Event run sheet

Using the Run Sheet on Event Day

The run sheet is a live, time-ordered checklist that keeps your whole team aligned from setup through to cleanup. It's designed for use on the day of the event — staff can tick off their own tasks in real time, and the event owner can monitor progress at a glance.

Where to Find It

Open the event from your Calendar or event list, then scroll to the Run Sheet section within the event detail page. If the run sheet hasn't been published yet, you'll see a placeholder message letting you know.

How the Timeline Works

Steps are displayed in chronological order and grouped into three phases:

• Setup — tasks before service begins (bump-in)
• Trading — tasks during service
• Cleanup — tasks after service ends (bump-out)

Each step shows its scheduled time and a short description. A dot on the vertical timeline fills solid once the step is marked complete.

Marking Steps Complete (Staff View)

When a staff member views the run sheet, they can only tick off steps assigned to them — these are highlighted with a You badge and show a checkbox:

1. Tap or click the checkbox next to your step.
2. The step updates immediately (optimistic save) and the description appears with a strikethrough once confirmed.
3. If the save fails, the checkbox reverts automatically — simply try again.

Steps assigned to other team members are visible but read-only, so everyone can see overall progress without accidentally changing someone else's tasks.

What the Event Owner Sees

Owners and managers viewing the run sheet see the full timeline in read-only mode. You can see which steps are complete, which are pending, and how many tasks have been ticked off in total — useful for a quick progress check mid-event.

Assigned Staff

Each step can have one or more staff members assigned to it. Staff avatars appear alongside the step, so it's clear at a glance who is responsible for what.

> Tip: If a step shows "The run sheet hasn't been published yet," ask your event manager to finalise and publish the run sheet before the event starts.