---
url: "https://docs.on-book.app/pro/user/features/scheduler.md"
description: "Plan rehearsals on a visual calendar, assign scene work, and review cast conflicts."
---

# Rehearsal Scheduler

> **Planning aid.** Compliance checks are planning aids, not union or legal advice.

***

![Scheduler — On Book Pro](../../assets/screenshots/scheduler/scheduler-hero.png)

## 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)

***

## 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 and rehearsal segments 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

## AEA Compliance Checking

The app can check selected rule sets and warn you of possible violations. The current selector is global to the Scheduler view; it is not configured per actor.

### Supported Contracts

| Contract | Rules Checked |
|:---|:---|
| **LORT** | 12-hour turnaround, 8-hour daily max, 36-hour weekly rest |
| **NEAT** | 10-hour turnaround, 7-hour daily max, 34-hour weekly rest |

### How to Enable

1. Open **Scheduler**.
2. Choose the active rule set, such as **LORT** or **NEAT**, from the Scheduler controls.
3. Review warnings before finalizing the schedule.

### 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](./overview.md) for details.

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## 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 **Verify compliance warnings** — Treat warnings as a review tool and confirm final decisions with the production's actual agreement or policy.

***

## Related Guides

* [Personnel Directory](./personnel.md)
* [Features Overview](./overview.md)

***

## External Calendar Sync

You can subscribe to your rehearsal schedule from your personal calendar app (Google Calendar, Outlook, Apple Calendar, etc.). The subscription surface lives in **Settings -> Profile**, not the Scheduler toolbar.

The in-app Calendar opens in an agenda layout on phones and a month grid on larger screens. Use the Calendar view switcher when you want to move between agenda and month browsing.

### "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. Open **Settings** from the sidebar, then choose the **Profile** subtab.
2. Find the calendar subscription section.
3. Open or copy the subscription URL.
4. Add the URL to your calendar app using that app's subscription flow.

> ⚠️ **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*