VirtualCallboard feature
Everyone’s number, and only what they share
Every production needs a contact sheet, and every spreadsheet version goes out of date or shares more than people wanted. VirtualCallboard builds the sheet from everyone’s own profile, so it stays current, and each person decides which numbers and addresses the company sees and which stay with managers.
Trusted by theaters, schools and arts organizations since 2006.
How it works
1. People fill in their own details
Each person keeps their phone numbers, email, addresses, emergency contact, stage name and bio up to date in their profile.
2. They choose who sees what
A lock beside each email, phone number and address sets it to Everyone in the production or Managers only.
3. You pull the sheet you need
Pick the production and columns, group it by department, then print it or export a spreadsheet.
Private details stay private
A cast member can share a cell number with the company and keep their home address for managers only. Nobody has to ask the stage manager to leave them off the list.
Emergency contacts, allergies and medical conditions are always private. On the contact sheet they show only to people whose role includes private contact information, usually stage managers and administrators.
Your administrator can also choose which details start out private for new users, so people are covered before they think about it. That’s a good fit for school productions with students on the sheet.
A contact sheet that’s never out of date
When someone changes their number, the contact sheet changes with it. There’s no master spreadsheet to update and send again.
Choose the columns you want, from profile photos and roles to phone numbers, email and addresses, and use Show By to split the list into groups such as departments. Print it for the callboard or export a CSV that opens in Excel and imports into Outlook, Gmail, Apple Contacts and most other address books.
Bios for the program, in one download
Everyone keeps a stage name and bio in their own profile. Whoever puts the program or playbill together downloads them all at once: pick Name, Stage Name and Bios on the contact sheet and export.
Someone with the right role can also add or fix bios for other people, from one page with its own export and print options.
Good to know
In your pocket
Contacts are in the VirtualCallboard iPhone and Android apps.
Opens anywhere
The CSV export imports into Outlook, Gmail, Apple Contacts and most address books.
Past members too
Include deactivated users in an export, with an Active column, for your records.
The whole season
With access to all productions, export everyone in your productions in one file.
Questions
Can cast and crew hide their phone number or address?
Yes. Each email address, phone number and address has its own lock, set to Everyone in the production or Managers only.
Who sees emergency contacts and allergies?
Only people whose role includes private contact information, usually stage managers and administrators. Everyone else never sees them on the contact sheet.
Can I print a contact sheet for the callboard?
Yes. Choose the production and columns, group by department if you like, and print it or export a spreadsheet.
How do we collect bios for the program?
Everyone writes their own stage name and bio in their profile. You download them all as one spreadsheet from the contact sheet.
Can we keep contact records after a show closes?
Yes. Export the contact sheet with deactivated users included, and the file marks each person active or inactive.
Is it suitable for K-12 school productions?
Yes. Our privacy policy is at theemptyspace.com/privacy, and we regularly work with K-12 districts on their privacy and technology reviews.
VirtualCallboard is also built for stage managers, schools and community theaters.
More VirtualCallboard features
Cast & Crew Conflict Calendar
Cast and crew enter their conflicts once, and you see them before you call anyone.
Rehearsal and Performance Report Templates
Your own report templates for rehearsals, performances and tech, sent to the right people every time.
Stage Management App for iPhone & Android
iPhone and Android apps with the schedule, notes and push notifications in everyone’s pocket.
Try it free for 30 days
Set up your next production in minutes, with unlimited users. See every feature or compare plans.