Add a You're up! run of show to the booking portal

A quote answers what the day costs. It does not answer what the day looks like, and the second question is usually the one that wins the booking. Nobody signs off four thousand dollars because the number is agreeable. They sign off because they can picture the day.

1pm has always had the thing that shows them: the run of show. The trouble is that a run of show hangs off an event, and an event only exists once the sale is made, so the best tool for winning the booking arrives after the booking.

This closes that gap. A lead can now carry a run of show built in You're up!, and the booking portal frames it in a panel beside the document: on the quote, where it helps them decide, and again on the booking that quote becomes. They read what it costs on the left and the shape of the day on the right, in one page, before they have committed to anything.

What You're up! is

You're up! is a separate, free-to-start run of show builder at youreup.co. It is the same idea as 1pm's run of show, stripped back to one job: build a timeline in a few minutes, share it as a link, and let whoever holds the link see it update live. No account, no login, nothing to install for the people you send it to.

It exists as its own thing because plenty of people need a run of show before they need event management software. For 1pm, the useful part is that a sheet exists at lead stage, months before an event record does, which is exactly when a quote goes out.

You do not need a You're up! subscription to use this. A free sheet has both links 1pm uses.

Building the sheet

Build it in You're up!, not in 1pm. Rough is fine, and rough is often better at this stage: arrival, ceremony, photos, speeches, cake, carriages. You are showing shape, not committing to minutes.

When you are done, copy the address from your browser while the sheet is open in You're up!. That is the edit link, and it looks like https://youreup.co/editable/ followed by a short code.

Putting it on the lead

Open the lead, press Edit, and find the You're up! link field beside the Space.

Paste the edit link in and save. That is the whole setup. 1pm fetches the sheet's share link from You're up! for you and keeps both: the edit link for you, the share link for your client. Clear the field to take both off again.

Your client only ever sees the share link. You're up! has two links per sheet. /shared/... is the read-only view. /editable/... is the creator's key, and anyone holding it can rewrite the sheet. 1pm tells them apart by the address itself, so it does not matter which one you paste: the edit link stays on your side, and only the share link goes on a document you send to a client. The one way the edit link reaches a client is if you send it yourself: when you reply to the lead, Insert You're up! link puts it in your message, for a client you want filling in their own sheet.

You can paste the share link instead, from the sheet's share panel. 1pm then keeps only the share link, because the edit link cannot be worked out from it. Your client sees the same thing either way, but you will not get an Edit button on the lead.

1pm refuses a link to any other site, a You're up! link that is not a run of show, and the short code on its own without the rest of the link. If You're up! cannot be reached to fetch the share link, the save is refused and you can try again. In each case the form stays open with the rest of your changes in it.

Once saved, the field shows the edit link, with Edit and Share links under it to open either one in a new tab.

Putting it on a booking

A booking can carry a sheet of its own, which is how a booking with no lead behind it gets one. Open the booking, open its settings from the button in the header, and find the You're up! run of show field beside Linked lead. It takes the same edit link or share link, follows the same rules, and shows Edit and Share in the booking's header once saved.

A booking and its lead always show the same sheet. Save a link on either one and 1pm puts it on the other too. A booking that has no link of its own shows its lead's, and the field draws that link so you can see which sheet it is.

Beside it, You're up! roster keeps a roster built in You're up! with the booking, with its own Edit and Share links in the header. The roster stays with the booking (a lead has no roster) and shows on the event page, below the run of show. The two fields cannot hold the same sheet: paste each sheet's own link.

Duplicating a booking or making a template from it does not copy either link. Two bookings framing one sheet would show each client the other's day.

What the client sees

In the row of buttons at the top of the page, a Run of show button appears alongside the other extras. Pressing it slides the sheet out in a panel beside the document. The button carries your account's word for a run of show.

On a laptop or a desktop it is open when they arrive. That is the point: the shape of the day is the thing they have not seen, and asking them to go looking for it wastes the moment.
On a phone it starts collapsed. A fixed panel beside a document on a 390px screen is a panel on top of the document. The button is still there.
Their decision is remembered. Close it and it stays closed on the next visit. Open it on a phone and it opens next time. It is remembered per sheet, so their decision carries from the quote to the booking, and a different day with a different sheet is remembered on its own.

The panel carries an Open in a new tab link and a close button, and Escape closes it. If their browser or an extension blocks third-party panels, the link out is still there, so "the panel did not load" never looks like "there is no run of show".

It is live. The panel shows the sheet as it stands right now, not a copy taken when the quote was sent. Move the ceremony half an hour in You're up! and the client's page shows the new time next time they look, with nothing to re-send.

The client can take the run of show on

The panel also carries an Adopt this run of show button, which opens the sheet in a new tab with You're up!'s own offer to take a copy already unfolded.

That is worth understanding rather than switching off in your head. A client who has had the timeline since the quote is exactly the person who ends up forwarding it to their own photographer, their own celebrant, and the aunt doing the flowers. Adopting gives them their own copy to do that with, which is how a run of show reaches the people you were never going to email.

Their copy is theirs. It does not change yours, it does not come back into 1pm, and your sheet carries on being the one framed in the portal.

The button only opens the offer. Taking it is still a deliberate press on the far side, next to the sentence explaining what it does, so nothing gets copied by a link preview or by somebody pressing back. If you are looking at your own booking portal link, the offer will not be there: You're up! hides it from a sheet's own owner, since you already have the original.

Which rooms it appears in, and which it does not

A client reads their booking portal one room at a time: the quote, the booking, the invoice, with their event portal alongside. The panel appears in three of those rooms, and only when there is a sheet to show: the quote reads the lead's, and the booking and the event page read the booking's (which is the lead's, unless the booking has none and the lead does).

On the quote. The stage where the question is whether to book at all, which is the question a timeline answers and a price does not.
On the booking. The confirmation an accepted quote becomes. The sheet matters more here, not less: the day is now real, and the client is the person most likely to hand the timeline to their own suppliers.
On their event page. The event portal is the job side of the booking, so the people opening that link, the client and the crew, are exactly who a run of show is written for. Here the sheet is not a panel: it stands in the page in place of 1pm's own run of show, live, sized to fit, with Open in a new tab and Adopt above it. A roster on the booking shows below it the same way. Your 1pm run of show is not lost, only not shown: if the sheet is deleted or its share link is reset, the event page shows your 1pm run of show again. The planner page says when this is happening, so you know which timeline your crew are reading.

Where it does not appear, and why:

Not on invoices or receipts. Those ask somebody to pay for a day that is already settled. A panel built to help picture the day reads oddly next to a total that is due on Friday.
Not on a quote raised directly on an event. A quote reads the lead's link, so a quote with no lead behind it has nothing to show. Work the quote from the lead instead. The booking and the event page still show a sheet saved on the booking.
Not on your own planner pages. This is a client-facing panel. Your copy of the run of show is the sheet itself in You're up!.
Never printed, and not in the PDF. It is a live panel, and a live panel does not survive being printed. The quote's PDF is the quote.

How this differs from sharing 1pm's own run of show

They solve the same problem at two different stages, and most accounts will eventually use both.

Sharing the run of show with your client is 1pm's own timeline on an event that exists. It is the real one: the same items your crew are working from, with your crew, your Spaces and your items behind it. That is what the client gets once the booking is won.

This is a sketch that travels with the quote and the booking, built at a stage where there is no event yet and no crew assigned, in a tool that takes four minutes. It exists to win the work, not to run it.

The natural sequence is a You're up! sheet on the lead to help them say yes, and 1pm's own live run of show once they have.

A few practical notes

One sheet per lead. If a client is weighing two genuinely different shapes of day, that is two leads or one sheet showing the one you are actually recommending. The panel is there to make the day concrete, and two competing timelines side by side does the opposite.

The link is the credential. Anybody holding the share link can read the sheet, and it needs no password. That is what makes it work on a document sent to a client, and it means the sheet should hold nothing you would not send. Supplier rates and internal notes belong in 1pm, not on a lead-stage sheet.

Take it down by clearing the field. Deleting the sheet in You're up! also empties the panel, but clearing the field on the lead or the booking is the tidier way: the button stops appearing and the portal goes back to carrying the document alone.

It costs nothing to try on one lead. Build a sheet for the next quote going out, paste the link, and open your own booking portal link the way the client will.

Your booking portal and your event portal cover both portals and which rooms a client can reach.
Sharing the run of show with your client covers 1pm's own client link, once the event exists.
Quotes and invoices covers the quote itself.
Letting a client adjust a quote covers the other half of a client-facing quote that answers questions for itself.
Run of show basics covers 1pm's own timeline editor.
You're up! is where the sheet itself is built. Free to start, and the people you send it to need no account.