Availability (who's coming to rehearsal)

The Availability view on the Schedule tab lets cast and crew say ahead of time whether they can make each call, so the people running rehearsals can plan what to work on before the night instead of finding out who is missing at the top of the call. Switch to it with Availability at the top of the Schedule tab.

  • Answering for yourself: under Can you make it? you see every call in the next two months you're part of — named on the event, in one of its scenes, or on its track, or every call that names nobody. Press I'll be there Can't make it or Not sure yet, and add a note if it helps ("arriving 30 minutes late", "leaving at 8:30"). You can change your answer any time until the call starts. Other people's answers are not shown to you, and your note is read only by the people who build the schedule — it is never copied onto the rehearsal report
  • Answer wherever you see the call: the same Going / Can't / Maybe buttons sit under each call you're part of on the Schedule tab's Events list, on the Calendar page (in the list and in an event's details), and in Upcoming Schedule on your dashboard
  • If a call moves, answer again: an answer belongs to the time it was given for. When a call is rescheduled — by hand or by the Rehearsal Plan — earlier answers stop counting and you're asked to answer again for the new time
  • Parents answer for their children: a guardian whose account is linked to a child (My family in Settings) sees the child's calls too, with the child's name beside each set of buttons
  • Profile conflicts count too: dates listed on a person's profile under Conflicts (People tab → their name → Conflicts, including the ones they gave on an audition form) are read against each call. If a conflict overlaps a call and the person hasn't answered, they're counted as unable to come. Their own answer always wins over the conflict
  • Expected attendance: people who can edit the schedule (Director-level roles and Stage Managers) see every upcoming call with how many are expected and how many can't come, aren't sure, have a conflict or haven't answered. Open a call to see each person's answer and note, and use Record… to enter an answer someone gave you in person or by text. The same counts appear under each call on the Events list and the Calendar page, with a Who's coming link to the details
  • In the Rehearsal Plan: each scene a planned call works lists anyone in that scene expected to be absent — from a profile conflict at that time, or, once the plan is on the calendar, from a "can't make it" answer — so you can move it to a night its people can make. The plan never moves work on its own because of this
  • Into the rehearsal report: a rehearsal report started from that call (the clipboard button, or the nightly automation) lists anyone who said they can't come — or had a conflict — as Excused, and notes anyone who wasn't sure. It says only that they told you in advance, never their reason: the report is read by everyone who can see reports and may be emailed to the production team. It is only a starting point: mark what actually happened on the night
  • Nothing is emailed: answers are collected in the app; nobody is sent a reminder to answer. Mention the Availability view in an announcement when you want answers for a stretch of calls

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