Sharing the Run of Show

The Run of Show is built for people who have no Scout login: the band, the tech booth, and the guest speaker who arrives on Saturday. Sharing it puts one URL on your clipboard. You send that URL yourself.

Share the plan

1. 1

   Open the service

   Go to Services and click the service under This week or Coming up. The page carries the eyebrow Run of Show and a pill reading Draft or Shared.

2. 2

   Click Share

   Share sits at the top right, next to Teams. On a draft it opens a modal titled Share this plan that reads: "Sharing publishes this plan. Anyone with the link can see it. Volunteers appear as first name and last initial only."

3. 3

   Click Publish and copy link

   Publishing and copying are one action. The pill flips to Shared and the URL is on your clipboard. It looks like https://yourchurch.scout.church/ros/8f2c..., built from whatever address you are signed in at, so a church on its own domain gets a link on that domain.

4. 4

   Paste it where your team already talks

   Scout sends nothing when you share. No email, no text message, no push notification goes out. Paste the link into your group thread, an email to the speaker, or the notes field of a calendar invite.

After the first time, Share copies straight away with no modal, and the button reads Copied for two seconds. Clicking the Shared pill reopens the same modal, where the button now reads Copy link.

If your browser refuses the clipboard, the modal shows "Your browser blocked the clipboard. Select and copy the link below." with the full URL in a field you can select by hand and a Done button.

What the person with the link sees

They do not sign in and they do not need a Scout account. The page opens to your church name, the service name, the full date, the total running time, and one chip per service time. Below that, each section is a card and each element is a row carrying:

• the start time, one line per service time
• an icon for the element type
• the title, plus the key and BPM if you filled in Song details
• anyone assigned on that row, as first name and last initial (a lead gets a ★)
• the duration

When the service has volunteer slots, a Teams button opens a roster panel with a Show Teams filter, then one card per team showing Per service or All morning, a filled count out of the total, and each role's people. Empty seats read Unassigned. Roster names are also reduced to first name and last initial.

The page loads the plan fresh each time it opens. There is no live sync between devices, so if you reorder something during rehearsal, ask the booth to reload. If the plan has a Pre-Service section, its times read later on the shared page than in the builder, which is covered in Building a Run of Show.

What the link does not show

None of these reach the shared page, even though they sit on the plan:

• Production Notes
• per-element Notes
• attachments of any kind, including chord charts, lyrics, and slides
• CCLI numbers
• volunteer slot statuses (Confirmed, Requested, Declined)
• anything Scout has noticed about your volunteers

Anyone with the link can enter a headcount

The shared page is not read-only. It carries an Enter headcount button, and whoever holds the link can open it, type a whole number, and save a count against that service. The last save wins. That is useful when you want to hand the counting to a greeter, and it is worth knowing before you post the link somewhere public.

The link cannot be taken back

The first time you share a service, Scout mints one token and reuses it from then on. There is no un-publish (setting a service back to Draft is not exposed anywhere in the app; the pill only reopens the share modal), no revoke, no regenerate, no expiry date, no password, and no per-recipient access. Nothing records who opened it.

Anyone who has ever had the URL keeps it. The guest speaker still has last month's plan after they fly home. A volunteer who left in March can still open every plan you shared before then.

Three things follow from that:

• Treat the URL as public from the moment you paste it. Assume it gets forwarded.
• Keep anything you would not hand a stranger out of section names and element titles. Production Notes and per-element Notes are the staff-only place, and neither one travels on the link.
• Each service gets its own token, so one leaked link exposes one service, not the season. That is the only thing limiting the blast radius.

Printing

Click the printer icon at the top right of the shared page (labelled Print Run of Show). It opens your browser's print dialog. The toolbar and the headcount box are hidden on the printed page.

That dialog is the only output Scout offers here. There is no PDF export, no CSV export, and no download button anywhere on the Run of Show. Most browsers include a "Save as PDF" destination in the print dialog if you need a file, which is your browser doing the work rather than Scout.

On a phone or an iPad backstage

The shared page is laid out for the device someone actually has in their hand. On a narrow screen the plan stacks and the Teams panel covers the page as a drawer. From a tablet in landscape upward, the panel opens beside the plan instead. Nothing needs installing, and the member app has no Run of Show screen, so this link is the only congregation-facing view of a service plan.

If someone reports Run of Show Not Found ("This link may have expired or the service hasn't been published yet"), they have either mistyped the URL or you have not shared that service yet.