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Managing Staff Schedules and Sharing

Plan who is where and when, and share read-only schedules with outside groups through private links.

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The Staff Schedule is a simple, chronological plan for your event team — call times, transfers, setup shifts. It isn't a task manager or messaging tool.

Add a staff entry

  1. Open the event and select the Staff Schedule tab.
  2. Select Add entry.
  3. Enter the Activity, Date, Start, and optional End.
  4. Choose Assigned staff from your workspace team members.
  5. Optionally add a Location (free text), Notes, and Status.
  6. Optionally choose a Related program item or Related run of show cue for context.
  7. Optionally choose External audiences to share the entry with.
  8. Save.

Entries are listed by date and time; entries without a time appear after timed ones. Statuses are Scheduled, In Progress, Complete, and Cancelled.

Schedule context

A related program item or cue is for reference only. Its time, title, and location are never copied or kept in sync — if the session moves, update the staff entry yourself.

Session changed warnings

When you link an entry to a program item, CueKit remembers that session's date, start and end time, and Room. If any of those later change in the Program, the entry shows a Session changed note with the previously reviewed details and the current Program details.

  • Changes to the session's title, description, speakers, or visibility don't trigger it.
  • An entry that starts before or ends after its session is normal and isn't flagged.
  • If the session goes back to the reviewed details, the note clears on its own.

After checking the entry, select Mark reviewed to clear the note. This only records the session's current details — the entry's own date, times, location, and assigned staff stay exactly as they are. If the session changes again, a new note appears. If the session changed while you were looking, CueKit asks you to review the latest details first.

Owner, Admin, Planner, and Production can mark changes reviewed. Viewers see the note but can't clear it. Shared audience links never show these notes.

Sharing with outside groups

External audiences let vendors, venue staff, or volunteers see their part of the schedule without a CueKit account.

  1. Select External audiences, then Add audience with a Name and optional description.
  2. Assign entries to that audience when adding or editing them.
  3. Select Copy link and send it to the group.

The link opens a read-only page showing only the entries assigned to that audience — date, time, activity, location, and notes. Cancelled entries are marked as cancelled.

An open link updates itself about every 20 seconds, so new, changed, or removed entries appear without reloading. If the viewer loses connection, the page keeps the last schedule with a note that it may be out of date and a Retry button. If the link is regenerated, its audience is turned off, or the event is archived, the schedule disappears from screens that already have it open.

  • Regenerate link creates a new link; the old link stops working immediately.
  • Turning an audience off disables its link until it's turned back on.

Treat links like passwords — anyone with the link can view that audience's entries.

Who can do what

  • Owner, Admin, Planner, and Production can add and edit staff entries.
  • Owner and Admin can delete entries and manage external audiences and their links.
  • Viewer can view the schedule.

Archived events

When an event is archived, its Staff Schedule stays available for authorized team members to view, but it becomes read-only. Schedule entries, staff assignments, audiences and audience membership can't be changed, Session changed notes can't be marked reviewed (they stay visible), and sharing links can't be regenerated, until the event is restored.

Shared Staff Schedule links are unavailable while the event is archived; anyone opening one sees a message that the schedule isn't available. Archiving doesn't delete or change anything: audiences, their on/off settings and their links are kept as they were.

When the event is restored, editing returns for the roles above, and links for audiences that are still turned on work again under their previous settings — the same links, with no need to resend them.

Example

For Harbor Summit, the "Load-in — Grand Ballroom" entry is assigned to two producers and shared with the Bayline AV audience, who see it on their private link.