮⋮ or using the arrows.
4. To pick the head, open a position’s ••• menu and choose Make it the head. Whoever holds the head position on a show is listed first.
5. Use ↑ and ↓ in the card to change the order of departments.

A department or position used on an active show can’t be removed. Take everyone out of it on those shows, or archive the shows first. Archived shows keep it in their history as “Removed department” or “Removed position”.

Reports have their own Departments & Teams for each show. Those are separate from your organization’s departments, and changing one doesn’t change the other.

Archive a finished show

Pick the show under Working on, open the ••• menu and choose Archive show. It leaves the show lists, but everyone’s hours are kept.

Download the show’s records with ↓ Export CSV before you archive it.