The run sheet: what happens on the day

One kind of row, three ways to use it

There is no separate “task list” and “timeline”. Every line on a run sheet is the same kind of row, and what you fill in decides how it behaves:

• A day and a time — a run-sheet line. “11:00, dress the tables.” These are what the Planning board shows in order, and they are what somebody follows on site.
• A day on its own — a dated task. “Friday, collect the linen.” It appears on that day under “No time set”, because it has to happen that day but not at a particular moment.
• Neither — a backlog item. “Confirm the florist.” It sits on the booking’s own run sheet until somebody gives it a day. It never appears on the Planning board, because it is not on any day.

A time without a day is the one combination that is refused. A time has to belong to a day, and guessing which day would silently pin a job to today on a board people follow.

Overdue is worked out, not set

Nothing is ever marked overdue. A task is overdue when it has a day, that day has passed, and nobody has ticked it — so the answer is always current and there is no flag to fall out of step with the dates that produced it.

The Planning board leads with an Overdue band, and that band carries everything still outstanding from before the day you are looking at, not just yesterday’s. Without it a task would be visible for exactly one day and invisible from the next one on, which is how a job gets forgotten in the first place.

A backlog item with no day is never overdue, however long it has been there. Nobody said when it was due, so nothing can say it is late.

Writing a run sheet and ticking one off are different jobs

These are separate permissions, and the split is deliberate. The office decides what happens; the floor records what has happened.

• See run sheets lets somebody read the board and the run sheet on a booking.
• Tick a task done lets them mark a line finished or unfinished. This is the one write the warehouse floor can make here, and the built-in Staff role has it out of the box.
• Write and change run sheets lets them add lines, re-date them, assign them and remove them. Staff does not have this; Administrator does.

Anyone who can tick can tick any line on the sheet, not only the ones assigned to them — on site people cover for each other, and a tick nobody is allowed to make is a run sheet that goes stale. Who ticked it is recorded and shown on the line.

The Planning board

Planning in the sidebar shows one day at a time, across every booking. Use the arrows or the date box to move, and Just mine to narrow it to the lines assigned to you. The day and the filter both live in the address bar, so the view you are looking at can be sent to somebody or kept as a bookmark.

Your dashboard carries a Run sheet today figure counting everything on today’s board — today’s lines plus anything still outstanding from before — and tapping it opens exactly that. It says how many of those are overdue underneath.

Lines are added on the booking, not here. That is where the job is, and a run sheet belongs to the job rather than to a date.

Above the lines, Working lists everybody rostered on that day across every booking, with their hours and what they are doing. Just mine narrows this too, so the board answers “am I working Saturday” as well as “what am I doing on it”.

Who is working the event

The Crew panel on a booking is who is working that job, as opposed to who owns a particular line. Add a person, the day, optionally the hours, and what they are doing. Leave the times empty for a whole day.

Consecutive days collapse into one line when they are genuinely the same — same hours, same job. A Friday spent setting up and a Saturday spent leading stay two lines, because one range saying “Fri–Sat, Lead” would claim a role somebody did not hold on the Friday.

A shift that runs past midnight is two rows, one on each day. There is no start time later than its end: that reads as a typo as often as it reads as a night shift, and one box cannot mean both.

Nobody is in two places at once

Rostering somebody who is already busy at those hours is refused, and it looks at everything: another event’s crew, a delivery or collection run, and time off on their staff record. It works in both directions — putting somebody on a van when they are already on an event is refused just the same, or the conflict could be created simply by doing the two in the other order.

Where nothing separates the times, it assumes they overlap. A run with no departure time set could be at any hour of the day, so it is treated as the whole day rather than waved through.

You can go ahead anyway if you say why, and your name goes on it. That is a separate permission from writing the run sheet: deciding somebody works two jobs on one Saturday is a different call from scheduling the Saturday. Nothing stores a “clashes” flag — it is worked out fresh every time.

A refusal names the job somebody is already on, or the dates they are away — never why they are away. Whoever schedules the week does not need to know who is on sick leave, so the reason stays on the staff record where only people who can see staff records can read it.

Recording time off

Time off is recorded on a person’s own record under Settings → Team, by somebody who can edit staff records. It is a run of whole days, first to last, both included, with a reason kept for the record. Recording it never refuses — somebody being on a run already is no reason to refuse to write down that they are ill. The conflict shows up the next time anybody tries to schedule them.

What goes where

A booking’s Design page is the third thing a job carries, after its run sheet and its crew: the parts of the venue, and what goes in each. Add an area — “Top table”, “Ceremony”, “Entrance” — then put quantities of what you booked into it.

The quantities are not typed twice. When you put six chairs on the top table, those six come off the chairs on the booking, so the page can tell you that fourteen of the forty still have no home. The booking itself carries that figure, and tapping it opens the design.

Areas stay in the order you add them, which is usually the order you set them up in. They belong to the booking, not to a company-wide list: “Top table” means something different at every venue, and deciding what areas a wedding has before anybody has written a real one is guessing.

Placing more than you booked

Nothing stops you. If the design asks for more chairs than the booking carries, the line says over-placed and gives you both numbers — refusing it would get in the way, because you routinely place fifty before trimming ten somewhere else. What the page will not do is quietly report it as accounted for: an over-placed line and an unplaced one never cancel each other out into a comfortable zero. Either take some out of an area, or add it to the booking.

What this does not do yet

There are no repeatable templates. If you run the same kind of event every week you still type the lines each time. That is deliberate for now — a template of the wrong things is worse than no template, and the shape of a real run sheet is what decides what one should hold.

Nothing here emails or notifies anybody. Event Managr has no mailer and no scheduler, so an overdue line is surfaced where somebody can act on it rather than promised as a notification that would never arrive.

There are no half-days. Somebody is away for whole days at a time, and a morning dentist appointment is not what the away list is for.

A design spec holds no reference photos yet. That is the one thing here waiting on something rather than on a decision: pictures need somewhere to live that is not a database column, and Event Managr has not chosen one. The written spec does not wait for it.