Stage Manager Suite
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Volunteer Scheduling Software for Community Theater
Every community theater production runs on volunteers — ushers, concessions, box office help, set-build crews, load-in muscle. Coordinating them usually means a group email, a reply-all scramble, and a spreadsheet that is out of date the moment you save it.
Stage Manager Suite gives volunteer coordinators a purpose-built way to organize it all. Build volunteer teams for each show, define roles with real dates, times, locations, and slot counts, then share one public link where supporters claim the shifts that work for them — no accounts, no back-and-forth.
Volunteer teams and roles built around your show
Set up a volunteer team for each production and add the roles you actually need: front-of-house, concessions, ushers, strike crew, and anything else particular to your space. For each role you set the dates, times, locations, and how many volunteers you need in each slot.
Because slot counts are built in, the sign-up page shows what is still open and what is full — so you fill the gaps that matter instead of ending up with ten people for one shift and none for another.
- A dedicated volunteer team per show
- Roles with dates, times, and locations
- Slot counts so you know exactly what is still open
Public sign-up links volunteers can use in seconds
Share one link in your newsletter, on social media, or in your lobby, and volunteers claim the shifts that fit their schedule. There are no accounts to create and no passwords to remember — the same low-friction approach that makes your public audition sign-ups work so well.
Every sign-up flows into one organized view, so you always know who is covering what. When someone signs up, you see it immediately instead of digging through a reply-all thread.
Manual sign-ups for the people who call the box office
Not every volunteer signs up online. When a longtime supporter calls or catches you after rehearsal, add them to a shift yourself in a few seconds. Manual and public sign-ups live in the same place, so your schedule is always complete and accurate.
That single source of truth matters on show days, when you need to glance at one screen and know the lobby, concessions, and box office are all covered.
Exports for check-in sheets and printed schedules
When you need your volunteer schedule on paper or in another tool, export it to CSV or XLSX. Print a check-in sheet for the house manager, hand a shift list to a team lead, or drop the data into whatever your theater already uses.
Volunteer coordination is one piece of running a full season. Pair it with your cast management and rehearsal schedules so the people side of your production — on stage and off — lives in one connected workspace.
- CSV and XLSX exports of your volunteer schedule
- Print-ready check-in and shift lists
- One workspace for cast, crew, and volunteers
How volunteer management works in Stage Manager Suite
From first shift to closing night, the volunteer workflow is designed to save coordinators the endless follow-up emails.
- 1. Create a volunteer team for your show
- 2. Add roles with dates, times, locations, and slot counts
- 3. Share the public sign-up link everywhere your supporters are
- 4. Add manual sign-ups for volunteers who reach out directly
- 5. Export schedules for check-in sheets and team leads
Run your whole season — auditions to strike — in one workspace.
Start free — no credit card requiredFree plan includes auditions, casting, planning, and up to 50 inventory items.
Frequently asked questions
Do volunteers need an account to sign up?
No. Volunteers claim shifts through a public link with no account, password, or app required. Only your theater's coordinators need a Stage Manager Suite account.
Can I limit how many volunteers sign up for a shift?
Yes. Each role has slot counts, so the sign-up page shows what is still open and what is full — helping you fill the shifts that actually need coverage.
What if a volunteer signs up by phone or in person?
You can add manual sign-ups yourself. Manual and public sign-ups live in the same schedule, so your view is always complete no matter how someone volunteers.
Can I export the volunteer schedule?
Yes. Export to CSV or XLSX to print check-in sheets, hand shift lists to team leads, or move the data into other tools your theater already uses.
Can I organize volunteers separately for each show?
Yes. You build a volunteer team per production, so each show has its own roles, dates, and sign-ups without mixing up who is helping with what.
Is volunteer management free to start?
Yes. You can start free with no credit card. Paid plans add unlimited inventory tracking and team member access, but volunteer scheduling is available from the beginning.