Assign crew to run of show items
Assigning a crew member to a run of show item is what makes the live ROS very useful for them. Once an item has a Responsible person set, that person sees it on their crew view and 1pm gives you a way to send them a live link. Items without anyone responsible appear in the planner only.
This article covers how to assign crew to items, what changes when you do, and a few patterns that make the editor fast to work in.
The Responsible field
Every timeline item has a Responsible field. It is a single dropdown that lets you pick one crew member as the owner of that item. If you have not picked anyone, the field shows "Unassigned".
You set Responsible in two places:
In the Add item form at the bottom of the timeline, before saving the new item.
In the Edit popup when you click the Edit icon on an existing row.
In both places, the dropdown lists every crew member you have added to your account. Pick one and click Save (or Add for new items).
Inline reassignment
You do not have to open a form to change who is responsible for an existing item. The Responsible cell on the row is itself a dropdown. Click it, pick a different name, and the change saves automatically. The row updates in place and any live crew views update within a second or two.
Adding crew on the fly
If the person you want to assign is not in your crew list yet, you do not have to navigate away to add them first when filling in the Client or Organizer field on an event.
Start typing their name in the Client or Organizer picker on the event form. If no existing crew member matches what you have typed, a prompt appears to add a new crew member directly from the picker. A modal opens with the same crew form you saw on the Crew page, with the contact name pre-filled. Fill in whatever details you have and Save. The new crew member is created, the modal closes, and they are immediately selected in the picker you came from.
This pattern is most useful when you are building a new event and do not yet have all the people you need on file. You can pull them in as you go without losing your place.
For the Responsible dropdown on timeline items, you pick from your existing crew list. To add a brand new crew member from the planner, open the Crew page in the top navigation, add them, then come back. The Responsible dropdown will include them on the next click.
Multiple items, same crew
Many items on a run sheet have the same Responsible person. The MC handles every transition. The caterer owns six food service items. The DJ owns the music block.
There is no bulk "assign these five items to one crew member" tool in the current version. You set Responsible per item. The persistent Add form keeps the same Responsible as the last item you added when you create the next one, which makes batch entry for a single vendor fast: keep typing titles and times, and the same name carries through.
Unassigning an item
To remove a crew assignment, set Responsible back to Unassigned in either the inline cell or the Edit popup. The item stays on the timeline. It just no longer appears on any crew member's view.
Private items
When you check the Private box on a timeline item, the item is visible only to the responsible crew member and to you. Other crew on the event do not see private items on their crew view.
Private is useful for items that involve one specific vendor and would clutter another vendor's view, like a private setup task or a one-on-one briefing. It is also useful for sensitive items you do not want widely shared.
If you mark an item as Private but leave Responsible as Unassigned, the item is visible only to you in the planner. No crew sees it at all. That can be useful as a planner-side note tied to a particular moment.
Client and Organizer vs Responsible
The Client and Organizer fields on the event itself are different from the Responsible field on a timeline item.
Client (optional) is the person or company who hired you. Organizer (optional) is the day-of coordinator you will be in contact with. Both are event-level and appear in the run sheet header. They have no automatic relationship to the items below.
Responsible on a run sheet item is item-level. It says who owns and is responsible for this specific moment.
You can set the same crew record as the Client of an event and as Responsible for some of its items. The two fields are independent.
How assignments power the share panel
When a crew member is Responsible for at least one item on an event, they show up in the Share panel above the timeline. From there you can generate a link, email it to them, copy it, or revoke it.
You can also share a link with someone who has no items assigned, for example a senior manager who just wants visibility. See the article on sharing the live link for the full flow.
