Write and publish rehearsal reports

Set up departments

1. Go to Reports, pick the show, and open Departments & Teams. On a phone, Reports may be under More.
2. Choose Add the usual departments, or type a name and choose Add.
3. Choose Edit on a department, tick the crew on the show who should get its notes, and add Extra email addresses for anyone who isn’t in the app, like a designer.
4. Choose Save.

Connect Microsoft Teams

1. In Teams, open the show’s channel, choose ⋯, then Workflows, and pick Post to a channel when a webhook request is received.
2. Finish the workflow setup and copy the URL it gives you.
3. Back in Departments & Teams, paste it into Workflow URL and choose Save.
4. Choose Send a test post to check that it appears in the channel.

Each show has its own Teams channel. Clear the URL and choose Disconnect to stop posting.

Write and publish a report

1. On the Reports view, choose + New. Fill in the date, times, attendance, what you worked on, and general notes.
2. Type notes under each department that needs them. Leave the rest empty.
3. Choose Save draft to come back to it later, or Publish when it’s ready. Publish this report? lists who will be notified. Choose Publish to send it.

Publishing notifies the people listed in each department whose notes have text. Each person gets a notification in the app and an email with their department’s notes first, then the full report. People who turned off Reports email see it only in the app, and email waits until quiet hours end. Extra email addresses still get the email. The whole report is posted to the show’s Teams channel, and crew on the show can read it under Reports in their app. Departments with no notes aren’t notified.

A report goes to the departments you set up under Departments & Teams for it, and only to people still on the show. The departments and positions on Shows & crews don’t decide who gets a report.

Fix a mistake by opening the report, changing it, and choosing Send again. Everyone is notified again and the report is posted again.

File a performance report

1. Choose + New, then pick Performance under Report type.
2. Under Run times, enter House open, Go, each act’s up and down times (+ Add act for more), and End. The running time, act lengths, and intermissions are worked out as you type.
3. Under Holds and late start, enter how many minutes late the show started and why, and choose + Add hold for each hold with its time, length, and reason.
4. Write anything that happened under Incidents and injuries. Leave it empty if nothing did.
5. Check Attendance. It’s filled in from that day’s call, with everyone called marked present, late, excused, or absent. Change anyone before you publish.

The report keeps its own copy of the attendance, so later changes to the call don’t change it. If there’s no call for the show that day, write attendance in the box instead. The report shows a Performance tag in the list and for crew.

Switching a report back to Rehearsal removes its run times, holds, and incidents when you save.