For the organization
An organization is the company itself — the people, the seasons, the money, the public face. Productions come and go inside it. This is the reference for the part that stays.
Three layers. Your organization is the company. People belong to it and keep belonging between shows. Productions are the individual shows, and each one draws its company from your people.
That’s why someone’s headshot, W-9, emergency contact, and history follow them from show to show. You enter a person once.
Owner
Full control of the company: settings, money, people, productions. Owners see the Rolodex and the Ledger.
Production
Can run shows — build schedules, publish calls, manage the script — without company-level control over settings or finances.
Member
Everyone in the company. They see what they’re called to and what they’re assigned.
Guest
Limited access for someone who needs a narrow window in — a designer on one show, a visiting artist.
Company role and production access are two different things. Being an owner doesn’t automatically make you a leader on a given show, and someone with no company powers can absolutely be the stage manager running one. Set both.
There’s a difference worth understanding: a person recordis your company’s record of someone. An account is their login. You can build a whole company — assignments, contact info, costume sizes — before a single person has logged in.
A person gets invited once they have an email address and an active assignment on an open show. If you’re staging a company but aren’t ready for anyone to hear from Calltime yet, hold the email address until you are.
Duplicates
The same human entered twice happens to every company. Merge the records and their history moves across — assignments, contracts, photos. Nothing is lost and nobody is deleted.
Time zone
Call times, the callboard, check-in, and everyone’s calendar feed all display in this zone. Set it before you build a schedule.
Rooms
Turn off the rooms your company doesn’t use. A straight play has no need for the Pit. Hidden rooms disappear from everyone’s navigation.
Brand color
Your accent on programs — cover title and section headings.
AI features
Optional, and off if you want them off. Calltime is a production-management tool, not an AI product.
A production moves through its life: pre-production, rehearsal, tech, in run, then closed and eventually archived. The status is what tells Calltime how to behave — an archived show stops appearing in the working views but keeps its whole history in the Archive.
You can run several at once. People pick which show they’re looking at, and the rooms follow.
Budget
Calltime shows both what you’ve planned and what you’ve committed. During planning nearly everything is a draft, so a committed-only number reads as far too small. Both are on screen so you’re never fooled by either.
Contracts
Issue, sign, and countersign. People sign their own contracts in their own account.
W-9s
Collected before anyone can be paid at or above the reporting threshold. Calltime asks so you don’t have to.
Invoices and payers
Invoices are billed to a payer, and settlements are per payer. A co-production’s invoices stay on the right books.
The Rolodex is your contact book for donors and supporters — owner-only. Development tracks sponsors, donors, and grants from first ask through money in the door, and is visible to owners and to producers with finance access.
The Outboxis the receipt: every email Calltime has sent, with its delivery status. If someone says they never got it, you can see whether that’s true.
How it decides
A call more than a day out rides the weekly digest rather than firing an email the second you publish. Changes always push. Restraint is the feature — it’s what keeps people reading what you send.
Text messages
Text reminders are coming. Carrier registration for business messaging takes weeks, and Calltime won’t send until it clears. Quiet hours are respected either way.
Your company has a public page at checkcalltime.art/org/your-slug— who you are and what’s on. Programs, headshots, and press live alongside it in Playbill and Marquee.
The other guides
If something looks off, or you just have a question, don’t wrestle with it. Your stage manager is the fastest answer for anything about your production: the schedule, your calls, your contract.
Something wrong with Calltime itself? Email company@checkcalltime.art.
Yes indeed,
The Calltime team