Step by Step Guide

1. Confirm Studio Settings

1. After logging into your RecitalReady portal, click “Settings” in the top right corner

2. Review all of the settings, especially the number of routines that you would like set for the Costume Change Cushion (this refers to the minimum number of routines required for a dancer to change costumes

2. Create Your Event

1. In your RecitalReady portal, click the “Create New Event” button

2. Enter the following:

   1. Event Name (i.e. Spring Recital 2025)

   2. Event Location (Venue/Theatre name)

   3. Click “Add Dates” button and click on the date(s) of your shows

   4. Add any notes regarding this event 

3. Click “Create Event” button

3. Import Dancer Database

1. On your Event page, click the first large square titled “Dancers”

2. Click on the safety pin in the “Dancer Data File” box in the center of the page

3. On your computer, find the spreadsheet with the data from your studio software (for help with exporting this data, click here)

4. Click the “Import” button

5. Review the list and click the “Import Dancers” button at the top of the screen

6. You can sort your dancers by any of the columns

4. Import Staff Database

1. On the Event page, click the second large square titled “Staff”

2. Click on the safety pin in the “Staff Data File” box in the center of the page

3. On your computer, find the spreadsheet with the data from your studio software (for help with exporting this data, click here)

4. Click the “Import” button

5. Review the list and click the “Import” button at the top of the screen

6. You can sort your dancers by any of the columns

5. Utilize Smart Show Order to create your shows for you

1. If you have already set your show assignments in your studio software, go to step 6

2. On your Event page, click the “Smart Show Order” button on the left

3. Select the number of shows you plan to have, and the minimum and maximum number of routines for each show

4. Click the paper clip icon to import your routines spreadsheet, then click the “Import” button (for help with exporting this data, click here)

5. RecitalReady will place routines in shows 

6. The families in multiple shows will be listed on the left side of the screen.  When you hover over the families, their assigned shows and routines will be outlined so you can quickly see which shows they have been assigned to. 

7. You can drag and drop routines to move them to a new show or location in a show

8. Once you are satisfied with the show order, click “Accept” at the bottom

6. Already have your show assignments/order completed? Assign Routines and Rosters to each Show

1. On your Event page, click the show that you will be adding routines to

2. Click the “Import” routines button

3. Click the paperclip to import your routines spreadsheet, then click “Import”

4. On your computer, find the spreadsheet with the data from your studio software (for help with exporting this data, click here)

5. Review the routines in the pop up then click the “Import Routines” button

7. Confirm that Show Order fits within your Costume Cushion

1. On your Event page, click the show that you will be checking 

2. Look through the list of routines to be sure there are no costume change alerts (these will be little orange circles on the right side of the routine rectangle)

3. To adjust the show order, drag and a drop a routine to a new location.  If dancers in that routine have a costume change conflict, an alert icon will appear

8. Enter Routine Details for your Playbook

1. On your Event page, click the show that you will be working on

2. Select the show

3. Select the routine

4. Edit any of the fields on this page with the information that you would like to be viewed on your Backstage Playbook 

5. To add a costume image, have a tab open to the costume site with that routine’s costume.  Drag and drop the costume image in the box

6. All of your edits on this page will save automatically

9. Assign Tags to Staff

1. On your Event page, click the Staff block

2. Click the “+” button under tags for the staff member you want to assign a tag

3. Check the boxes for the roles you would like to assign

4. Changes will save automatically. Click outside of the box to return to the Staff Database

5. To edit your staff tags, click “Settings” in the top right menu and scroll down to “Event Settings”.  Under “Custom Tags” click the “+” to create a new tag

10. Assign Dressing Rooms

1. On your Event page, click the “Dressing Rooms” block

2. Be sure to have the correct show selected. You can also organize this view by dressing room using the button on the top right

3. Click “Create First Dressing Room”

4. Type the name of the dressing room and click “Create”

5. Now you can add dancers and staff to the dressing room

6. Click the “Add Dancers” button

7. Using your spreadsheet that you created, you can copy dancers names from the spreadsheet and paste them into the dressing room

11. Print

1. Backup QR Codes for grown ups

   1. On your Event Details page, click “Link/QR Code Manager” button

   2. Click “Download QR PDFs” for Staff Device Codes and Backup Printable Check In/Out Codes.  

   3. Find the downloads on your computer and print

2. Device Link Pages for staff

   1. On your Event Details page, click “Link/QR Code Manager” button

   2. In Staff Device Codes, click “Copy Check In Link” or “Copy Backstage Link” to save the link to your clipboard

   3. At the top of the page, click “Communications”

   4. Select “Send Manual Communications”

   5. Click the button on the left to “Switch to Staff Communication”

   6. Filter staff by tag if desired

   7. Add a subject and text to the body of the email and paste the link

   8. Click “Send Email” at the bottom  

3. Reports

   1. Select the show that you would like to create reports for

   2. Click the “Reports” button 

   3. Select the report you would like to print

   4. The report can then be found in your downloads to open and print

12. Confirm Communication Settings (1 week prior to show)

1. At the top of your portal, click “Communications”

2. Select “Edit Studio Email Templates”

3. To create a new email template, click the orange plus button

4. Name the template

5. Choose attachment settings

6. Type the name of the sender

7. Type the email address that can be used for replies

8. Create the subject and body of the email using any of the field buttons

9. Click “Save Template”