Introduction to Dynamic Docs for day sheets and call sheets

Dynamic Docs is how BackOps turns event data into the documents your team and outside stakeholders actually read: day sheets, call sheets, contact lists, vendor packages.

Every event produces documents that live outside most systems. Day sheets are assembled in Word, call sheets compiled in Sheets, COM and patch sheets rebuilt for every show. They are how information moves from the people planning the event to the people working it, but building them is manual and they are cut off from the data they repeat. When a schedule shifts, a request is approved or a crew member swaps, every copy already sent is out of date.

Why Dynamic Docs Matters

In the usual model, document assembly is pure overhead. Someone pulls data out of the platform, pastes it into a template, formats it and sends it. After the next change, they do it again. The bigger the event, the more documents, and the more of the week that cycle eats.

Dynamic Docs keeps the document inside the event and connects it to the event's data. A document does not capture what was true when it was written; it shows what is true each time it is opened. There is nothing to re-export and no stale copy to chase, and when you do need a file, the document prints to PDF and each data block exports to CSV.

It also changes how documents scale. A team with forty collaborators does not need forty day sheets. One document with the right variables renders for any collaborator, area or date.

How Dynamic Docs Works

Documents are written in a full-page editor inside the event, with the headings, lists, columns, images and callouts you would expect. The building block that makes them dynamic is the query block, a live view of event data: crew, collaborators, areas, activities, advances, requests, resources, files, orders, tasks and more. You choose the source, the columns and the filters, and the block shows the current rows as a table, list, detail cards or chart every time the document loads.

Variables turn one document into a reusable layout. You define an input such as a Collaborator, an Area or a Date and bind block filters to it. Whoever opens the document picks a value at the top of the page, and every block bound to it shows that collaborator's, area's or day's rows.

Finished documents are shared with collaborators and crew inside BackOps, or sent outside it with a public link that needs no account.

flowchart LR
    D["Event data"] --> Q["Query blocks"]
    V["Variables (Collaborator, Area, Date...)"] --> Q
    Q --> Doc["Document"]
    Doc --> S["Shared in BackOps"]
    Doc --> L["Public link"]
    Doc --> P["Print to PDF"]

Documents belong to one event. There are no organization-wide documents, no version history and no live editing by several people at once. If two people save the same document, BackOps keeps the first save and reloads the second person's editor with the latest version.