--- title: "Send your event lists to your team on a schedule | Ticket Fairy Guides" description: "Email your rota, run of show, advancing status, rooming list or pickups to the right people on your event team every day or every week, as a file they download after signing in. Every file and every download is recorded, and you can make a file now whenever you need one." canonical: "https://www.ticketfairy.com/guides/send-your-event-lists-to-your-team-on-a-schedule" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Send your event lists to your team on a schedule Running your event day to day # Send your event lists to your team on a schedule In the run-up to your event you send the same spreadsheets to the same people every week: the rota to the security lead, the rooming list to the travel team. A scheduled export sends the latest version for you, and lists with people's names only go to team members allowed to see them. Takes: 5 minutes - [Open the list you want to send](#step-1) - [Choose when it goes](#step-2) - [Choose who gets it](#step-3) - [What arrives](#step-4) ## Before you start - You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page. - To send the rota, rooming list or pickups, you need to be an owner or admin, because they have people's names in them. 1. ## Open the list you want to send Open the event, select **Operations**, open the section with the list, then select **Send regularly**. - **Shifts**: Every shift and the people on it. - **Run of show**: The cues for each day. - **Advancing**: How far each performer's advance has got. - **Accommodation**: The rooming list, above each hotel's list. - **Travel**: The pickups and drop-offs, above the day's pickups. ![Dialog to send the rota regularly, with how often, the day and time, who gets the email, the schedule already set and the latest file](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--send-regularly.png) *Send the rota regularly.* 2. ## Choose when it goes Choose **Every week** or **Every day**, then the **Day** and **Time**. **Note:** Times are in the event's own time zone, which the dialog names. 3. ## Choose who gets it Under **Who gets the email**, choose up to 10 people from your event team, then select **Schedule**. **Note:** For a list with people's names, only owners and admins can be chosen. Tick **Include phone numbers and emails** only if they need them. ## What arrives At the time you chose, each person gets an email with a link to the dashboard. They sign in to download the file, which works for 7 days, and each download is recorded against their name. We always make the file from the list as it is at that moment. ## Or have it done for you Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Fai reads your scheduled exports, their latest files and who can receive each list, schedules a list every day or week, changes, pauses, turns back on or stops a schedule, and makes a file now. She shows you each change and waits for your yes first. ### In your dashboard, with Fai ``` Email the rota for to me and Sam every Monday at 9am ``` ## Pause or stop a schedule 1. ### Pause it Open **Send regularly**, then select **Pause** on the schedule. **Note:** Select **Turn back on** to start it again, or **Stop** to end it. Files already made can still be downloaded until they expire. Fai pauses, turns back on or stops a scheduled export when you ask, after you confirm. ### In your dashboard, with Fai ``` Stop sending the rota for every week ``` ## Make a file now 1. ### Make it Open **Send regularly**, select **Make the file now**, then select **Download** under **Latest files**. Fai makes a file of the list now when you ask, after you confirm, and you download it in the dashboard. ### In your dashboard, with Fai ``` Make a file of the run of show for now ``` ## Questions you might have **Why does a schedule say Paused when I didn't pause it?** Ticket Fairy pauses a schedule when nobody chosen can still see the list, or when the file could not be made, and emails the event's owners and admins once. Choose who gets it again, then select Turn back on. **Is the file attached to the email?** No. The email has a link, and the person signs in to download the file, so only your team can open it. **Why can't I see Send regularly on Rota, Accommodation or Travel?** The rota, rooming list and pickups have people's names and contact details in them, so only owners and admins see Send regularly there. ## Still have a question? Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) - [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in) - [Plan your run of show and who calls it](https://www.ticketfairy.com/guides/plan-your-run-of-show-and-who-calls-it) - [Share your event's rooming lists with hotels and pickups with drivers](https://www.ticketfairy.com/guides/share-rooming-lists-with-hotels-and-pickups-with-drivers) - [Run your event from its Today page](https://www.ticketfairy.com/guides/run-your-event-from-its-today-page) - [Find any performer, stage or day on your event](https://www.ticketfairy.com/guides/find-any-performer-stage-or-day-on-your-event) - [Keep the jobs behind your event moving](https://www.ticketfairy.com/guides/keep-your-event-tasks-on-track) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) ## Sell tickets with Ticket Fairy Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## See it on a call Book a demo and we will show you how Ticket Fairy handles your kind of event. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) ### Tips for selling more tickets Practical advice from working event organizers, and every new guide as it is published. We respect your privacy. Unsubscribe anytime. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) ยท [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)