Filtering the run of show
A run of show with thirty timeline items and twelve crew members on it is busy. When you want to think about one crew member's day, or when you want to check whether the catering team has all the hand-offs they need, scrolling past everything else is friction.
The Responsible filter on the planner timeline cuts the view down to one crew member (or to the unassigned items) at a time. This article covers how to use it, the few rules that go with it, and the surprisingly useful sticky-context behaviour that makes it the right tool for building a crew member's day in one focused pass.
Where to find it
Open any event in the planner. Above the timeline, on the action bar that hosts the Insert template and Paste in buttons, you'll see a dropdown labelled Responsible. By default it reads All, meaning every row in the timeline is shown.
The dropdown only appears when at least one item on the event has a crew member assigned. On a brand-new event with no assignments yet, there's nothing to filter on, so the dropdown is hidden until you assign your first row.
Picking a crew member
Click the Responsible dropdown and you'll see the crew members assigned to at least one item on this event. The list is scoped to this event, not your whole crew library, so a planner running ten events at once doesn't have to wade through ninety unrelated people every time they want to filter.
Pick a crew member's name and the timeline filters to show only the rows they're responsible for. Everything else fades out of the way. The item count badge at the top of the timeline updates to read "five of thirty items" so you can see at a glance how much of the day belongs to this person.
There's also an Unassigned option at the bottom of the dropdown, shown when at least one timeline item has no responsible crew member. Picking it shows only the items waiting on an assignment — useful when you're working through "who's doing what" and want to see what's still up for grabs.
To clear the filter, pick All from the dropdown again. The full timeline returns.
Sticky context: new rows inherit the filter
This is the small detail that turns the Responsible filter from a viewer into a builder.
When you have a filter active and click Insert below or use Tab to create a new timeline row, the new row inherits the filter's crew member automatically. You don't have to assign it manually. The filter remembers your context.
This means you can build out one crew member's day in a single focused pass: filter to that person, click Insert to add their next item, type the title and time, Tab to add the next, repeat. Every new row already has them assigned. When you're done, clear the filter and you'll see those new rows take their place in the full timeline.
The same applies to the Insert at top action: the new row at the top of the day picks up the filter's crew member. And the new row's start time is computed against the first visible row in the filtered view, not the absolute first row of the day, so the times relate sensibly to the filtered view.
Switching filters preserves this: change the dropdown to a different crew member, and the next Insert picks up that new person.
Reordering is disabled while filtered
Drag-to-reorder is intentionally turned off when a filter is active. Reordering visible rows in a filtered view would also change the position of the hidden rows in unpredictable ways (because positions are absolute in the underlying timeline, not relative to the filtered view). Rather than risk corrupting your event, 1pm disables the drag handles while a filter is on and re-enables them the moment you clear it.
If you need to reorder, clear the filter, drag rows into the right order, and re-apply the filter. The same rule applies to keyboard-driven reordering: it pauses while the filter is on.
Inline edit, inserting new rows, deleting rows, and assigning the responsible crew member all still work normally while filtered. The only thing that pauses is reorder.
Common workflows
A walk-through of one crew member's day.
Filter to that crew member. Read down their items in order. Open each row's details and check the brief, the call time, the location. This is the right view for the morning of the event when you're running through the brief with each person individually.
Building one crew member's items in a batch.
Filter to that person, then use Insert / Tab repeatedly to add their items. Every row inherits them. Faster than typing assignments one by one in the full view.
Finding what's not yet assigned.
Pick the Unassigned option. The unfilled items surface and the count badge tells you how much work is still ahead. Click each row to assign someone.
Checking gaps in someone's day.
Filter to them. Look at the gaps between their items: are the gaps appropriate (downtime they need), or are they gaps where you intended to assign them and forgot? The filter makes the gaps visible the way the full view tends to hide them inside other rows.
When the dropdown isn't showing
A few reasons.
No one is assigned to anything yet on this event. The Responsible dropdown is only emitted when there's at least one crew assignment. Assign your first crew member to a row and the dropdown appears.
The page hasn't finished loading. The dropdown is part of the action bar above the timeline. Refresh and try again.
The action bar is collapsed at narrow screen widths. On mobile or a very narrow window, the layout reflows and the Responsible label might be hidden, but the dropdown itself is still there. Widen the window or scroll horizontally on the action bar.
Tips for larger events
For events with twenty or more assigned crew members, the dropdown becomes the fastest way to navigate the timeline. Keep one filter active while you work through that person's day, then switch to the next.
For events with a small number of crew members and a small number of items, the dropdown is less essential. You can still use it for the sticky-context behaviour, but most planners on small events just scroll.
The filter is not saved between page loads. Refreshing the planner clears it. This is deliberate: a filtered view is a working state, not a saved configuration. If you want to come back to the same filter, just pick the crew member again.
