Casting and Offers

Casting in MusiCal is a two-step process that mirrors how casting actually works: you decide who you want, then you ask them, then you wait, then you finalize. The system tracks every offer and its state so you always know where you stand.

The casting board

Open your production's Cast → Casting Board. You will see two columns:

• Roles — every named role in the show, plus ensemble slots if you defined them.
• Performers — your audition pool, sorted by your scoreboard ranking, with conflict flags visible.

Drag a performer onto a role to propose them. Proposals are private to staff; nothing is sent to the performer yet. Hover over a role to see scheduling conflicts between the role's required rehearsals and the performer's marked unavailable dates.

A few useful patterns:

• Stack proposals — drag two or three performers onto the same role to indicate a casting preference order. The first one is your top choice; the others are the order you would fall back to.
• Double-cast and understudies — toggle the role's casting type to add a second performer to the same role.
• Ensemble assignments — assign performers to ensemble and to specific scenes. Performers only get calendars for the rehearsals they are actually in.

Sending offers

Once the board reflects your decisions, click Send Offers. For each role, MusiCal generates a private offer link unique to the proposed performer and emails it to them.

The offer email contains:

• The role being offered (and whether it is double-cast or an understudy).
• A link to a public accept-or-decline page — no account required, just the link.
• The full rehearsal calendar for that role, so the performer can see what they would be committing to.
• A deadline, if you set one. Offers expire automatically.

You can preview an offer before sending — useful if your wording or attached calendar needs review.

Tracking responses

Back on the casting board, each role now shows the offer's state:

• Pending — sent, waiting for response.
• Accepted — the performer is in. The role moves to confirmed.
• Declined — the performer said no, with optional reason. You can immediately offer the role to your next-choice performer.
• Expired — the deadline passed without a response.

When every offer is accepted or filled by a fallback, the casting is final. The cast list, calendars, and playbill are populated automatically.

Revoking and re-offering

Mistakes happen. From the casting board:

• Revoke an outstanding offer if you change your mind before the performer responds. The link is invalidated.
• Re-offer a role to a different performer — common after a decline. The new offer goes out exactly like the original.

Once an offer is accepted, revoking it is a deliberate action — the system asks for confirmation and notifies the performer. Treat it the way you would treat the conversation in person.

Public accept-or-decline page

The link the performer clicks brings them to a single page with the offer details and two buttons. They do not need an account; the link itself is the credential. Once they click Accept, the page asks them to confirm their email so the system can attach their MusiCal account (or create one). After that they receive their calendar and any production-specific welcome materials your company has set up.

When casting is done

Confirmed cast members appear on the Cast tab and on every downstream surface — schedule, calendars, attendance, and the playbill. From here, the production moves into rehearsals; see Running a Show.