Run of Show is on for every new organization and rolling out to older ones. Where it isn’t enabled yet, a gig still has the simpler day-of timeline described below. Once your organization switches to Run of Show, the timeline is retired and Run of Show is always on. If you expect Run of Show but don’t see it, contact support.
How it’s organized
A run of show is a list of sections, and each section holds ordered items.- A section is a stretch of the night (Cocktail Hour, Dinner, Main Set). Give it a name so the crew can follow along, and add an optional heads-up note for that stretch.
- An item is a single cue within a section. Every item has a type:
Each item can carry timing, free-text notes, and its own attachments (a chart, a lyric sheet, a cue card).
Building the run of show
On the web, there is no separate edit mode. If you can edit the run of show, the List view is the editor:1
Open the list
Open the gig’s Run of Show tab (or choose Open run of show on the Overview summary) and switch to the List view. On an empty run of show, choose Build it out (or Use Template).
2
Add sections
Choose Add section under the grid and name each part of the night. Add cue under the grid adds a cue after the last one, ready to type. When sections are out of time order, Sort by time puts them back in order.
3
Add and edit cues
Hover a row and choose + in the left gutter to insert a cue below it, then type its name. Double-click or start typing in Start, End, Length, Cue, or Notes to change a value.
4
Order and annotate
Drag a row by its handle to reorder it, move a cue into another section, or move a section to another day. Open a row’s ⋯ menu and choose Details… to set its songs, files, and cue details in a side panel.
Editing in the list grid
The List view is a spreadsheet-style grid with Start, End, Length, Cue, and Notes columns. Sections are rows that expand to show their cues.- Typing times: a start or end reads like the time picker, such as
6pm,1830, or6:30 PM. Add+1to an end time that runs past midnight. A bare hour such as7takes AM or PM from the time already shown. - Typing lengths: enter
45,1:30,90 min, or1h 30m. Lengths display as1h 30m. - Pasting: paste a block of cells from Google Sheets or Excel, or drag the fill handle to copy a value down. Select a range to copy it out as tab-separated text.
- Row menu: each row’s ⋯ menu has Details…, Insert cue above, Insert cue below, Insert section below, Duplicate, Move up, Move down, and Delete cue or Delete section. Move up and Move down cross section edges. On a multi-day gig, a section’s menu also has Move to day.
Pasting or uploading a schedule
If you already have the schedule somewhere else, such as a planner’s email, a venue’s PDF, or a spreadsheet, choose Paste data above the List grid. In the Paste into Run of show dialog, paste the text, or choose a file under Upload a timeline. Uploads take PDF, Word (.docx), Excel (.xlsx), CSV, or text files under 8 MB. Soundcheck puts the file’s text in the box so you can check it first. Excel files are read from the first sheet. Choose Map into Run of show, tick the rows you want to keep, and choose the Fill button to add them. They autosave like any other edit. When a client sends a timeline from the client portal (Share your timeline on their gig), Soundcheck sends an email linking to the gig’s run of show, and the List view shows a notice naming who sent it. Choose Review to open the same dialog with the client’s text filled in, or Not used to set it aside. The client sees whether each file they sent is still waiting, was added, or wasn’t used.Changing several cues at once
In the List and Gantt views, tick the checkbox on each cue you want to change, or tick a section to select every cue in it. A bar appears with:- Shift: move the selected start times earlier or later by a preset amount (from −60 to +60 minutes) or a custom number of minutes. Cues without a start time are skipped.
- Duplicate: copy the selected cues.
- Move to…: move the selected cues into another section.
- Delete: remove the selected cues, after you confirm.
Views
The Run of Show tab has four views on the web. Switch between them at the top of the tab, and Soundcheck remembers your choice.
Above the List grid, Highlight cues for has a tab for each row the Gantt shows: the tracks in use, each role or department a cue is addressed to, and Performers and Speakers. Pick a tab to dim every cue that isn’t on that row, and pick it again to clear it. Each cue shows a colored dot for every row it’s on, and when sections use tracks, a colored rail marks each cue’s track.
The tab opens on your organization’s starting view until you pick another one yourself. Owners and admins set it under Settings → Gigs → Gig workflow → Run of show starting view: Recommended follows your business type, or pick List, Gantt, Timeline, or Setlist. When the starting view is Setlist and the gig has no sets yet, the tab opens on List instead. Below the sets, the Setlist view has one card with the gig’s Music notes, music requests, chart assignments, and the music schedule’s send history. Choose Send on the sent row to send the music schedule.
Key times in the schedule
The gig’s key times show inside the run of show. In the List view, a section that starts after a key time, or starts at the same time on the same day, is highlighted with a key time badge. A key time with no matching section shows as its own row in time order. The Gantt and Timeline views list the key times above the schedule. If you can edit the run of show, set key times from an item: open it (the Item panel on the Gantt or Timeline, or Details… in the List view) and pick a key time, such as Load in or Doors, from Mark as key time. Soundcheck saves that key time at the item’s day and start time. Key times already set for that day are greyed out. If the item has no start time, the key times dialog opens instead so you can enter one. Choose Edit key times to open the full dialog. People who can edit key times but not the run of show use the Key times button.Building on the Gantt
The Gantt view lets you lay out the day directly on a timeline. Edits snap to 15 minutes and autosave like the rest of Run of Show.- Add an item: click or drag across empty time, or choose Add item. A new item doesn’t move the items already there.
- Change its length: drag the right edge of a bar. Everything later that gig day moves by the same amount, across sections and including fixed times. Shortening an item pulls later items earlier.
- Move it: drag the bar to give it a fixed start time.
- Edit details: click a bar to open the Item panel. Set its Title (turn on Song set to make it a set of songs), Start, Length, Notes, and cue details, or choose Delete item. An item without a start time follows the previous item. Press Enter in the title to add the next item. On a song item, add, remove, and reorder the set’s songs right in the panel. Files are edited in the list view, so choose Open in list for those.
- Tracks: give each section a track, such as Production, Performance, Vendors, or Hospitality, and the Gantt shows one row per track. Sections without a track share the Schedule row. To add a section, choose Add section at the bottom of the Who column, under the last row (on an empty schedule, it sits under the empty message). It offers the tracks suggested for your business type first, and you can change a section’s Track in the section’s panel.
- Undo and shortcuts: use the Undo and Redo buttons, or press Cmd/Ctrl+Z and Cmd/Ctrl+Shift+Z (or Cmd/Ctrl+Y). With an item selected, press Cmd/Ctrl+D to duplicate it, Delete or Backspace to remove it, the left and right arrows to nudge it by 5 minutes (15 with Shift), and Esc to deselect.
Segment and cue details
Sections and cues carry more detail than a title and a time. On the web, set it in the Details… side panel from a row’s ⋯ menu, or in the Item panel on the Gantt or Timeline. Click a section to open its own panel. A section carries:- Title, Time, and Notes, a heads-up for that stretch of the night.
- Link to a key time: Marks says what the section is (such as Ceremony, Dinner, Load in, Doors, or Show), and Starts after ties it to one of the gig’s key times.
- Track, the row it sits on in the Gantt.
- Color: pick one of eight colors, or Auto to color the section by its position. A color you pick is saved with the section and prints on the PDF export.
- Who sees it: Everyone, or the positions the section’s cues are for. It applies to every cue in the section, and cues you add, move, or paste into the section take it on.
- Location: pick one of the venue’s stages or type a place. Setting a location from an item’s panel sets it for the whole section. An item that still has its own older location shows it, with Use the section’s to clear it.
- Timing: Clock (a set time), Segue (straight from the cue before), or On cue with a Timing label such as “After toasts”.
- Max time, alongside its length, for a cue that can run long.
- Playback: Live, Track, DS iPad, or Other.
- Act, one of the gig’s acts. When the act has a team set up, people who manage acts see Staff this act, which adds the act’s team to the gig as draft shifts for you to review and send in Staffing. Choosing it again adds only positions added to the team since.
- Speaker, each with a name, relationship, minutes, and an optional link to one of the gig’s contacts.
- Tentative, for a cue that isn’t confirmed.
Multi-day gigs
For a multi-day gig, Run of Show shows one day at a time behind a row of day chips at the top of the panel. Pick a day to see just its sections; adding a section or item while a day is selected adds it to that day. A single-day gig has no day chips. Everything is on the one day. Each section belongs to a day, and out-of-order warnings only compare items within the same day (a morning cue on day two doesn’t “start before” a late cue on day one). When you export to PDF, sections print grouped under a day heading so a multi-day rundown stays readable on paper.Running late on mobile
Owners and admins can tap Running late? on the current Day sheet item, or open an item and choose Shift times…. Pick +5, +10, +15, or +30 minutes, or enter a whole number of minutes. Negative minutes move times earlier. Choose This and everything after to include later sections, or Only this item. Check the preview and any timing warnings, then confirm. Items without a start time are skipped. After saving, Undo stays available for about five seconds and restores the previous times. Crew see the updated schedule when it refreshes.Autosave and editing safely
You don’t press Save. As you edit, Run of Show autosaves in the background, showing its state (Saving…, Locked in, or Save missed with a Retry) so you always know your work is captured. If a save can’t complete, Soundcheck warns you before you leave the page rather than losing the edit. A save only changes what you edited. Details set by an import, a template, or an AI assistant stay as they were until you change them.When two people edit at once
Run of Show is often touched by more than one person around show time (a coordinator and a music director, say). If the run of show changed somewhere else while you were editing, Soundcheck detects the conflict and offers to merge your edits on top of the newer version instead of silently overwriting. You’ll see a heads-up (“Updated elsewhere. Your edits merged in; give the show flow a quick scan.”) so you can double-check the order. If you’d rather not merge, the save pauses and you can reload when ready.Publishing to crew
Edits you make to a run of show are a draft. Crew see the last version someone published, on the web, in the mobile app, and in Performance mode, so a half-finished change never reaches them mid-edit. People who can edit the run of show always see the latest draft. The run of show’s header shows where things stand: Not published to crew yet, how many changes are not published, or when it was last published. To publish:- Choose Publish. It’s available once there’s something new to publish and your edits have saved.
- Leave Notify crew ticked to send crew a push and an in-app notice naming the sections that changed, or untick it to publish quietly.
- Choose Publish now.
Templates
Most orgs run the same shapes of night over and over: a wedding reception, a corporate dinner, a festival slot. Templates let you save that shape once and reuse it, so a new gig starts from a real rundown instead of an empty page. Templates live at Show prep → Run of Show in the sidebar, and they belong to your organization. Everyone who can manage gigs sees the same library. Template names are unique per organization (case-insensitively), so you can’t end up with two Wedding Receptions. Every organization starts with a Standard Show starter in that library: load-in through load-out, with doors at 6 PM. New empty gigs created on the web apply your organization’s default template automatically. A gig created in the mobile app without a gig template (Create from scratch) starts with an empty run of show. The starter is an editable org copy, so you can rename, change, or delete it. Soundcheck will not overwrite it after it is created, and a deleted starter is not restored automatically. The library shows templates as a table or as cards, with section and item counts, and a Default badge on your organization’s default template.Starter packs
Choose Starter packs on the templates page to add a ready-made rundown. The dialog lists starters by business (production show day, band night, DJ booking, venue show night, produced event, general event) and by event (wedding, private party, corporate conference, festival stage), with the ones that match your business type under Recommended. Pick one to preview its sections and times, then choose Add to templates. The new template is yours to edit. A starter you already added shows Open template instead.Creating a template
Two ways in:- New Template on the templates page creates an empty template and drops you straight into the editor to build it out.
- Save from a Gig: open a gig whose run of show you like, then choose Save as Template from the Run of Show section’s ⋯ menu. It copies every section, item, song, and attachment as it stands.
Saving from a gig flushes any pending edits first, so the template always captures what you actually see, not a half-saved draft.
Editing a template
Opening a template gives you the same editor as a gig’s run of show: same sections, items, item types, songs, attachments, drag-to-reorder, autosave, and undo. A template has the List, Gantt, and Timeline views. The template’s name is the page title with its description under it, and you edit both in place. A template has no gig date, so the Gantt shows Template instead of a date. Run of show templates aren’t tagged with gig types. You can also rename a template (or edit its description) from the ⋯ menu on the templates page without opening it.Applying a template to a gig
From a gig’s Run of Show section, choose Apply Template from its ⋯ menu (or Use Template on an empty run of show), pick one, and confirm. Applying replaces the gig’s entire run of show, so if there’s already content there you’ll be asked to confirm explicitly. Times come across exactly as saved in the template, placed on the gig’s date:- The gig’s start time does not move them. A template with Show start at 10 PM lands with Show start at 10 PM, and anything that runs past midnight lands on the following day.
- If the template has sections on more days than the gig has, those sections move to the gig’s last day at their saved times.
- If the gig has no date at all, times can’t be placed on a day, so items come across without times. Set the gig’s date first if you need the timings.
Deleting a template
Delete on the templates page removes the template only. Gigs that already had it applied keep their run of show untouched. Applying copies content rather than linking to it.Relationship to setlists
Song items and setlists share one song library. A set is one song item holding an ordered list of songs, with one time for the whole set. Its length comes from its songs, so adding a song pushes the items after it later. Once your organization has switched, you build sets in a song item’s Details… panel from the List view (or in the Item panel on the Gantt): pick its first song, then choose Add song under it to search the song library and grow it into a set (drag to reorder, or remove a song). The Setlist view is a big-type list of every set that has songs, without times, for printing or a stage monitor. If you can edit the run of show, you can also add songs from the library, remove songs, and drag to reorder them in each set there, use Add set to add an empty set you can name, or Use a saved setlist to add the sets from a library setlist. Add to picks the section they go in. Save as setlist saves the gig’s sets to your Setlists library so you can add them to other gigs. A set that came from a library setlist shows From with the setlist’s name, and Re-sync replaces its songs with the setlist’s current songs. On the Setlist view, Music notes holds notes for the band, such as segues, key changes, or songs to skip. Everyone who can see the run of show can read them, editors change them in place, and duplicating the gig copies them. A collapsed section shows how many songs it holds and their total length. Before the switch, the Setlist view shows the gig’s own setlists, so you can plan a setlist apart from the timeline. Each set shows where it plays on the timeline, matched by the songs it shares with a timeline set. When you add a Song item, the picker offers the songs from the gig’s linked setlists plus your organization’s song library, so the run of show and the setlist stay in sync rather than drifting into two different song lists. You can also add a new song to the library right from the picker while you build. The setlist is what you’re playing. The run of show is everything that happens, and when, with the songs slotted into their place in the night.Exporting
When you need a run of show on paper (for the stage, the sound board, or the client), open the gig’s Run of Show tab and choose Export at the end of the tab bar. The Run of show row in the export hub offers:- PDF…: opens the export builder described below.
- Timeline PDF: a landscape sheet with one row per cue in time order and a mark for each role, with a table per day on a multi-day gig.
- CSV: one row per cue with its day, section, times, length, type, a column for each role, and notes.
- Which fields appear: time, item-type label, instructions, notes, location and ensemble, attachments, speakers, playback, and tentative.
- Type: font family, font size, and text alignment.
- Your organization’s logo on the header (on plans that support branded documents).
The day-of timeline
Alongside (or instead of) Run of Show, a gig’s Overview tab includes a lighter Timeline section: a simple list of day-of segments with a name, start and end time, and notes:Switching from the timeline
An organization owner or admin makes the switch once, for the whole organization, from Settings → Gigs → Gig workflow → Switch to Run of Show. The card appears for organizations in the Run of Show rollout. Until the switch, owners and admins also see a Switch to Run of Show notice above a gig’s older timeline. Review the switch opens this card, and dismissing the notice hides it for you. Before you confirm, the card previews what the switch will copy: how many timeline items and gig setlists (with their sets and songs), how many library setlists become templates, and anything that needs a look first. If a gig would go over the Run of Show limit of 500 items or 100 sections, or a library setlist has so many sets that its template would, the card names it and you can’t confirm until you trim that gig’s timeline or setlists or split that library setlist; nothing is copied until everything fits. A set with more than 100 songs is split into consecutive sets of up to 100 songs, titled “(1 of 2)”, “(2 of 2)” and so on, with its songs in order. Each copied set takes its length from its songs, so the length stays right when you add or remove songs later. When you confirm:- Every gig’s timeline is copied into its Run of Show, past gigs included. The items land in a section named Timeline, one per gig day, after anything the run of show already had (such as the sections from your default template). Times, end times, and notes carry over; an item that ran past midnight stays with the show day it belonged to.
- Every setlist is copied too. A gig’s setlist becomes a section of its Run of Show, named after the setlist and placed after the existing sections on the first day. Each set becomes one song item in that section, with the set’s songs in order, its notes, and its running time when it had one. Sets carry no start time; slot them into the night yourself. A setlist from your library (one not attached to a gig) becomes a Run of Show template with one section of sets.
- Setlists become read-only. You edit sets in the gig’s Run of Show (in its List or Gantt view), and the separate Setlists pages, the gig’s old Setlist section, and the mobile Setlist tab go away. Songs still live in Documents → Songs. See Setlists after the switch.
- The Timeline section goes away on web and mobile for everyone in the organization. Crew still see the gig’s schedule: call sheets, day sheets, advance packets, and the crew schedule on mobile now read from Run of Show.
- Imports keep working. Schedule rows pulled from an uploaded file or connected source land in the gig’s Run of Show.
- Everyone on the gig can read the Run of Show, including invited crew who aren’t members of your organization, the same people who could read the timeline. Editing still needs the gig lead or the Run of Show role.
Bringing setlists over after an earlier switch
Organizations that switched to Run of Show before setlists moved over keep their separate setlists until an owner or admin brings them in; switching again does not bring them over. The same card shows Bring setlists into Run of Show with its own preview. Confirming copies every gig setlist and library setlist exactly as described above, and then setlists become read-only. It runs once; a setlist that was already copied is never copied again. Setlists imported from a file later still work: they are copied into a Run of Show template as they arrive.Attachments
Gig files (contracts, stage plots, tech riders, venue maps, promo materials) live on the gig too. On the web, upload them on the gig’s Documents tab under Attachments (drag-and-drop or browse), add a description, and the whole assigned team can view and download them, on web and on mobile.Attach PDFs and show documents for reference. Ordinary attachments do not analyze a file or send it for signature. To collect a signature, use Contracts. CheckAI file ingestion is Private Preview for the existing beta tester group only.
Related
Setlists
The song library Run of Show pulls from.
Gig overview
The tabbed gig detail this lives in.
AI file ingestion
Turn paperwork into a schedule automatically.