Run auditions and send offers

Managers

Set up a public audition form, review and rate submissions, then send callbacks, offers and thank-you emails together.

theCallboard gives each audition a public sign-up link. Performers and families fill in the form, and nobody needs an account to submit. You review everyone in one place, then send all your decisions at once.

Auditions are set up on the web. On iPhone and Android, Auditions opens the web page.

Create an audition

Open your show at on.theCallboard.app and choose Auditions in the menu.
Select New audition.
Fill in the parts you need, then select Create audition.

The form has these parts:

Details: title, description, location, dates and the roles people can pick.
Who signs up: Performers, Performers or family, or Family for every performer. Use the last one for youth and school shows.
How performers audition: In person, Digital only or Performer's choice. For digital, list what to send, such as a monologue video. You can allow a link instead of an upload.
Questions: name, email, phone, roles and conflicts are always asked. Add your own, or pick one from Add a common question….
Headshot and résumé: tick to make either one required.
What to prepare: instructions and files, like sides or sheet music. Anyone with the form link can open these files.
Confirmation email: a Reply-to email and an optional Extra message.
Sharing: the Public link, an optional Closes at time, and Open for submissions.

Don't see Auditions in the menu? Your organization's owner may have turned it off for this show.

Offer audition times

For in-person auditions, choose how times work under Audition schedule:

Everyone comes at once: no sign-up times.
Offer times: performers can pick a time.
Require a time: in-person performers must book one.

Pick a Day, the start and end time, Minutes each and People per time, then select Add times. Each audition day goes on the show's schedule as an Auditions call for the production team.

Save the audition, then select Copy link and share it however you like. Open form shows you what performers see.

Everyone who submits gets a confirmation email with their time and what to prepare. Their email also has a link to change their time or cancel.

Review submissions

Open the audition to see everyone who signed up. Filter by Status, Role or how they're auditioning. With audition times, switch between List and Schedule.

Select a name to see everything they sent: headshot, résumé, answers, conflicts and family contact. You can:

Give a Rating out of 5.
Write Team notes. Only managers see these.
Set a Decision: New, Under consideration, Callback, Cast, Not cast or Withdrawn.
For Cast, type the Role offered. It's shown in the offer email.

Export CSV downloads every submission for a spreadsheet.

Publish results

Nothing goes out while you decide. When you're ready:

Select Publish results.
Check the counts, and edit the messages for callbacks, role offers and "thank you for auditioning". You can use {first_name}, {role} and {show} in them.
Select Send. The button shows how many emails will go, such as Send 12 emails.

Only decisions that changed since the last time you published are sent. Family contacts get a copy. Anyone still New or Under consideration doesn't get an email yet.

After an offer

Each role offer includes a link to accept or decline, and an invitation to join the company on theCallboard. You'll see Offer sent, Accepted or Declined next to each person.

When a cast member joins, what they sent at the audition comes with them. On their welcome page, they review their headshot, pronouns, conflicts and family contact, then choose what to keep. Nobody has to type it all again.

Still stuck? Email support@thecallboard.app, or ask for a feature.