What crew see on the ROS
This article describes what a crew member sees when they open the live link you sent them. Understanding the crew view helps you assign and share with confidence.
Opening the link
A crew member clicks the link in your email or pastes the URL into their browser. The page loads in a few seconds and shows the run sheet. There is no login screen, no app to download, no account to create. The link itself is the access.
If the link has been revoked, the page shows a "Link not active" message asking the crew member to contact you for a new one. Their old link cannot be unrevoked; generate a new one and resend it.
Layout
The crew view is mobile-first. The page lays out cleanly on a phone in a venue corridor and scales up for a tablet or laptop.
From top to bottom on a typical view:
A branded logo, if you have applied a branding theme to this event. Otherwise, the 1pm logo.
The event header: event name, date, status, space, and PAX if you have filled them in.
A live countdown showing how long until the next item starts.
A connection indicator: a small dot labeled Online, Offline, or Syncing.
An All/Mine toggle, only visible if this crew member has at least one item assigned to them.
Any event-wide attachments you have added.
Notes, if you have written any in the planner's Notes accordion.
The timeline itself: a chronological list of items.
All view vs Mine view
If a crew member has at least one assignment on the event, they see an All/Mine toggle at the top of the timeline.
All view. Shows every non-private item on the event, plus this crew member's own private items. Items where they are listed as Responsible are highlighted so they stand out. The All view is the default, because most crew want the context, not just their own items.
Mine view. Shows only items where this crew member is Responsible (private or not). Useful when they want a focused checklist with no surrounding context.
A crew member with zero assignments (someone you added via "Add another crew member" for visibility only) does not see the toggle. They get the All view permanently.
Action buttons per item
The buttons a crew member sees on their items depend on the event's Run sheet buttons setting:
Use Start / Finish on. Crew see Start on items that have not begun, and Mark finished on items they have started. Tapping Start records the moment the item went live. Tapping Mark finished records the end. The planner sees the row colored differently to reflect started and completed states.
Use Done shortcut on. Crew see a one-tap Done button that marks the item complete without tracking start time.
Both on (default). Crew see all three. They pick the model that fits the item.
Both off. The run sheet is read-only. Crew see times and titles but no action buttons.
Times and time zone
All times shown to crew are in the event's local time zone. A crew member opening the link from a different city sees the times as they will happen at the venue, not translated into their own time zone.
The countdown ticks live. As the event approaches, item rows update every thirty seconds. When an item enters its window, its row stands out with a red countdown chip and progress indicator.
Working offline
Once a crew member has loaded the page, the run sheet keeps working if their connection drops. The timeline stays on screen, and any action they take (Start, Mark finished, Done) is queued locally. When the connection returns, the queue drains automatically and the connection indicator flips back to Online.
The first load needs an active connection. Tell crew to open the link once on stable Wi-Fi or mobile data before they leave for the venue, so the page is cached on their device.
What crew can't do
Crew members cannot:
Edit items.
Add items.
Reassign items.
See private items they are not the Responsible crew for.
See your Internal notes on any crew record.
See other crew members' contact details outside of what is on the briefing block.
The crew view is for viewing and ticking off, not for editing the run sheet.
