ShowCall Help

Getting Started

User Roles & Permissions

Shows & Rundowns

Creating a Show

1. Click "New Show" from your dashboard
2. Enter show details:
   • Show Name: Title of your event
   • Description: Brief overview of the show
   • Start Date: When the event begins
   • End Date: When the event concludes
   • Venue: Location details
   • Client Info: Client contact and details
3. Click "Create Show"

Show Organization

Shows are automatically organized by status:

• Pre-Show: Events scheduled for the future
• In Show: Events happening today
• Post-Show: Recently completed events
• Archived: Older completed events

Drag and Drop Organization

Organize your shows with intuitive drag and drop functionality:

• Reorder Shows: Drag and drop show cards within the same status level to reorder them
• Change Status: Drag shows between different status levels (Pre-Show, In Show, Post-Show, Archived)
• Custom Order: Your custom arrangement is saved automatically and persists between sessions
• Sort Options: Choose from multiple sorting options in the dashboard header:
  • Custom Order (your drag and drop arrangement)
  • A-Z (alphabetical by show name)
  • Z-A (reverse alphabetical)
  • Start Date (chronological)
  • Creation Date (newest first)

Creating Rundowns

Within each show, you can create multiple rundowns (rehearsals, different performance days, etc.):

1. Click on a show to open it
2. Click "New Rundown"
3. Enter rundown details and click "Create"

Archiving Shows

Keep your dashboard organized by archiving completed shows:

• Archive shows to move them to the Archived section
• Archived shows become read-only while preserving all content
• Both personal and team shows can be archived
• Access archived shows anytime from the Archived tab

Cue Management

Adding Cues

• Click "Add Cue" to add individual cues
• Click "Add Block" to create section headers
• New cues automatically start at the previous cue's end time

Editing Cues

• Click any cell to edit inline
• Press Enter to save simple fields
• Use Shift + Enter for new lines in multi-line fields
• Tab between fields for quick editing

Column Width Management

Optimize your rundown view with flexible column sizing:

• Click column headers to cycle through sizes: small → medium → large → XL
• Use the column settings panel for direct size controls (S, M, L, XL buttons)
• Create custom columns for additional data organization
• Delete columns (except protected core columns)
• Settings persist for your rundown view

Reordering Cues

Drag and drop cues to reorder them. Cue numbers will automatically update to maintain sequence.

Block Container System

Organize your rundown with blocks:

• Click "Add Block" to create section headers
• Each block appears as a container with header, content, and footer
• Click block headers to collapse/expand for better space management
• Customize block header colors with the settings icon
• Drag and drop cues between blocks
• Delete blocks with the trash icon (removes all contained cues)

Deleting Cues

1. Select cues you want to delete using the checkboxes
2. Press Delete or use the delete button
3. Use "Undo Delete" if you make a mistake

Excel-like Cell Navigation

ShowCall features a professional spreadsheet-style interface for fast, efficient editing.

Selection and Editing

• Single Click: Select a cell (blue outline)
• Double Click: Enter edit mode (green outline)
• Arrow Keys: Navigate between cells without entering edit mode
• Enter: Start editing selected cell
• Escape: Exit edit mode

Keyboard Navigation

• Arrow Keys: Move selection up/down/left/right
• Shift + Arrow Keys: Navigate while in edit mode (auto-saves current cell)
• Delete: Show confirmation to delete selected cue
• Alt + Up/Down: Add new cue above/below current cue
• Cmd/Ctrl + Alt + Down: Add subcue under current cue

Block Templates

Save blocks as reusable templates to quickly insert common sequences across rundowns.

Creating Templates

1. Set up a block with all cues, colors, and timing
2. Click the settings icon on the block header
3. Click "Save as Template"
4. Give your template a descriptive name

Using Templates

• Click "Insert from Template" buttons (appear below blocks or at bottom of rundown)
• Select template from the preview modal
• Template is inserted with all cues, colors, and timing preserved

Managing Templates

Access template management in Settings > Account > Templates:

• View All Templates: Grid layout showing all your saved templates
• Edit Templates: Full spreadsheet-style editor with all columns
• Rename Templates: Click to edit template names
• Delete Templates: Remove templates with confirmation
• Preview: See cue count, creation date, and timing status

Find & Replace

Search and replace text across all rundown columns with powerful filtering options.

Opening Find & Replace

• Press Cmd + F (Mac) or Ctrl + F (Windows/Linux)
• Works even when typing in input fields

Search Features

• Real-Time Search: Searches across all cue fields as you type
• Case Sensitive: Toggle to match exact capitalization
• Whole Word: Match complete words only
• Results Counter: Shows "X of Y" matches
• Context Display: See text around each match with cue number and column name

Navigation

• Next/Previous Buttons: Cycle through search results
• Enter: Advance to next result
• Shift + Enter: Go to previous result
• Auto-Scroll: Automatically scrolls to and highlights cues containing matches

Replace Functionality

• Replace: Replace current match only
• Replace All: Batch replace all matches at once
• Markdown Preservation: Keeps formatting intact
• Success Messages: Shows count of replaced items

Timing & Tracking

Time Formats

ShowCall supports multiple time input formats:

• HH:MM:SS - 01:30:45
• MM:SS - 90:45
• Natural language - 1m30s

Automatic Calculations

• Change start time or TRT → end time is calculated
• Change end time → TRT is calculated
• Total show duration shown in footer
• Lock specific cues to prevent timing changes

Live Cue Tracking

During your event:

1. Click the track button next to any cue number
2. Press Space to advance to the next cue (auto-scrolls to keep cue visible)
3. Press Esc to stop tracking
4. Tracked cues are highlighted for all team members

Crew Member Highlighting

Crew members can now highlight specific cues for personal tracking:

• Click the highlight button on any cue row
• Highlighted cues appear with a yellow background
• Only visible to the crew member who highlighted them
• Perfect for marking specific responsibilities or cues to watch
• Highlights persist across sessions

Fullscreen Displays

• Timer Display: Click the cue timer for fullscreen view
• Clock Display: Click current time in header with dynamic font sizing
• Both displays sync automatically with the main application
• Clock display optimized for any screen size with character-based calculations

Face Sheets Management

Face Sheets provide comprehensive speaker and stage layout management for professional events.

Creating Face Sheet Sessions

1. Navigate to a show and click the Face Sheets tab
2. Click "Create Face Sheet"
3. Enter session details (date, time, title)
4. The visual stage layout designer opens automatically

Stage Layout Designer

• Drag-and-Drop: Position speakers on stage visually
• Moderator Designation: Mark panel moderators
• Dynamic Seating: Automatically adjusts for speaker count
• Visual Preview: See exactly how the stage will look

Speaker Database

• Profile Management: Store speaker details, bios, and companies
• Headshot Storage: Upload and manage speaker photos
• Bulk Import: Import speakers from CSV/Excel files
• Intelligent Matching: Auto-detect speaker columns during import
• Company-First Display: Shows "Company | Title" format

Bulk Operations

• CSV/Excel Import: Import multiple sessions at once
• Bulk Headshot Upload: Match photos to speakers by name
• Multi-Page PDF Export: Generate professional handouts
• Selection Mode: Choose specific sessions to export

Access Control

• Producers & Show Callers: Full editing capabilities
• Crew Members: Read-only view and PDF export only

Digital Signage Display

Display previous, current, and next cues on external monitors for talent and crew visibility.

Opening Digital Signage

1. Open a rundown
2. Click the Options menu (three dots)
3. Select "Open Digital Signage"
4. Display opens in new window (1920x1080)

Display Features

• 3-Column Layout: Previous (blue), Current (green), Next (yellow)
• Live Countdown: Real-time timer for current cue
• Speaker Chips: Headshots and details for @mentioned speakers
• Customizable Columns: Toggle visibility of Cue #, times, TRT, speakers, audio, video, notes
• Auto-Sync: Updates in real-time with rundown changes and cue tracking
• Responsive Design: Scales cleanly to any screen size

Display Configuration

Customize which fields appear on the display:

• Cue Number
• Start Time, End Time, TRT
• Speakers (with headshots)
• Audio, Video, Notes
• Live Countdown Timer (toggleable)

Team Collaboration

Creating Teams

Producer role required

1. Access Team Management from your dashboard
2. Click "Create Team"
3. Add team members by email
4. Assign appropriate roles

Adding Team Members

1. Search for users by email (real-time suggestions after 3+ characters)
2. Select their role:
   • Producer: Full team management
   • Show Caller: Show and rundown management
   • Crew Member: Read-only access
3. Send invitation or add existing users

Show Ownership Transfer

Shows can be moved between personal and team ownership:

• Personal → Team: Any team member can move their shows to the team
• Team → Personal: Producers and show callers can move team shows to personal accounts

Team Shows Access

Show Callers can now access team shows via a dedicated tab:

• Team Shows appears as the second tab in your dashboard
• View and manage all team shows you have access to
• Collaborate with team members on shared productions

Shared Shows Tab

All users now have access to a dedicated Shared Shows tab for better organization:

• Centralized Access: View all shows shared with you in one place
• Role-Based Permissions:
  • Producers and Show Callers can edit shared shows
  • Crew Members have read-only access
• Visual Indicators: Orange badges clearly mark shared shows
• Organization Controls: Same drag-and-drop and sorting options as your personal shows
• Transfer Options: Eligible users can transfer shows between personal and team ownership

Sharing Rundowns

Creating Share Links

1. Open a rundown
2. Click "Share Rundown"
3. Set expiration date
4. Choose access level:
   • Producer: Full access
   • Show Caller: Edit access
   • Crew Member: Read-only
5. Copy and share the generated link

Public View Features

• Read-only rundown display
• Real-time cue tracking visibility
• Column visibility controls
• Auto-following of tracked cues
• Dark/light theme support

Managing Access

View and revoke access from the "Access Control" tab in sharing modal:

• See all users with access
• Revoke access by role
• Update expiration dates

Real-time Collaboration

Work together with your team in real-time with advanced collaboration features.

Live Collaboration Indicators

• See when multiple users are editing the same rundown
• Visual indicators show who's editing which cells
• Real-time updates as changes are made
• Automatic conflict resolution

User Tagging System

Notify team members directly within rundowns:

1. Type @@username in any cell (note: double @ for users)
2. Select the team member from the dropdown
3. They receive an in-app notification
4. Email notification sent with direct link to the tagged content
5. Notifications include show name, rundown, cue number, and context

Speaker Mentions

Reference speakers from your database:

1. Type @SpeakerName in any cell (note: single @ for speakers)
2. Select from autocomplete suggestions
3. Inline speaker card appears with headshot and company
4. Hover to see larger headshot preview

Notification Management

• View all notifications in the header dropdown
• Click to jump directly to tagged content
• Clear notifications when acknowledged
• Email notifications for offline team members

Import & Export

ShowCall provides comprehensive import/export functionality for rundowns and data sharing.

Exporting Rundowns

Export your rundowns in multiple formats:

1. Open a rundown or go to Show Overview
2. Click the actions menu (three dots)
3. Select "Export"
4. Choose format:
   • Excel (.xlsx): Formatted spreadsheet with metadata
   • PDF: Professional print-ready document

Excel Export Features

• All cue data with proper formatting
• Metadata sheet with show/rundown information
• Custom column preservation
• Text formatting to prevent ID corruption
• Actual show and rundown names in filenames

Importing Rundowns

1. Go to Show Overview
2. Click the actions menu on a rundown
3. Select "Import"
4. Drag and drop or select your file
5. Preview the import data
6. Choose to replace all or merge data

Import Features

• Format Support: Excel (.xlsx) and JSON files
• Preview Mode: See cue and block counts before importing
• Validation: Detailed error messages for invalid data
• Data Integrity: Automatic ID generation to avoid conflicts
• Quick Access: Import via URL parameters

PDF Export

Creating PDF Exports

1. Open a rundown
2. Click "Export PDF"
3. Select columns to include
4. Preview and download

Column Selection

Choose from pre-grouped column sets:

• Essential: Cue, description, start/end times
• People: Talent, crew assignments
• Technical: Audio, video, lighting cues

Version History

ShowCall automatically saves versions of your rundowns as you work, similar to Google Sheets.

Automatic Version Creation

• Versions are saved every 30 seconds during active editing
• Each version captures the complete state of your rundown
• Versions are stored securely in the cloud
• No action required - it works automatically

Accessing Version History

1. Open any rundown
2. Click the Version History panel on the right side
3. Browse through all saved versions with timestamps
4. Click any version to preview it
5. Click "Restore" to revert to that version

Named Versions

• Save important milestones with custom names
• Add descriptions to remember what changed
• Easily find specific versions later

Version Comparison

• Visual diff showing what changed between versions
• Color-coded additions and deletions
• See exactly who made each change

Profile & Account Settings

Profile Image Upload

Personalize your account with a custom profile picture:

1. Click your profile dropdown in the header
2. Select "Account Settings"
3. In the Profile tab, click the profile image area
4. Choose an image file or drag and drop
5. Preview your image before saving
6. Click "Save Changes"

Profile Image Requirements

• Supported formats: JPG, PNG, GIF
• Maximum file size: 5MB
• Images are automatically resized and optimized
• Square images work best

Account Management

• Email: Update your email address
• Password: Change your password anytime
• Display Name: Set how your name appears to others
• Theme: Choose your preferred color theme

Offline Mode

How It Works

ShowCall is designed offline-first, meaning you can work without internet connectivity:

• All changes saved to localStorage automatically
• Connection status indicator shows current state
• When connection returns, local changes sync to Firebase
• Local changes always take priority to prevent data loss

Best Practices

• Check connection status before important changes
• Use "Sync to Database" when connection is restored
• Export important rundowns as backup
• Keep browser tabs open to maintain local data

Theme Customization

Available Themes

Choose from multiple themes to suit your production environment:

• Light: Default bright theme for well-lit environments
• Dark: Standard dark theme for reduced eye strain
• Deep Dark: Optimized for low-light environments
• Night Blue: Blue-based color scheme for extended use
• High Contrast: Enhanced contrast for improved accessibility

Cross-Device Theme Sync

Your theme preference automatically saves to your profile:

• Theme selection syncs across all devices
• Preferences persist between sessions
• Access theme selector from dashboard header dropdown
• Instant theme switching without page reload

Keyboard Shortcuts

ShowCall includes comprehensive keyboard shortcuts for efficient workflow. Press Shift + H in the app to view all shortcuts.

General

View

Editing

Tracking

Getting Help

Bug Reports

Found an issue? Use the built-in bug reporting:

1. Click your profile dropdown
2. Select "Report a Bug"
3. Describe the issue with steps to reproduce
4. Submit - we'll receive it automatically with system info

Contact Support

For additional help:

• Email: support@showcall.io
• Include your account email and detailed description
• Screenshots help us understand issues faster