Calls, conflicts, and the score everyone's looking for.
An ensemble's admin is unusual in one specific way: attendance isn't a policy, it's the schedule. One unlogged conflict costs an evening of everybody's time. This setup puts rehearsals, the conflicts against them and the materials in one place, per production.
A production, and what carries each part of it
The cycle is short and repeats: call it, take it, log what went wrong, fix the next one.
Every rehearsal
Who was called, and who came
The roll lives on the rehearsal itself. Percentages compute from it, so the question of who's been missing has a number instead of a feeling.
Constantly
Conflicts
A cast member files the conflict as an excuse with a reason; the stage manager approves or rejects it and the decision is recorded. A standing Tuesday lab becomes a term-long exemption instead of eleven separate excuses.
Week one
Scores, scripts, the rehearsal schedule
The docs library holds the links — a Drive folder, a hosted PDF, the call sheet — foldered per production and pinnable, so nobody is asked for the score twice.
All term
Dues, costume fees, the production budget
One ledger and a term budget. Fees are balances a treasurer clears; expenses are rows with a category, so "what did we spend on set" is a question with an answer.
Two weeks out
Publicity
Publicity is a seat with exactly two permissions — the content plan and announcements — which is the right amount of authority for the person making posters.
What it builds you
The performing-arts template renames the org's core nouns, because "member" and "meeting" are the wrong words in a rehearsal room and wrong words make people distrust a tool.
A term can be a production
The calendar model is semesters, quarters, seasons or year-round — but the term's name is free text. Pick Seasons and call it Spring Production 2027; attendance, budgets and exemptions all scope to it.
Conflicts are records, not messages
Once a conflict is an excuse with a decision on it, the stage manager stops being the single point of failure for who knew what. It survives them being ill.
The right person holds the calls
Attendance and scheduling sit with the stage manager at rank 60, above the money and publicity seats. That mirrors how the room actually runs.
Pages
Meetings reads as Rehearsals everywhere once the vocabulary below is applied.
Words your org uses
A band or a choir usually swaps Cast member for Musician or Singer in Settings.
Seats
The stage manager outranks the treasurer — on calls, and only on calls.
Tracked per member
Timeline categories
First term
Fall Season · Aug 15 – Dec 31
Every line is editable on this sheet before anything is built — and again in Settings next term, when the org has changed its mind.
Do these five things, in this order.
Each one is cheap now and expensive later — that's the whole reason they're in this order.
Build it signed out
At /create, say rehearsals and performances happen in a normal month, and pick Seasons when it asks how your calendar resets.
Name the term after the show
The label is yours. Fall Musical 2026 reads better than Fall 2026 on every screen it appears on for the next four months.
Rename the cast noun before you invite anyone
Members see the vocabulary from their first screen. Changing it later is easy; having it right the first time is free.
Get the standing conflicts in as exemptions in week one
Every cast member with a recurring class or job. Do it before the first roll and the attendance numbers are usable all term instead of noisy.
Pin the score and the schedule in Docs
Two pinned links float above the rest of the library. It's the cheapest thing on this list and it removes the most repeated question.
Three questions an org like yours actually types.
The assistant reads your real records and cites the rows it used. It drafts changes; a person with the right seat is what makes one happen.
Ask Chapt ⌘K
who's missed more than two rehearsals this production?
Counts the roll, with exempted cast members correctly excluded.
Ask Chapt ⌘K
what have we spent on set so far?
Sums the ledger by category, against the term's budget.
Ask Chapt ⌘K
who hasn't paid their costume fee?
Balances by member, straight off the dues records.
Every draft is checked against your own seat before you see it. Without the permission the card is blocked rather than routed onward — and it names who does hold that authority.
What it won't do for you.
The section worth reading twice. Everything below is a real limit today, not a roadmap item dressed up as one — you should find this out here rather than in week three.
No file storage
The docs library holds links with previews, not uploads. The only files that live here are images — a profile photo or a logo, under 2 MB. Your scores stay in Drive or Dropbox and you link them.
No ticketing or box office
Nothing sells a ticket or counts a house. Box-office income is a row you enter on the ledger after the fact.
A rehearsal is one event
There's no per-scene call breakdown and no "who's called for Act II" inside a rehearsal. If you need that granularity, it's a separate event or a doc link.
It doesn't send the call
No email, no texts. The schedule lives on the timeline; getting people to look at it is unchanged.
Not sure this fits your org?
Describe what you run in a normal month and we'll tell you plainly whether this is the right tool — including when it isn't. One person reads these, and they'd rather say no early.