Entertainment Scheduling Software & Cast Scheduling App
Live entertainment doesn't schedule like traditional employees. Rox Teddy is entertainment scheduling software and a cast scheduling app built specifically for production shows, touring acts, corporate events, and multi-venue programs.
Built by Show Producers and Event Organizers
Not by HR software vendors retrofitting an employer tool.
This platform was designed from the ground up by people who produce shows and manage live events. We work with performers, not generic employees. We understand that casting is not the same as staffing.
A live entertainment operation is not a collection of interchangeable shifts—it is a living system of roles, skills, rehearsals, call times, and contingencies.
This is not employer software that has been "adapted" for entertainment. It was built because the right tools didn't exist—and we needed them ourselves. When they don't exist, we build what we need in the entertainment world.
What Makes Scheduling Performers Different
Scheduling performers is fundamentally different from scheduling employees because you are managing talent, not positions.
Skills are not interchangeable
Each performer brings unique capabilities that must be matched to specific roles.
Show familiarity matters
Knowing the show or format matters as much as having the talent.
Availability must be collected
Performer availability must be proactively gathered, not assumed.
Double-booking is reality
Controlled double-booking with warnings, not hard blocks that don't reflect reality.
Pre-event calls are real
Rehearsals, soundchecks, and pre-event calls are real commitments that need scheduling.
Traditional tools fail
Generic staffing tools break down quickly under live entertainment conditions.
From Production Shows to One-Off Events
Live entertainment operations span a wide range of formats—and this platform handles them all.
Core Features Designed for Live Entertainment
AI-Assisted Scheduling
AI auto-assigns performers across an entire week of calls in seconds—weighing skills, show familiarity, availability, swing status, and reliability scores. Schedulers review, refine, and approve before anything goes out.
Availability-First Scheduling
Performers are not assumed to be available. Availability must be proactively submitted, including repeating patterns and long-range planning, with periodic reconfirmation.
Skill- and Show-Aware Assignment
Assignments are based on required skills and quantities, show or format familiarity, availability, and reliability. Not every qualified performer is the right fit for every event.
Call-Outs, Confirmations, and Substitutions
When someone cancels, eligible performers are notified automatically, the first confirmed responder fills the slot, and schedulers retain full manual override.
Rehearsals, Soundchecks, and Sub-Events
Rehearsals and soundchecks are treated as real calls—scheduled, reminded, tracked, and reported. They are flagged differently for reporting but handled with equal importance.
Stay Connected Without Forcing an App
Calendar sync, GPS check-ins, automated reminders, and SMS communication—all without requiring performers to install anything.
Personal Calendar Subscription
Each performer gets a unique iCal feed URL that syncs their assigned schedule to Google Calendar, Apple Calendar, or Outlook—automatically updated when assignments change.
GPS-Verified Check-Ins
Performers check in via mobile web with GPS location verification. Venue geofences (configurable radius) ensure they're on-site. Admins see check-in maps with distance calculations.
Automated Reminder Emails
Configurable reminder emails sent before call time (30, 60, or 90+ minutes). Each email includes a secure magic link for one-tap check-in—no login required.
SMS & Email Communication
Magic link check-ins, call-out notifications, and booking confirmations delivered via SMS. Performers can respond and confirm without logging into an app.
How It Works for Performers
Clock-In Without Forcing an App
Live entertainment often requires attendance verification without forcing performers to install a native app. Performers are frequently independent contractors, guest artists, or short-term hires who may only work with a particular producer once.
Rather than requiring performers to create new accounts or install an app for a single engagement, the platform supports lightweight, respectful workflows. Performers can clock in and out using secure SMS "magic links" that open a temporary mobile web page, request location permission only when needed, and then expire automatically.
For organizations that do want a dedicated performer app—such as long-running productions or resident shows—that option can exist. But it is a choice, not a requirement.
Smart Scheduling Without Losing Human Control
Automation should assist—not replace—experienced producers and schedulers. The system keeps decisions where they belong—with people who understand the talent and the show.
Reporting That Matches Entertainment Operations
Exports are designed for real operational use, with rehearsals and sub-events included and clearly flagged.
Who This Is For
If you manage performers—whether for a single event or an ongoing production—this system was built for you.