Set up shows and semesters

Create a show

1. In Stage Management, open Shows & crews. On a phone, it may be under More.
2. Under Add a show, type the Show name. Starts and Ends dates are optional.
3. Choose Create show.

Pick a default show

If most of your work goes into one show, make it the default. Forms that ask for a show start on it, and Shows & crews, Tasks, and Reports open on it. Anyone can still pick a different show.

1. In Stage Management, open General under Settings. On a phone, tap More to find it.
2. Under Default show, pick the show, or No default.
3. Choose Save default show.

Only administrators can change it, and each change is recorded in the Audit log. Stage managers only start on it for shows they manage. If you archive the default show, nothing is picked until you choose another.

Set up departments and positions

Departments, like Lights or Sound, and their positions belong to your whole organization, and every show uses them. A show’s crew is listed by department, with each department’s head first.

1. On Shows & crews, find the Departments card.
2. Choose Add common departments to start with Stage Management, Lights, Sound, Set/Scenic, Props, Costumes, Hair & Makeup and Run Crew, or ＋ Add department to make your own.
3. Tap a department to rename it, pick its color, add positions, put them in rank order, and pick its head.

Built-in stage managers can see departments but not change them. To let someone manage them, give their preset Departments at Manage in Permissions. Reports’ own Departments & Teams are separate from these.

Set hours requirements

Everyone on a show has one hours requirement, which sets how many Build Hours they need for that show. A lead might need 30 hours and run crew 10.

1. Pick the show under Working on.
2. Choose Hours requirements.
3. Change a name or hours right in the list, or add one with Add requirement. Changes save when you leave the field.
4. Remove one nobody has with ×.

Add crew to a show

1. Pick the show under Working on and choose ＋ Add crew.
2. Tick the people to add.
3. Pick one Position for all of them, or leave them Unplaced, and pick their Hours requirement.
4. Choose the add button. It reads Add 3 people when three people are ticked.
5. Tap anyone afterwards to change their positions or hours requirement. Each change saves right away.

You can also add someone from their own account: on Crew, open Edit account details and pick an hours requirement next to each show.

Set up semesters

Semesters group assemblies and set how many each person must attend. They come with the Assemblies module.

1. Open Assemblies and choose ⚙ Semester settings. On a phone, Assemblies may be under More.
2. Open Add a semester, enter a Name like Fall 2026, the dates, and the Required assemblies.
3. Choose Add semester.
4. Choose Crew next to the semester and tick who takes part. Only they see its assemblies.

Archive a finished show

1. Pick the show under Working on.
2. Choose Archive show and confirm.

The show leaves your lists and stops counting toward your plan’s show limit. Export its hours first with ↓ Export show CSV if you need them.

Archiving a show can’t be undone from Stage Management.