Marking items as you go
On your run of show, items you're responsible for usually have buttons next to them that you can tap to mark them off as the day unfolds. This article covers what each button does, what undo looks like, and what to do if a button is missing or doesn't seem to work.
Where the buttons appear
Buttons appear only on items where you are listed as Responsible. The rest of the timeline shows times and titles but no buttons against rows you're not on the hook for. This keeps your screen clean and the signal clear: the buttons you see are yours to use.
If you don't see any buttons anywhere, one of two things is going on:
You haven't been assigned to any items. You're on the event for visibility but not action.
The planner has turned off the action buttons for this event. The run sheet is reference only.
Either way, ask the planner if you think buttons should be showing.
The three buttons
Depending on how the planner has configured the event, you might see one of these combinations:
Start and Done buttons together (the most common setup). Tap Done for a quick one-tap completion. Tap Start when you've actually begun the item; the button then changes to Mark finished, which you tap when the item ends.
Just Start. The planner cares about precise timing. Tap Start when you begin, Mark finished when you end. The timestamps recorded are the actual moments you tapped each button.
Just Done. One tap to mark the item complete. No separate Start and Finish. The timestamp recorded is the scheduled time of the item, not the moment you tapped.
No buttons at all. The run sheet is read-only.
You don't have to remember which mode the event is in. Whatever buttons you see, you can tap.
What each button means to the planner
Start tells the planner you've begun the item. The row updates on their end with a started state and a timestamp.
Mark finished tells the planner the item is complete. The row goes to a finished state. They can see the duration if you used Start at the beginning.
Done tells the planner the item happened. It's a quick confirmation without timing detail.
Undo reverses any of the above if you tapped by mistake.
What this looks like to the planner is a row that updates in real time. They can glance at their screen and see what's complete, what's in flight, and what hasn't started. The point of you tapping is to give the planner that picture without them having to chase anyone.
Undo Explained
After any button tap, you'll see an Undo button appear next to or beneath the new state. Tapping Undo reverses the previous action.
After Start, Undo clears the start timestamp and returns the item to "not started".
After Mark finished, Undo returns the item to "in progress" so you can mark it finished again later.
After Done, Undo returns the item to "not started".
You can undo without panic. The planner doesn't see a noisy log of your taps and untaps; they see the current state, and Undo just changes that state.
Tapping while offline
If the venue Wi-Fi has dropped (connection pill says Offline), you can still tap the buttons. The action queues locally on your device and the UI updates immediately, so the page feels just as responsive as when online.
When the connection returns, the queue replays automatically. You don't have to do anything to trigger it. A snackbar at the bottom of the page will briefly say "Syncing your taps" and then dismiss itself.
If you tap the same item multiple times while offline (Start, then Undo, then Start again), all those actions are queued in order and replayed in order. The end state matches what would have happened if you'd been online the whole time.
When a button isn't doing anything
A few possibilities:
You're offline and didn't notice. Check the connection pill. If it says Offline, the tap is queued and will sync when you're back online.
The button briefly disabled itself after your tap to prevent double-taps. Give it a second.
The page is stale. Pull down to refresh on a phone, or close and reopen the link.
The planner has reassigned the item to someone else and you're no longer Responsible. The buttons will disappear once the page refreshes.
If the button truly isn't responding even after a refresh, tell the planner. They can check the event state on their side.
Should you tap exactly on time?
Tap when the thing actually happens, not when it was scheduled to happen. The whole point of the buttons is to record what really occurred. If the ceremony was meant to start at 16:30 but the celebrant ran late and it started at 16:38, tap Start at 16:38. That's the real data and it's what the planner wants.
If you forget to tap until later, that's fine too. Tap Start (or Done) when you remember. The planner sees the item marked off; the timestamp is the moment you tapped. Late is better than never and this it’s not designed to measure your productivity on the day, it’s simply telling the planner that the item has started or finished.
If you're using the Done shortcut, the timestamp recorded is the scheduled duration, not your tap time. That's by design; the Done shortcut is for "yes this happened roughly as planned" without the precision.
When the planner makes a change while you're working
If the planner edits a timeline item while you have your run sheet open (changes a start time, swaps a location, renames the item), you'll see the update appear within a few seconds. You don't have to refresh.
If you'd already tapped Start on the old version and the planner has now changed the time, your Start timestamp is preserved. The item still shows as started; the new time replaces the old in the schedule but doesn't undo what you've already recorded.
If the planner removes you from the item entirely, the buttons disappear on the next refresh. Anything you'd already tapped on that item stays in the record, even though you're no longer on the row.
