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
2. Hand out mic
3. Mark "Retrieved" ✓ in Audio Patch
4. 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.

Cast Workflow - Best Practices