03 · Lost & found
Every item, tied to the show it was found at
Tag it after the show with a photo and a spot. Search by event, item or location when the call comes in.
Case study
Tennessee Theatre
The State Theatre of Tennessee, open since 1928. More than 150 part-time staff across 10+ roles and departments — and a back office running on paper sheets, spreadsheets and a magnet board. Now it runs on five custom tools, all in the theatre's own brand.
150+
part-time staff on the app
10+
roles and departments
5
custom tools, one brand
ADP
payroll, fed directly
What changed
BEFORE
Third-party scheduling apps that never quite fit how the theatre works
AFTER
One built for exactly how the theatre staffs a show — requests, approvals, call times and clock-in synced to ADP
BEFORE
A paper check-in sheet at the security desk
AFTER
An iPad at the stage door: clock in, radios out, initial out — and the invoice builds itself
BEFORE
A bin of found items, dug through every time someone called or stopped by
AFTER
Every item logged with a photo and the show it came from — searchable in seconds
BEFORE
Managers juggling comp-ticket spreadsheets
AFTER
An intranet where staff request and managers approve, deny or waitlist
BEFORE
A magnet board to slide when you entered or left the building
AFTER
Slide in on your phone — everyone sees who's in, which rooms are lit, and who arms the alarm
01 · Scheduling & time clock
Where am I working, when do I call in, and did my hours count?
The question every part-timer asks, answered on their phone. Hours go straight to ADP — nobody re-keys a timesheet.
- Staff request and cancel shifts; managers approve
- Position and call time for every show, on the phone
- Clock in and out, synced to ADP payroll
- Reports for managers, across every department
02 · Security check-in
The clipboard retired. The invoice writes itself.
The stage door guard runs the whole night from one iPad. No sign-in sheet, no radio log, no building the invoice by hand.
- Arrive. Each guard gets a radio and is clocked in with one tap.
- Leave. They return the radio, check out and initial on the screen.
- Finish the show. Once everyone's out, the guard taps finish. Reports go to the manager — with the invoice already built, ready to send.
04 · Wristbands · staff comp tickets
Ticket perks without the spreadsheet
Managers set wristband inventory per show and add more at the last minute. Staff and partner theatres request; managers approve, decline or waitlist — and print the will-call list.
05 · Magnets · staff hub
The magnet board became the full-time staff's front door
Tap "Enter the building" and your magnet slides to In. Everyone sees who's here and which areas and lights are on, plus today's events and building notes — and links to tools like lost & found. The last one out gets the alarm steps.
Behind the scenes · The manager's desk
Every show's staffing, at a glance.
Managers see roles, assigned, needed, requested and pending for every show, then approve in a click. Shows, schedules and staff import from CSV and ADP, and each tool reports on itself.
It looks like theirs, because it is.
Every tool wears the theatre's own colors, type and logo. Staff don't learn a vendor's app — they open the Tennessee Theatre's.