Write and publish rehearsal reports

Managers

Write a report after each rehearsal, take attendance, attach files and publish it to the company.

A rehearsal report tells the company what happened today: the times, who was there, what you worked on and the notes for each department. Any manager on the show can write one. It stays a private draft until you publish it.

Start a report

Open your show at on.theCallboard.app and choose Reports in the menu.
Select New report.

The report number counts up on its own, and the date is today. If there's a call on that date, it's linked for you, and its times and location fill in any empty boxes. To link a different call, pick one under Linked call, or choose No linked call.

Fill it in

The report has these parts. Leave out anything that doesn't apply.

General: report number, date, location and the linked call.
Times: Call, Start, Breaks and End.
Attendance: see below.
Summary: under Work done, the scenes and numbers you worked and what you got through.
Department notes: one box for each department on the show. No boxes? Add departments in the show's Settings.
Accidents and injuries: leave it blank if there were none.
Schedule notes for next time.

Take attendance

Everyone in the company is listed by group. For each person, choose Present, Late, Absent or Excused. Choose the same mark again to clear it.

Mark everyone present marks the whole list at once. Once you've marked a few people, it says Mark everyone else present and leaves your marks alone.
Clear all removes every mark.

The count at the top shows how many people you've marked so far.

Drafts save themselves

While you write, your draft saves itself about once a minute. It also saves when you switch to another tab or app, and when you close the report. You'll see Saving…, then Saved and the time, next to the buttons. If it says Couldn't save — will retry, keep going. It tries again on its own.

You can also select Save draft at any time. Drafts are visible to production managers only.

Attach files

Under Attachments, select Upload files, or pick a file you already shared from Attach from Files…. For a brand-new report, save the draft first.

For each file, choose who gets it: Everyone, Departments… or Managers only. Until you publish, only managers can open the files. Attached files also go in the show's Files page, in a folder called Reports. See Share and find files.

Publish

Select Publish to company.
Confirm. Everyone in the company gets a notice.

You can still change a published report. Open it and select Edit, then Save changes. Changes show up right away, but the company isn't notified again. To remove a report for good, select Delete report.

On a published report, select Print for a paper copy.

Tell families about attendance

Parents and guardians can get a notice when you mark their child present, late or absent, such as "Lily was checked in". Excused doesn't send one. It's off unless you turn it on.

For every show: in your organization's Settings, tick Tell families about attendance, then Save settings. Owners and admins can do this.
For one show: in the show's Settings, find Tell families about attendance and set Notices to On, Off or As the organization.

On iPhone and Android

On a phone, open the show and tap Reports, then Write report. You can also tap Add (the + button) on the show and choose Write report. Drafts save themselves there too, about once a minute and when you leave the app.

The phone apps don't add attachments yet. Use the web for that. On Android, writing a new report picks up your own draft from today if you have one.

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