Run of show items — Help

Run of show items are the rows on your ROS, sometimes called timeline items. 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 run of show editor pleasant to work in. You can have up to 500 timeline items per event, which is comfortably above what even a multi-stage festival usually needs.

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, then a set of accordions (Crew for sharing and crew links, Notes for day-of info, Files for documents you upload, Links for external URLs, and Requests for things you ask crew to send back), and below those the timeline table itself.

Adding items

There is no separate add form. You build the run sheet directly in the timeline table.

The first item. When the timeline is empty it shows an "Add first item" button. Click it to create the first row.
Every item after that. Hover the dashed "+ Insert" line that sits above the first row and below every existing row, and click it to drop a new blank row in that spot. The new row's Title field is focused automatically, so you can start typing straight away.
Keyboard flow. When you are working down a row, press Tab from the Duration field to save the row and insert a fresh one directly below it. This lets you rattle through a long run sheet without reaching for the mouse.

A new row inherits sensible defaults from the row you inserted it below: it takes that row's date, and its Start is set to that row's end time (start plus duration). So a 30-minute item starting at 4:00pm leaves the next row starting at 4:30pm. You override any of this by editing the row.

The fields on a row

Every row carries the same fields, each editable in place:

Date. Required. The day this item happens. The Date column only appears once your timeline spans more than one day; for a single-day event it stays hidden.
Start. Required. The time this item starts.
Duration (minutes). Optional. How long the item lasts, in whole minutes. Leave it blank or zero for instantaneous items like a toast or a single cue.
Title. 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. The field grows as you type, so a long note does not need a separate editor.
Where. Optional. A short tag for the location, shown as a pill next to the title in 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. Start typing to search your crew, or leave it as Unassigned. If the person is not on your list yet, you can add them from the picker without leaving the planner.
Private. A padlock toggle on each row. When it is on, the item only appears on the responsible crew member's share 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 always visible to you in the planner.

Editing items inline

Every cell in a row is editable directly, so you never open a form to change anything:

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 field to change or clear the location.
Use the responsible picker to assign or 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. There is nothing to publish.

Reordering items

The timeline sorts by date and 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.

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, 1pm adds a Date column to every row in the planner and groups items under a heading per 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.

Deleting items

Click the X on the right of the row to delete it. There is no "are you sure" prompt: the delete is a soft delete that drops an Undo toast, so an accidental delete is a one-click fix rather than a dialog in the way of every intentional one. The timeline re-sorts to fill the gap.

Limits

Each event holds up to 500 timeline items. For context, a typical wedding is 40 to 80 items, a one-day conference 120 to 200, a multi-stage festival can run higher but rarely past the cap. If you do hit the limit, the most likely cause is duplicate items left over from a paste-in import, and the fix is usually to clean those up rather than to need more than 500.