Assigning crew to ROS items

Assigning a crew member to a run of show item is what makes the live run sheet 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.

Setting who is responsible

Every timeline item has a Responsible field in its own column. It is a single picker that sets one crew member as the owner of that item. Until you pick someone, it reads "Unassigned".

You set it directly on the row, the same way you edit any other field: click the field, start typing a name, and pick from the list of crew on your account. This works on a brand new row you have just inserted and on any existing row, because the whole run sheet is edited inline. There is no separate form or popup. 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 on your crew list yet, you do not have to leave the planner to add them first.

Every crew picker in 1pm has an "Add new contact" option at the bottom of its list, including the Responsible field on a timeline item and the Client and Organizer fields on the event. Click it and a modal opens with the same crew form you see on the Crew page. 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 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.

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. You set Responsible per item. There is a shortcut for batch entry, though: filter the timeline to a single crew member using the Responsible filter above the table, and every new row you insert is pre-assigned to that person. Keep adding rows and the same name carries through until you change the filter.

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 venue-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 is the person or company who hired you. Organizer 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 timeline item is item-level. It says who owns 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.