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Your organization: people, shows and settings

Managers

Create your organization, invite your team, start new shows, and manage roles, settings and per-show controls.

Your organization is your company, school or venue on theCallboard. Every show lives inside one, and its plan covers all of them. This guide is for the owners and admins who run it. If you're just getting started, Set up your organization and first show walks through the first day.

Sign in at on.theCallboard.app. Your organizations are listed in the sidebar under Organizations, and on the My organizations page.

Create an organization

  1. Open My organizations in the sidebar.
  2. Under Running a company?, type the Organization name and pick your Home timezone.
  3. Click Create organization.

You become its owner. You need to have confirmed your email address first.

The organization page

Click your organization to open its Overview. You'll see:

  • How many active productions and people you have, and your plan, with a link to Billing.
  • Productions: posters for every show that hasn't closed.
  • Your shows here: the shows you've done with the organization.
  • People: everyone in the organization, with a link to Manage members.
  • Announcements you've sent to the organization.

The sidebar also has Schedule (every production's calls in one calendar, so rooms and people don't double-book), Productions, Members, Public page, Billing and Settings.

Members who don't run the organization see a simpler page. Instead of the organization's numbers, they see their own history with it: how many shows they've done, the year of their first one, and how many roles they've played. Parents see their children's shows.

Send an announcement to everyone

On the Overview, click Announce to reach everyone in the organization at once. See Send an announcement for the details.

Start a new show

  1. On the Overview, click New production. (Or open Productions and click New production there.)
  2. Fill in the Title. The Short tag is optional and starts each text, for example TOMA.
  3. Add the Venue and Timezone, and any dates you know: First rehearsal, First tech, Opening night, Closing night.
  4. Click Create production.

The new show opens, ready for you to build the schedule. If your plan's limit on active productions is reached, you'll see a link to See plans and billing. Closed shows don't count toward the limit. See Plans, limits and billing.

On Productions, tick Hide closed to see only current shows.

Invite people and set their roles

Open Members. Everyone in the organization is listed with their role.

There are three roles:

  • Owner: everything an admin can do, plus making other owners, transferring the organization, per-show controls and deleting the organization.
  • Admin: manages every production, the members, billing, the public page and settings.
  • Member: everyone else. Members see the shows they're in.

To invite someone to the organization:

  1. Under Invite someone, add their Name (optional) and Email.
  2. Pick an Organization role: Member or Admin (manages every production).
  3. Click Send invitation.

Invitations that haven't been accepted are listed under Waiting to accept, where you can Resend email, Copy link or Revoke.

To change someone's role, use the menu in the Role column. To take someone out, click Remove. This removes them from the organization and all its productions.

Share or hand over ownership

An organization can have more than one owner. To add a co-owner, set their role to Owner.

To hand the organization to someone else:

  1. On Members, click Transfer ownership….
  2. Choose the New owner.
  3. Choose what you'll be afterwards: an admin or a member.
  4. Click Transfer ownership and confirm.

Only an owner can make you an owner again.

Show controls (owners)

Owners see a gear on each poster under Productions. It opens that show's controls:

  • Pronouns: use the organization's setting, or ask or don't ask in this show.
  • Tickets: whether the show's managers can sell tickets online, and who pays the Ticket fees.
  • Auditions: whether managers can run auditions with public sign-up forms.
  • Public page: whether managers can publish a page about the show.

A feature that's off disappears from the show's menu for its managers. A dot on the gear means something has been changed from the defaults.

Organization settings

Open Settings to change:

  • Logo: click Upload logo.
  • Name, Short name (shown on the logo when there's no image) and Home timezone.
  • Use pronouns: turn this off if your school or venue can't ask. Every show in the organization then neither asks for nor shows them.
  • Tell families about attendance: when a rehearsal report marks a young performer present, late or absent, their parents and guardians get a notice. Each show can turn this on or off for itself.

Click Save settings when you're done.

The ScriptWizard and Magic Imports section is where you can add your own AI key. It's used once your plan's included analyses and imports run out.

The Public page item in the sidebar sets up a page anyone can visit, listing your public productions.

Delete the organization

Only owners can do this, at the bottom of Settings. It deletes every production, call, report and file in the organization, and it can't be undone. Click Delete organization and type the organization's name to confirm.

On iPhone and Android

In the Shows tab, use the Shows | Organizations switch at the top to see your organizations. Tap one to open it.

Owners and admins see the active shows, people and plan, plus usage bars for storage, texts and ScriptWizard. The buttons at the top are Announcements, New show and Organization settings. Edit organization changes the name, short name, description, website, time zone and attendance notices.

Members, billing, the public page and the rest open on the web, already signed in. See The iPhone and Android apps.

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