By default every file you upload is visible to everyone on the show. Set the audience up front with Who can see these files in the upload dialog — it applies to every file in that batch — or change it later by opening a file and using Who can see this file

Everyone on the show: the default — cast, crew, staff, parents and volunteers
Restricted: only the roles you pick (for example Cast, or Parents & volunteers, or the whole staff) plus any individual people you name
Only me: a restricted file with an empty audience — nobody else on the show can open it, not even the show owner

One-tap suggestions (Leadership, Show staff, Cast, Parents & volunteers, plus audiences you've used recently) fill in the role list for you; you can edit it afterwards.

Uploading from the Files page without picking a show? The audience control is still there. Nobody but you can open a file that isn't on a show yet, so the choice looks inert — but it is what takes effect the moment you assign the file to a show, which is otherwise the point where an unrestricted file becomes visible to that whole production. The roles you pick there name the cast, crew and staff of the show you eventually assign it to — a role never spans every production at once.

A file with no show is a personal file. Paperwork that belongs to your company rather than to any one production is a different thing — a company document, whose audience is company roles (Owners, Admins, Members), any show teams you choose, and named people from the company roster, rather than production roles.

Naming specific people: open the file and use Specific people. On a show file the list is that show's company — a person on another production cannot be added. On a company document it's the whole company roster, which is how you give one colleague a document that belongs to no show
Who can change it: a show file's audience is set by its uploader or anyone with permission to manage visibility on that show. A company document's is set by the company's owners and admins — deliberately not by whoever uploaded it, since the document outlives any one production
Where: company documents can be re-audienced from the Files page or the Organization page; both offer the same controls

A restricted file is open to exactly its audience and its uploader. Show leadership and the show owner are not special: if the Director should see it, the Director role (or that person) must be in the audience — and leadership can only change the audience of files they can already open.

Restricted files are hidden everywhere — file lists, downloads, song tracks, search and show exports — not just on the Files tab. Two things are worth knowing before you rely on it: organization administrators can see that a restricted file exists, including its name and who uploaded it, though they cannot open it; and adding a file to a published slideshow never makes a restricted file public.

More in Files Tab

Files Tab: File Categories — Organize files into production categories:
Files Tab: Company Documents Group — When a show belongs to an organization, the company's document library appears at the top of the Files tab in its own Company Documents group — insurance certificates, the staff handbook, safety…
Files Tab: Bulk Import (Folder or Zip) — Have a whole folder of production materials — scripts, rehearsal audio, choreography videos, publicity templates? Click "Bulk Import" on the Files tab to bring it all into the current show, or use…
Files Tab: Uploading Files — Click "Upload Files" to add new files to your show.
Files Tab: Linking Files to Scenes — Files can be show-level (accessible from anywhere) or scene-specific.
Files Tab: Filtering & Search — Quickly find files using the filter controls:
Files Tab: Viewing PDFs — PDFs open right inside CueCall — no download needed. Click the eye icon on any PDF to open the viewer:
Files Tab: Playing Audio Files — Audio files in the Files tab include a built-in music player:
Files Tab: Vision Board Integration — The Files tab displays images and videos from multiple sources that also appear on the Vision Board:
Files Tab: File Versions — Keep track of multiple versions of important files like scripts, schedules, and designs.
Files Tab: File Notes & Tasks — Add production notes directly to any file — perfect for design feedback, edit requests, or revision notes that should live alongside the file itself.
Files Tab: Sharing Files — Every file has a unique link you can share with teammates so they land directly on the file.
Files Tab: Resource Links — Add links to external resources like Google Docs, Dropbox folders, websites, or any other online tools.

Related features

Production Files & Vision Boards — Production files with categories, scene links, versions, restricted audiences, in-app PDF and audio playback, and vision boards.

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