--- title: "Share day sheets with your event's on-site teams | Ticket Fairy Guides" description: "Set up the departments working your event and who leads each one, then print or share a day sheet for each team, performer or stage with only their part of the show day, on any phone and without a sign-in." canonical: "https://www.ticketfairy.com/guides/share-day-sheets-with-your-on-site-teams" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Share day sheets with your event's on-site teams Running order and show day # Share day sheets with your event's on-site teams Every show day needs a call sheet for each team. Day sheets give security, sound, hospitality and every other team their own page from the run of show, and a link each lead can open on their phone at the gate. Takes: 8 minutes [Watch the video: Share day sheets with your event's on-site teams](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/share-day-sheets-with-your-on-site-teams/1cf91ee79865ae1f2ada26652f6961df2647dd9a45235c69966843667bca32f6/44ecb22d024093ba/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-share-day-sheets-with-your-on-site-teams-44ecb22d0240.vtt) ***Watch how it's done** 2 min 54 s, with captions.* - [Open your departments](#step-1) - [Open a department](#step-2) - [Add the people in the department](#step-3) - [Choose who leads the department](#step-4) - [Open the day sheets](#step-5) - [Share a link to the day sheet](#step-6) - [Send every lead their day sheet](#step-7) - [Print a day sheet](#step-8) ## Before you start - You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page. - Your run of show has cues for the day. A day sheet shows each team the cues their department owns. 1. ## Open your departments [Play from here](#guide-video) Open the event, select **Operations**, select **Run of show** in the list of sections, then scroll to **Departments**. **Note:** Your event starts with the teams an event of its type usually has, such as Stage management, Sound and Security and safety. Rename, remove or add to them to match your crew. 2. ## Open a department [Play from here](#guide-video) Select the pencil beside a department to open it. **Note:** You can change its **Name**, **Color** and **What this department looks after**, and see its people under **People**. ![Department dialog with its name, color, description, people and a form to add a person and make them lead](https://www.ticketfairy.com/embeds/posters/marketing-event-show-day--department.png) *A department and its people.* 3. ## Add the people in the department [Play from here](#guide-video) Under **Who is it?**, choose **Crew**, **Volunteer**, **Collaborator** or **Someone else**, choose or enter the person, then select **Add person**. **Note:** Crew and volunteers come from those sections of the event. For someone else, enter their **Name** and **Email** so you can send them the day sheet. 4. ## Choose who leads the department [Play from here](#guide-video) Tick **Leads this department** as you add them, or select **Make lead** beside someone already in it. **Note:** We email the lead their department's day sheet, and their phone number shows on it. If a department has no lead with an email address, it is left out when you send day sheets. 5. ## Open the day sheets [Play from here](#guide-video) Select **Day sheets** in the list of sections, choose **Department**, **Performer** or **Stage**, then choose whose sheet and the **Day**. **Note:** A department's sheet lists its cues from the run of show, its people, pickups and arrivals, key contacts and its rota shifts. A performer's adds their set, hotel and advancing, and a stage's lists its performers and tech contacts. ![Day sheet for a festival's security team on Saturday, with its cues, arrivals, team and key contacts, and the links shared so far](https://www.ticketfairy.com/embeds/posters/marketing-event-show-day--day-sheets.png) *The security team's day sheet.* 6. ## Share a link to the day sheet [Play from here](#guide-video) Select **Share link**, choose how long **Link works for**, then select **Make link** and copy the link. **Note:** Anyone with the link can read the sheet on their phone without signing in, and it always shows the latest run of show. You only see the link once, so make a new one if it gets lost. **Warning:** Tick **Include phone numbers and hotel addresses** only when everyone you share the link with needs them; a department's sheet always shows its own lead's number. ![The Share this day sheet dialog with how long the link works and a tick box for phone numbers and hotel addresses](https://www.ticketfairy.com/embeds/posters/marketing-event-show-day--share-link.png) *Share a day sheet without a sign-in.* 7. ## Send every lead their day sheet [Play from here](#guide-video) Select **Send to department leads**, check who will get one, then select **Send**. **Note:** Each lead gets an email with a link to their own department's sheet for the day, which works until the end of the day after the show. The dialog names any departments left out because their lead has no email address. 8. ## Print a day sheet [Play from here](#guide-video) Optional: select **Print** for a paper copy of the sheet you are looking at. ## 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 any team's, performer's or stage's day sheet, adds or changes departments and the people in them, makes or turns off a share link, and emails every department lead the link to their own day sheet. She shows you each change or email and waits for your yes first. You can read a day sheet in the Show day App linked from [Focused event organizer Apps](https://www.ticketfairy.com/mcp-server#focused-apps): choose your event, Day sheets, day, and a department, performer or stage. The App reads existing sheets; create and share links from the dashboard. ### In your dashboard, with Fai ``` Email every department lead at their day sheet for Saturday ``` ## Turn off a shared link [Play from here](#guide-video) 1. ### Turn it off Under **Shared links**, select **Turn off** beside the link, then confirm. **Note:** Anyone using it sees that the link no longer works. Each link shows how many times it was opened, and you can make a new one at any time. Fai turns off a day sheet link when you ask, after you confirm. ### In your dashboard, with Fai ``` Turn off the security day sheet link for Saturday at ``` ## Questions you might have **Can I send each performer their own day sheet with their other documents?** Yes. Make a document pack in **Documents** with a day sheet part set to each person's own. Each performer or crew member then opens one link with their own day sheet, always the latest version, beside the site rules, their contract and their rider. **Does the day sheet change when the run of show changes?** Yes. A shared link always shows the latest run of show, so every team that opens it sees a moved cue. If their phone loses signal, they still see the last version it loaded. **What does someone see when a link has expired?** A page saying the link no longer works and to ask the event team for a new one. Make a new link, or send the day sheets to the leads again. **Can I see who opened a shared link?** You see how many times each link was opened, under Shared links. We don't record who opened it. **What happens when I remove a department?** Its people come off the list and it no longer gets a day sheet. Cues it owned stay with their other departments. **Does a performer's day sheet show their travel and hotel?** Yes. **Whole stay** on a performer's sheet lists their flights, pickup, hotel and every call, and says what changed since the act last opened their link. ## 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) - [Send event document packs to your performers, traders and crew](https://www.ticketfairy.com/guides/send-document-packs-to-your-performers-traders-and-crew) - [Plan your run of show and who calls it](https://www.ticketfairy.com/guides/plan-your-run-of-show-and-who-calls-it) - [Call your show live on show day](https://www.ticketfairy.com/guides/call-your-show-live-on-show-day) - [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in) - [Show each act their whole stay and what changed](https://www.ticketfairy.com/guides/show-each-act-their-whole-stay-and-what-changed) - [Build the running order for your event day](https://www.ticketfairy.com/guides/plan-your-event-production) - [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. 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