People & cast

The People page is your production's company list: cast, crew, creatives, and committee. Here you add people, set what they can access, and keep their contact details.

You will find it under People & Comms in the menu on the left.

Screenshots show the light theme. The app looks the same in dark.

How to add somebody

1. Open People from the menu on the left.
2. Click Add Person, at the top right.

3. Type a first name, a last name and an email address. These three are required.
4. Add a phone number, an emergency contact or notes if you have them. These are optional.
5. Under Production Role, choose an Area, a Department and a Position. A role is required: a person with no role does not appear anywhere in the production.
6. Click Add Person to save.

Entering a list? Click Add and enter another instead. The person is saved, and the form clears for the next one. The role stays chosen, so a list of volunteers for one department needs the role only once. A Cast role is the exception: it always clears, so the next person never inherits a character. Each person still gets their own invitation email.

What happens to the email address

Prompter checks the address against your organisation's existing records:

• If that person is already in your organisation, Prompter links them. It does not create a second record.
• If that person is already in this production, the form tells you.

⚠ An email address is required, and adding somebody sends an invitation. If you do not have an address for a volunteer, you cannot add them yet.

Cast you have auditioned

You do not have to add an auditionee by hand.

When you set somebody to Accepted on the casting board, Prompter creates their Person record and adds them to the cast in that role. Their phone number and emergency contact come across with them. Their audition files join the production documents under the People category.

So add a person here only for somebody who did not come through auditions: crew, committee, or a player in the orchestra.

See How to record casting decisions for the steps.

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How to invite somebody to log in

Prompter emails an invitation automatically when you add a person whose address has no Prompter account. You do not have to send it yourself. The Add Person form says so before you save. The person clicks the link, lands on a welcome page, and sets up their account.

If the person already has a Prompter account, Prompter links them immediately and sends no invitation.

To send an invitation again:

1. Open People.
2. Find the person's card.
3. Click Send invite. The button reads Resend invite if an invitation went out already.

Check the card to see how far somebody has got. "Invited" with a date means they have not accepted yet, so you can send a new invitation. "Opened the invitation but never finished" means a new one cannot be sent. Ask that person to click Forgot password on the sign-in page. A person who has already signed in has no invite button at all.

An invitation link works once and lasts 24 hours. A later click tells the person it has expired. That page offers "I was invited and still can't get in", where they give their email address. Prompter notifies you in the app and by email, so you can send a fresh invitation.

You do not have to wait to be asked. Press Send invite beside a person's name whenever you think a link has gone stale.

Prompter also chases it for you. Two days after an invitation goes out, if the person still has not signed in, Prompter emails your owners and admins once. The email names the person and links straight to the page the Resend button is on. It goes only once per invitation, and only while the invitation is less than a fortnight old. After that, ask the person directly.

You will not get that email about somebody who opened the link and stopped. Their first click already made their account. Send them to Forgot password on the sign-in page instead.

To invite everybody at once, click Invite N not signed in at the top of People. It emails a new invitation to everybody who has not accepted one, and it does not email anybody else. Production managers and organisation admins see this button.

If somebody clicks Google on the sign-in page with an address Prompter doesn't know, they see "There is no Prompter account for that Google address". No account is created. They should sign in with the address you invited, or choose Sign up if they are starting a new company. An address that is in your People list but has no login yet is linked and let in.

If somebody sees "This login is not part of a company on Prompter", they signed in with an address that is not in your People list, for example Google with a different email, or you removed them. They should sign in with the address you added for them. Or put the address they used on their People card and click Send invite, then ask them to sign in again.

After somebody accepts an invitation, Prompter takes them straight to the production.

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How to send your team the link to this production

1. Open People.
2. Click Share link, at the top of the page.

On a phone, your phone's share menu opens, so you can send the link by text or email. On a computer, Prompter copies the link, so you can paste it into a message.

The link does not give access. Only people on the production can open it, after they sign in. Add a new person first, so that they get an invitation.

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What the Directory shows

The Directory is your company contact list. Everybody on the production can open it, cast and crew included.

It shows each person's name, their role, and their email address. That is all.

Phone numbers are not in the Directory. Somebody who gave their number on an audition sign-up form was told it would be used to organise those auditions. It is not published to the whole company once they are cast.

There is no setting to change this, per company or per person. If you need to ring somebody, ask your Production Secretary. Managers and heads of department still see phone numbers on the People page, which only they can open.

Emergency contacts and private notes have never appeared in the Directory.

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How to see who has accepted

Each person's card tells you where they are, above the invite button.

"No invitation recorded" does not promise that none was sent. It means Prompter has no record of one. The invitation was never sent, or it was attempted and did not go. Either way, press Send invite. Sending again is safe.

The date is the day the invitation went out, shown in your organisation's timezone. If somebody was invited weeks ago and still has not accepted, a phone call usually beats a fourth email.

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How to remove somebody

⚠ There are two removals, and they do different things. Check which one you need before you choose.

1. Open People.
2. Click the person's card to open Edit Person.
3. Scroll to the bottom of the panel.
4. Click Remove from production or Delete from organisation.

Remove from production takes the person out of the show you are in now. They stay in your organisation, keep their place in the Directory, and stay on every other production. This is the everyday one: somebody is not in this year's show.

Delete from organisation removes the person from every production and from the Directory at once. Use it for somebody who has left the company, or who was added by mistake. Only an organisation owner can do it, and Prompter asks you to confirm.

What a delete does and does not do

• Their login stays, but if this was their only link to your company, they can no longer get in. If the person uses Prompter with other companies, they carry on there. Each company keeps its own record of a person.
• The past is kept. Old rehearsal registers, meeting attendee lists and past casting still show the name, so your records still read correctly.
• You can add them back. The email address is freed, so adding the person again works as if they were new.
• You cannot delete yourself this way. Use Profile ▸ Close account.
• You cannot delete somebody who is still on the admin team. Remove them at Organisation ▸ Team first. Deleting them here would leave their access exactly as it was.

Deleting a person does not erase their personal details. Their contact details stay in the record. If somebody asks you to erase their details, get in touch and we will help.

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Departments

Prompter groups your company into six departments:

• Production
• Creative: this is where Cast and Orchestra sit
• Technical
• Stage Management
• Front of House
• Marketing

Each department holds more specific areas. Lighting, Sound, Wardrobe and Props are all Technical, for example.

Click a department along the top of the People page to filter the list. The number beside each name tells you how many people are in it. Departments also let you call a whole group to a rehearsal at once.

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How to attach a document to a person

1. Open People.
2. Click the person's card to open Edit Person.
3. Find the Production Documents section.
4. Click Upload document to add a new file, or Attach existing to link a document already in the production.

Prompter files anything you upload here under the People category and links it to that person. Use it for headshots, contracts and availability forms. The file appears both on the person and in the Documents list.

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