Saving the 1pm link to your phone
The crew link your planner sent you is just a URL in a browser. That works, but it can get lost in your inbox or buried under tabs. This article covers the three best ways to keep the link findable on the day, with the steps for iOS and Android.
Why this matters
On event day, you don't want to be searching your email at 5am for a link with a subject line like "Crew details" sent ten days ago. You want the link one tap away.
A few minutes of setup ahead of the event saves a frustrating few minutes of fumbling on the day, usually at exactly the moment you can least afford it. The same setup also caches the page for offline use, so it's two birds with one tap.
Add to Home Screen (recommended)
This puts a tappable icon on your phone's home screen, like an app. One tap and the run sheet opens.
On iPhone (Safari):
Open the link from the email or message the planner sent.
Tap the share icon at the bottom of the screen (the square with an arrow pointing up).
Scroll down in the share menu and tap "Add to Home Screen".
Rename the icon if you want (something like "Smith wedding run sheet").
Tap Add.
On Android (Chrome):
Open the link from the email or message the planner sent.
Tap the three-dot menu at the top right of the browser.
Tap "Add to Home screen" or "Install app".
Confirm the name and tap Add.
The icon appears on your home screen and the page is now one tap away. It works offline once you've loaded it once on a connection.
If you're juggling multiple events, you can add multiple home-screen icons, one per event. Rename them clearly so you don't tap the wrong one.
Bookmark
Less prominent than a home-screen icon but still fast.
On iPhone (Safari):
Open the link.
Tap the share icon.
Tap Add Bookmark.
Pick a folder or just save it to the top level.
On Android (Chrome):
Open the link.
Tap the three-dot menu.
Tap the star icon to bookmark.
Open bookmarks from the menu later to find it.
Useful if you don't want to clutter your home screen but want the link in the browser's quick-access list.
Email yourself
The least slick but the most foolproof.
Open the planner's email with the link in it.
Forward it to yourself with a clear new subject line that you'll be able to search.
A subject format that works: the event name, the event date, and the words "crew link". For example: "Smith wedding 12 June 2026 crew link". On the day, you search your inbox for "Smith wedding" and the link is the top result.
This works as a backup even if you've also added to the home screen. Belt and braces.
What about a calendar invite?
Some planners send a calendar invite for the event with the crew link in the description. If yours has, that's another reliable place to find the link on the day. Your calendar app will show the event with the URL embedded, and tapping the URL opens the run sheet.
If you've added the event to your calendar manually, paste the link into the event description so you can tap through from the calendar app.
If you have multiple events on the go
A photographer, DJ, or stylist working a busy season might have three weddings booked in the same month, each with its own crew link. A few patterns that scale:
Add each one to your home screen with the event date and client surname as the icon name. They cluster together visually.
Keep a single bookmark folder called "Crew links" with one bookmark per event.
Use one search-friendly email format like "[Date] [Client] crew link" so a search for the date or surname always finds it.
Pick one and stick to it. The worst version is "I think the link's somewhere on my phone" the morning of an event.
Sharing or forwarding the link
Your personal crew link is meant for you. Don't forward it to anyone else, even another crew member on the same event. The planner has generated separate links for each crew member, scoped to their items and their requests. Forwarding yours mixes things up: your colleague would see your requests, your name on the action buttons, and your personal notes.
If a colleague or assistant needs a link, ask the planner to add them and send them their own link. It takes the planner a minute and avoids confusion.
If a venue contact or family member asks to see the schedule, ask the planner about the public shareable runsheet (a different link with /r/ in the URL). That one is designed to be shared widely, read-only, and doesn't carry your personal context.
Logging out or removing the link later
There's no logout because there's no login. To remove the link from your device, just delete the home-screen icon, remove the bookmark, or close the tab. If you want to clear the cached page as well (rare, but worth knowing), clear browsing data for the 1pm domain in your browser settings.
The planner can also revoke the link at any time. If they do, the next time you open it you'll see a "Link not active" message rather than the run sheet. Nothing on your device needs to be cleaned up; the link just stops working.
