Live Runsheet: Per-Onboardee Instructions that Update in Real Time
Live Runsheet is a new field on each onboardee record that lets you add custom instructions, timelines, or notes just for that person. Whatever you type appears right at the top of their portal, above all the onboarding workflow, so they can't miss it. And any edits you make appear on their screen instantly, even if they already have the portal open!
What it's for
Most onboarding is standardised. Your workflow templates cover the steps every onboardee goes through, and everyone sees the same Sections. But every so often you need to add something bespoke for just one person without creating another portal.
The Live Runsheet solves that. It's freeform rich text you can use for:
Venues including order of events, setup details etc.
Event Planners sharing a runsheet with a particular client or giving instructions to specific crew.
Event Vendors adding timelines such as photographers, celebrants etc.
Any Admin who needs to designate instructions or information that only one onboardee should see (but still share the default workflow for that portal).
If you can type it in a box, it can go in the Live Runsheet field and be immediately seen by that onboardee prominently at the top of the portal.
Where to find it
Open any onboardee record from the Clients (Onboardees) tab. Scroll down to the field labelled Runsheet or Instructions for [Name] — it sits just below the Portal Invite Status and Email fields.
Type whatever you need, then hit Save. That's it.
Where it appears
The Live Runsheet appears prominently at the top of the onboardee's portal, above all other onboarding sections. It's the first thing they see after the portal header, so it's perfect for time-sensitive instructions or anything you want them to read before they start working through their onboarding steps.
If the Runsheet field is empty, nothing shows — the portal just displays the standard workflow as normal.
The "Live" bit
This is where it gets cool. Updates happen in real time. If your onboardee has the portal open on their phone and you edit the Runsheet from your admin screen, the change appears on their device within a second or two. No refresh needed.
That means you can:
Update a timeline on the fly if the schedule shifts
Add a last-minute instruction while they're already reviewing their portal
Fix a typo and know they'll see the corrected version immediately
Formatting options
The Runsheet uses a rich text editor, so you can add:
Bold, italic, and underlined text
Coloured text
Bulleted and numbered lists
Headings
Plain text works fine too as most runsheets are just a simple list of times and events.
As I tell my friend ‘Slick Nick’ all the time (an imbiber from way back) as with many things in life, ‘less is more’ so we recommend only using formatting options if absolutely necessary ;)
A few things to know
Admin only. Any admin with access to the Space can edit the Runsheet. Onboardees can see it but can't edit it themselves.
Character limit. The field currently holds up to 4000 characters, which is plenty for a detailed timeline or set of instructions.
Per onboardee. Each Runsheet is tied to one onboardee record. It only shows on that person's portal, never on anyone else's.
Silent updates. Editing the Runsheet doesn't trigger any email or notification. If you want your onboardee to know you've added something, let them know separately.
Not included in exports. Runsheet content stays within the onboardee record and isn't currently part of the CSV export.
When to use Live Runsheet vs other tools
The Runsheet is for freeform, per-onboardee content you want to display prominently. It's not a replacement for:
Onboarding Sections and Steps — still the right place for anything you want the onboardee to action, upload, or sign
Linked Fields — still the right place for structured, reusable data like phone numbers, addresses, or roles
Internal Notes — still the right place for notes only admins should see
Think of the Runsheet as a personal message board or brief to that onboardee at the top of the portal: a place to tell this specific onboardee what they need to know, right now, in a format that can change as often as you need it to.
