Face Sheets

What are face sheets

A face sheet represents one session in your show — a panel, a keynote, a breakout — and lists every speaker in that session with their headshot, name, title, company, and on-stage position. Printed or displayed on a tablet, they give your backstage crew instant visual recognition of every person walking onto the stage.

In ShowCall, face sheets live inside a show alongside your rundowns. You build a library of speakers once, then generate face sheets directly from your cue data — no copy-pasting names into a separate tool.

Adding speakers

Your speaker library lives on the Speakers tab inside your show. Every speaker you add here is available across all face sheets for that show.

To add a speaker, click + Add Speaker and fill in their details:

• Name — Required. This is what ShowCall matches against names in your rundown cues.
• Pronunciation — An optional phonetic guide for your emcee or caller — e.g., "JEF-ree SHER-man"
• Title — Job title or role
• Company — Organization or affiliation
• Bio — Speaker biography, shown in exported face sheets
• Headshot — Upload a JPG or PNG (up to 5 MB)

Import speakers

If your speaker list already lives in a spreadsheet, use Import Speakers to bring them all in at once. Click Import Speakers in the toolbar, then upload a CSV or Excel file.

ShowCall displays your spreadsheet columns and lets you map each one to the correct field — Name, Title, Company, Bio, and more. It also checks for duplicates against your existing speaker library before importing.

After mapping, ShowCall shows a preview of the speakers it's about to create so you can confirm before committing.

Headshots

The Headshots tab is a dedicated bulk upload tool. Instead of adding photos one speaker at a time, you can select your entire folder of headshot images at once and let ShowCall match them to speakers automatically.

Click Upload Headshots and select as many image files as you like. ShowCall parses the filename of each image and matches it against your speaker library. For best results, name your files:

• FirstName-LastName.jpg
• FirstName_LastName.png
• FirstNameLastName.jpg

After selecting files, ShowCall shows you a Match Photos to Speakers review screen — how many were auto-matched, how many weren't, and a dropdown on each unmatched card so you can assign the right speaker manually before uploading.

• Supported formats: JPG, PNG (max 5 MB per image)
• Select multiple files in one go — no need to upload one at a time
• Headshots are stored at the show level and reused across all face sheets in that show

Import sessions

If your event schedule already exists in a spreadsheet, you can import face sheet sessions directly rather than generating them from a rundown or creating them one by one. Click Import Sessions from the Face Sheets tab.

Upload a CSV or Excel file and map the columns — session name, date, start time, end time, and speaker names. ShowCall matches speaker names against your library and populates the stage layout automatically.

Once the mapping looks right, click Import Face Sheets. ShowCall creates one face sheet per row and confirms how many were added.

Generate from rundown

The fastest way to create face sheets is to generate them directly from your rundown cues. ShowCall reads the speaker names from your cue data, matches them to your speaker library, and creates one face sheet per selected cue — all in one step.

There are two ways to start the generator:

• From inside any rundown: Options → Generate Face Sheets
• From the Face Sheets tab: click Generate from Rundown

Step 1 — Select a rundown

If you launched the generator from the Face Sheets tab, the first step is to choose which rundown to pull cues from. If you launched it from inside a rundown, this step is skipped — that rundown is already selected.

Step 2 — Select cues and speaker column

Choose which cues to generate face sheets for, and tell ShowCall which column in your rundown contains the speaker names. ShowCall supports any column — the built-in Speakers field or any custom text column you've set up.

Each checked cue becomes one face sheet. Uncheck cues you don't need (breaks, AV transitions, etc.).

Stage layout editor

Once face sheets are generated (or created manually), they appear in the Face Sheets tab. Clicking a face sheet opens the stage layout editor — where you arrange speakers in the order they'll appear on stage.

In the layout editor you can:

• Drag speakers into their on-stage positions — left to right mirrors the audience's view
• Edit session details inline — click the session name, date, or time to edit in place
• Add or remove speakers from the session without regenerating
• Assign a speaker from your library to any unmatched slot

Create a face sheet manually

You don't need a rundown to create face sheets. Click + New Face Sheet from the Face Sheets tab to create one from scratch — useful for rehearsal documents, green room sheets, or events where you're not using the rundown feature.

Fill in:

• Session name — e.g., "Opening Keynote" or "Panel: Future of Events"
• Speaker count — how many positions to create in the stage layout (1–20)
• Date, start time, end time — optional, shown on the printed face sheet

Export & share

Export as PDF

Click Export PDF from the Face Sheets tab toolbar to generate a print-ready document. You can choose what to include:

• Current face sheet — just the one you have open
• All face sheets — the entire show, one sheet per page
• By date — all face sheets for a specific event day
• Selected — a custom selection you check off in the list

Each page includes the session name, date, time, and speaker cards with headshots, names, titles, and on-stage positions.

Share a live link

Click Share to generate a public link for a face sheet. Anyone with the link can view it in a browser — no ShowCall account required. The view updates in real time if you make changes, so you can push last-minute speaker swaps to your crew without re-sending a PDF.