Auditions

The Auditions area is where you set up sessions, take public sign-ups, run the door on the day, and record who gets each part.

You will find it under Production in the menu on the left. It has five tabs: Sessions, Run Sheet, Messages, Casting and Signup Form.

Screenshots show the light theme. The app looks the same in dark. The public sign-up pages have their own look: see How your public pages look.

The checklist at the top, Opening auditions to the public, tracks the four things that have to be true before anybody can sign up. It tells you which one to do next.

How to create an audition session

1. Open Auditions ▸ Sessions.
2. Click Add Session, at the top right.

3. Fill in the session. Session Name and URL Slug are both required. The slug is the part that appears in your public link, so keep it short.
4. Add a Date, a Location and any Notes for the people auditioning.
5. Set Sign-up status. A new session starts closed, so nobody can book until you open it. Open it now if your slots and sign-up form are ready, or open it later from the session.
6. Choose whether the session collects role preferences, and tick specific roles if you want to restrict it.
7. Click Create Session.

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How to add time slots

Time slots are not in the Add Session dialog. You generate them on the session itself, after you have created it. Every sign-up has to land in a slot, so a session with no slots cannot take bookings.

1. Open Auditions ▸ Sessions.
2. Click the arrow at the left of your session to expand it.
3. Click Generate Slots.
4. Enter a Start Time and an End Time: the window you are auditioning across.
5. Set Duration (min) for each slot, and Max registrants per slot.
6. Click Generate.

Prompter creates evenly-spaced slots across your window. They appear as chips on the session, and Clear all removes them if you want to start again.

Running an open call, where everybody turns up at once? Make a single slot: set the duration to cover the whole window, then set Max registrants per slot to the number of places you have. There is no separate open-call mode.

Role preferences

Each session decides whether it collects role preferences.

• Leave this on for a normal audition.
• Turn it off for a dance call or a group call, where nobody reads for a specific part.

You can also limit a session to certain roles, which suits a leads-only call. The roles themselves come from your show's characters, on the Show page. There is no separate roles list in Auditions.

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How to share your sign-up link

Each production has one stable link: [your-web-address].get-prompter.app/auditions/<your-show>

1. Open Auditions ▸ Signup Form.
2. Click Copy beside the public link.
3. Send it out, or put it on your social media.
4. For a poster or a slide, click Download QR code under the link. A phone camera that scans the code opens your sign-up page.

The link needs no login. It lists every open session. It works even if your public website is switched off.

How your public pages look

• If your public website (Presence) is on, the sign-up pages use your website's theme, so they match your site.
• The same setting covers your ticket buy page and the page where buyers see their tickets, so all your public pages match.
• If it is off, the pages are light by default, in cream and gold. To make them dark, open Organisation ▸ Settings ▸ General and choose Dark under Public page appearance.

Everybody who opens your link sees the same choice. Visitors cannot switch it themselves.

Your auditionees give their name, email and phone, pick the roles they are interested in, and choose a time slot. The page carries your session's date, location and notes, so everything they need is on one screen.

The link only accepts entries while the production is in Pre-Production. In Planning you can set everything up, but sign-ups will not open until you advance the phase on the Timeline. Advancing past Pre-Production closes them again. The same rule governs the Auditions button on your public website, so the two go live together.

Making the form your own

The Signup Form tab is also where you shape the form itself.

Name, email and phone are always shown. Four sections are optional, and you can reorder or hide each one:

• role preferences
• time slots
• the unavailability calendar
• the headshot and CV upload

You can add your own items anywhere in the form. There are three kinds:

• a tick box, such as "I have read and accept…", which you can link to a document you have uploaded. Somebody then reads your audition pack or your child-safety policy and confirms before they can submit;
• a written question, answered in free text;
• a note, which displays something they need to read but not answer.

There are no dropdown or date questions. Tick box, free text and a note are the three.

Attach your audition pack

To put a document on the form, add a tick box such as "I have read the audition pack". Then do one of these:

• choose a document that is already in Documents from the Link document list;
• click Upload beside the list to add a new file. Prompter saves it in Documents under Admin and links it to the tick box.

Click Save changes. The document is not on the public form until you save. Applicants then see its title as a link beside the tick box.

You can upload a PDF, Word or Excel file, an image, a text file or a CSV, up to 50 MB. The file counts toward your organisation's storage.

Each kind has its own button under the list: Add tick box, Add written question and Add note. You can change an item's kind later with the menu at the start of its row.

For example, a youth show might add:

• a written question, "Parent or guardian name", set to required;
• a tick box, "I will arrive 5 minutes early to sign in", set to required;
• a tick box, "I will behave in a safe and responsible manner", set to required.

The child's own name, email and phone go in the standard details.

To check your work, select Preview the form under the heading. It opens the sign-up page as an auditionee sees it, even while sign-ups are closed. The preview shows the last saved version, so save first.

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How to run the door on the day

Auditions ▸ Run Sheet lists everybody who has signed up, grouped by session in slot-time order. This is your running order for the day.

1. Open Auditions ▸ Run Sheet.
2. Click Check in beside somebody's name when they arrive. Click it again to undo.
3. Click the arrow beside a name for more controls.

The controls behind the arrow let you edit somebody's contact details, resend their confirmation, copy or resend their booking link, or remove a spam or duplicate entry. Edit the contact details when somebody mistyped their email and never got their booking link.

Auditionees manage their own booking through the link in their confirmation email. They can change their time, change their roles, or withdraw. You rarely need to touch it.

A red "Email bounced" line under a name means the newest audition email to that address came back. That person is not getting your emails. Click the arrow beside the name, then Edit the address under Contact details.

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How to email everybody who signed up

Prompter already emails everybody booked to audition a reminder the day before, with a link to change their time or withdraw. The reminder and the confirmation email both link to the documents your Signup Form makes public, so nobody has to go back to the sign-up page for the audition pack. Reminders use your organisation's timezone to work out "the day before". To send your own message, such as a change of venue or what to bring, write it in Prompter.

1. Open Auditions ▸ Run Sheet and click Email auditionees.
2. Choose a session, or leave it on All sessions. Everybody is ticked. Untick anybody who should not get the message.
3. Write a subject and a message. To send the audition pack or other resources, tick the documents you want to link. Any document in the production is listed. To send a new file, click Upload: Prompter saves it to the production's Documents and ticks it.
4. Click Review, check the message, then click Send.

Each address gets its own email. Nobody sees anybody else's address. A parent who signed up two children with one address gets one email, so the message does not start with a name.

Documents go as links, not attachments. Only the link in that message opens the file, and nothing is published on your sign-up page. The link always opens the latest version, so if you upload a corrected pack, everyone who clicks gets the corrected one.

Replies go to your production contact email. The first time, Prompter asks where replies should go. Use an address for the show or for your company, not a personal one: every person you email can see it. Ticket buyers also use this address for questions about their booking. Prompter sends a short notice to that address, so you know at once if it has a typo. To set it up before you need it, or to change it, open Production ▸ Details in the menu on the left. Saving the address does not publish it. To show it on your public production page and your ticket page, tick Show on public pages there. You can also click Change beside it in the email form.

Auditions ▸ Messages keeps every message the team sent, with the date, the sender and the exact list of people who received it. The list stays the same after somebody withdraws.

A production can send up to 10 messages in 24 hours.

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How the panel keeps notes on each auditionee

Each production manager writes their own note. Everybody on the panel reads them all, so the Director, Musical Director and Choreographer can each add their view.

1. Open Auditions ▸ Run Sheet.
2. Click the arrow beside the person's name.
3. Type in Your note, then click Save My Note.

Other people's notes appear below yours, with their name and their role on the production. You cannot change another person's note. To remove your own, clear it and save.

Shared notes is one note that any production manager can edit.

Only production managers can read these notes. The auditionee cannot, and neither can an HOD or a member. To add somebody to the panel, set their App Access to Manager. See how to change somebody's production role. Manager access also opens the rest of the production to them, so give it only to people who need it.

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How to note possible casting during auditions

During an audition, note the roles you think this person might suit. These can differ from the roles they asked for.

1. Open Auditions ▸ Run Sheet.
2. Click the arrow beside the person's name.
3. Under Possible casting, choose a role from Add a role. Add as many as you like.

To take a role off, click the × on it.

The auditionee does not see this. After the auditions, open Auditions ▸ Casting to see your possibilities: each role card lists its people as Considering. A role that has moved past Considering cannot be changed from the Run Sheet. Change it on the Casting tab.

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How to record casting decisions

1. Open Auditions ▸ Casting.
2. Find the card for the role you are casting.
3. Click a name on that card to open the decision box. To record somebody who did not ask for the role, click Add candidate and pick them from Auditionee.
4. Choose a Status: Considering, Offered, Accepted, Declined or Withdrawn.
5. Add Notes if they help you remember why.
6. Click Add to save.

Accepted adds that person to People as cast in that role. If you change the decision to anything else afterwards, Prompter takes the role away again. The box tells you this before you choose.

Each role card shows who asked for it. If your form collected role preferences, the people who chose that role are listed on its card in the order they ranked it: 1st, 2nd, 3rd. Nothing is recorded until you make a decision. They are shown as interested. Once somebody has a decision for a role, they drop off that list, because they are in the list above it.

Add candidate covers anybody who did not ask: a walk-in, or somebody you would like to try in a part they did not pick. Its list puts the people who asked for that role at the top.

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How to email a casting offer

You send a casting offer from the decision box, when you set somebody to Offered. Sending an offer does not change their status.

1. Open Auditions ▸ Casting and click the person's name on the role card. For somebody new, click Add candidate.
2. Choose Offered. The box widens to show the Offer email.
3. Keep Email the offer when I save ticked.
4. Check the Subject and the Wording. Prompter fills in four fields for this person: {first_name}, {role_offered}, {roles_requested} and {production}. The wording must contain {role_offered}.
5. Read What … gets, which shows the email exactly as they will receive it.
6. Click Save and email offer.

Each offer is sent from its own decision. So each person gets their own email, even when two children share a parent's address, and nobody gets an offer by accident.

People accept or decline by replying. Replies go to the production contact email. If the production has none, the box tells you to set it in Production ▸ Details first. When somebody replies, open their decision and set it to Accepted or Declined. Accepted adds them to People as cast, so a person on your team always makes that step.

A change to the wording is kept for this production, so every offer after it starts from your words.

After the email goes out, the decision says "offer sent". If you open it again, the box does not tick the email for you. Tick Send the offer again only if you mean to.

The Messages tab keeps a copy of each offer, marked Casting offer. It shows the wording with its fields, and the person who received it. Offers have their own limit of 100 in 24 hours for each production, so they never use up the 10 messages a day you can send with Email auditionees.

Staying in touch with people who auditioned

Your sign-up form ends with an optional, unticked box: "Keep me posted about future auditions at [your company]."

Ticking it makes no difference to the audition, and it is never required. If somebody ticks it, you may use their name and contact details to tell them when you are casting again. That is your company only. It is never shared with anyone else, and they can ask you to stop whenever they like. If they leave it unticked, their details are used for that audition and nothing else.

It is the same opt-in your ticket buyers get at checkout.

Anybody who signed up before 10 August 2026 was never asked, so they count as not opted in. You can't change that afterwards. They agreed to something narrower at the time.

What happens to their audition files when you cast somebody

While somebody is only an applicant, anything they uploaded through your sign-up form (a CV, a headshot, a song recording) lives only in Auditions. It never appears in your Documents library, because every head of department can open that library.

Once you set that person to Accepted, those files join your production documents in the People category. People is manager-only, so you and your fellow managers can find the headshot of somebody in your cast, and HODs still cannot. The file stays in Auditions as well, so it is in both places.

If you change your mind and set them to something other than Accepted, the file leaves Documents again. Nothing is deleted either way.

Files you uploaded about an applicant, such as panel notes, are never affected. This covers only what the applicant sent in themselves.

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