Run Sheets

Ditch the paper-based run sheets and manage on-site activity the modern way.

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Run Sheets

Ditch the paper-based run sheets and manage on-site activity the modern way.

Challenges faced

They come by many names including run sheets, call sheets and production schedules but their goal is the same, to help everyone understand what they need to do, where they need to be and when they need to be there! In reality, this part of planning hasn’t changed much in the last 20 years: run sheets take ages to make, aren’t interactive and contain outdated information almost as soon as they are printed. Common problems we see are:

  • Manual process of creating run sheets, usually in Word or Excel
  • Wasted time updating whole run sheets whenever one timing is changed
  • Lots of paper print outs which are quickly out of date
  • Very difficult to use on-site due to long lists and complicated tables

How WeTrack can help

We took a look at this process and updated it for 2020 and beyond! Create or import your existing run sheets, and automatically apply updates across items. Any timing changes are instant and combined into your event control dashboard. Benefits include:

  • Much better visibility of who does what, where and when
  • Fully interactive, with maps, timing dependencies, colour coding, etc.
  • Combine with your incident tracking to get a complete picture of what’s happening
  • Increase engagement by automatically sending personalised run sheets to each user

It is also a great tool for readiness exercises, allowing you to test operating assumptions and familiarise new staff.


The Details

  • Import and duplicate sheets to save time
  • Colour code by department/functional area
  • Export to Excel and PDF
  • Add fixed or dependent start and end times
  • View timelines on map overlays
  • View run sheets across calendar or list views
  • Custom labels and tags
  • Extensive filters and sorting options

Implementing WeTrack’s run sheet module can take as little as a couple of hours from contract signing to live use. Generally, we like to follow the steps below:

  1. An onboarding specialist reviews your processes and requirements
  2. We help configure the system or show you how to
  3. WeTrack provides training onsite or online, depending on requirements
  4. You’re up and running and WeTrack is available to support you at any time

During the onboarding phase you will be assigned a dedicated account manager to help you get started, along with their phone number and personal email address.

After the training phase has been completed, WeTrack’s online support guide contains a wealth of material on the run sheets module, including videos and forums. It can be found here and we recommend using that as first place to look if you want any guidance or inspiration.

In addition, you can use the in-app chat widget to talk to one of our team or you can send us an email to

How does WeTrack work

Still not sure what we do? This short video should help!


How WeTrack can help you

No two events or venues are the same and we pride ourselves on making highly customisable solutions.

Please get in touch using this form and we can organise a quick call to learn more about you and whether WeTrack can help.