Plan your first run

From your runs page, Create a run. There are four things to give it.

The space

Whatever your team calls the building or room. Eastview Center. It appears on the report and on the invitation your helpers open, so use the name they’d recognise, not the one on the lease.

The date and ready time

The moment the space has to be ready — doors open, guests arrive, the thing starts. Not when setup begins.

ReadyFactor counts toward this time, and the report later records whether you made it and by how much. It’s a target, not a deadline the software enforces: a run that passes all four checks twenty minutes late still passes. The report just says so.

The timezone

Detected from your device. Change it only if the team meets somewhere else — the case that matters is you planning from home for a venue in another region. Every time on the report is shown in this timezone, so getting it wrong makes the record confusing rather than wrong.

The zones

This is the choice worth thinking about. Between 1 and 8, and 2 to 5 is where most runs land.

A zone is a part of the space someone can stand in and be responsible for. Main room. Entrance. Kids’ area. Storage. The test is whether one person could reasonably say “this zone is ready” and mean it.

Cut too coarsely — one zone called “the building” — and you’re back to the original problem: a single yes-or-no that nobody can honestly answer.

Cut too finely — eleven zones for a room with six chairs in it — and you’ve made admin for yourself, and helpers spend their time choosing between zones instead of working.

You can rename and reorder zones freely while the run is a draft. You can add work to them later — a zone is allowed to exist before you know what happens in it, which is usually how planning actually goes.

Starting from a run you’ve already done

If this is your second similar run, turn on Start from a previous run’s workflow and pick one. Every zone, task, dependency and gear case is copied fresh.

What is not copied: last time’s helpers, requests, or sign-offs. Those belong to that run and stay there.

A copied run arrives already reviewed, so you can invite helpers straight away. Edit it and it asks for a fresh review before invitations reopen — because the thing you reviewed is no longer the thing you’d be inviting people into.

What happens next

You get a draft. Nothing is live yet: no invitations, nobody can claim anything. The next step is writing the work, and until you’ve reviewed and saved that, the run sits here quietly and no one else can see it.