A callsheet is the run of show of your event: every action point from the build-up to the breakdown, with when it happens, where, and who is involved. Where your checklist covers the weeks of preparation, the callsheet covers the days themselves, hour by hour, so everyone in your crew knows where they are expected. Callsheets is part of the event software of eventplanner.net, and every event gets its own callsheet.

Want to see what Callsheets can do for you before you start? Have a look at the overview page first.

Where to find it: log in, choose event software in the main menu and open Callsheet in the menu of your event, under Plan.

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1. Start with an event

A callsheet always belongs to an event, so the first time you open Callsheets you are asked to create one. Click Add your first event, fill in a name, a date and the type of event, and save. Read how to set up an event for the details.

Your new event comes with a callsheet that holds one section, Default, with an Example entry at 10:00 on the day of your event. It shows you what an entry looks like. Change it into your first real entry, or delete it (see section 5).

Tip: did you tick Start with a blank template and don't pre-fill my event with a checklist. when you created the event? Then your callsheet starts empty, with Plan the run of show and the buttons Add entry and Add section.

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2. Add an entry

An entry is one line of your callsheet: something that happens at a set time, such as the arrival of the caterer, a sound check or the opening speech. Click Add entry at the top of the page. A window opens with these fields:

Click Add entry at the bottom of the window to save it. The entry appears in its section straight away, in the order of its start time.

Tip: press Ctrl+Enter (Cmd+Enter on a Mac) to save the window without reaching for the mouse.

Who can you add?

The Who list holds the contacts of your event: everyone you added in Team & access in the menu of your event. That includes people who have no access to the event software at all, such as the technician of your venue or the driver of your bus. Their name is on the callsheet and on the printout, so everyone knows who to look for.

Someone missing? When the list says No one found, the Add contact link takes you to Team & access, where you add the person first. What you typed in the window is not saved, so add your crew before you build the callsheet. Read more in how to use Contacts.

People who have access to Callsheets and an eventplanner.net account get a notification when you add them to an entry: "You have been assigned to call sheet line ...". Depending on their notification settings, they also get it by e-mail or as a push notification in the app.

Files

With .PRO, click Attach files at the bottom of the window to add files to an entry: PDF, Word, Excel, PowerPoint, JPG, PNG and plain text files. Every file is checked first, so it can take a moment before it opens. Everyone who can see the entry can open its files. The row shows how many files an entry has: click the paperclip to open one.

Without .PRO, the window shows Unlock the ability to attach files with .PRO instead. The membership is checked per person: whoever attaches the files needs .PRO, not the people who open them.

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3. Organise with sections

A section is a block of entries with a name of its own, such as Build-up, Event day and Breakdown, one section per day, or one per stage or room. Sections keep a long callsheet easy to read.

Click Add section at the top of the page, or under the last section. Fill in the Section name and click Add section.

Every section shows its name and, when all its entries are on the same day, that day. On the day itself, it says Today. Next to the number of entries are three buttons:

• The pencil, Rename section, changes its name. Click Save section to save it.
• The plus, Add entry to this section, opens the entry window with this section already ticked. You also find Add entry at the bottom of every section.
• The bin, Delete section, deletes it.

Good to know: the callsheet sorts itself. Sections follow the time of their first entry, and the entries in a section follow their start time. A section without entries comes last. You cannot drag sections or entries into another order: change the date or time instead.

Watch out: you can only delete a section that is empty. Move its entries to another section, or delete them, and try again. A callsheet holds up to 400 sections.

An entry can belong to more than one section: tick them all in the Section field. It then shows in each of them.

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4. Your callsheet

Every section is a table with the time, What, Where, Who and Notes of each entry. The people in Who show as their initials (or their profile photo): move your mouse over them to see their names. With more than four people on an entry, you see three of them and a number for the rest. Next to the title of the page, you see how many entries are done, for example "7 of 11 done".

• Done: tick the box at the start of a row when the entry is done. It is saved straight away, and the summary at the top follows.
• Now: on the day itself, a green line marked Now with the time runs between the entry that started last and the next one. It shows the time the page was opened: reload the page to move it along.
• Open an entry: click its What, or anywhere on its row, to open it in the window and change it.
• On a phone, every entry is stacked: the time, what, where and who above each other, the notes underneath.

Tip: the Overview of your event also shows your callsheet, in the Callsheet tile with the next entries. Read more in how to set up an event.

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5. Edit, duplicate and delete

Move your mouse over a row and click the three dots at its end. The menu holds:

• Edit entry: opens the window with all the fields. Change what you need and click Save entry.
• Duplicate entry: adds a copy of the entry, with the same times, sections, people and notes. The copy is not done and has no files. Handy for something that happens more than once: duplicate it and change the time. The people on the copy get a notification, as for a new entry.
• Mark as done or Mark as not done: the same as the box at the start of the row.
• Delete entry: deletes the entry after you confirm. Its files are deleted with it, and this cannot be undone.

You also find Delete entry at the bottom of the window when you open an entry.

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6. Work on it together

A callsheet is made to be shared: your stage manager, your host, your caterer and your technicians each need to know their part. Add the people you work with in Team & access, and under Set contact access choose what each of them may do with Callsheets:

Tick Only own items to show a contact only the entries they are in. With Read they see their own entries, with Manage they can also change them and add new entries, but only for themselves. This is useful for a supplier or a freelancer who only needs their own part of the day, or when not everyone should see the whole programme, such as a surprise act.

A contact gets an invitation by e-mail and logs in with their own eventplanner.net account.

Filter by contact

Want to see what one person has to do? Click Filter at the top of the callsheet, choose Who and tick one or more names. No one shows the entries without anyone in them. The filter shows as a chip above the callsheet: click is to switch it to is not, click the cross to remove it, or Clear to remove every filter.

The filter stays in the address of the page, so a reload or a link you share opens the callsheet with the same filter. Only people who see every entry have the filter: with Only own items, there is nothing to filter.

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7. Print it

Click the printer icon at the top of the page: move your mouse over it and it says Print. The print preview of your browser opens straight away, on A4. The printout holds:

• The name of your event, its date and place, and the number of entries.
• Under Contacts, the people on the callsheet with their company, phone number and e-mail address.
• A table per section, with everyone in Who by their full name, the notes in full and the names of the files.
• A square in front of every entry to tick off by hand, and a Notes block with lines to write on.
• At the bottom of every page, when it was printed and the page number.

Important: the printout follows your filter. Filtered on one person, it only holds their entries, and the top of the sheet says Filtered for with their name.

Tip: the venue does not always have a good internet connection. Print the callsheet the day before, and print it again after the last changes: the date at the bottom of every page shows which version someone holds.

Good to know: the printout lists the phone numbers and e-mail addresses of the people on the callsheet, and everyone who can see the callsheet can print it. Share the printouts only with your crew, and collect or destroy the spare copies after the event.

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8. On the day, in the app

The callsheet also works in the eventplanner.net app on iOS and Android: tap the tools tab and choose Callsheets. You and your crew see the same callsheet, with the same access, and tick entries as done from your phone. The people you add to an entry get their notification as a push notification.

The app needs an internet connection to show the callsheet. Keep a printed copy at hand for the places where the connection drops.

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Frequently asked questions

Can I use Callsheets for free? Yes. Callsheets is part of the free event software. In the free version, an event holds up to 75 callsheet entries. With .PRO, it holds up to 400, and you can attach files to entries. The limit follows the membership of the person who adds the entries.

What happens when I reach the maximum number of entries? In the free version, Add entry then opens a window that invites you to upgrade to .PRO. Delete entries you no longer need to make room, or upgrade.

Do the people in Who need an eventplanner.net account? Only to see the callsheet themselves. Anyone on the contact list of your event can be in Who, with or without an account or access. A person without access does not get a notification: give them a printout, or send them a briefing (see below).

Why can't I tick entries as done, or add entries? You have Read access to this callsheet. Ask the owner of the event to give you Manage access in Team & access.

Why don't I see every entry of the event? Your access is limited to Only own items, so you only see the entries you are in. The owner of the event can change this in Team & access.

Why can't I delete a section? It still holds entries. Move them to another section or delete them first.

Can I put the sections in another order? Not by hand. The callsheet sorts the sections by the time of their first entry, and the entries by their start time. A section without entries comes last.

Does the Now line move by itself? No. It shows the time you opened the page. Reload the page to move it along.

Is the callsheet copied when I copy an event? Yes. When you create a new event from an earlier one, its sections and entries are copied. The dates move along with the date of the new event, every entry starts again as not done, and the files are not copied. Entries of a contact you do not copy are assigned to you.

Can my suppliers see their part of the callsheet without an account? Yes, through Briefings: every recipient of a briefing sees the callsheet entries they are in, also through a personal link. Read more in how to use Briefings.