Cast Workflow - Best Practices
A good cast workflow ensures everyone knows what is expected of them. Here are proven best practices for working with cast in ShowCaller.
The Ideal Workflow
📅 PREPARATION (days/weeks before show) │ ├─ 1. Create cast in show settings ├─ 2. Define roles (with or without names) ├─ 3. @-mentions in script and Prompter └─ 4. Assign microphones in advance🔗 SHARING (1-2 days before show) │ ├─ 5. Generate Magic Links ├─ 6. Send links to cast └─ 7. Confirm everyone has access
🎬 SHOW DAY │ ├─ 8. Check online status in cast list ├─ 9. Track microphone distribution ├─ 10. Send Nudges at the right times └─ 11. Monitor real-time status
Phase 1: Preparation
Create Cast
When: As soon as you know who is in the show
✅ Best practice:
- Start with roles ("Presenter", "Speaker 1")
- Add names as soon as known
Choose recognizable colors
Prepare Texts
When: While writing script/Prompter
✅ Best practice:
- Use @Role instead of @Name
- Tag everyone who needs to do/say something
Complete Prompter text before sharing
Assign Microphones
When: As soon as you know what equipment is available
✅ Best practice:
- One fixed mic per person (where possible)
- Document in show notes which mics for whom
Coordinate with sound team
Phase 2: Sharing
Send Magic Links
When: 1-2 days before the show
Not too early (info may still change), not too late (cast must be able to prepare).
Template message:
Hi [Name]!Tomorrow is the big day! 🎬
Here is your personal link for the show: [MAGIC LINK]
In your Cast Portal you will see: ✓ All moments where you are needed ✓ Your Prompter texts ✓ Which microphone to pick up ✓ Real-time updates during the show
Tip: Open the link in advance to check everything!
See you tomorrow, [Your Name]
Get Confirmation
How: Check the online status in cast management
- 🟢 = Has opened portal (good!)
- ⚪ = Not yet viewed (check in)
Phase 3: Show Day
Pre-Show Checklist
□ All cast online in portal?
□ Prompter texts final?
□ Microphone assignments complete?
□ Sound team has overview?
□ Own Nudge workflow reviewed?Mic Distribution Flow
1. Cast arrives
- Hand out mic
- Mark "Retrieved" ✓ in Audio Patch
Cast sees status update in portal
Nudge Timing
⏰ Suggested timing:
-20 min: 💄 MAKEUP (if needed) -15 min: 🎤 MIC_UP -5 min: ⏳ STANDBY 0 : 🚀 STAGE (GO!)
Tip: Adjust timing based on your venue size and walking distances.
Tips for Large Productions
Many Cast Members
✅ Do's:
- Group by segment/part
- Use consistent color coding
- Create clear role naming
❌ Don'ts:
- All cast the same color
- Vague roles ("Guest" x10)
Too late link distribution
Multiple Shows
✅ Best practice:
- Copy show as template
- Update only cast names
Reuse microphone assignments
Remote Productions
✅ Extra attention:
- Test links in advance with cast
- Phone backup if portal doesn't work
Extra clear timing in Nudges
Common Problems
"Cast has not received link"
- Check spam/junk mail
- Generate new link
- Send via another channel (WhatsApp vs. email)
"Nudge is not received"
- Check if cast has portal open
- Ask if audio is activated (speaker button)
- Check internet connection cast
"Wrong person in Cue"
- Open Cue details
- Remove incorrect @-mention
- Add correct cast member
- Cast sees update directly
Summary
| Phase | Action | Timing | |------|-------|--------| | Preparation | Cast & texts | Days in advance | | Sharing | Magic Links | 1-2 days in advance | | Show Day | Mic tracking + Nudges | Show Day |
Follow this workflow and your cast will always know where they need to be, what they need to say, and what equipment they need.
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