The QR code shareable runsheet
There are two kinds of share link in 1pm and they're for different jobs. The per-crew share link is one-per-person, filtered to the items they're responsible for, with action buttons they can use to mark items off. The public shareable runsheet is the one covered in this article: a single link for the whole event, read-only, anyone with the URL or the QR code can view it.
This article covers what the public link does, what it shows, how to share it, and when to use it instead of (or alongside) per-crew links.
Two share links, two jobs
Quick recap of the difference, because the two get mixed up.
Per-crew share link. URL shape: /v/{token}. Generated separately for each crew member. The crew member opens it on their phone and sees the run sheet with their items highlighted, action buttons (Start, Done, Mark finished) on their own rows, attachments they're entitled to see, and any requests you've asked them to respond to. Tapping a button posts back to the server — the link is a live working tool, not just a viewer.
Public shareable QR code runsheet. URL shape: /r/{token}. One link per event. Anyone with the link can view it. It's read-only: no action buttons, no requests, no per-crew notes, no email/mobile contacts for the client. The run sheet shows every non-private timeline item with times, titles, locations, and details, plus the event briefing and any general notes.
The public QR code link is for the people on the periphery of the day. The crew links are for the people doing the work.
Who the QR Code link is for
A handful of typical cases:
Venue staff who aren't part of your crew but want a copy of the timetable for their own coordination (the porter, the security team, the housekeeping lead).
The couple themselves at a wedding, or the client at a corporate event, who want to follow along without becoming a crew member with action buttons.
Family members or VIPs who'd like to know what's happening when, without needing a personal link emailed to them.
Anyone you'd meet at the venue who asks "what's the schedule?" — you can show them the QR code on your phone and they scan it.
A backup viewer for yourself on a second device.
The QR code aspect is the practical kicker: print it on a card, stick it to a backstage wall, scan it on a phone in five seconds. No typing a long URL. No setting up an account.
Where to generate it
In the planner, open the event. Above the timeline (or inside the Crew accordion, depending on your account's layout) you'll see a Shareable QR code block. If the link is off, you'll see a "Create and Preview" button. If it's on, you'll see the URL, a copy button, a preview button, plus Rotate and Revoke controls.
Clicking Create and Preview does two things in one click: it generates the public token (creating the URL), and opens the runsheet in a new tab so you can see exactly what someone scanning the QR code will see. Useful when building the event — you can keep the preview tab open in the background and watch it update as you add timeline items.
If you'd rather not generate the link yet, you don't have to. The public link is optional. Per-crew links work independently of whether a public link exists.
What people see when they open the link
The public runsheet looks like a stripped-back version of the crew view. Specifically:
Event branding. If you've applied a branding theme to the event, the public runsheet uses your logo and accent colour the same way crew links do.
Event title, date, and status. Same header as the crew view.
Event briefing. PAX, Space, Client name, Organizer name — but no email or mobile shortcuts on the contact rows. Personal contact details for the principals shouldn't leak through a QR code shared with random venue staff.
Important notes. Whatever's in the event Notes field on the planner.
Files and Links. All non-private uploads and attachments tied to the event.
Timeline. Every non-private timeline item, sorted by time, with start time, end time, duration, title, location, and details. Items marked private (those tagged with the Private checkbox on the planner) don't appear at all — those stay only on the responsible crew member's link.
QR code. Each public runsheet displays its own QR code right on the page, encoding its URL. Anyone viewing the runsheet can show that QR to another person and have them scan it. The link spreads itself.
What's not on the public runsheet:
Action buttons. No Start, no Done, no Mark finished — it's read-only.
Crew Requests cards. The "Requests all crew" and per-crew "Requests" panels don't appear. Those need a specific crew member to respond, and the public link is anonymous.
The All / Mine toggle. There's no "Mine" for an anonymous viewer.
The "Your notes" personal brief. That's per-crew, not for everyone.
Sharing the link
Three patterns work in practice.
Send the URL. Copy the link from the planner and paste it into a message, email, or document. Whoever opens it gets the runsheet.
Show the QR code on your phone. Open the link yourself, scroll to the QR code section, hold your phone out to the person. They scan with their camera app and the link opens on their device.
Print the QR code. Some planners print the QR code on a small card and leave it backstage, at the bar, at the loading dock. Anyone passing can scan and get the schedule. Useful at venues where a printed schedule changes the moment it's printed but a live QR-linked schedule stays current.
Rotating the link
The Rotate button issues a fresh token and immediately invalidates the old one. Use it when you suspect the URL or the QR code has reached someone it shouldn't, or you want a clean break for a new audience.
Rotating is one-click and immediate. The old URL 404s the next time anyone tries to open it. The new URL is the same shape (/r/{new token}), so any QR code printed from the old URL is dead. You'll need to print fresh QR codes for the new link.
Anyone currently viewing the old URL when you rotate won't see anything change in their browser straight away — they're holding a cached version of the page. The next time their browser tries to refresh (which happens every minute or so via the polling refresh), it'll get the dead-token response and the page will reload to the "Link not active" screen.
Revoking the link
The Revoke button switches the link off entirely. The token is cleared from the event; the URL goes dead. Anyone holding the URL loses access immediately on their next request.
Revoking is permanent in the sense that the specific token never comes back. If you change your mind, you can click Create and Preview again — but the new link will have a different token, and any QR codes from before are dead.
How it differs from per-crew links
Some side-by-side details that come up in practice:
Authorization. Per-crew links are anonymous-by-token too, but they're scoped to one crew member. The public link is scoped to the whole event.
Filter. Per-crew links filter the timeline to that crew member's items (with the rest visible as context but unactionable). The public link shows every non-private item without any filter.
Actions. Per-crew links let the crew member tap Start, Done, Mark finished, and Undo. The public link has none of these.
Briefing contacts. Per-crew links show the client and organizer's email and mobile as tappable shortcuts (useful for senior crew calling them mid-event). The public link shows the names only.
Personal brief. Per-crew links include a "Your notes" panel just for that crew member. The public link doesn't.
Requests. Per-crew links surface the requests you've asked of that specific crew member. The public link doesn't.
Offline. Per-crew links cache the page and queue offline taps. The public link doesn't (anonymous read-only views don't need a queue).
When to skip the public link
You don't have to use it. A few situations where it adds nothing:
Tightly-controlled events. If you only want the people you've personally invited to see the run sheet, stick to per-crew links and don't generate a public link at all.
Confidential timing. If the timeline includes information you'd rather not have leaked (a surprise reveal time, a VIP arrival), generate the public link only after the event starts, or don't use one. Anything shared via QR can be photographed and re-shared.
Small events. Three suppliers and a couple of family members — just generate three per-crew links. The public link is overhead for a small group.
Limits
There's no built-in cap on viewers. The public link is intended to be shared widely; it's not metered.
The token is long enough that guessing it isn't practical. The URL is the only way in; there's no enumeration, no list of valid tokens anywhere a passer-by can probe.
The link works for as long as you leave it on. Revoke it after the event if you'd rather it not stay open forever; otherwise it stays live indefinitely.
If you delete the event, the public link goes with it. There's no orphaned link state.
