Set call times

Create the event

1. Go to Calendar and fill in Add an event, or choose ＋ on a day in the calendar. On a phone, Calendar may be under More.
2. Under What is it?, pick Rehearsal, Tech, Dress rehearsal, Performance, Load-in, Strike, or Meeting.
3. Under Attach to show, pick the show. Calls always go to a show’s crew.
4. For a weekly rehearsal, set Repeat weekly until to add the same event every week, up to 25 more.
5. Choose Add to calendar. The call sheet opens so you can set call times right away.

For an existing event, choose Add calls or Call sheet in the schedule list, or Calls & check-in while editing it.

Set the call times

1. On the Call times tab, choose who each call is for: Everyone on the show, a department, a position, or one person.
2. Set the time and add an optional note. Choose + Add a call time for each group.
3. Leave Notify anyone whose call time is new or changed ticked (it is by default) to let crew know.
4. For a weekly series, tick Use these call times for the later events in this weekly series too.
5. Choose Save call times.

Each person gets the most specific call that matches them: their own, then their position, then their department, then everyone. People no call matches aren’t called. Departments and positions come from Shows & crews.

Let crew know

With Notify anyone whose call time is new or changed ticked, everyone whose call is new or changed gets a notification in the app and by email. That includes everyone placed in a department or position that has a call. After you save, a message says how many people will be notified.

• Notices wait about 5 minutes in case you make more changes. If you save again, crew get one notice with the final times.
• Tick Urgent: email right away, even during quiet hours to send at once. It’s there only while Notify is ticked, and it starts unticked each time you open the call sheet.
• A change to a call in the next 12 hours goes out right away without Urgent.
• Untick Notify to fix something quietly. Nobody is notified for that save.
• Only the event you have open sends notices. With Use these call times for the later events in this weekly series too, the later events get the new times without a notice.
• You aren’t notified about a change you make to your own call.

Crew also get reminders before their call, at their own call time, when your organization’s owners have reminders on.

Placing someone in a department or position on Shows & crews doesn’t send a notice by itself. Their next reminder carries their new call.

Check crew in

1. Open the call sheet and go to Who’s here.
2. Show the QR code on a tablet at the door, or choose Print call sheet to print the list with the code on it.

Check-in opens an hour before the first call. Each person shows as Before call, On time, Late, Not here yet, Excused, or Absent, and the sheet refreshes every 30 seconds. Use the menu next to a name to mark someone Present, Excused, or Absent yourself.

An admin sets how many minutes after call counts as late with Late after. It applies to every call in your organization.

Plan around conflicts

Crew can mark a conflict any time before their call. It shows on the sheet with their note, and they count as excused.