Can Cal.com handle complex crew scheduling across multiple stages and rooms?

Start with templates for crew calls, tech checks, and client approvals, or build your own workflows. Try Cal.com free, or request a tailored demo to see how API first scheduling streamlines your next show.

How do we manage call sheets and last minute updates on show day?

Create workflows that send call sheets and SMS updates automatically. Changes to times or locations trigger immediate notifications to each role.

Can we attach our event AV checklist to each booking?

Yes. Add links, custom fields, or workflow steps that include your event AV checklist so crews and clients receive the right tasks before tech checks.

Does Cal.com support stage lighting rental coordination with vendors?

You can schedule vendor delivery windows, confirmations, and on site checks. Workflows notify vendors and internal teams when slots are booked or changed.

We run a live stream production company. Can we automate rehearsal and go live confirmations?

Yes. Set preflight checks, rehearsal holds, and go live confirmations with multi channel reminders and role based messaging for TD, audio, and talent.

Can we self host for enterprise compliance and control?

Yes. Cal.com offers a self hosted deployment with role based access, SSO, and audit friendly controls while keeping full API access.

Do you integrate with calendars and messaging tools we already use?

Yes. Sync with Google and Microsoft calendars, use email, SMS, or WhatsApp messaging, and connect webhooks to Slack and your project systems.

Workflows for AV/production companies

Workflows for AV and production teams that run on time

Automate holds, tech checks, crew calls, and client updates with flexible, API first scheduling workflows.

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Workflow/AV/production companies reminder workflowSave

Trigger

When

Before event starts

How long before event starts?

24hours

Action

Do this

Send email to attendees

Sender name

Cal.com

Message template

Reminder

Trusted by fast-growing companies around the world

How it works

Set up automated scheduling for every stage of your production

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Map your production timeline

Define preproduction, rehearsal, show day, and strike. Attach your event AV checklist, assign owners, and set time based triggers that keep crews and clients aligned.

Trigger crew calls and confirmations

Use holds, soft confirmations, and hard bookings. Cal.com automatically sends call sheets, tech check reminders, and location details to the right people at the right time.

Sync changes across tools

Reschedules, location updates, and run of show changes sync instantly to calendars, messaging, and project tools so your stage lighting rental, streaming, and venue teams stay in sync.

Benefits for AV and production teams

Make every show day predictable with automated, reliable scheduling

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Meeting reminder

now

Hi, this is a reminder that your av/production companies meeting with Alex is in 30 mins

…

Hit every milestone without fire drills

Replace manual follow ups with workflows that move the production forward. Send holds to clients, request approvals, and confirm vendors, while reminders reduce no shows for tech checks and rehearsals.

Bookings

Today

Tue, 13 May9:00am - 9:30amAv/production companies kickoff | Q2

Tue, 13 May10:30am - 11:00amAv/production companies team standup

This week

Tue, 14 May10:30am - 11:00amAv/production companies review

Tue, 14 May1:00pm - 1:30pmClient follow-up

Keep crews informed on site and off

Centralize call times, access instructions, and run of show notes. Automated SMS and email updates reach audio, video, lighting, and stage management, even when plans change an hour before doors.

Trigger

When

Before event starts

How long before event starts?

24hours

Action

Do this

Send email to attendees

Message template

Reminder

Adapt to change without chaos

When a client pushes rehearsal or switches rooms, Cal.com updates attendee notifications, buffers, and resource holds. Crew calendars and statuses reflect reality within seconds.

Email subjectAdd variable

Are you joining the av/production companies session on {EVENT_DATE}

Normal BIlink

Hi {ATTENDEE},

Please confirm if you're still planning to attend by clicking the button below:

{CONFIRM_ATTENDANCE}

This reminder was triggered by a Workflow in Cal.

Connect your stack and scale operations

Use API first scheduling to connect your live stream production company workflows, ticketing, comms, and project tools. Self host for full control, or use Cal.com in the cloud for speed and scale.

Features built for production speed

API first, open, and flexible for any production workflow

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Workflow automation for holds and calls

Automate soft and hard holds, crew calls, and confirmations with time based and event based triggers.

Multi channel notifications

Send call sheets and changes via email, SMS, and WhatsApp. Personalize by role, like FOH, LD, A2, or TD.

Resource and location routing

Route bookings to rooms, stages, or trucks with availability rules, buffers, and setup or strike windows.

Group events and role based logic

Tailor messages and instructions for clients, vendors, and internal crew in the same event flow.

Self hosting and SSO

Deploy on your infrastructure with SSO and granular permissions, ideal for enterprise AV production services.

Developer ready APIs and webhooks

Integrate scheduling with comms, asset tracking, and project tools. Stream updates to Slack and your dashboards.

See how workflows keep your scheduling on track

Watch how Cal.com Workflows simplify scheduling, automate reminders and keep your meetings running smoothly. See real examples of how teams use workflows to reduce no-shows and save time.

All your key tools in sync with your meetings

Connects to Slack, Salesforce, and 100+ more. Bookings show up where your team already works.

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Google CalendarVerifica conflitos em todos os calendários e adiciona o agendamento.
Zoom VideoDá a cada agendamento seu próprio link de reunião.
SalesforceRegistra a reunião no contato e encaminha ao responsável.
HubSpot CRMAdiciona agendamentos a contatos e negócios.
SlackAvisa a equipe assim que uma reunião é agendada.
StripeCobra quando o horário é agendado.
FramerColoca sua página de agendamento em um site Framer.
ElevenLabsDá aos agentes de voz uma voz de IA realista.
LinearDefine seu status como ausente pelo calendário.
Meta PixelMede agendamentos das suas campanhas de anúncios Meta.
UmamiConta visitas à sua página de agendamento, com privacidade.
WhatsAppAtende seus participantes em um chat ou videochamada no WhatsApp.

Frequently asked questions

These are some of our most frequently asked questions.

Don’t just take our word for it

Our users are our best ambassadors. Discover why we're the top choice for scheduling meetings.

Thrilled with this scheduling app—it's a game-changer. The intuitive interface and advanced features streamline my time management. The standout, however, is the incredible support team—swift, expert responses to every query. A perfect combo for seamless scheduling and top-notch customer service. P.s. Way better than Calendly
Mickeyem Trustpilot
I just migrated from calendly to cal.com I'm liking it so far. I wasn't particularly displeased with calendly. It's fine. But I like that cal is OSS and my sub to calendly was coming up for renewal so I thought I'd check it out. Looks good.
Kent C. Dodds 🌌@kentcdodds em X
2 days of using @calcom is enough to never look back at calendly
Anuvesh Singh@singh_anuvesh em X
Without a doubt the best calendar/scheduling application I have ever used. It has all of the advanced features I need while also being insanely intuitive and straightforward for both end-users and booking recipients. Love it!!
davidvkimballem Trustpilot
(finally) made the move to @calcom after I couldn't find how to edit events in the calendly dashboard and I must say - dash is 10/10 Bravo @peer_rich and team (I should have moved over years ago!) OSS fam
Ant Wilson@AntWilson em X
One of the best tools for scheduling and my favorite after so many other options tried.
Denisem Product Hunt
more elegant than Calendly, more open than Savvycal, cal.com works and it feels just right.
flo merianem Product Hunt
This platform's open-source nature and flexible licensing are a developer's dream. Self-hosting and white-labeling empower personalization and seamless integration.
Ahmed Elnaggarem Product Hunt
for the love of me, why do people still use Calendly? Just today I have seen products reference Calendly while they know of @calcom It's a no brainer for me to use , their brand is amazing, cool team + they even have more compelling features 🤷
Rotimi Best@rotimi_best em X
Amazing. I've been sharing it with everyone I know. It's helped me create more events spontaneously, because of how smooth it is compared to Calendly and Harmonizely.
Benem Product Hunt
Very easy to set up and start. Connected with my Google calendar without any problem. Connecting with Microsoft gives me an error. But other than that the user interface is very good.
Pankaj Dixitem Product Hunt
Just gave it a go and it's definitely the easiest meeting I've ever scheduled! No context switching, no distractions, and works even better on mobile too.
Aria Minaeiem Product Hunt

Trusted by fast-growing companies around the world

Power your next production with automated scheduling

Grátis para uso individual, sem cartão de crédito, sem limites de uso. Conecte um calendário, compartilhe um link e deixe as pessoas agendarem quando for bom para vocês dois.

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