Inviting Collaborators
Collaborators are users who can log in and access your show. This is different from People (cast/crew) who may not have login access.
Sending Invitations
- To invite: In the Overview tab, find the Collaborators section and click "Invite". Enter their email address.
- Invite several at once: On the "From Show" tab of the invite dialog, pick everyone already on your Cast & Crew list who has an email on file and send all their invitations together. Each person joins with their current role. Anyone without an email on file can't be selected—add one to their profile, or use the "New Person" tab. If a few can't be invited (for example a cast member under 13 with no guardian email), the rest still go and you'll see who was skipped and why.
- Pending Invitations: Invitees will see a banner on their dashboard to accept the invitation.
- Returning Collaborators: If you invite someone who has already joined one of your shows before, they get access to the new production immediately—no need for them to accept another invitation.
- Anyone with a CueCall account: The same applies to someone who already uses CueCall elsewhere—on another company's productions, or on their own. Inviting their email adds them to your show straight away; you don't need them on your organization or your Cast & Crew list first.
- Permissions: Collaborators can view and edit show data based on their assigned role. See the Role Permissions section below for details.
- Change Role: Show owners can change a collaborator's role from the action menu (⋮) next to their name in the Team Members list.
Managing Invitations
- Resend Invitation: If an invitee hasn't received or lost their invitation, click the menu (⋯) next to their pending invitation and select "Resend" to send another email.
- Inviting someone twice: Inviting a person who already has a pending invitation to the same show updates that invitation's role instead of creating a second one. It emails them another copy only if an hour has passed since the last one; sooner than that, nothing is sent and the message says when the next copy can go. Resend on the pending invitation follows the same one-hour wait.
- Daily email limit: Invitations, audition confirmations and casting notices you send count toward a limit of 500 emails per day, which resets at midnight UTC. A bulk invite or casting notice that would go past it is refused with the number you have left, so nothing goes out half-sent; confirmations from a roster import send what fits and report the rest as skipped.
- Cancel Invitation: Remove a pending invitation by clicking the menu (⋯) and selecting "Cancel Invitation" - this revokes their access before they accept.
Accepting or Declining Invitations
- Preview: When you receive an invitation, you can preview the show name and who invited you before deciding to accept or decline.
- Accept: Click "Accept" on the invitation banner on your Dashboard to join the show and gain access based on your assigned role.
- Decline: Click "Decline" if you don't want to join the show. The person who invited you will be notified that you declined.
More in Managing Shows
- Managing Shows: Creating a Show — Creating a show is a simple two-step process:
- Managing Shows: Finding & Sorting Shows — Use the search box at the top of the Shows page to filter by title, and the "Sort by" dropdown to change the order of the cards.
- Managing Shows: Archiving & Deleting Shows — Keep your Shows page organized by archiving completed productions.
- Managing Shows: Turning Features On & Off for a Show — Not every production tracks a budget, runs auditions or approves hours. Production leads can switch the features a show doesn't use off, so nobody on the company has to wonder what an empty menu item…
- Managing Shows: Customizing the Show Menu — Inside a show, click Customize menu at the bottom of the sidebar menu to tailor the menu to the way you work.
- Managing Shows: Duplicating & Exporting Shows — Create copies of shows or export them to share with others. Useful for running the same show with multiple classes or sharing show templates.
- Managing Shows: AI-Powered Scene & Character Generation — After creating a show, CueCall can use AI to suggest scenes, characters, and inventory either from a recognized show title or from production documents you upload.
- Managing Shows: Pricing & Access — Your first two shows are free for one year each with full editing access and unlimited users. Additional shows cost $14.99/year each, or subscribe to the Unlimited plan for $49/year to cover every…
- Managing Shows: Show Overview Tab — The Overview tab is your show's home page with key information at a glance.
- Managing Shows: Show Announcements — Announcements let you communicate important updates to everyone in your production. They appear prominently on the Dashboard and Show Overview page.
- Managing Shows: Role Permissions — Each role has specific permissions controlling what they can see and do within a show. The table below is the complete access matrix — these rules are enforced by the server, not just hidden in the…
- Managing Shows: Rehearsal Plan (AI auto-scheduling) — Open the show's Schedule tab and switch to Rehearsal Plan at the top. Tell CueCall which days you rehearse, when tech week starts and when you open. It works backward from opening night and proposes…
- Managing Shows: Schedule Tab — The Schedule tab (formerly "Calendar") shows events specific to this show. Everyone on the show can view it; adding or editing events requires show edit rights (Director-level roles and Stage…
- Managing Shows: Show Tasks Tab — Track production to-dos for each show from the Tasks tab in the show navigation.
- Managing Shows: Program & Listings (Digital Program, Print PDF & Public Page) — The Program & Listings tab in the show navigation (visible to roles with show edit access) groups the show's two audience-facing surfaces as sub-tabs: Program — build a professional playbill-style…
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Your first two shows are free for a full year each, with every feature and unlimited users. Pricing is per show, not per user.