Emergency contacts, health notes and pick-up lists

FamiliesCast & crew

Keep emergency contacts, health and safety notes, and pick-up instructions up to date for yourself or your children.

Stage managers need to know who to call, what to watch for, and who may take a young performer home. You keep this information yourself, or a parent or guardian keeps it for their child.

Who can see it: only the managers of the shows you (or your child) are in. Other cast, crew and families never see it.

Where to find it

• For yourself: go to Account → Profile. Your Emergency contacts and Health & safety notes are there. On the web, so is Pick-up & release.
• For your child: go to Account → Family. On the web, click Emergency, health & pick-up next to your child. On iPhone and Android, tap Emergency contacts, Health & safety or Pick-up & release under their name.

Your own details stay folded to a short summary until you open them, so they aren't on show by accident.

Emergency contacts

You can add up to 5, in the order stage managers should call them. The first one is marked Call first.

1. Click Add an emergency contact (or Add another).
2. Enter a Name, a Relationship, and a Phone or an Email. You need at least one of those.
3. Click Add emergency contact.

A child starts out with their guardian as their first contact, with your name and email. Add your phone number so the stage managers can call you. If your child has no contacts yet, Add me on the web (Use my details on the phone apps) fills in your name and email for you.

To change the order: on the web, drag a contact by its handle, or use the up and down arrows. On iPhone, tap Edit and drag. On Android, hold a contact's handle and drag it, or use its menu.

Health & safety

These notes tell stage managers what they need to keep someone safe at rehearsal. Leave anything that doesn't apply blank.

• Allergies, and whether it's Severe — carries an EpiPen or similar
• Medical conditions
• Medications
• Accommodations, such as access, sensory or learning needs
• Other safety notes

Click Add or Edit, fill in what applies, and click Save. To remove everything, click Clear.

Pick-up & release

This one is optional and mostly for young performers. It tells stage managers who may collect your child after rehearsal, and who they must not release your child to.

1. Under Allowed to pick up, click Add someone who may pick up.
2. Under Do not release to, click Add someone not to release to. Use this for a parent who may not pick up, or a court order.
3. For each person, add a Name, Relationship, Phone and Notes. Notes might be "drives a blue van, Tuesdays only" or "court order on file".
4. Add any Custody or release notes, such as which parent picks up on which days, and click Save notes.

Managers see a red hand next to anyone with a "do not release" entry, so they check before letting your child go.

Several children? Apply it to all of them

When you change something for one child, like adding a grandparent as an emergency contact, you'll be asked whether to apply it to your other children too. Choose Apply (Apply to them too on the phone apps) to copy the change, or skip it to change just this child.

When a stage manager asks

If you haven't added an emergency contact, a stage manager may send you a notice asking for one. A request for your child comes to you. For setting up your children, see Add your children and manage their access.

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