Add run of show items
Runsheet items are the rows on your run of show. Each one is a single moment in your event: a ceremony, a course service, a soundcheck, a cake cut. This article covers how to add them, how to edit them inline, how to reorder them, and the small features that make the timeline editor pleasant to work in.
You can have up to 500 timeline items per event with 1pm standard plan (or contact us for a custom plan).
Opening the planner
Click any event in your events list to open the planner. The planner is where the run sheet lives. Down the page you will see the event header, a Notes accordion for day-of info, an Attachments accordion for files, a Share accordion for crew links, and below those the timeline table itself.
The Add item form
The Add item form sits at the bottom of the timeline. It is persistent, meaning it stays open as you add items so you can rapid-fire entries one after another. After each save the title, details, and responsible fields clear and the cursor returns to Title, ready for the next item.
The fields:
Date. Required. The day this item happens. For a single-day event this defaults to the event date. For a multi-day event you can change it per item, and the timeline groups items by day.
Start. Required. The time this item starts. The form auto-fills Start with the end time of the most recent item you added, so a 30-minute item starting at 4:00pm leaves Start at 4:30pm for the next one. You can override the auto-fill by typing a different time before you save.
Duration (minutes). Optional. How long the item lasts. Increments are five minutes. Leave it blank or zero for instantaneous items like a toast or a single cue.
Title. Required. The short description of the item, up to 200 characters. "Ceremony processional", "Salad course served", "Keynote begins".
Details. Optional. Additional info that does not fit in the title, up to 2000 characters. Music cues, lighting, what to bring, who to coordinate with, special instructions.
Where. Optional. A short tag for the location, shown as a pill next to the title in both the planner and the crew view. Up to 100 characters. As you type, the field suggests labels you have already used on this event so you do not have to retype "Main Hall" twenty times.
Responsible. Optional. The crew member who owns this item. Pick from the dropdown of crew you have added to your account, or leave it as Unassigned.
Private. Optional. When checked, this item only appears on the responsible crew member's view and is hidden from everyone else. Useful for items that involve one specific vendor and would clutter another vendor's view, or for sensitive items you do not want shared widely. The item is still fully visible to you in the planner.
Click Add to save. The item appears in the timeline above the Add form, the form clears, and you can keep typing.
Editing items inline
Once an item is on the timeline, you do not need to open a form to change anything. Every cell in the row is editable directly:
Click the date or start time to change them. The change saves when the field loses focus.
Click into the title to rename the item. Press Enter or click away to save.
Click into the details to expand and edit them.
Click the where pill to change or clear the location.
Use the responsible dropdown to reassign the item to a different crew member.
Each edit posts to the server on blur and updates the row in place. Other open browser tabs and any live crew views update automatically within a second or two.
The Edit popup
If you prefer a single form for bigger edits, click the Edit icon on the row. A popup form opens with all the same fields as the Add form. Click Save to apply your changes and close the form, or Cancel to discard.
The popup is the right tool when you want to change several fields at once or you want to see all the data for one item in one place. Inline edits are the right tool when you are tweaking one field on one row.
Reordering items
The timeline sorts by start time automatically. When you add a new item or change an existing item's start time, the row moves to its chronological place by itself. You don't need to drag it.
You can still override the order manually. Grab the dotted drag handle on the left of any row and drag it up or down to drop it where you want. This is most useful in two situations:
Two or more items have the same start time, and you want them to appear in a particular order. Drag determines the order within that minute.
You are roughing out a plan and have not set times yet. Drag rows into a sensible order, then fill in times later.
Whenever you next change a time on the timeline, the auto-sort runs again and any drag overrides for items at unique times resolve back to chronological order. The crew view always shows items in the same order as your planner.
Multi-day events
If any item on the timeline has a date different from the others, the planner adds a Date column to every row and groups items by day in the crew view. This works well for two-day conferences, weekend retreats, or weddings where the rehearsal dinner is on Friday and the ceremony is Saturday.
Live updates
Every change you make in the planner pushes to the live run sheet within a second or two. Crew on the live link see the new time, the new title, the new responsible person, without refreshing. There is nothing to publish.
Deleting items
Click the delete icon on the row and confirm the prompt. The item is removed and the timeline re-sorts to fill the gap. Empty rows (no title, no details) skip the confirmation prompt because they are clearly accidents.
