Set up your organization and first show

Managers

Create your account and organization, add a production, bring in your company and post the first calls.

Running a show with theCallboard starts with an organization (your company, school or venue) and a production inside it. This guide takes you from a new account to your first published call. It's easiest on a computer, at on.theCallboard.app.

Create your account

1. Go to on.theCallboard.app and choose Create an account.
2. Under Who's signing up?, choose I'm in the company.
3. Enter your name, email and a password of at least 10 characters, then choose Create account.
4. Open the confirmation link we email you. Then sign in.

Create your organization

1. On your home page, find Running a company? (it's also on My organizations in the menu).
2. Type your Organization name and pick your Home timezone.
3. Choose Create organization.

You're the organization's owner. You can add a logo, members and billing later. See Your organization: people, shows and settings.

Create a production

1. Open your organization and choose Productions in the menu.
2. Choose New production.
3. Fill in the Title. Add a Short tag too (like TOMA): it starts each text people get about this show.
4. Add the Venue, check the Timezone, and add the dates you know: First rehearsal, First tech, Opening night and Closing night. These show up as milestones on everyone's schedule.
5. Choose Create production.

Next, open the show's Settings and look at Departments. Calling a department calls everyone in it, so set these up before you invite people. Choose Save settings when you're done.

Upload the script

Upload the script on the show's Script page. ScriptWizard can break it into scenes and characters, which makes calling the right people much faster later. See Upload a script and break it down with ScriptWizard.

Add your company

Open the show's Company page. Under Invite someone:

1. Choose Adult Performer (13+) or Youth Performer (Under 13).
2. Enter their email. For a young performer, enter the performer's name and their Parent or guardian's email. The invitation goes to the parent, who accepts it for the child.
3. Add a Role or title (like Juliet, or Light board op), pick their Team, and tick their Departments.
4. Choose Send invitation (or Send to parent or guardian).

People you've invited appear under Waiting to accept, where you can Resend email, Copy link or Revoke.

Have a list already? Choose Import cast & crew at the top of the page and paste it or upload a file. Someone already in your organization? Pick them under Add someone from your organization and choose Add to company.

Post your first calls

1. Open the show's Schedule page and choose Add call.
2. Fill in the title, date, times and place, and pick who's called.
3. Choose Publish. Everyone called is notified and starts getting reminders.

Not ready to tell people yet? Choose Save draft instead. Nobody sees a draft until you publish it. For everything the schedule can do, see Build the rehearsal schedule.

On iPhone and Android

You can do most of this from the phone app too. On an organization's page, New show adds a production. On a show's page, the + button has Add call, Write report and Invite people. See The iPhone and Android apps.

What's next

• Send an announcement to the whole company.
• Write and publish rehearsal reports.
• Check your plan's limits in Plans, limits and billing.

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