Schedule and run of show

Build the minute by minute schedule so the whole team stays in sync.

1. Open the event and go to the Run of show tab.
2. Use the "Add" menu: "Add Item" for one timed item, "From Template" to drop in a saved playbook, or "Import Schedule" to read one from an image, PDF, or document.
3. On an item you can set the time, tag the roles responsible, add a note, and link a song.
4. Turn on "Sort by time" to keep items in chronological order as you add them, or leave it off and drag them yourself.
5. Publish the items you want guests to see, and they appear on the public timeline.
6. Use "Share" to send the schedule to your vendor team, and "More" for "Save as Template", "Download PDF", or "Share as PDF".
7. You do not have to send it yourself the day before. At 9am the day before the event, every vendor on it is automatically sent a day pack: their own part of the schedule, filtered to the roles you tagged, plus the meal selections and the seating plan for the people on their team who are allowed to see those. It arrives as one PDF, with a link to the same thing live.

You will need an event exists first.

Follow the public schedule for this event as it unfolds.

You will need schedule published first.

Add a timed item to the run of show.

Find it: Run of show tab, the "Add" menu → "Add Item"

You will need an event exists first.

Sort the run of show by start time, either as a view you can switch off or as the saved order everyone sees.

1. Open the event and go to the Run of show tab.
2. Turn on "Sort by time" to keep the list in start-time order as you add items. This changes what you see, not the saved order, so you can turn it off and your manual order comes back.
3. To make time order the real, saved order instead, leave "Sort by time" off and use the "Sort chronologically" button.
4. If some items have no start time, choose whether they go at the beginning or the end, then confirm. This reorders the schedule for everyone.

You will need an event exists first.

Hang one item off another so it moves automatically whenever the first one does.

1. Open the event and go to the Run of show tab.
2. Expand the item that should follow another one, and click "Starts after".
3. Pick the item it follows. Items that already follow this one are not offered, because that would make the schedule depend on itself.
4. Set the offset in minutes: how long after the first item ends this one begins. Leave it at 0 to start the moment the other item finishes.
5. Use a negative offset for something that starts early, such as -15 for setup that begins before the item it serves.
6. The start time is now worked out for you, so it is shown but not editable. To move this item, move the one it follows or change the offset.
7. When the first item moves, everything hanging off it moves with it, including onto the next day if the chain runs past midnight.
8. Turn on "Fixed time" instead when an item must not move at all, such as a ceremony with a booked officiant. Shifting the schedule skips it.
9. To break the link, open "Starts after" and choose "Unlink". The item keeps the time it had.
10. To chain several items at once, tick them in the list, then use Link on the bar that appears and choose "Link in sequence". Each one starts when the item before it ends, in schedule order.
11. Ticking a non-adjacent set chains only the items you ticked, so you can link the ceremony, dinner and speeches and leave everything between them alone.
12. "Unlink" on the same bar cuts every ticked item loose at once. Each keeps the time it shows. Undo on the toast puts the links back exactly as they were.

You will need two schedule items exist first.

Move every later item by the same amount when one thing runs long, without retyping each time.

1. Open the event and go to the Run of show tab.
2. Expand an item and change its start time.
3. Once the change saves, you are asked whether to apply the same shift to the items after it, and told how many that is.
4. Choose "Shift N items" to move them all by the same amount, or "Leave them" to move only the item you edited.
5. Items with no start time are left alone, and so is anything marked "Fixed time".
6. A change across midnight is read as the shorter move, so 11pm to 1am shifts everything forward two hours rather than back a day.

You will need two schedule items with start times exist first.

Notify everyone working the event a set time before each item with a start time.

1. Open the event and go to the Run of show tab.
2. Give your items start times. Only items with a start time can be reminded about.
3. Click "Reminders" above the list. It shows the current setting, so it reads "Reminders off" until you turn it on.
4. Switch on "Remind the team before each item".
5. Pick how far ahead under "How far ahead". 15 minutes is the default.
6. Everyone working the event is notified, by in-app alert, push, and email or text, following each person's own notification preference. Items tagged for specific roles reach only those vendors. Guests are never notified.

You will need an event exists first.

Leave one item out of the reminders without switching them off for the whole event.

1. Turn on reminders for the event first. The bell only appears once they are on.
2. Find the item on the Run of show tab.
3. Click the bell on that item row. A crossed-out bell means nobody will be reminded about it.
4. Click it again to put the reminder back.

You will need timeline reminders are on for the event first.

Publish schedule items to the guest-facing timeline.

1. Open the event and go to the Run of show tab.
2. Every item carries a Public / Private toggle. Private means only your team sees it.
3. Click the toggle on an item to publish it to the guest-facing timeline.
4. To do several at once, select the items and click "Add to Public", or "Remove from Public" to pull them back.
5. Guests only ever see the items marked Public.

You will need an event exists first.

Apply a ready-made running order for your kind of event, then edit it. Nothing is shown to guests until you publish it.

1. Open the event and go to the Run of show tab.
2. On an empty schedule you are offered the starter that suits your event type. Click it and the items appear.
3. Already have items? Open Add, choose "From Template", and pick from the "Bazaar starters" section. You can use any of them, not just the suggested one.
4. Items are timed from when your event starts, and each one follows the last. Drag, retime or delete anything.
5. Everything lands private. Publish the items you want guests to see with the Public toggle on each one.

You will need an event exists first.

Export the schedule as a PDF. Which document you get follows the view you are in: Internal gives your full working run of show, Public gives the guest schedule.

1. Open the event and go to the Run of show tab.
2. Choose the view you want to export with the Internal / Public toggle. What you see is what you export.
3. Open "More" and pick "Download PDF" to save it, or "Share as PDF" to send it straight from your device.
4. Internal gives you everything: every item, its notes and comments, songs, checklists and each vendor's own notes.
5. Public gives you the guest schedule: only the items you have published, grouped by day with each day's venue, dress code and colours. Comments, songs, checklists and vendor notes are never in it.
6. The buttons appear only when the view you are on actually has something to export, so Public stays greyed out until you have published an item.

You will need an event exists first.

Select several schedule items and set their status or the roles they are visible to in one go.

1. Open the event and go to the Run of show tab.
2. Select the items you want to change. A bar appears showing how many are selected, with "Select all" if you want the lot.
3. Use Status to mark them all To do, Now or Done.
4. Use the role control to set which vendor roles the selected items are visible to. This REPLACES the roles on those items rather than adding to them.
5. Clear the selection with the X when you are finished.

You will need an event with schedule items first.

Save this run of show as a reusable template.

Find it: Run of show tab, the "More" menu → "Save as Template"

You will need an event exists first.

Name each day of your celebration and tell guests where it is and what to wear, colours included.

1. Open the event and go to the Run of show tab, then switch the view to Public.
2. "Day details" lists one row per day your public items fall on. Days come from your timeline, so publish an item on a date to make that day exist.
3. Click "Add details" on a day, or "Edit" if it already has some.
4. Give the day a name, like "Day one" or the name of the ceremony.
5. Set a Venue only when that day is somewhere other than the event venue.
6. Set the dress code, and add a note underneath for anything that needs explaining, like where the fabric comes from.
7. Add named colour swatches for aso ebi, so guests get the actual colours instead of a description of them.
8. Click Save. Everything here shows on the guest schedule, never on your internal list.

You will need schedule items published to guests first.

Apply a template to an existing event.

1. Open the event and go to the Run of show tab.
2. Open the "Add" menu and choose "From Template".
3. Pick the template you want from the list.
4. If the schedule already has items, choose "Replace existing schedule" for a fresh start or "Merge with existing schedule" to add the template after what is there.
5. Set the Start time for the first item. It defaults to the event start, or to the end of your last item when merging. Each item after it is timed from the one before using its duration. Clear the field to add the items without times.
6. The template’s schedule items land on the event, and its checklists arrive as their own named lists on the Checklists tab, ready to adjust.
7. Replacing the schedule only clears checklists attached to schedule items. Your own event-level lists stay put.

You will need an event exists first.