Run Sheets

A run sheet is the minute-by-minute plan for an event: what happens, when, for how long, who is responsible and where. Use run sheets for conferences, award nights, match days, training days, product launches, or any event where several people need to work from the same timeline.

Key concepts

• Run sheet: belongs to one event. An event can have more than one, for example a front-of-house sheet and a technical sheet.
• Sections: blocks of the timeline, such as "Set up", "Morning sessions" and "Pack down". Each section starts at the event's start time unless you give it its own start date and time.
• Rows: the individual items in a section. Each row has a title, optional details, a duration in minutes, and optionally people, facilities and a linked media item.
• Columns: extra note columns you add, such as "Audio", "Lighting" or "Catering". Every row gets a notes cell for each column.
• Templates: run sheets marked as Template that you start new sheets from.

Where to find run sheets

• On an event: open the event and go to the Runsheet tab. You can build and edit sheets there.
• In the Events section: the Runsheets ("Manage your run sheets") and Runsheet Templates ("Manage your templates") shortcuts list every sheet.
• Across many events: switch an event list to the Runsheets view to see the sheets of all the listed events side by side. If your organisation also uses rostering, the Planner view shows run sheets and the roster together.

The Runsheet tab on an event appears when rostering is enabled for your organisation and your role gives you access to run sheets. Rostering may need to be enabled for your organisation. Contact support if you don't see it.

Creating a run sheet

1. Open the event and go to the Runsheet tab.
2. Click Create run sheet.
3. Choose how to start:
   • Select From Template: pick one of your active run sheet templates.
   • Copy a previous runsheet: pick any existing run sheet as a starting point.
   • Blank Run Sheet: one section is created for each of the event's sessions (or a single "Main" section), each starting with a "Session Start" row that carries the session's facilities.
4. Save. The sheet is titled "Event title - Run Sheet", and it takes the event's scopes so the same people can see it.

When you start from a template or an earlier sheet, any section start times are moved by the gap between the two events. A section that started at 8:30am on the source event's day starts at 8:30am on the new event's day.

Building the timeline

Sections

• Click a section's title or description to edit it in place.
• Click the date button beside a section to set when it starts (Section Starts). Leave it empty to start at the event's start time.
• Drag the move handle to reorder sections. Use the arrow button to collapse or expand one.
• The ⋯ menu has Duplicate Section and Delete Section.
• Use Add Another Section from the menu under a section to insert a new section after it.

Rows

• Click Add Row under a section. The ⋯ menu beside it also offers Add Heading (a divider row with no duration) and Add Media. With Add Media, you choose a content type (such as an article, file, audio, video or image), then pick one or more items. Each item becomes its own row.
• Click a row's title or details to edit them. Details support rich text.
• Click the time or duration cell to Set duration (mins). New rows default to 15 minutes.
• Click the People cell to assign people from your profiles. Click the Facilities cell to choose the rooms or areas the item happens in.
• Drag the handle on the left to reorder rows, including into another section.
• Each row's ⋯ menu has Duplicate, Add Row, Add Header and Delete. Rows linked to a media item also offer Unlink and Select a different item.

How timings are worked out

You don't type a start time for each row. Each row's time is its section's start time plus the durations of every row above it in that section. Change one duration, or drag a row to a new position, and every time below it updates. Headings and rows with no duration don't take up time.

Columns

Click the columns button in the sheet's header to add, rename, reorder or remove note columns. Each row then has a notes cell for each column. For example, a "Lighting" column can hold the cue for every item.

Saving and live editing

• Changes on the event's Runsheet tab save automatically about five seconds after you stop editing. You can also click Save Runsheet Changes to save straight away.
• Templates aren't autosaved. When you edit a template you'll see "Changes are not autosaved because this is a template". Click Save Runsheet Changes when you're done.
• If someone else saves a sheet you have open, your screen updates to their version, as long as you have no unsaved changes of your own. New sheets added to the event appear, and deleted ones disappear.
• While you have unsaved changes, other people's updates aren't pulled in. Each save stores the sheet's sections and columns as a whole, so if two people edit the same sheet at the same moment, the later save wins. For busy sheets, agree who edits which part, or have one person make changes while others watch.

Working across many events

The Runsheets view of an event list shows each event as a column, with the sections of their run sheets lined up by title. It's useful for planning a run of similar events, such as a weekly programme. You can:

• Click or drag to select rows, and use ⌘C / ⌘V (Ctrl+C / Ctrl+V on Windows) to copy them between events.
• Drag the selection's tab to move rows, or hold ⌥ (Alt) while dragging to duplicate them.
• Double-click a row to rename it.
• Use Create runsheet on an event that doesn't have one yet.

You can only change sheets you have permission to edit. If a save is refused, the sheet goes back to how it was.

Sharing and printing

Print

Click Print on a sheet (or use the Print Run Sheet action). Choose which note columns to include, whether to Include roster, and whether to Print in landscape.

Public link

Use the Copy Public URL action on a run sheet to get a link that anyone can open without logging in. This is handy for contractors, venue staff or presenters. If the sheet isn't public yet, Qik asks to make it public first. Anyone with the link can then view it. The link opens a read-only page with the event title, date and the full sheet. To stop sharing, change the sheet's security setting back from public.

Changing a sheet's security setting needs the matching permission. If you don't have it, you'll be told, and no link is copied.

Run sheet templates

• Turn on Template on a run sheet to offer it under Select From Template when someone creates a new sheet. Only active templates are listed.
• A template is still attached to an event. Many teams keep a placeholder event for this.
• An Event Repeater can have a Run sheet template. Each event it creates then gets its own copy of the template, with section times moved to the new date.

Permissions

• Run sheets have their own view, create, edit and delete permissions. People who can view but not edit a sheet see a read-only version.
• A new sheet takes its event's scopes, so access normally follows the event.
• Deleting an event permanently also deletes its run sheets.

Tips

• Use headings to break long sections into readable chunks. They don't affect timings.
• Set an explicit start time on sections that don't follow straight on from the event start, such as "Doors" or "Pack down".
• Build a template once your format settles, and attach it to a repeater for regular events.

FAQs