RoleCall — HWTC Management

RoleCall

Artistic Partnership

Partners, spaces & agreements

Request a Space

Check availability and request a date for an event, class, or workshop

Surveys

Build surveys, share the link, and see what came back

My Time & Attendance

Your hours and attendance record

Dashboard

HWTC — Programs, productions, volunteers & participants

Volunteers

Hours Logged

Participants

Productions

Waivers Expiring

Needs Action

Today —

No events today

On-Call

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Next 7 Days

No upcoming events

Alerts

Monthly Hours

Most Active Volunteers

Volunteer	Hours	Events

Active Programs & Productions

Employer Giving Program

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Volunteers

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	Volunteer	Interests	Waiver	Status	BGC	Hours

0 selected

Volunteer Interest Submissions

New submissions from your interest form. Add them to your volunteer list or mark as not interested. Share the form at /join

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Volunteer Groups

Create groups to quickly target volunteers when sending event invites

Events

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Today —

No events today

Upcoming (next 14 days)

No upcoming events

Sun

Mon

Tue

Wed

Thu

Fri

Sat

Legend: Youth: Rising Stars/Teen Show Prod: Production Class: Program/Class Standalone event

Time Tracking

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Total Hours

Entries

Avg / Volunteer

Volunteer	Event / Activity	Date	Hours	Role

Total Paid Hours

Instructors

Programs Taught

Instructor	Paid Hours	Programs / Events	Last Logged

+ Log Time

Volunteer *

Event *

Activity *

Description

Date *

Hours *

Role / Notes

Type

Recently Added

Nothing yet this session

Hours Store

Let volunteers redeem logged hours for classes and rewards

Exchange Rate

1 hour = $

Active Event Bonuses

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Set these from the Hours Store Bonus section on an event's edit form (Events & Calendar).

Waiver Management

Track volunteer waiver status

Email Templates

System and custom templates used across RoleCall

Email Volunteers

Compose and send emails directly

Compose

Template

Subject

Message

Tip: use {name} for personalization — e.g. "Hi {name},"

Recipients

Quick-select a group

Email Delivery Log

Every email sent from RoleCall, with delivery status

Delivery Log

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Mainstage Productions

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Daily Overview

Today's schedule, roster status, and conflicts at a glance

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Carpools

Manage carpools across all upcoming youth events

Participant Sign-In

Parent drop-off and pick-up tracking

Select Program

Then select event

Select a category above to get started

Production Sign-In

Cast & crew check-in for productions

Production

Event (optional)

Select a production above

Show Contracts

Upload contracts here — production teams ask questions on the public page, no login needed

Show / Production

Select a show above to upload contracts and see past questions

Talent Database

Everyone who has auditioned, across every show. Notes and tags carry forward to their next audition.

Licensing Requests

Track show licensing requests, whether the licensor has been contacted, and contract status

View Public Form

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My Programs

Your teaching schedule and registrations

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My Productions

Your production schedule and auditions

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Programs & Classes

Classes, workshops, and summer camps

Youth Productions

Rising Stars & Teen Show productions

Step Up Holds

Cards saved on file, pending confirmation that Step Up (or another subsidy) has paid

Open Family Enrollment Page

Pending

All Holds

Enrolled Members

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Participants

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Campaigns & Funds

Manage fundraising campaigns

Donor Benefits

Who can use each benefit, who's used it, and their personal codes for 2-for-1s, discounts and comps.

Tiers & Benefits

Configure giving levels and their benefits

Email Templates

Customize thank-you emails. Use {{name}}, {{amount}}, {{campaign}}, {{date}}, {{tier}}, {{benefits}} as placeholders.

Donors & Sponsors

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Reports

Generate, view, export and schedule volunteer reports

Choose Report

Select a report and click Run

Reports run automatically and email results on your chosen schedule.

Directors

Director interest submissions and applicant management

View Form

Marquee

Box Office & Store Management

Donation Page

Refund Requests

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FOH Training

Front of House support training & quiz — shared across every Production, not tied to a single event

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Studio After Dark

Monthly volunteer lottery — performer & audience slots, the draw, confirmations, and door check-in

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Board

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Inbox

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Responsibility Grid

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Notifications

Everything that needs your attention

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Participant Portal

Manage family access, passphrases, and portal content

Open Portal

Family Groups

Each family shares one passphrase to access their children's portal. Parents enter it at /portal.

Create New Family

Family Name

Passphrase

Choose something memorable — parents will type this to log in

Individual Passphrases

Adult participants or unlinked youth can log in with their own passphrase instead of a family one.

Settings

Configure RoleCall for your organization

Organization

Kiosk & events

Programs

Integrations

Display

General

Notifications and alert settings

Notification Alerts

Configure Resend for automated reports and alerts. Get a free API key at resend.com.

Resend API Key

From your Resend dashboard → API Keys

Sender Identities — who emails can be sent as

Each identity must use a domain verified in Resend. The first entry is the system default for automated emails.

Report Recipients

Select which system users receive event reports and alerts. Only users with an email address are shown.

Alert Toggles

Auto-send event report

Email report when an event is closed

Hours submitted

Alert when volunteer submits hours

Profile change request

Alert when participant requests a change

Callout submitted

Alert when cast member calls out

Conflict added

Alert when a conflict is added to a production

Waiver expiring

Alert when a waiver expires within 14 days

Event not opened

Alert 20 min before start if event not opened

Event not closed

Alert if event not closed 2 hrs after end

New volunteer sign-up

Alert when a volunteer signs up for an event

Role slot filled

Alert when all slots for a role are taken

Artistic Partnership Approvals

Configure who needs to approve Artistic Partnership requests and in what order. Leave empty to skip multi-level approval.

Fallback Approver Emails (used if no levels configured)

Default Contract Terms Template

Used to pre-fill the custom terms field whenever a new Artistic Partnership contract is generated (can still be edited per contract).

Default Contract Signatory

Whoever signs on HWTC's behalf by default — e.g. the board president. Stamped onto the HWTC signature line automatically when a contract is generated; overridable per contract.

Title

Users & access

Manage who can log in to RoleCall

Add System User

Full Name

Password

Access Level

System Users & Permissions

Click a user to expand their permission matrix. Admins have full access to everything. Changes take effect on next login.

Email & alerts

Configure Resend for automated emails and reports

Email & Notifications

Configure Resend for automated reports and alerts. Get a free API key at resend.com.

Resend API Key

From your Resend dashboard → API Keys

Sender Identities — who emails can be sent as

Each identity must use a domain verified in Resend. The first entry is the system default for automated emails.

Report Recipients

Select which system users receive event reports and alerts. Only users with an email address are shown.

Alert Toggles

Auto-send event report

Email report when an event is closed

Hours submitted

Alert when volunteer submits hours

Profile change request

Alert when participant requests a change

Callout submitted

Alert when cast member calls out

Conflict added

Alert when a conflict is added to a production

Waiver expiring

Alert when a waiver expires within 14 days

Event not opened

Alert 20 min before start if event not opened

Event not closed

Alert if event not closed 2 hrs after end

New volunteer sign-up

Alert when a volunteer signs up for an event

Role slot filled

Alert when all slots for a role are taken

Artistic Partnership Approvals

Configure who needs to approve Artistic Partnership requests and in what order. Leave empty to skip multi-level approval.

Fallback Approver Emails (used if no levels configured)

Families & portal

Create family groups and manage portal access

Family Passphrases — Participant Portal Access

Create family groups and link participants to them. Families log into the portal at /portal using their passphrase to see all enrolled children's programs.

Family Name

Passphrase

ELIC management

Event Leads In Charge — manage PINs and assignments

ELIC Management — Event Leads In Charge

Volunteer *

4-Digit PIN *

Master ELIC Can toggle Trust Mode

Paid Instructors

Instructors enter their own 4-digit code at the kiosk (under "Paid Instruction") to identify themselves and mark the time they're about to log as paid instruction — same idea as an ELIC PIN, but for instructors instead of event leads.

Paid Instructors

Volunteer *

4-Digit Code *

Checklists

Opening and closing checklist templates for events

Closing Checklist Template

Required Studio only

Add a hint/prompt by editing the item after creating it. Uncheck "Studio only" for items that should also show for events held elsewhere (like "Any incidents to report?").

Opening Checklist Template

Required Studio only

Uncheck "Studio only" for items that should also show for events held elsewhere (like "Anything staff should know" or headcount).

Event types

Customize the types of events you can create

Event Types

Add new type

Color

Interest types

Volunteer interest categories shown on the join form

Interest Types

Waiver types

Configure the waivers volunteers must sign

Waiver Types

Email templates

Custom email templates for automated messages

Email Templates

Slack alerts

Send updates from RoleCall into your Slack channels

Slack Ticket Alerts

Post to a Slack channel every time someone buys tickets: who, which show and date, any donation, plus running totals for that show and all shows.

Slack webhook URL

In Slack: Apps → search "Incoming WebHooks" → Add to Slack, pick your ticket channel (e.g. #ticket-sales), and copy the Webhook URL here. Leave blank to keep the current one.

Send ticket alerts Include the buyer's name (otherwise it just says "Someone") Countdown alerts: post 10 minutes and 5 minutes before a pre-sale or public sale opens, and when it opens

Daily report

A morning summary in the same channel: yesterday's sales, totals and goal progress per show, how full each upcoming date is, a sales chart, and a button to open Ticket Sales.

Post a daily report at Include a sales chart image (drawn by quickchart.io from ticket counts only, no names)

Phone & Twilio

Configure your Twilio phone number, voicemail, and on-call routing

Twilio — Calling & SMS

Configure Twilio for inbound call/SMS routing and outbound volunteer messaging. Get credentials at console.twilio.com.

Webhook URLs — set these in your Twilio number settings:

VOICE https://rolecall.hwtco.org/twilio/voice

SMS https://rolecall.hwtco.org/twilio/sms

In Twilio Console → Phone Numbers → your number → set "A call comes in" and "A message comes in" to Webhook, HTTP POST, and paste the URLs above.

Account SID

Auth Token

Your Twilio Phone Number

Include country code e.g. +1

Fallback Phone Number

Calls/texts forward here when nobody is on call

Voice Greeting Messages

For each message, either type text (read by AI voice) or upload your own recording (MP3/WAV). Recording takes priority if both are set.

Greeting (before transfer) — use {name} for on-call person's name

Upload

Hold Music (plays while ringing the on-call person)

No text option here — audio only. Leave empty for silence.

Upload

No Answer Message (if on-call doesn't pick up)

Upload

Unavailable Message (when nobody is on call)

Upload

Voicemail Greeting (played before the beep when no one answers)

Upload

After Hours Message (outside coverage window)

Upload

Coverage Start Time

Coverage End Time

Slack Bot Token — for threading support (starts with xoxb-)

Get from api.slack.com/apps → OAuth & Permissions → Bot User OAuth Token

Slack Channel ID — right-click channel → View details → bottom of page

Slack Webhook URL — fallback if bot token not set

Get this from api.slack.com/apps → HWTC Calls → Incoming Webhooks. Never share this URL publicly.

Weekly On-Call Report

Auto-post the week's on-call schedule to Slack. You can also post manually from the On-Call Schedule page.

Send On

At Time (Eastern)

Enable automatic weekly reports

Lobby TV

Manage the display at rolecall.hwtco.org/lobby

Seasonal Color Theme

Applies a seasonal color scheme and decorations on top of the Standard layout.

Theme

Banner

Upload an image to display in the lobby banner, shown alongside a live clock.

Choose Image

Fit

Position

Zoom — 100%

Schedule Background

Upload a background image to display behind the upcoming events schedule.

Choose Image

Fit

Position

Zoom — 100%

Photo Slideshow

Upload photos to rotate through on the lobby TV display. Add an optional caption to each.

Carousel Header (optional)

A label shown over the whole slideshow — e.g. "Photos from our Renovations" — so a batch of related photos reads as one group. Leave blank to hide it.

Add Photos

Nav icons

Customize the icons shown in the sidebar navigation

Nav Icons

Replace nav emojis with Lucide icons. Type an icon name, see a live preview, then save.

Example icon names: users, calendar, clock, bell, settings, file-check, star

Dashboard

Volunteers

Waivers

Time Tracking

Email Log

Events & Calendar

Marquee

Refund Requests

Productions

Show Contracts

Participants

Programs & Classes

My Programs (instructor view)

My Productions (director view)

Youth Productions

Step Up Holds

Participant Portal

Participant Sign-In

Carpools

Reports

Email Templates (Admin)

Event Logs

Notifications

Settings

All Donors

Campaigns

Tiers & Benefits

Donor Benefits

Email Templates

Board

Inbox

Directors

My Time & Attendance

Request a Space

Surveys

Artistic Partnership

On-Call Schedule

Hours Store

Licensing Requests

Talent Database

Responsibility Grid

FOH Training

Studio After Dark

On-Call Schedule

Who answers calls & texts to your Twilio number

Coverage Hours: 8:00 AM – 10:00 PM

Outside these hours, callers hear your after-hours message. Gaps in the schedule (shown in red) mean calls fall through to your fallback number. Leave a shift's Person Name blank (or check "Leave this shift Open") to post it for members to sign up for.

Call Log

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