Using Smartsheet: Live In Studio Master List
Introduction
The Smartsheet "Live In-Studio Master List" tracks sessions, scheduling, volunteer engineer assignments, and publishing progress. Each scheduled 3-song session is created on a new row by the Music Director. The Grid View looks much like a spreadsheet, with lists of all relevant detail.
The Session Info column is used to show pertinent info in the Calendar view in a quick view format and included these elements:
- Band/Artist Name
- Session Date
- Time (of arrival)
- Status: Contacted, Tentative, Confirmed, In Production, Published, Completed, or Canceled* Program: Title of show on which the performance will air - must be arranged by or approved by host
- Primary Engineer and Assistant (engineers in training)
Claiming a Session
Volunteer engineers are encouraged to check the Smartsheet: Live In Studio Master List calendar frequently for scheduled performances, and to request assignment to any sessions they wish to handle by using an e-mail notification and entry in the Discussion on that row/session. When sending a request to participate in a session, be sure to choose "Andy Coco" as recipient, as he handles all assignment of roles. Assignment will typically be handled on a first come first served basis, but occasionally with high profile artists, staff will intervene to assign more skilled and experienced volunteers.
Volunteer Roles
When assigned to *Primary* engineer a session, the volunteer will be notified/confirmed by Discussion e-mail, and a then a reminder notification will be sent automatically by Smartsheet 2 days prior to the session. As primary, a volunteer is personally responsible to meet and greet the performers, prepare and strike the studio before and after the session, and handle all media production and related paperwork and content publishing.
Volunteer engineers are also encouraged to mentor learning volunteers, who are assigned to sessions as *Assistants* until they are ready to be assigned as primary responsible on sessions. Assistants are expected to assist the primary as needed but should stay out of the way as much as possible, observe the primary, and hold questions for after the session. Some typical assisting tasks and responsibilities are: testing microphones, setup and initiation of recording in ProTools, headphone and monitoring system distribution to performers, updating the show host on session status (ready and go times), equipment strike, obtaining signatures and song titles on our release form.
Assisting engineers who have participated in at least 3 live sessions are eligible to be certified as primary engineers. Certification is handled by request to Andy, who will assist and supervise the volunteer on a regularly scheduled session. Assisting engineers are not notified automatically via Smartsheet reminders, and are required to be available to assist for the entire session, including helping to orient the band at the start, thru helping them to leave the building.
More Info
Specific session details such as # of players, input list, instruments to be used, KDHX backline requests/requirements, and day-of contact information shall be posted in a Message to the assigned engineer, and _related_ to the appropriate milestone (will display as an underlined title below the milestone). Other useful details can be posted in the Writeboard and Files section of this project.
