Publish Running Orders and Use Live View
Publish schedule versions, compare changes, restore safely, share public running-order links, and track live show status, check-in, variance, and notes.
Article guidance
Publishing turns the draft schedule into a version that can be shared, exported, compared, restored, and used by event-day teams. Live view then helps operators track what is happening now without working through the setup tabs.
Publish safely
- Clear blocking conflicts: Resolve stage overlaps, performer double-booking, invalid times, closed-stage placement, and other publish blockers.
- Check production readiness: Review missing rider, missing contact, needs-review, overdue, and stale crew-material indicators before sharing the version widely.
- Publish the schedule: SmartGig creates a published version from the current draft and preserves older published history.
- Review version comparison: Use the Versions panel to see added, removed, and updated rows compared with the previous published or archived version.
- Share public running-order links where appropriate: Use secure tokenised links when someone needs the schedule but not full dashboard access.
- Use restore preview before replacing a draft: Compare the selected published version against the current draft so you can see what would be added, removed, or updated before restoring.
Live view status
- Arrived or checked in: the performer has reached the event or check-in point.
- Ready side-stage: the act is ready near the stage and can be called or moved on.
- On stage: the act is currently performing.
- Finished: the slot has completed.
- Delayed: the slot is running late or waiting.
- Cancelled: the slot will not happen.
- Actual start and finish variance: live timestamps can show how far the slot moved from the plan.
Propagate live delays
- When a live row is marked delayed, SmartGig can preview a shift for later unlocked slots on the same stage.
- Enter the number of minutes to move downstream slots, then apply the shift from Live view.
- The delayed slot itself is not moved by the propagation action.
- Locked downstream slots stay fixed, so headline, ceremony, sponsor, curfew, or crew-dependent timings are protected.
- SmartGig rejects the shift if it would push a slot outside the day or create a new schedule conflict.
- If the change materially affects crew or public-facing times, publish or brief the affected teams using the normal running-order and communications workflow.
Use live notes
- Add show-day notes directly to live schedule rows when something important happens.
- Use note types such as information, incident, delay, or change so later readers can scan the history.
- Notes are append-only and timestamped with the author, which makes them useful for handover and post-event review.
- Changing a live status is not the same as rescheduling the rest of the day. If timings change materially, update the running order and republish or brief the affected crew through your chosen process.