Closing out the run of show
An event finishes and there's information worth capturing while it's fresh: how long things actually took versus how long they were scheduled, and what the crew member would want the planner to know for next time.
1pm collects both of those on a Close out this run of show screen that every crew member can reach from their live link at end of shift. This article covers what the screen is, how crew use it, what comes back to the planner, where the planner sees it, and when the screen behaves differently because the event isn't using per-item timing.
What the close-out is for
Two things, kept deliberately separate.
Actual durations. For each item the crew member was responsible for, they can fill in how long it really took. Not the scheduled start time, not the scheduled duration, just the actual minutes. "Set-up was scheduled for 30 minutes, actually took 50." This information flows back to the planner as the real duration. It doesn't change anything about the event you've already run — start times stay put, durations stay put. The actual duration is stored separately so the next time you plan a similar event you can see what the realistic numbers look like, rather than guessing from memory.
Feedback for the planner. A short multi-line free-text box. Anything the crew member wants the planner to know for next time: "we need more paper napkins in the red room", "the loading dock was blocked again from 4pm onwards", "the radios on channel 3 had bleed-through from the next venue, switch channels next year". Up to 2000 characters. Unstructured by design — the kind of note that doesn't fit on a form but is too important to lose.
Both are optional. A crew member can submit just actual durations, just feedback, both, or neither. Most submit at least the feedback; the duration data builds up over time as crew get into the habit.
How the crew reaches the close-out screen
From their live link (the /v/ URL), a crew member with at least one assigned item sees a Close out this run of show button below the timeline. The button only appears when they have items — a crew member who's been given the public link without any assignments doesn't see it.
The button is intentionally below the timeline rather than at the top. During the event the timeline is the focus; the close-out belongs to the end of the shift. A crew member who scrolls to the bottom of their run sheet finds it there waiting.
Tapping the button opens the close-out screen. They can step away from it and come back later from the same button.
The duration list
For each item the crew member is responsible for, the screen shows the item title, its scheduled time, its scheduled duration, and an input box for the actual duration in minutes.
If the event used the Start/Finish toggles during the run, the input is pre-filled with the tap-tracked duration (Finish time minus Start time). The crew member can leave it as-is, edit it if the taps weren't accurate, or clear it back to empty.
Rows that don't have a value yet (no override, no tap-tracked time) are highlighted in amber. The amber tint is the "needs a value if you've got one" signal. It's not a hard requirement — a crew member can leave amber rows blank and submit anyway — but it makes the rows that haven't been touched easy to scan for.
Whole minutes only. Decimal minutes aren't accepted (the input is a numeric keyboard on mobile). The minimum value is 0 ("the item didn't actually happen"), the maximum is 1440 (24 hours, which would be a very weird timeline item but is the technical cap).
A crew member can submit any time. Submitting doesn't lock the screen. If they want to come back and adjust a value later, they can: the previous submission is loaded into the form and they edit and re-submit.
The feedback box
Below the duration list (or, if there's no duration list, on its own) sits the feedback section.
A short heading ("Feedback for the planner") and a one-line helper text remind the crew member what this is for. A textarea sized for a few lines of typing.
2000 character maximum. The browser shows the count if you exceed it, and the server enforces it on submit as a safety net against pasted essays.
Multi-line free text. Paragraph breaks are preserved when the planner reads it back. No formatting, no markdown — just plain text the way the crew member typed it.
Each crew member has their own feedback row per event. A second crew member submitting feedback doesn't overwrite the first. Each goes to its own row under that person on the planner side.
Saving
A sticky Save all button sits at the bottom of the screen. Tapping it commits whatever's currently in the duration inputs and the feedback box. After a successful save, a small alert appears under the feedback box: "Submitted thanks. You can close this now or go back to the run of show." A link inside the alert returns the crew member to their live link if they want to look at the timeline again.
Re-saving is fine. If a crew member comes back and edits something, hitting Save all again updates the stored values.
If the crew member leaves the page mid-edit without saving, their changes are lost. There's no auto-save on this screen. The intent is that a close-out is one deliberate action, not a slow ambient sync.
Where the planner sees it
Open the event in the planner. Open the Crew accordion (the section that lists each crew member with their notes, requests, and links). Each crew member now has a fourth sub-section: Feedback.
When a crew member has submitted feedback, the Feedback sub-accordion shows a small "set" badge so you can scan the Crew section after an event and find who left you something. Click into it to read the full text. Line breaks are preserved.
The actual durations land on the timeline items themselves. They don't change the visible start times or scheduled durations on the planner — your authored plan stays exactly as you authored it. But the actuals are now part of the item's history. Future enhancements will surface them more visibly (variance vs plan, average over time). For now they're stored and they show in the item's history audit trail.
Both the feedback and the actual durations are part of the account export. If you download an export of your workspace from Account > Export, you'll find them in the events JSON.
When per-item timing is off
Events can choose not to use the Start/Finish or Done toggles during the run (set in the event edit modal). When both toggles are off, the close-out screen doesn't show the duration list at all. There's no tap-tracked data, and asking for actual durations on items that crew weren't tracking adds noise rather than signal.
Instead, the close-out collapses to the feedback box only. The crew member still gets a way to leave a note for the planner, just without the duration column. The Save all button still works the same way; only the duration list is hidden.
This is the default for new events. Most planners run their first event without the timing toggles enabled, and the close-out adapts accordingly.
How crew should use it
Quick tips for the day-of.
Submit once at the end of the shift, not after every item. The screen is a wrap-up, not a live log. If you want to track timings live, use the Start and Finish (or Done) buttons on the run sheet itself during the event.
Be specific in the feedback box. "Loading dock blocked from 4pm" is more useful to the planner than "Loading was hard". Specifics give the planner something to fix; general vibes don't.
It's fine to leave duration values blank. If you didn't watch the clock and don't know what the real duration was, leave the row blank. A guess that's worse than nothing isn't useful data.
Come back if you remember something later. The screen accepts re-submissions. If at 2am you remember a thing you wanted to flag, open the live link, tap Close out, type the note, save.
How planners should use it
Open the event a day or two after the run. Open the Crew accordion. Read every crew member's feedback. Even crew you don't think had anything to flag are worth checking — the small notes ("the radios were fine but the spare batteries were missing from the kit") are usually the most actionable.
For the actual durations, the value isn't in any one event. It's in the pattern across events. A ceremony that was scheduled for 20 minutes but actually took 35 on this event might be a one-off; if three weddings in a row land at 30+ actual minutes, the schedule is wrong, not the events. Build templates from your tighter events, not your loosest ones, and the actuals stay realistic.
The actuals don't auto-update the next event you plan from the template. They're reference data, not a control loop. You decide what to do with the information.
Privacy and visibility
Feedback is between the crew member and the planner. Other crew members don't see another crew member's feedback. The crew member sees their own feedback when they come back to the close-out screen (it's pre-filled), but they don't see anyone else's.
Actual durations are similar: a crew member sees the items they're responsible for and the actuals they themselves have submitted, but not the actuals other crew have submitted for shared items.
If you'd rather not collect feedback at all, there's no toggle to hide the feedback box on the close-out screen — it's part of the standard surface. Crew can simply leave it blank. The expectation is that even planners who don't think they want feedback usually get value from it the first time a crew member surfaces something useful.
When the close-out button is missing
Two reasons.
The crew member doesn't have any items assigned on this event. The button only appears when they have at least one item, because there's nothing to close out otherwise.
The share link is the public read-only share link (the /r/ URL), not the per-crew share link (the /v/ URL). The public link is a one-way view of the run sheet for anyone with the URL. Close-out is a per-crew action, so it needs the per-crew link.
If a crew member is on a /v/ URL with items assigned and still not seeing the button, refresh the page — they may have opened the link before any assignments existed.
