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Rehearsal Scheduler ​

Plan your rehearsals with visual calendar and AEA compliance checking.

Scheduler — On Book Pro

Overview ​

The Rehearsal Scheduler helps you:

  • Plan rehearsals on a visual calendar
  • Assign scenes and segments to specific dates
  • Track conflicts for cast members
  • Check AEA compliance (LORT or NEAT contracts)
  • Create templates for recurring rehearsal patterns

Getting Started ​

Understanding the Interface ​

The scheduler has three main areas:

  1. Calendar Grid — Monthly view where you drag items to schedule
  2. Source Trays — Scenes, segments, and templates to drag onto dates
  3. Detail Panel — Shows scheduled items for the selected date

Scheduling Rehearsals ​

Method 1: Drag Scenes to Dates ​

  1. Open the Scheduler tab
  2. In the left tray, find the scene you want to schedule
  3. Drag the scene onto a calendar date
  4. Set the time and duration in the detail panel

Method 2: Create Rehearsal Segments ​

Rehearsal Segments are custom blocks with specific character assignments.

  1. Click "+ New Segment" in the Segments tray
  2. Name the segment (e.g., "Act 1 Run-Through")
  3. Select which characters are called
  4. Drag the segment onto a date

Method 3: Use Templates ​

Templates save time for recurring patterns:

  1. Create a template by clicking "Save as Template" on an existing day
  2. Drag the template onto future dates
  3. All scheduled items copy to the new date

AEA Compliance Checking ​

The app automatically checks union rules and warns you of violations.

Supported Contracts ​

ContractRules Checked
LORT12-hour turnaround, 8-hour daily max, 36-hour weekly rest
NEAT10-hour turnaround, 7-hour daily max, 34-hour weekly rest

How to Enable ​

  1. Go to Cast & Personnel
  2. For each actor, set their Contract Type (LORT or NEAT)
  3. Return to the Scheduler

Reading Warnings ​

Violations appear as red warning icons on calendar dates:

  • 🔴 Turnaround Violation — Actor doesn't have enough rest between calls
  • 🔴 Daily Maximum — Actor exceeds max hours in a single day
  • 🔴 Weekly Rest — Actor doesn't get required consecutive days off

Click the warning to see which actors are affected.

Managing Conflicts ​

Viewing Conflicts ​

  1. Click on a scheduled item
  2. Look for the "Conflicts" section
  3. Red highlights indicate actors with overlapping calls

Resolving Conflicts ​

  • Reschedule one of the conflicting items
  • Remove conflicting actors from the segment
  • Add a note explaining the approved conflict

Filtering for Print ​

When printing schedules, you can filter by audience:

  • Production Team View — Shows meetings and deadlines
  • Rehearsal Schedule — Cast-only view (rehearsals, techs, performances)
  • Full Schedule — Everything

See the Print System section in Features Overview for details.

Tips for Success ​

emoji_objects Schedule early and often — The calendar helps visualize your production timeline

emoji_objects Use segments for flexibility — You can call specific actors without scheduling entire scenes

emoji_objects Check compliance weekly — Review warnings before finalizing your schedule

emoji_objects Create templates — Save time by reusing common patterns (e.g., "Standard Evening Rehearsal")

Video Tutorial ​

video_library Watch: Scheduling Your First Rehearsal (Coming soon)

External Calendar Sync ​

You can subscribe to your rehearsal schedule from your personal calendar app (Google Calendar, Outlook, Apple Calendar, etc.).

"Smart Feed" Technology ​

On Book Pro uses a Smart Feed system. Instead of syncing the entire production schedule to everyone, the calendar feed automatically filters events based on your role:

  • Actors: You see only the rehearsals, fittings, and calls you are assigned to. Admin meetings and other noise are filtered out.
  • Stage Managers: You see everything—every rehearsal, meeting, and deadline.
  • Designers: You see design runs, production meetings, and tech rehearsals, but skip daily scene work.

How to Subscribe ​

  1. Click the "Subscribe" button in top request of the Scheduler.
  2. Choose your platform (Google, Apple, Outlook).
  3. Follow the prompts to add the subscription.

⚠️ Important Note on Sync Delays

External calendars (especially Google Calendar) check for updates periodically, typically every 12-24 hours.

Do not rely on your personal calendar for last-minute changes. Always check the app or your email for schedule changes made within 24 hours of the event.

Last updated: February 2026