Auditions

The audition flow takes a production from "we're casting" to "we have offers out" without paper. Open your production's Auditions tab — at the top is the public share link for your form, and below it three sub-tabs: Form Setup, Submissions, and Scoreboard. Callbacks then get their own Callbacks tab, right next to Auditions.

Stage 1 — Set up the form

Form Setup is where you shape what performers fill in. Everything on this panel saves as you go — there's no Save button, and a line at the bottom tells you when your change is stored.

• Open and close times — the form's open/closed switch sits on the same line as the times you set. Submissions are blocked outside the window.
• Questions — the form covers the basics (name, contact, experience, role interest) and you can customize the question list.
• Headshot and video collection — turn on Collect Headshot, Collect Dance Video, and/or Collect Vocal Video. With Collect Headshot on, performers get a photo upload field on the form, and the photo appears with their submission. The two video options ask the performer to paste a link to their video (YouTube, Google Drive, etc.); the link shows with their submission and opens the video in a new tab.
• Conflicts — whether performers enter their own conflicts at signup depends on the show's conflict lock (see below).

Stage 2 — Share the form

The share link (app.musicalendars.com/forms/<your-key-code>) is more than a form — it's also the performer's invitation to MusiCal. Share it on your website, newsletter, or wherever your audition pool lives. The form opens with your company logo, the MusiCal logo, and your show logo (click the square beside the show name at the top of any production page to upload one), so performers know they're in the right place.

The form opens on a Welcome step with two choices — Log In or Create Account — and an account is required before any of the questions appear. Everyone who ends up in the show needs one anyway, so the form settles it at the start. A performer too young for their own email address is covered by a parent creating the account and submitting on their behalf. From there the form collects their name, a parent/guardian, and — if you've left conflicts unlocked on the show — their conflicts and an availability note. New shows start with conflicts locked, which means you manage conflicts for them; unlock it from the production's Conflicts tab if you want performers entering their own. If a form link arrives pre-filled with a name or email that isn't quite right, the performer can edit it and the edit sticks.

Stage 3 — Review and score

Submissions lists everyone who has applied, with their answers, headshot, and audition videos. The Scoreboard sub-tab ranks performers by score so you can see your pool at a glance. Multiple staff can score; the scoreboard shows the averages.

Need the list outside MusiCal — for the music director, or a paper backup for the table? Export the submissions to a spreadsheet from the Submissions view.

Stage 4 — Callbacks

The Callbacks tab (right after Auditions) lists everyone you've called back in one place — the roles they're up for, their average score, when they auditioned, and any notes your scorers left. From there you can mark someone Cast or Not Cast, or send them back to Reviewed, without leaving the page.

After auditions

Once you know who you want, move to Casting and Offers — the Assign Roles board is where auditionees become a cast list.

One promise worth keeping in mind for your performers: a show they auditioned for stays in their "Awaiting casting" list until you click Finalize Roles. Finalizing is what tells everyone who wasn't cast that casting is complete.