Closing out the run of show
When your part of the event is over, your planner may want two things from you while they are fresh: how long your items actually took, and anything they should know for next time. Both go in on one close-out screen, reached from your event portal link. This article covers how to get there, filling in actual timings, leaving a note for your planner, saving, changing it afterwards, and what the screen looks like when the event isn't tracking timings.
Getting to the close-out screen
Scroll to the bottom of your run of show (runsheet) and tap Close out this run of show. It sits under the last item, next to the button for your portal if you have one.
- Amber with a warning sign means you haven't closed out yet.
- A plain outlined button means you already have. Tap it to go back in and change anything.
Your planner may have renamed "run of show" for their account (to "runsheet" or "running order", for example). The button and the screen use their word, so it may read Close out this runsheet instead.
The button only shows when at least one item on the run of show is assigned to you. With nothing assigned, there is nothing of yours to close out.
To leave the screen without saving, tap Back to run of show at the top or Go back at the bottom.
Recording actual timings
The screen lists only the items assigned to you. Each row shows:
- The scheduled start and end time, and the item's title.
- Planned: and the minutes the item was scheduled for.
- A box for the actual minutes it took.
Type the real duration in whole minutes: 50, not "50 min" or "0:50". On a phone the box brings up a number keypad, and tapping into it selects what is already there, so you can type straight over it.
What the box starts with depends on what 1pm already knows:
- A value you saved before comes back, with an Actual badge on the row.
- The time between your Start and Mark finished taps, if you tapped both on the run of show during the event. The row also shows Tap-tracked: with that figure. Leave it if it is right, or type over it if the taps were late.
- Nothing, when there is no record at all. These rows are tinted amber with a Needs a value badge so you can find them quickly.
A blank box is fine. If you didn't watch the clock on an item, leave it empty rather than guessing. Nothing stops you saving with amber rows left over.
Your actual timings don't change the planned schedule. The start times and durations your planner set stay as they were; your figure is kept alongside them to help plan the next event. On your own run of show rows, an item where your actual differs from the plan shows a small actual badge with your figure.
Leaving a note for your planner
Under the timings is a box headed Feedback for the planner. It is optional and takes up to 2,000 characters of plain text.
Use it for the things that don't fit anywhere else: the loading dock that was blocked from 4 pm, the radios that picked up the venue next door, the room that ran out of napkins. Specific notes are the ones a planner can act on.
Each person on the event has their own note. Other crew don't see yours.
Saving
Tap Save & close out in the bar pinned to the bottom of the screen. One tap saves your timings and your note together.
A green message then confirms it: "Submitted thanks. You can close this now or go back to the run of show." If you have a portal, the message also links to it so you can move straight on to your next event.
Nothing saves until you tap Save & close out. If you leave the screen before then, what you typed is gone.
Saving sends your entries straight away, so it needs a connection. Unlike check-in and the Start and Done buttons, the close-out screen isn't held on your phone and sent later. If you are out of signal, wait until you have a connection before you save.
Changing it later
You can come back as often as you like. Tap Close out this run of show again and the screen opens with what you saved last time.
- To change a timing, type the new figure and save.
- To remove a timing, clear the box and save.
- To change your note, edit it and save. Clearing the box and saving removes the note.
Only what you change is updated. Rows you leave alone stay as they were.
When the event isn't tracking timings
Your planner chooses per event whether crew use the Start, Mark finished and Done buttons on the run of show. When all of them are off, the close-out screen skips the timings and shows only Feedback for the planner, with the same Save & close out button.
If something isn't working
- There is no close-out button. Nothing on the run of show is assigned to you yet. If your planner has just assigned you items, pull down to refresh or reload the page.
- You are on the public run of show link rather than your own event portal link. Close-out belongs to a person, so it needs your personal link. Open the message your planner sent you and use that link.
- The screen says "Link not active". Your link has been switched off. Ask your planner for a new one.
- A timing didn't stick. The box takes whole minutes up to 1440 (24 hours). Anything that isn't a whole number in that range is skipped when you save, so check the figure and save again.