Deckhandoff· HelpSuomeksi

Help › Schedule and speakers

Run sheet

Build the event's run sheet together with your team. Presentation rows show the speaker's latest version, and the team sees the working version through a view link.

The run sheet (Ajolista) is the event's programme to the minute: besides the presentations, the hosting, breaks, music, videos and stage changeovers. It is edited together, and changes show up for everyone at once. The run sheet is included in every plan.

Creating the run sheet

  1. Import the schedule first if you haven't yet. See Importing the schedule.
  2. Open Ajolista and choose Luo aikataulusta (create from the schedule). Every session becomes a row on its day, and a row lasts until the next session (at most two hours).
  3. Add your own rows with + Lisää rivi (add a row) at the end of a day, or from a row's menu (⋯): Lisää rivi alle (add a row below).

You can also start empty. When the schedule is imported later, its sessions are added to the run sheet in time order.

Times

  • A row starts when the previous one ends. Type a time in the time field (e.g. 9.45) to pin the row to it. Clear the field to unpin it.
  • A schedule session's row starts at the session's time, unless you have typed a time of your own.
  • Rows before a day's first pinned row count backwards from it, for example a 15-minute doors open before a 10:00 opening.
  • If the previous row runs into a pinned row, the row says Edellinen menee 5 min päälle (the previous one runs 5 min over). A gap shows as 10 min väli.

Presentation rows

A session's row shows the schedule's time, title and speakers, and the presentation's state as in the status view: the Drive file name, version and arrival time, and marks such as Myöhäinen muutos (late change), Oma kone (own computer), Ääni (sound), Video and ✓ Lavan koneella (on the stage computer). They update as soon as a new version has been checked and delivered.

You can write your own title or performers on the row. Left empty, the row shows the schedule's details. If a session's speakers are removed from the schedule, the row says Ei enää aikataulussa (no longer on the schedule).

Ordering and editing together

  • Move a row by dragging its handle (⠿), from its menu, or with Alt+↑ and Alt+↓. A day's first or last row moves to the previous or next day.
  • Other editors show as initials in the top bar, and a row someone is editing says, for example, Kalle muokkaa (Kalle is editing). If two people change the same field at once, the latest save stays.
  • Changes save by themselves. If the connection drops, editing is off until it comes back.

Deleting a schedule session's row is permanent: the row does not come back, even when the schedule is imported again.

View link for the team

  1. Under the run sheet, in Tiimin katselulinkit (team view links), type who the link is for (e.g. Hosts) and choose Luo linkki (create link).
  2. Choose Kopioi linkki (copy link) and send it to your team.

The link shows the run sheet's working version without an account, and changes show up at once. It cannot edit anything, and it shows no email addresses, speaker links or files. If a link ends up in the wrong hands, choose Peru (revoke): it stops working at once, also on pages already open.

If the view page's real-time connection can't get through a company network, the page fetches changes every 20 seconds and says so in its top bar.

Printing

Tulosta (print) prints every day that has rows, and Tulosta päivä (print day) in a day's header only that day. The printout is A4 landscape, and each day starts on its own page. Save a PDF from the browser's print dialog. The same works on the team's view page.

Export to Ontime

Ontime (getontime.no) is a stage timer and rundown app. Ontime (.xlsx) in a day's header downloads that day's run sheet as a file Ontime imports as is. Each day is its own rundown in Ontime.

  1. Choose Ontime (.xlsx) in the day's header.
  2. In Ontime, open Editor, the settings, and Project settings → Import spreadsheet, and choose the file.
  3. Ontime recognises the columns by itself. To bring the performers, the presentation's state, technical notes and kind too, add Esiintyjat, Esitys, Tekniikka and Tyyppi as custom fields (performers, presentation, technical notes, kind). Ontime allows only a–z, 0–9, _ and spaces in field names, so they are written without ä.
  4. Choose a new rundown, or update a rundown imported earlier in merge mode.

Times come across as they are: pinned rows and the first row of the day keep their own start, and the others follow the previous row, as in Deckhandoff. The file carries the rows' ids, so an updated file can be imported into the same rundown in merge mode: Ontime updates the rows and keeps the automations you added to them. Rows deleted in Deckhandoff are removed from Ontime too.

Changes made in Ontime are replaced on the next import, so edit the run sheet in Deckhandoff and import it again.