Invitations & Rep Access

An invite is an email with a link. The person who opens it confirms their name and phone number, adds any dietary restrictions, and chooses whether to get SMS call sheet reminders. That is all the link does. It opens no call sheets, no schedule and no crew list, and nobody needs an account to use it. Call sheets reach people the usual way, by email or SMS when you send the day.

Every row on the Crew, Cast and Background lists has a mail icon at the right end. It shows when you hover the row. Click it to open Send Invite.

• Send to: appears when the performer has reps on file. Pick the performer or one rep. When the performer's call sheets go to their rep, it starts on the first rep
• Type and Role / Position: what the invite calls them
• Email Address: required. For a rep it reads Rep's Email Address
• Personal Message (optional): printed in the email, and at the top of the page for a crew member or performer

SMS consent comes from one phone number, so each invite goes to exactly one person. A performer with an agent and a manager takes two invites, one to each. A rep's answers (name, phone and the SMS choice) are stored on that rep, not on the performer.

The address you type is saved onto the record: the rep's email for a rep, the person's own email otherwise. On a crew row the Role / Position you type is saved as their title as well. Replies to the email come to the address on your G-Casper Pro account. Sending needs edit access to the production.

The link opens Confirm Your Contact Info & Dietary Needs, headed with the production's name. A crew member or performer also sees who invited them and your personal message.

• Full Name and Phone Number, filled in with what the show already has
• Dietary Restrictions (optional)
• Yes, send me SMS reminders for call sheets: a separate checkbox, off unless they have opted in before
• Save My Details, which writes their answers straight onto the row

Once someone opts in to SMS, the mail icon on their row turns green and stays visible, and its tooltip reads SMS opt-in confirmed. Someone who confirmed their details without ticking the SMS box leaves the icon grey. Check their phone and dietary columns to see whether they answered.

A link works for 14 days from the moment it was sent. After that the page reads Link Expired and tells them to ask the production for a new one. Send a fresh invite from the same mail icon. The new link replaces the old one, which stops working straight away.