--- 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" --- # Share day sheets with your event's on-site teams | Ticket Fairy Guides 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 the production # Share day sheets with your event's on-site teams Production managers used to build a call sheet for every team by hand the night before each show day. 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. 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. For: Giving each on-site team its own plan for the day Takes: 8 minutes - [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. The event's **Management** page opens for those roles only. - Your run of show has cues for the day. A day sheet shows each team the cues their department owns. 1. ## Open your departments Open the event, select **Management**, 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 Select the pencil beside a department to open it. **Note:** You can change its **Name**, **Colour** and **What this department looks after**, and see its people under **People**. ![Ticket Fairy department dialog with its name, colour, 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 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 they can be sent the day sheet. 4. ## Choose who leads the department Tick **Leads this department** as you add them, or select **Make lead** beside someone already in it. **Note:** The lead is the person emailed their department's day sheet, and their phone number shows on it. A department with no lead email is left out when you send day sheets. 5. ## Open the day sheets 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. ![Ticket Fairy 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 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. The link is shown only 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. ![Ticket Fairy 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 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 Optional: select **Print** for a paper copy of the sheet you are looking at. ## 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 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. ### In your dashboard, with Fai Email every department lead at \ their day sheet for Saturday ## 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. ## Turn off a shared link 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 Does the day sheet change when the run of show changes?: Yes. A shared link always shows the latest run of show, so a moved cue reaches every team that opens it. If their phone loses signal, it keeps 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. The names of the people who opened it are not recorded. What happens when I remove a department?: Its people come off the list and it no longer gets a day sheet. Cues it owned keep their other departments. ## 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) - [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) - [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 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) - [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) - [Send your event lists to your team on a schedule](https://www.ticketfairy.com/guides/send-your-event-lists-to-your-team-on-a-schedule) - [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. We respect your privacy. 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