Theatre Production Management Software

The problem

Your show is spread across
five different apps

Community theatre runs on passion, and drowns in logistics. Every company we've spoken to is holding a production together with tools that were never built for it.

How it works now

Rehearsal schedules buried in a Facebook group nobody checks

Scripts emailed as PDFs, forwarded to who knows where

Rehearsal notes in a word doc that doesn't get read

The production manager rebuilding call times in a spreadsheet every week

Learning tracks on a drive link that has expired

The costume plot on a whiteboard nobody photographed

Nobody's sure who's actually turning up on Thursday

How it works with Callboard

Announcements land in a feed with role-targeted mentions

Scripts hosted in-app, annotatable, access controlled per production

Notes captured live, then compiled into a report automatically

Call times worked out per person from the scene breakdown, for the time they're actually needed

Audio and video tracks hosted and streamed in app, organised by song and part

A costume plot that knows what every character wears in every scene

Availability and attendance tracking at a glance

What's inside

Built around how theatre
actually works

Not a generic project tool in a curtain-print skin. Every screen is designed around the rhythms of rehearsal, the relationships between roles, and the moments that matter.

01 · Company feed

Announcements your cast can't miss

One feed for your whole production. Pin announcements so they stay at the top. Mention a person, a role, or an entire group, and everyone tagged gets a push notification rather than a message lost in a thread of 200.

Mention by role group: @Cast, @Band, @Crew, @Creative
Pinned announcements stay always visible
Search the whole feed, including the activity log
Push notifications on iOS, Android and web

The company feed showing posts with reactions, comments and seen counts, and an announcement from the production manager

02 · Callsheets

Callsheets that build themselves

Enter the running order once: which scenes, who's in them, how long each takes. Callboard works out everyone's individual call time and sends each person only what they need to know.

Call times derived from the breakdown automatically
Link an item to a scene and it calls whoever is in it
Says so plainly when a scene isn't cast yet, then re-syncs every item once it is
Each member sees their own call and estimated release
Mark scene coverage live during the rehearsal

The callsheet builder: a rehearsal breakdown where each item's start time is worked out from the ones before it

A rehearsal report compiled from the night's notes, attendance and callsheet: 11 present, 1 late, and notes grouped by department

03 · Rehearsal notes

Notes on the fly

Capture notes as they happen, tagged by type, mentioning whoever needs to see them. The note sheet opens straight to the note, because you're writing it mid-run with one hand. When the rehearsal ends, Callboard compiles attendance, scene coverage and every note into a report ready to distribute.

Note types for blocking, music, choreography and technical
Cast and crew can easily find their notes at a glance
Reports assembled automatically from the session data
Turn any note into an action assigned to someone, due before a named rehearsal

An open note session from a full run of Act 1, with notes sorted into Music, Choreography and Technical sections and colour-coded by type

04 · Library

Every script, track and clip in one place

One Files library with four fixed sections and no folder tree to bury anything in. Say what a file is when you upload it and it files itself. Learning tracks tagged by song and voice part. Choreography videos your ensemble can take home.

Script & Score, Rehearsal, Design & Production, Admin & Forms
Tag a file "Act 1" or "Costume Refs" and everything gathers under it
Every file controls its own audience, and starts on the setting that suits it
Learning tracks grouped by number and voice part
Choreography clips play at half speed, on repeat, and pick up where you stopped

The Video tab: choreography clips grouped by musical number, each showing its type and length

The Files library: one repository with a Script, Rehearsal, Production and Admin section, files grouped under tags like Act 1 and Band parts

The Audio tab: learning tracks for one number split by voice part, with a track playing

05 · Wardrobe & props

A costume plot that keeps itself up to date

Tag a garment to the scenes it's worn in and Callboard works out what every character wears at any point in the show, and what has to change between one scene and the next. Every character gets their own page: one thread through the show, with each costume change drawn as a break in the line.

Bundle scenes into a named look, because "change into the Ball Gown" is the instruction someone acts on
Tight changes flagged, with a written plan and a named dresser
A change with nobody on it stays amber until somebody is
Props belong to the character, so alternates, understudies and swings inherit the list
A running order per performer: what they wear, what changes, what they carry

Cinderella's wardrobe page: her looks as stations down one thread, each garment photographed, with a flagged costume change showing what comes off, what goes on, and that nobody is dressing it yet

The Wardrobe tab: a card per character showing their looks photographed and how ready each one is, under a Show Ready summary

And everything else

From first audition to
closing night

The whole production lifecycle, not just rehearsal week.

Auditions

Sign-up forms, slot scheduling, and a casting pipeline from application to offer. Write the callback and the thank-you once, then send them from the board.

Attendance

Availability collected ahead of time, attendance marked at rehearsal, all visible in one matrix.

Stage Door

Running late? Send a heads-up from the app. It reaches whoever is running the production, and they can mark you late or absent from the message itself.

My show

One page per person: their parts and scenes, costumes and props, learning tracks, next call, and any changes they're dressing for someone else.

Budget

Departmental budgets, expense tracking, income, and a break-even calculator for ticket sales.

Action items

Turn a rehearsal note into an assigned task, pegged to the rehearsal it's needed for. It shows up on their callsheet before they arrive.

Company & branding

Members, roles and granular permissions, so the right people can do the right things and nothing more. Set your accent colour and banner so it looks like your show.

Music stand mode

Mark up a score, save it to the iPad so it opens with no signal, and turn pages with a Bluetooth pedal while the screen stays awake. Two pages side by side when you turn it landscape.

Works in the pit

Your schedule, your callsheet and any score you've saved open with no connection at all, and say when they last updated. Anything you mark up offline syncs when the signal comes back.

Callboard Talent

The performer's side: a profile with credits, headshots and a showreel, audition forms that fill themselves in, and credits Callboard can verify. Applying to auditions is free, with or without one.

Works everywhere

Install on iPhone, iPad or Android, or use it in any browser. Same app, same data, everywhere.

Between shows

Your company,
not just your show

A society is the organisation that mounts the shows: its committee, its seasons and its subscription in one place. So handing over at the AGM means handing over more than somebody's login, and the year your company had doesn't disappear the day the set comes down.

A committee, not an account

The society holds the shows, the committee and the subscription. Committee members see every show the society runs and can close a season, reopen one or buy a pass, without being in the rehearsal room.

Closing a show keeps it

Close a season and the schedule, notes, callsheets, cast list, props and wardrobe, budget and everything written in the feed stay as a record everyone who was in it can still read.

Nothing is shared by default

Sitting on the committee doesn't put you inside a show. Cast measurements, guardian contacts and Stage Door threads stay with the people actually in the production. Joining is one request away and leaves a record.

One bill, one renewal

A Company subscription belongs to the society rather than to whoever clicked Buy, and the dashboard names who it's billed through. A society that has never paid still works perfectly well.

Front of House

A website that already knows
what's on

Community theatre websites die twice: the one volunteer who could log in leaves the committee, and the hosting bill has no owner. Your Callboard site is a projection of the shows you're already running, hosted inside the subscription you already hold. There is no second system to keep in step, so there is nothing to go stale.

A society's public website: the company name over a photograph of a theatre's red house curtain, the show currently on with its poster, synopsis and a Get tickets button, and a nav bar reading What's on, Past shows, Auditions, About and Contact

Four templates, themed from the accent colour and logo your production already uses.

Nothing to maintain

A show you publish, with dates, is on What's On. Nobody publishes it a second time
A season you close moves itself to Past Shows, so the site can't still be advertising a show that shut in March
An audition you open appears on the Auditions page and links to the sign-up form that already exists
Committee dates, workshops, the AGM and a market day sit on the same What's On page as the shows
Seven pages, server rendered, no JavaScript, with a sitemap so a search engine can actually find your season

Nothing to hand over

No separate site login. Editing is a Callboard permission held by a committee member, so handover is the handover you already do
A webmaster who can edit the site and cannot touch the billing
Hosting is inside your subscription. One bill, one renewal, one vendor
Your committee, your sponsors and your contact details, with photos
Tickets link out to iTICKET, Ticketek, Humanitix or a Facebook event. Callboard doesn't stand between you and your box office

The site is on every plan, including Free. Your own web address is what Company adds.

Every society gets a real, permanent, shareable address at callboard.nz. Company points your own domain at it, so the address on the poster and in the programme is your company's rather than ours, and tells you how many people read the season.

Pricing

Free for one show, $99 when it goes into rehearsal

Free covers the paperwork every show needs, including your scripts, your audition sign-ups and your company's website. A Show Pass covers one production for its whole run. Company is for a society that keeps going between shows.

	Free $0	Show Pass $99 per show One show, 6 months	Company $39/mo
Company & people
Active productions	1	1 per pass	Unlimited
Members per production	30	100	Unlimited
Feed, announcements & polls
Schedule & calendar subscription
Rehearsal notes
Callsheets & attendance
Stage Door heads-up messages
Cast list & scene breakdown
Roles & permissions
Your company
Society, committee & handover
Past seasons kept as a record
Scripts, tracks & video kept after a season closes	30 days	60 days	Kept
Public website
Your own web address
Website visitor numbers
Files & media
Storage	1 GB	15 GB	50 GB
Scripts, scores & documents
Music stand mode: mark up, offline & pedal
Downloads (free files are read-only & watermarked)
Rehearsal & learning tracks
Choreography video clips
Video in feed posts
Casting
Public audition sign-up form
Candidate list
Pipeline board, ratings & notes
Audition slot scheduling
Production tools
Action items & follow-ups
Props & wardrobe
Costume plot & quick changes
Custom branding
Budget & break-even
Production Insights
Talent directory
Invoice billing & priority support

Two shows a year costs $198. Four costs $390, and at that point Company is cheaper.

A Show Pass covers one production for six months, which is longer than most rehearsal periods and a run. Buy one per show, whenever a show goes into rehearsal, and pay nothing in the months between. Company is the subscription for a society running several at once, or one that wants everything on one bill.

All prices in USD. Company is $390 a year paid annually, which is two months free.
Free covers one production for as long as you want it, no card required. See the FAQ.

Questions

Things people ask

What does it cost?

Free covers one production for as long as you want it: the feed, the schedule, rehearsal notes, callsheets, attendance, your cast list, your scripts, your audition sign-up form and your company's public website. When a show goes into rehearsal, a $99 Show Pass unlocks that production for six months, adding learning tracks, choreography video, the audition pipeline, props and wardrobe, the budget and break-even calculator, and music stand mode for marking up a score. Company is $39 a month for a society running several shows a year, and adds Production Insights, the talent directory and your own web address. See the full comparison.

Do my cast need to download an app?

No. Callboard works in any browser, so send them a link and they're in. If they want it on their home screen it installs like a native app on both iPhone and Android, with push notifications. There's also a dedicated iOS app on the App Store if they'd rather download it, and it runs properly on iPad rather than as a stretched phone app. An Android app is in testing now; until it's out, installing from Chrome gets your company the same thing.

Is our script safe to upload?

Scripts are stored privately and only accessible to members of your production. Access is revoked automatically when someone leaves the company. Files aren't publicly linkable and aren't shared between productions. You remain responsible for your own licensing agreements with rights holders.

Can we run more than one show at once?

Company runs as many at once as you like. Free is one show at a time, and a Show Pass covers one production each, so a main-stage show and a youth production running in parallel is two passes or a Company plan. Members can belong to as many productions as they're in and switch between them. Each has its own feed, schedule, library and company list, and nothing is shared between shows.

What happens when the show closes?

Closing a season keeps it. The schedule and attendance, notes, callsheets and reports, cast list, scenes, props and wardrobe, the budget and everything written in the feed all stay, read-only, for everyone who was in it, and closed seasons don't count against your production limit. Your photographs stay for good on every plan. Scripts, scores, tracks and video are the ones with a clock on them: kept for good on Company, 60 days on a Show Pass, 30 days on Free, and you're warned by email three times before anything goes. Reopening is one action. There's still a permanent delete if you'd rather keep nothing.

Can it replace our website?

That's what Front of House is for, and it's on every plan including Free. You get seven pages built from the shows you're already running: what's on, past shows, auditions, your committee, your sponsors and how to reach you. Publishing a show puts it on the site and closing a season moves it to the archive, so it can't sit there advertising a run that finished in March. It isn't a page builder and it doesn't sell tickets, which is the point: tickets link out to iTICKET, Ticketek or whoever you already use. Company points your own domain at it.

Who's building this?

Callboard is built by someone who's spent enough time in community theatre to be tired of the group chat. It's being developed alongside real productions, with features shaped by what companies actually ask for. If you've got a request, there's a good chance it ends up in the app.

Theatre logistics
untangled

Your show is spread across
five different apps