Use the run sheet

The run sheet shows what should happen, when and who is responsible. It brings together milestones and actions for the event or a team.

You need access to the module. Adding, importing, validating and shifting require the corresponding permissions; viewing does not grant all of them.

Prepare a run sheet

Open Run sheet in the event, then select Event or the relevant team. If none exists, the screen offers to activate the event run sheet or add a team.

To reuse a run sheet template:

1. Select Import.
2. Choose Entire template for milestones, entries and linked documents, or Frame only for its milestones.
3. Select an available, compatible template.
4. Keep Add to existing to retain current rows, then confirm the import.

Replace content deletes current entries and milestones and cannot be undone. Review this choice carefully. Importing makes a copy: changing the template later does not change this run sheet.

Available templates depend on your access and their scope. If the list is empty, check personal or team scope and your team permissions; a template may also be incompatible with the timeline allowed by the event.

You can also select Add entry from the empty screen or Add from the toolbar and enter its title, anchor, duration and owner. Review the result in Timeline or Table.

Follow the actions

Open an entry to read instructions, change its status when permitted, comment or report an issue. Status names come from organization settings.

If a reading acknowledgement is requested, select I have read it after reading. Acknowledged confirms your response. This records that you read the run sheet; it does not validate the actions still to perform.

A completed entry may disappear because completed items are hidden. Change that filter before assuming it was deleted.

Validate a milestone

Open the milestone and select Validate milestone, if you are allowed to. The milestone then shows the time and the person who validated it.

A milestone can depend on checklist tasks: they appear under Prerequisite tasks, with their progress. Until all of them are done, Validate milestone stays unavailable.

The milestone’s line turns red when its time is reached without everything being done, or as soon as one of its tasks has an issue. The event settings can bring this alert forward by a few minutes; the line turns green once all tasks are done.

Depending on the event settings, two actions may then be offered:

• Validate and complete tasks lists the tasks involved, then completes them in your name and validates the milestone. It is all or nothing: if a single task cannot be completed by you — missing photo, unanswered question, an “Everyone completes their part” task, an open issue, insufficient rights — nothing is done and the reason is shown.
• Override… validates the milestone without touching the tasks. This action requires a specific right and a reason, recorded in the milestone history and the log. The tasks remain to be done, and the milestone stays validated even if one of them is reopened.

If the event has enabled it, a milestone can also be validated automatically as soon as its last prerequisite task is completed.

Handle a timing change

Use Shift a milestone, enter the new time and review the recalculated or excluded actions. Check recipients if you choose to send a notification, then confirm the shift.

Moving the reference milestone may shift all milestones and run sheets. An action already in progress may be excluded from recalculation: the preview explains the consequences before confirmation.

Freeze preparation

Lock the schedule prevents adding, editing or deleting its structure. Statuses and comments remain available; authorized leads can still shift a milestone. Locking therefore does not mean the event is finished.

Use Export to select the run sheets, days and additional information to take away. An export is a snapshot; consult the application for subsequent changes.