Sharing live runsheet link
The whole point of 1pm is that your crew see the run sheet on event day, on their phone, and updated in real time. This article walks through how to share the live link with each crew member, what your options are, and what happens after you have shared.
Where sharing lives
Open the planner for any event. Above the timeline you will see a Share accordion. Click it to expand.
The panel lists every crew member who has at least one item assigned to them on this event, plus anyone you have manually added for run sheet access. For each crew member you will see their name, a count of how many items they are assigned to, and either a Generate link button (if they do not have an active link yet) or the link controls (if they do).
Generating a link
Click Generate link next to a crew member. 1pm creates a unique, tokenized URL just for that crew member and updates the row to show the link controls.
The URL follows this shape:
your-1pm-host/v/[unique token]
The token is long enough to be unguessable. Anyone with the link can open the run sheet. No login required, no password, no 1pm account.
Each crew member gets their own link with their own token. This is what makes it possible to show them a filtered view of just their items, and to revoke their access without affecting anyone else's.
Sharing the link
Once a link is generated, the panel gives you three ways to share it.
Email link. The fastest option. The crew member's email is pre-filled from their crew record if you saved one. You can change it before sending. Click Email link and 1pm sends a short email with the link. After a send, the button is disabled for five minutes to prevent accidental spam, and you will see a timestamp showing when the last send went out.
Copy link. Click the copy icon to put the URL on your clipboard. Paste it anywhere: a text message, WhatsApp, Slack, your own email client. Use this when you want to share via a channel other than email.
Open in new tab. Click the external-link icon to open the run sheet exactly as that crew member would see it. This is the fastest way to sanity-check what they will see before sending the link.
When the email button is disabled
There are two situations where the Email link button is greyed out:
Your email is not verified yet. To prevent abuse, 1pm only sends invitations from accounts with a verified email. The Share panel shows a banner with a Verify now link when this is why. Verifying takes thirty seconds. You can still generate links, copy them, and share them manually while unverified.
You just sent a link to the same crew member. After a send, the same recipient has a five-minute cooldown before another send. The button shows the minutes remaining.
Adding crew who are not assigned to items
Sometimes you want senior management, a venue contact, or a backup coordinator to have access to the run sheet even though they do not have items assigned to them.
At the bottom of the Share panel is a field labeled "Add another crew member". Start typing a name and your existing crew list filters as you type. Pick one and 1pm generates them a link automatically. They appear in the list above with zero items assigned and a normal share-link row.
If the person you want is not in your crew list yet, add them in the Crew section first, then come back.
Revoking access
Each crew row has a Revoke button. Click it, confirm the prompt, and the link is invalidated immediately. The crew member loses access right away.
Revoke is useful when:
A vendor is no longer working the event.
A link has been shared too widely and you want to issue a fresh one.
You are tidying up after the event.
Revoking is final. If you generate a new link for the same crew member later, it gets a new token. The old URL stops working and cannot be brought back.
What crew see when they open the link
Crew see a clean, mobile-first run sheet with only the items relevant to them. By default they see all non-private items on the event, with their own items highlighted. They can toggle to a "show only mine" view to see just the items where they are listed as Responsible.
Times update in real time. Notes update in real time. New items added by the planner appear without a refresh.
The page is designed to keep working when venue Wi-Fi is patchy. Once a crew member has loaded their link, the timeline stays available even if their connection drops out.
Tips for sharing well
Generate the link once, then share it as many times as you like. The same link is good for the life of the event. You do not need to regenerate to re-share.
Send links a couple of days out. Crew can review their assignments and ask questions before event day rather than figuring things out on-site.
Test what crew see. Click Open in new tab on a crew member's row to see exactly what they see. It is the fastest way to sanity-check who is assigned to what.
If a crew member loses their link, resend the email or copy the URL again. You do not need to generate a new one.
