Reading your run of show on the day
Once your link is open and the event is underway, the run of show is what you'll be looking at all day. This article covers what every part of the timeline means, how the All / Mine toggle works, and a few details that confuse first-timers.
The timeline rows
Each row in the run of show is one item: a single thing that happens at a specific time. A typical wedding row might say "Ceremony processional" with a start time of 16:30, an end time of 16:50, the location "Garden lawn", and a short description.
Rows are sorted by start time. The currently active row (the one happening right now) gets a coloured highlight so it's easy to spot when you glance at your phone. Rows that have already finished fade slightly so you can see at a glance where the day is.
Your items, the ones you're responsible for, stand out from the rest. The exact styling depends on the planner's branding, but you'll see a clear visual difference between "this row is mine" and "this row is context".
Times and time zones
All times on the page are the event's local time zone, set by the planner. If you're a videographer flying in from a different city, the times you see are the times at the venue, not translated into your own time zone.
The countdown at the top of the page is also in venue time. It shows how long until the next item starts. That's the one to watch when you're trying to gauge whether to grab a coffee or get into position.
All view vs Mine view
If you have at least one item assigned to you on the event, you'll see a toggle near the top of the timeline labelled All and Mine.
All view shows every non-private item on the event. Your own items are highlighted but you can see everything else as context. If the ceremony is running ten minutes late, the All view makes that obvious because every subsequent item shifts accordingly.
Mine view shows only the items you're responsible for. Useful when you want a focused checklist with no surrounding noise.
The default is the All view, because most crew want the context. Switch to Mine when you only want to see what you're on the hook for.
If you don't see the toggle, you don't have any items assigned (the planner has added you for visibility, not for action). You'll see the All view permanently in that case.
Call time vs item start time
A common confusion for first-time crew: the item start time on the timeline is when the item happens, not necessarily when the planner wants you on-site and ready. Your call time (when you should arrive) is usually written separately.
Three places to look for your call time:
Your "Your notes" panel above the timeline, if the planner has written you a personal brief.
The description on the first item you're responsible for. Some planners put "Crew on-site by 14:30" in the description of the load-in row.
The event briefing at the top of the page. Some planners put generic call times there.
If none of those tell you when to arrive and it's not obvious from the schedule, ask the planner before the day. Don't assume the first item's start time is your call time; you'll usually want to be there before then.
The countdown and next item indicator
The countdown at the top says something like "Ceremony starts in 12 minutes" or "Cocktails are happening now". It updates live as the day progresses; you don't have to refresh.
The countdown counts down to the next item that hasn't started yet, regardless of whether you're responsible for it. If you want a countdown only to your items, switch to the Mine view first.
The connection pill
A small pill at the top of the page reads Online, Offline, or Syncing. It tells you whether your phone is currently reaching the 1pm server.
Online: you're connected and the page is live. Any change the planner makes reaches you within a few seconds.
Offline: your phone has dropped off the network. The page still works (because it's cached), but you won't see changes the planner makes until you reconnect.
Syncing: the page is replaying actions you took while offline. Usually shows for a few seconds and clears itself.
Most of the time you can ignore it. It's there for the moment when you're not sure whether your phone is still talking to the server.
Notes and details on an item
Each timeline item can carry:
A title (what the item is).
A location (where it happens).
A start time and end time.
A duration (calculated for you).
A description (more detail about what the item involves).
A list of crew responsible for it.
Tap or click into a row to expand the full detail. Most of the day you'll work from the collapsed view, but anything with extra instructions is worth opening at least once before the event so you're not reading it for the first time mid-shift.
Files and links
Above the timeline, you may see a Files and Links section. This is where the planner attaches anything the whole crew might need: floor plans, run-of-show PDFs, parking instructions, vendor briefs.
Tap a file to download or open it. Tap a link to follow it to wherever the planner has hosted it (Google Drive, Dropbox, a vendor portal, etc).
Some files might only be visible to specific crew members (the planner can mark attachments as private). If you can see it, you're meant to see it.
Your personal notes
If the planner has written notes specifically for you, they appear in a "Your notes" panel above the timeline. These are private to you; other crew don't see them.
Typical contents: your call time, parking instructions specific to your role, what gear to bring, who to find when you arrive, anything else the planner wants you to know that doesn't belong on a timeline item.
Worth reading before the event, not just on the day.
Refreshing the page
You shouldn't need to. The page updates itself when the planner makes changes (usually within a few seconds). If the run sheet looks out of date, check the connection pill first. If it says Offline, the page is showing the last cached version and will refresh as soon as you reconnect.
If you really want a manual refresh, pull down on the page on a phone, or press the browser refresh button on a laptop. That fetches the latest version directly.
