Event Tasks

Every event has a shared to-do list — who sees it, and what it's called, depends on your role:

• Organizers see it as the Production tab, with full control over categories, assignments, and views.
• Confirmed performers see a simplified My tasks tab — just what's tagged to them, plus a read-only view of anything shared with everyone on the event.
• Volunteers see their assigned tasks on their own event page, alongside their call time and a way to message the organizer.

This guide covers all three. You can start a task list from a template, import one from a spreadsheet you already have, or build it from scratch — and mix all three.

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Importing tasks (organizers)

Import a template

If your event type has a template (for example, Fundraiser), you can seed your task list from it in one click — even if the event wasn't created from that template originally.

1. On the Production tab, choose Import template.
2. Pick a template from the list. Templates linked to your event are marked "linked to this event."
3. Confirm the import.

Importing adds checklist items (task names and categories only). Templates do not set start or due dates — add those yourself after import so nothing lands overdue by default. Tasks you already have on your tracker (matched by name) are skipped, so it's safe to import more than once.

Import a spreadsheet

Already tracking tasks in a Google Sheet? Import it instead of retyping everything.

Before you import:

• In Google Sheets: Share → General access → Anyone with the link can view.
• A normal sharing link is enough — you don't need to dig up a tab id (gid). We import the first suitable task tab automatically (and prefer a tab that already looks like a Task / Date / Owner list when the workbook has several sheets).
• If you opened an Excel file in Sheets, save your own copy first: File → Save → Save as Google Sheets, then use that new URL.

To import:

1. On the Production tab, choose Import spreadsheet.
2. Paste the sheet URL — Preview becomes the next step (you can also press Enter).
3. Choose Preview to see what will be imported before anything is saved.
4. Check the preview — task count, categories, dates, and owners found.
5. Choose Import tasks (it appears after a successful preview). If some names already exist on this event, preview warns that dates, notes, and owners from the sheet will replace what's on the tracker. That cannot be undone — cancel if you only wanted to look. Done / to-do / skipped is never overwritten.

Duplicate task names in the same category are matched on re-import: new rows are added, and dates, notes, and owners on matching rows are updated from the sheet. Status you set in the app (to-do / done / skipped) is kept. Tasks that disappear from the sheet are not deleted.

Column mapping vs. "Always interpret with AI"

Show My Stage tries to read your sheet the fast, private way first: if a tab already has recognizable Task, Date, or Owner columns (or similar headers like Item, Due Date, Assignee), it's mapped directly on our servers — nothing is sent to a model, and the preview says "Mapped from columns."

Check Always interpret with AI only if your sheet has an unusual layout that doesn't map cleanly — for example, a running notes doc or a differently-structured checklist. In that case:

• Phone numbers and email addresses are redacted before anything is sent for interpretation.
• The content is screened for safety before use.
• The preview says "Interpreted with AI."

If you check "Always interpret with AI" on a sheet that already has clear Task/Date/Owner columns, Show My Stage will map it from columns anyway and let you know AI wasn't needed — this is intentional, since column mapping is more reliable on well-structured sheets and AI can run out of room on very large ones.

Sheets with private personal data beyond names shouldn't be imported — remove sensitive content first, or use a Task/Date/Owner tab so column mapping (not AI) handles it.

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Managing a task (organizers)

Select a task's name to expand it and set:

Deleting a task: use the × next to it.

Reminders

Once a task is tagged to someone on the platform (including a confirmed volunteer) and is still To do, a Remind button sends them a notification right away.

Tasks with a tagged owner and a due date also get automatic reminders as the date approaches, at four points: 3 days before, 1 day before, on the due date, and once it's overdue — each stage sends at most once. Reminders only go out during waking hours in the event's local time, never in the middle of the night.

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Views (organizers)

Instead of separately sorting and filtering, the Production tab gives you a row of named views along the side (or, on a phone, a scrollable row of chips):

A separate Sort control (Due date, Start date, or Owner) is available on Everyone, Mine, Unassigned, and Waiting on.

Organizing categories

• Add task — quick add within any category
• New category — name it, and choose who can see it: Only me, Organizing team, or Everyone on the event
• Move to group — reassign a task to a different category from its detail view
• Delete category — only available when it's empty and you have more than one category (you can't delete your last one)
• Empty categories are hidden by default — there's a toggle to show them

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Crew (organizers)

The Crew view is where you invite and manage day-of volunteers — ushers, load-in help, registration desk, or anyone else helping run the event who isn't a performer.

1. Switch to the Crew view on the Production tab.
2. Add phone numbers (one per line, or upload a list) and send SMS invites.
3. Once someone confirms, their row shows an Assign a task dropdown right there — pick any open task and it's tagged to them immediately, no need to go find the task and tag it manually.

A volunteer who hasn't confirmed yet shows as "Not linked to a platform account yet" — assign a task after they confirm.

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Tracking progress

Your task tracker header shows a running count — {done} done · {open} open · N skipped — instead of a single percentage. Skipped tasks are tracked separately from done and open — a task you decided not to do doesn't get counted against you either way.

The same numbers appear on a Production card on your event's Overview tab — select it to jump straight to the Production tab.

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What confirmed performers see: My tasks

If you've accepted an invitation to perform, you get your own My tasks tab — just two views: Everyone (anything tagged to everyone on the event) and Mine (tasks tagged specifically to you). You can change the status of your own tasks, but you can't edit, retag, or delete anyone else's — those stay organizer-only.

If you haven't accepted your invitation yet, you won't see any task tab at all — that only appears once you've confirmed.

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What volunteers see

Confirmed volunteers get a simpler view on their event page: your call time and venue, a Message organizer button, and a My tasks list of anything tagged to you. You can mark your own tasks done, but you won't see the organizer's full task board or anyone else's tasks.

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Trying it out first

The demo event lets you explore importing templates and spreadsheets, tagging owners, organizing categories, and the Crew view — and you can switch between the Organizer, Confirmed artist, Invited artist, Volunteer, and Public visitor views from the dropdown at the top to see exactly what each role sees. Nothing is saved in the demo, and reminders aren't actually sent — it's a safe way to see how the feature works before using it on a real event.

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Frequently asked questions

Will importing a template or spreadsheet twice create duplicate tasks? No. Both methods match existing tasks by name in the same category. A template import skips names you already have. Re-uploading a spreadsheet updates dates, notes, and owners on those matching rows and adds anything new — it does not duplicate them, and it does not change status you already set in the app.

Does my Google Sheet need to stay public forever? No — it only needs to be viewable at the moment you preview and import. Once tasks are imported, they live on your event and no longer depend on the sheet.

Why does it say "AI not needed" when I checked "Always interpret with AI"? Your sheet already has recognizable Task, Date, or Owner columns, so column mapping handles it more reliably than AI — especially on large sheets, where AI can run out of room and return unreadable output. Uncheck the box next time to skip straight to column mapping.

Who can get a reminder? Anyone tagged via Tag on platform — including a confirmed volunteer. A plain-text Owner label alone won't trigger reminders, since there's no Show My Stage account to notify.

Can artists on my lineup see or manage tasks? A confirmed (accepted) artist gets their own My tasks tab, where they can see anything shared with everyone on the event plus anything tagged specifically to them, and can update the status of their own tasks. They can't edit, retag, or delete tasks that aren't theirs, and can't see anything marked Only me or Organizing team. An artist who hasn't yet accepted their invitation can't see any task tab at all.

Can I assign tasks to volunteers? Yes — invite them from the Crew view, and once they confirm, assign a task to them right from their roster row. They'll see it on their own task list and get the same reminders as anyone else tagged on the platform.

What happens to my tasks if I cancel or delete the event? Tasks are tied to the event and are removed if the event itself is deleted, the same as other event data.