Features | VirtualCallboard

Announcements

Keep your entire organization informed with site-wide announcements or target specific productions. Set expiration dates so announcements automatically disappear when they’re no longer relevant.

Notes and Email

Send notes to individuals or groups of users and track when each person reads them. The system confirms receipt so you know your message reached everyone who needed to see it.

Discussions

Create threaded discussions where your team can collaborate on specific topics. Attach files and images directly to discussions, and control which team members can participate in each conversation.

File Sharing

Upload files and folders once, and they’re instantly available to everyone you select. Organize your files with custom folders and maintain control over who has access to sensitive materials.

Scheduling Calls

Organize and publicize production and individual schedules while automatically detecting conflicts. The system prevents double-booking of people and spaces, allows crew members to self-sign up for open calls, and generates printer-friendly calendar views for easy distribution.

Track Attendance

Record attendance daily or per call as needed. Managers can instantly calculate the number of hours worked by each person in a given week, while users have access to their own attendance records so they know exactly when they’ve missed important calls or fittings.

Reports

Create unlimited custom report templates tailored to your different production types. File reports easily, save drafts before sending, and edit reports anytime—updated revisions automatically go out to all specified collaborators. Reports are conveniently delivered to the email addresses you designate.

Contact Sheets

Generate and print customized contact sheets with any combination of user information. Each user decides which contact details to share publicly and which to keep private. Managers with appropriate permissions can access private information when needed, while standard contact sheets only display information users have chosen to share.

External Contacts

Build a centralized vendor, supplier, and other outside contacts directory accessible to your department staff. Organize vendors by department for easy browsing,

User Management

Control access and security across your organization. Each user logs in with a unique, encrypted username and password. Assign user levels to control access to different modules, let users manage their own contact information visibility, and securely store emergency contact and medical information for managers and administrators.

Multi-Production Management

Manage multiple productions simultaneously with a single VirtualCallboard account. Whether you work with the same crew season after season or assemble a completely different team for each project, VirtualCallboard automatically silos information so users only see the calls, files, reports, and team members relevant to their specific production.