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Guides › Calls & schedule

Build the rehearsal schedule

Managers

Add calls, choose who's called, publish them, and keep the schedule up to date as things change.

A call is one entry on the schedule: a rehearsal, fitting, meeting or performance, with a time, a place and the people who need to be there. You build the schedule on the show's Schedule page. Times are always shown in the show's timezone.

Add a call

  1. Open the show and choose Schedule, then Add call.
  2. Give it a Title (like "Act 1 blocking") and pick a Type: Rehearsal, Tech, Dress, Performance, Meeting, Work call, Fitting, Auditions or Other.
  3. Set the Date, the Call time and, if you know it, the Release time.
  4. Add the Location and Room. Use Notes for scenes, what to bring or parking.
  5. Choose who's called (see below).
  6. Choose Publish to send it out, or Save draft to finish it later.

Drafts are only seen by managers. Nobody is told about a call until you publish it.

Choose who's called

Under Who's called:

  • Tick Full company to call everyone.
  • Or choose one or more departments, which calls everyone in them.
  • Tick individual people on top of that.
  • People you've invited who haven't joined yet are listed under Invited, not joined yet. They're added to the call when they accept.

If you've broken down the script with ScriptWizard, open Scenes and tick the scenes you're working. Everyone cast in them is called for you. See Upload a script and break it down with ScriptWizard.

Need someone later, or done early? Open Personal call times and set their own call and release times. Leave them blank to use the main times.

Check conflicts as you go

If anyone you've called has a conflict at that time, a Conflicts with this call box lists who and when, before you save. See File and review conflicts.

Set reminders

Under Reminders, choose up to four, from 2 days before to 30 minutes before. Everyone called gets them in the app. Set the defaults for new calls in the show's Settings, under Reminders.

Want to text people too? Publish the call, open it again and choose Text people…. Texts count toward your organization's monthly allowance.

Change or cancel a call

Open the call on the schedule.

  • Make your changes and choose Save and notify. Everyone called is told what changed.
  • Choose Cancel call to cancel it. Everyone called gets a cancellation notice. Change your mind? Open it and choose Reinstate.
  • Delete removes the call completely. If it was published, everyone called is told it's cancelled.
  • Duplicate makes a copy on another day, as a draft.

Work faster in the calendar

Choose Calendar at the top of the schedule for a month view.

  • Choose + on a day to add a call there.
  • Drag a call to another day to move it. Hold Option (Alt on Windows) while you drag to copy it instead.
  • Right-click a call for Edit, Duplicate to the next day, or Duplicate to another day….

Copies are saved as drafts. When you have drafts coming up, a Publish number drafts button at the top publishes them all at once.

Import a schedule you already have

Choose Import schedule and paste the schedule from an email, spreadsheet or document, or upload a PDF, photo or CSV. Choose Read schedule, check the calls it found, then choose Create number draft calls. Nothing is sent until you publish.

Magic Import depends on your plan. See Plans, limits and billing.

Send the call sheet

Choose Call sheet to see one day's calls and exactly what each person will get. Add a Note from stage management, then choose Looks right: send to number people, or Skip this day.

To have a call sheet ready every evening, turn on Prepare a call sheet every evening in the show's Settings, under Nightly call sheet. Nothing goes out until a manager presses Send.

Share the schedule

Choose Print / email to print the schedule, save it as a PDF, or email it to up to 10 people, even people who aren't on theCallboard. They get a calendar file they can add in one tap. Drafts aren't included.

On iPhone and Android

On the show's page, tap +, then Add call. Fill in the call and tap Publish and notify. To change a published call, open it and tap Save and notify changes. Under Personal call times, tap someone to call them later or release them early.

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