---
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"
---

# Send your event lists to your team on a schedule | Ticket Fairy Guides

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 the production

# Send your event lists to your team on a schedule

Production managers send the same spreadsheets to the same people every Monday in the run-up to an event: the rota to the security lead, the rooming list to the travel team. A scheduled export sends the latest version for you, and keeps lists with people's names to the team members allowed to see them.

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.

For:  Keeping your team up to date with the latest lists

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. The event's **Management** page opens for those roles only.
- To send the rota, rooming list or pickups, you are an owner or admin, because they hold people's names.

1. ## Open the list you want to send

   Open the event, select **Management**, open the section with the list, then select **Send regularly**.

   - **Rota**: 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.
          ![Ticket Fairy 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 lasts 7 days, and each download is recorded against their name. The file is always made from the list as it is at that moment.

## Try these steps on your own event

Create a free account, build your event and follow the steps above in your own dashboard. It takes a few minutes and you do not need to book a sales call.

    Your email address    [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

No setup fees. No required monthly ticketing fee. No credit card required.

## Or have it done for you

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 \<EVENT NAME\> to me and Sam every Monday at 9am

## Let Fai do it for you

Fai works inside your Ticket Fairy dashboard. Create your account, open Fai and paste the prompt above.

   [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

No setup fees. No required monthly ticketing fee. No credit card required.

## 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 \<EVENT NAME\> 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 \<EVENT NAME\> now

## Questions you might have

Why does a schedule say Paused when I did not 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 carries a link, and the person signs in to download the file, so only your team can open it.

Why can I not see Send regularly on Rota, Accommodation or Travel?:  The rota, rooming list and pickups hold people's names and contact details, 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 required monthly ticketing 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)
- [Build the running order for your event day](https://www.ticketfairy.com/guides/plan-your-event-production)
- [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists)
- [Keep the jobs behind your event moving](https://www.ticketfairy.com/guides/keep-your-event-tasks-on-track)
- [Balance your event team's workload](https://www.ticketfairy.com/guides/balance-your-event-teams-workload)
- [Read your event's email in one inbox](https://www.ticketfairy.com/guides/read-your-event-email-in-one-inbox)
- [Take notes on your event calls with Fai](https://www.ticketfairy.com/guides/take-notes-on-your-event-calls-with-fai)
- [Choose what Fai does on your event](https://www.ticketfairy.com/guides/choose-what-fai-does-on-your-event)
- [Keep rider lists and notes for your event's artists](https://www.ticketfairy.com/guides/keep-rider-lists-and-notes-for-your-artists)
- [Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show)
- [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists)
- [Share day sheets with your event's on-site teams](https://www.ticketfairy.com/guides/share-day-sheets-with-your-on-site-teams)
- [Call your show live on show day](https://www.ticketfairy.com/guides/call-your-show-live-on-show-day)
- [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/guides/book-dressing-rooms-and-plan-build-and-break-days)
- [Hold dates for shows at your venue](https://www.ticketfairy.com/guides/hold-dates-for-shows-at-your-venue)
- [Make an offer to an artist's agent for your show](https://www.ticketfairy.com/guides/make-an-offer-to-an-artists-agent)
- [Settle a show with an artist after your event](https://www.ticketfairy.com/guides/settle-a-show-with-an-artist)
- [Send your event contracts and get them signed online](https://www.ticketfairy.com/guides/send-contracts-and-get-them-signed-online)
- [Raise purchase orders and track what your event owes](https://www.ticketfairy.com/guides/raise-purchase-orders-and-track-what-your-event-owes)
- [Take food, drink and market trader applications for your event](https://www.ticketfairy.com/guides/take-trader-applications-for-your-event)
- [Get your traders ready for show day](https://www.ticketfairy.com/guides/get-your-traders-ready-for-show-day)
- [Draw your event site map and share it](https://www.ticketfairy.com/guides/draw-your-event-site-map-and-share-it)
- [Issue accreditation passes for your event](https://www.ticketfairy.com/guides/issue-accreditation-passes-for-your-event)
- [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event)
- [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours)
- [Report and handle incidents at your event](https://www.ticketfairy.com/guides/report-and-handle-incidents-at-your-event)
- [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew)
- [Handle lost property at your event](https://www.ticketfairy.com/guides/handle-lost-property-at-your-event)
- [Keep a risk register for your event](https://www.ticketfairy.com/guides/keep-a-risk-register-for-your-event)
- [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/guides/message-the-people-working-on-your-event)
- [Publish your event line-up and set times](https://www.ticketfairy.com/guides/publish-your-line-up-and-set-times)
- [Add everyone who sends your event form to your volunteers, traders or crew](https://www.ticketfairy.com/guides/add-form-applicants-to-your-event-teams)
- [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

Everything in these guides is in your dashboard from the day you sign up.

- Set up your event in minutes
- Free events are free
- Fai, your co-pilot, is built in

 [Create a free account](https://manage.ticketfairy.com/welcome)

No setup fees. No required monthly ticketing 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 organisers who sell out, and every new guide as it is published.

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---

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) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)