Cast98 is a robust, all-in-one platform for theatre production management. So it can be intimidating when using it for the first time, especially for directors who are working alone or consider themselves "not tech savvy". Hopefully this guide can help directors who are new around here not feel overwhelmed.
Account Setup
First things first, I want to make sure you understand how to get setup. There are three steps to getting your first production ready for backstage.
Create a user account
Add your studio
Post show(s) from within your studio
As you move through these steps for the first time, you will be guided with some onboarding prompts to help you along.
Create A User Account
Your personal account is your private login credential that gives you access to protected resources later on, like admin tools, rehearsal schedules, and chat groups. Everyone involved with your show - cast, crew, leaders, and admin - will need to have their own account in order to login and interact with show resources.
Add Your Studio
Your organization needs representation on Cast98 so that users can find and follow your studio for easy access to shows and activities later on. Your studio gets its own calendar plus its own set of studio admins, which is separate from your show admins.
When you add your studio to the platform, you'll receive a confirmation email with recommendations you can save for future reference.
Post Current and Upcoming Show(s)
Post shows from within your studio's admin tools. You'll select a starting point when you first create the show to help you get to the most relevant tools fast.
When you add a new show to the platform, you'll receive a confirmation email with recommended next steps based on your chosen starting point.
Production Management
Once you've posted a show, you're ready to get into the production management tools.
Beginning with the big picture, your show's director tools are divided up into sections that represent a natural sequence for a production cycle. The implied overall sequence is:
Audition scheduling
Audition management
Casting management
Rehearsal schedule
Playbill creation
If you're coming to Cast98 with auditions already finished, that's okay! You can skip those parts. But before starting the sequence at all, these first two steps are universally important for everyone:
Post your show
Add performance dates
To post your first show, head to your studio's Admin Tools. or touch the post a show button the welcome email you received when you first added your studio to Cast98.
Audition Scheduling
Streamline the effort of opening up auditions in two steps:
Add audition info and time slots as needed
Publish the audition form as PUBLIC
This gets your audition form online with the bare necessities.
Now you can take a breather for the next few weeks until auditions arrive, OR, you can use this time to knock out steps 1-2 of casting AND steps 1-2 of rehearsal scheduling as outlined below. No pressure, but if you're feeling motivated it's harmless to get a head start.
Audition Management
When auditions arrive, use the auditions dashboard to review each performer’s profile and conflict calendar. The auditionee list is sortable and filterable if your pool is quite large.
The dashboard is purely informational if you want it to be, or you can take advantage of the built-in report card for each auditionee to leave helpful comments and/or scores.
Casting Management
When you've wrapped up auditions, you're ready to start casting.
Build a list of characters according to how you'd want them to appear in the playbill
Create a group for any character pairings that will rehearse together regularly
Assign auditionees to roles using the cast list creator
Publish the cast list as PUBLIC (or send role offers first, if that’s a step you usually take)
Performers will now have access to the cast & crew resources menu (which directors can also see as a preview).
Now you’re through the really tedious part and the rehearsal schedule is dead ahead.
Rehearsal Schedule
This is where Cast98's magic really sparkles ✨ because the schedule maker in your show's Director Tools automatically imports conflict calendars from submitted audition forms, removing hours of tedious admin work. NO MORE SPREADSHEETS! 🤯
On the schedule maker, check the Sync Conflicts tool first in case someone has already made changes to their conflict calendar since auditioning. Approve changes as you see fit.
Use the Quick Add button to start adding easy rehearsals - the mandatory ones you don’t need to review conflicts over. (e.g. tech week, show runs, etc.)
Schedule the biggest rehearsals next (full company, ensemble numbers, etc.) and work your way down to smaller groups, duets, and solo work. As you work, select attendees in the schedule maker to see their conflicts instantly on the matrix to find the perfect dates for new rehearsals.
Publish the rehearsal schedule as CAST & CREW.
My last recommendation would be to add your choreographer, costumer, and music director as show admins so that they can add their own rehearsals on the schedule and you don’t have to carry the full burden. The caveat here is that collaboration requires the XL upgrade on your studio.
Playbill Creation
The built-in playbill literally could not be easier to activate and use. Look for the playbill creator in your show's Director Tools.
Activate your playbill with one click and it is ready for opening night! Cast98 automatically imports all the work you've put into your show up to this point. The cast, crew, leadership and orchestra all have their bios and headshots automatically pulled from their talent profiles and the character list, showtimes, and show poster are pulled from your existing settings.
Finally - just share the QR code with your audience and enjoy your digital playbill!
Beginning May 1, 2026, activating the digital playbill will require an active XL studio membership.
Summary
I hope this guide helps ease any anxiety. If we can review really quick, this is my recommended sequence of tasks to help streamline your efforts as a director using Cast98 for the first time:
Post a show using your studio's admin tools and add performance dates as needed
Publish the audition form as PUBLIC after adding some basic info and optional time slots
Create a list of characters and groups based on any character pairings that will commonly rehearse together
Use the auditions dashboard to review auditionees on-site
Assign performers to the cast list and publish it as PUBLIC (or send role offers first)
Schedule mandatory rehearsals first, then big groups, then smaller groups, duets, and solos last
Publish the rehearsal schedule as CAST & CREW
Activate the playbill and share the QR code with your audience
That's all it takes to start using Cast98 effectively for large productions. There is more to explore, but this is the core workflow and a jolly good start for anyone feeling burdened by community theatre logistics!
When you're ready to dig a little deeper, there's a Getting Started Guide for each phase of your production cycle:
Director's Guide to Playbill Creation (coming soon)
Keep calm and break a leg!