Welcome to RundownHQ
This guide walks you through every part of the platform — from setting up your first broadcast program to running a live show. Work through each module in order, then use it as a reference whenever you need a refresher.
RundownHQ is a professional broadcast production management platform designed to simulate how real TV stations and digital media teams operate. As a student, you'll use it to research stories, write scripts, plan video shoots, and ultimately go live on air.
Program — your show (e.g. Morning Newscast, Tech Talk Podcast). Season — a collection of episodes tied to a semester or date range. Episode — a single broadcast event. Rundown — the timed script for one episode. Assignment — your story or production task.
The left sidebar is your main navigation
It groups features into sections: Management (programs, assignments, rundowns), Production (quick prompter), Admin & Config (users, grading, permissions). Your sections depend on your security level.
Command Center gateway
Click the satellite dish icon at the top of the sidebar to open the Command Center — a quick-launch hub for all major modules.
The bell icon (notifications)
A red badge on the bell in the header means you have new notifications — assignment approvals, feedback from your teacher, upcoming due dates. Click it to review them.
Dark/Light mode toggle
Use the moon/sun icon at the bottom of the sidebar to switch themes. Your preference is saved automatically.
A Program is your show. Before anything else can happen — seasons, episodes, assignments — a program must exist. Programs define the format, default duration, and the segment structure every episode will follow.
Go to Programs & Segments
Click Programs & Segments in the sidebar under Management. This is where all your station's shows live.
Click "+ New Program"
A modal opens. Fill in: Program Name (e.g. "NPSBN Morning News"), Format (Broadcast, Podcast, Documentary, etc.), Default Duration (total show length in minutes), and an optional description.
Understand the Program fields
Format Code — labels each story type (PKG, VO, VOSOT, LIVE). These appear as color-coded badges in the rundown.
Is Active — inactive programs are hidden from episode scheduling.
Block Config — assigns a Programming Block template (covered below).
Segments define the types of content in your show. Think of them as the recurring "slots" — Opening, Sports Report, Weather, Tech Story, Closing. Every episode automatically inherits these segments.
Open a Program and click the "Segments" tab
Each program has its own segment list. Click + Add Segment.
Fill in the segment details
Name — descriptive (e.g. "Lead Story", "Sports Wrap").
Default Duration — how long this slot runs in the show (seconds or minutes).
Segment Type — what kind of production work it requires (news story, live shot, package, interview).
Format Code — PKG, VO, VOSOT, LIVE, etc.
Sort Order — the position in the rundown (lower = earlier).
Why segments matter
When you auto-generate assignments for an episode, RundownHQ creates one assignment per segment. A 6-segment show = 6 assignments ready to distribute to students.
PKG — Package (pre-edited video story). VO — Voice Over (anchor reads over video). VOSOT — VO with Sound-On-Tape (includes interview clip). LIVE — live shot or live interview. GFX — graphic/chart. TAG — anchor outro.
Programming Blocks let you group segments into named sections of the show (e.g., "A Block — Top Stories", "B Block — Sports & Weather", "C Block — Closing"). This adds structure to long shows and drives the color-coded dividers you see in the Live Control cue sheet.
Open the "Block Programming" tab on a Program
Here you create or assign a Block Configuration — a reusable template that can be shared across multiple programs.
Create blocks within the config
Each block has a name, a block code (A, B, C…), a target duration, and a color. You then assign segments to each block using the "+ Assign Segments" checkbox modal.
How blocks appear during live control
In Live Control, colored dividers separate the blocks. A block timer shows how much time remains in the current block — green (on pace), yellow (slightly over), red (running long). A toast notification alerts the team when transitioning to the next block.
Seasons organize your episodes into meaningful time periods — Fall Semester, Spring Semester, or a production year. Think of a Season as the container; Episodes are the individual shows inside it.
Inside a Program, click the "Seasons" tab
Then click + New Season.
Configure the Season
Season Name — e.g. "Spring 2026" or "Season 3".
Start Date / End Date — defines the broadcast window.
Episode Count — how many shows are planned (used for progress tracking).
Status — Active, Completed, or Archived. Only Active seasons appear in episode scheduling dropdowns.
Open a Season and click "+ New Episode"
Give it an episode number, a title (optional — e.g. "Election Special"), an air date, and a scheduled broadcast time.
Episode status lifecycle
Episodes move through stages automatically as work progresses: Planning → In Production → Post-Production → Aired.
Auto-generate assignments from an episode
Once an episode exists, click "Generate Assignments" — RundownHQ reads the program's segments and creates one assignment per segment automatically. See Module 4 for the full workflow.
Instead of creating assignments one by one, RundownHQ can generate them all at once from your episode's segment structure. One click creates the full slate of story assignments, ready to distribute to your team.
Open the Episode detail view
Navigate to Programs → Season → Episode and click the episode you want to prep.
Click "Generate Assignments"
The system reads each segment defined for that program and creates a corresponding assignment with the correct format code, default duration, and segment type pre-filled.
Assign each story to a student
Open each generated assignment and use the "Reporters" field to assign it to one or more students. You can also set a Due Date and Priority (Normal, High, Urgent).
Students are notified automatically
Once assigned, the student receives a notification in the bell menu. The assignment appears in their Assignments list with a status of Assigned.
You can also create individual assignments manually from Assignments → + New Assignment. This is useful for one-off projects (a documentary, a social media clip, a commercial) that aren't tied to a recurring segment.
| Field | What it means |
|---|---|
| Assignment Name | The story slug or working title — keep it short and clear. |
| Program / Episode | Links this story to a specific show and episode. |
| Reporters | The student(s) responsible for this story. |
| Format Code | PKG, VO, VOSOT, LIVE, etc. — determines the rundown badge color. |
| Due Date | When the story must be turned in for teacher approval. |
| Priority | Normal / High / Urgent. High and Urgent assignments appear highlighted. |
| Story Ideas | Students can pitch story ideas from the assignment, which teachers can approve or reject. |
The Assignment Workspace is where you do all your actual production work. Think of it as your professional digital binder — every part of developing a story happens here, from the first idea to the final submission. Access it by clicking any assignment title.
📌 Angle & Purpose
Define what your story is about and why it matters. Fill in the story angle (the specific angle you're taking on the topic), the main purpose (inform, investigate, feature?), and your target audience. This locks in your editorial direction before any research begins.
🔍 Research Notes
Document all your background research here. Use the rich text editor to organize facts, context, and key data points. This section is reviewed by your teacher before you move to scripting.
🔗 Sources
List every source you're using — interviews, websites, documents. For each source, record the name, type (interview, article, data), and URL or contact info. Sources can be added inline or linked to interviews scheduled through the Event Desk.
📄 Script Editor
Write your full broadcast script here using the two-column format — video instructions on the left, audio/narration on the right. The script editor supports standard broadcast formatting. Your teacher can leave inline comments. Once submitted, this feeds directly into the rundown's teleprompter.
🎬 Video Production Planning
Select a Video Template (e.g. Interview Package, News PKG, Stand-Up, B-Roll Collection) and fill in the dynamic form that generates automatically based on the template type. Each template includes suggested shots and a pre-production checklist.
🎥 Shot List & Logistics
Build your shot list shot-by-shot: shot number, shot type (WS, MS, CU, ECU), description, location, and equipment needed. The logistics section handles location details, permissions, and scheduling.
📤 Video Submission & Status
Upload your finished video here. Files go to Google Drive (RundownHQ → WPA Packages → [Assignment Name]) or S3 if Drive is not connected. Once uploaded, set your status to "Submitted" and add a note to your teacher.
Complete all required sections
Each section has an approval status: Pending → Submitted → Approved or Needs Revision. Your teacher reviews each section independently.
Click "Submit Assignment"
This changes the assignment status to Submitted and notifies your teacher. You cannot edit sections under review unless your teacher sends them back.
Watch for feedback notifications
If a section needs revision, you'll receive a notification. Click it to return directly to that section, make corrections, and resubmit.
Once students submit their work, the teacher reviews and approves it. Approved stories are then pulled into the rundown — the timed show script that drives the live broadcast. The Rundown Workspace is a 5-step wizard.
Open the Managers Dashboard
Found in the sidebar under Management. It shows all submitted assignments, their section-by-section status, and a KPI summary.
Review each workspace section
Click into an assignment. For each section (Angle, Research, Script, etc.) you can: Approve — moves to the next stage, or Request Revision — sends it back with a note.
Mark the full assignment approved
Once all sections are approved, change the assignment status to Approved. It's now ready to be placed in a rundown.
Step 1 — Setup
Select the Program and Episode, set the Rundown Title, Broadcast Date, and Scheduled Start Time. This creates the rundown header.
Step 2 — Build Show
This is the core builder. Drag approved assignments into the rundown order. Each row shows the story slug, format code badge, assigned talent, and duration. You can also: add breaks (pick from the Commercial Library for ad spots), add generic items (opens, teases, tags), and reorder rows by dragging. Block dividers appear automatically based on your Block Config. Commercials auto-inject if scheduled to this program.
Step 3 — Crew
Assign production crew to this episode. Create a Crew Schedule — assign students to roles (Director, Technical Director, Audio, Camera A, Camera B, Graphics, Floor Manager) and set their call times. The completed schedule can be printed as a Call Sheet.
Step 4 — Review
A full read-through view of the complete rundown with all scripts, crew, timings, and notes. Use this for the pre-show production meeting. The total runtime is calculated automatically — check it against your episode duration.
Step 5 — Go Live
Click "Go Live" to transition the rundown to LIVE status and launch Live Control. This is covered in Module 7.
Live Control is the broadcast command center. The show director uses it to advance through cues, monitor time, control the teleprompter, manage guest information, and play commercial videos — all on one screen.
| Panel | What it does |
|---|---|
| Cue Sheet (center) | The full rundown displayed as rows. The active (on-air) cue is highlighted in red. Each row shows: story name, format badge, talent, block, and duration. |
| Teleprompter (left/right) | Displays the script for the active cue in large, scrollable text. The director controls scroll speed; the anchor reads from this. |
| Clock & Timers | Shows clock time, elapsed time for the current cue, remaining time in the current block, and total show elapsed time. |
| Guest Details Panel | For interview and podcast cues — shows all guest cards with name, title, bio. Click "Read Full Bio" for a full-screen readable view. Includes Key Question and Desired Takeaway. |
| Video Panel | For commercial breaks with a linked video file — the video appears here and can be played by the technical director. |
| Block Timers | Green/Yellow/Red badge showing pace vs. target block duration. Transitions to next block with a toast alert. |
Advance to the next cue
Click "Next Cue" (or press the assigned hotkey) to move the broadcast forward. The previously active cue is logged with its actual elapsed time.
View details for any cue (not just the active one)
Click the "Details" toggle button on any non-active row to expand it and see its guest cards, key questions, and notes. Click again to collapse. This lets the director preview upcoming segments.
Read a guest bio
Guest cards appear in the broadcast panel. If a bio exists, click "Read Full Bio" to open the bio reader modal — large, high-contrast text on a dark background, perfect for reading quickly during a live show. Press ESC to close.
Teleprompter controls
Use the speed slider to adjust scroll rate. The script automatically loads for each cue as it goes active. The anchor should never need to look down at notes — everything is on the prompter.
End the show
After the last cue, click "End Broadcast". The rundown status changes to Completed and a wrap-up summary is logged (actual vs. planned duration per cue).
The Manager Dashboard is the teacher's control tower. It provides a real-time view of everything happening across the station — who's on track, who's falling behind, and what needs attention before the next broadcast.
KPI Metrics Strip (top row)
At a glance: Total Assignments, Pending Review, Approved, Overdue. These update in real time as students work. The overdue count is highlighted in red when above zero.
Assignment Review Queue
All submitted assignments waiting for section-by-section review. Click any assignment to open it in the workspace. Assignments are color-coded by status: Submitted, Overdue, Approved.
Analytics Dashboards
Three expandable analytics cards: Assignment Analytics (completion rates, format breakdown, overdue trends), Rundown Analytics (on-time performance, segment timing accuracy), and User Productivity (per-student submission rates and approval ratios). All powered by Chart.js visualizations.
Story Ideas Panel
Students can pitch story ideas through the assignment workspace. This panel shows all pending pitches — approve to convert into a full assignment, or reject with a note explaining why.
Rundown Status
Upcoming rundowns are listed with their broadcast date, live status (Scheduled / Prep / Live), and a completeness indicator showing how many stories are approved vs. pending.
Podcast-format programs work differently from traditional newscasts. Instead of scripted packages, they revolve around ROS Items (Rundown Order Sheet) — structured conversation starters with talking points, key questions, desired takeaways, and guest information. All of this is visible to the host during the live show.
Create the Program with Format = "Podcast"
Go to Programs → + New Program. Set the format to Podcast. This unlocks the ROS-specific rundown view and the podcast-aware Live Control panel.
Define Podcast Segments
Podcast segments are conversation blocks — Opening Chat, Main Interview, Rapid Fire Q&A, Sponsor Read, Closing Thoughts. Each becomes a ROS item in the rundown, not a scripted story.
A ROS Item is the podcast equivalent of a rundown cue. It stores all the prep information a host needs for one segment of conversation — no script required, just structured guidance.
| ROS Field | What to put here |
|---|---|
| Talent | The host name for this segment — who's speaking. |
| Guests | Add guests by name, title, company, and bio. Each guest gets their own card in Live Control. The bio is readable in full-screen via the bio reader modal. |
| Talking Point | The main topic or theme for this segment — one clear sentence. |
| Key Question | The single most important question the host should ask in this segment. |
| Desired Takeaway | What the audience should walk away knowing or feeling after this segment. |
| Notes | Production notes — transition cues, audio levels, sponsor reads, timestamps for editing. |
| Clip / Ad Read | If there's a pre-recorded clip or ad read in this segment, note the clip ID or script here. |
In the Rundown Workspace Step 2 (Build Show)
Click "+ Add ROS Item". A modal opens with all the ROS fields. Fill in guest details — you can add multiple guests per segment.
Guest bios appear in Live Control
During the live podcast, the host/producer sees each guest's card in the broadcast panel. Click the guest card or "Read Full Bio" to open the full bio in a high-contrast readable modal — ideal during a fast-moving interview. Press ESC to dismiss.
ROS info strips appear on every cue row
In the cue sheet, colored chips show the ROS summary inline: guest names, talking point, key question, desired takeaway. No need to open the detail panel to see the key info.
The Event Desk manages all field coverage — sports games, school events, community stories, competitions. You plan the coverage before going out, manage it during, and convert everything into assignments when you return. It operates as a two-level system: the Event Planning Desk (the index of all events) and the Event Coverage Workspace (per-event management with 8 tabs).
Three views for organizing events
Calendar View — monthly/weekly calendar showing all scheduled events.
Planning Board (Kanban) — events organized by coverage stage (Proposed → Confirmed → In Progress → Wrapped).
Sports View — filtered to sports events only with scores and outcomes.
Coverage Requests panel
Your station provides a public submission link that school departments can use to request coverage (a sports team, a club, an administrator). Submissions appear here. Each shows the event type badge and submission mode (single event or calendar import). You can Mark Reviewed, Convert to Event, or Dismiss.
Create a new Media Event
Click + New Event. Fill in: event name, type (Sports, Arts, Community, Academic, etc.), date and time, location, department, and notes. The event is now in your planning desk and ready for coverage planning.
Click any event to open its Coverage Workspace — a dedicated hub with 8 tabs for managing every aspect of that event's coverage.
| Tab | What you do here |
|---|---|
| Overview | Event summary, status, key dates, and quick stats (number of coverage plans, assignments generated). |
| Coverage Plans | Build individual coverage plans — each plan defines a specific deliverable (e.g., "Feature Story", "Post-Game Highlights", "Photo Gallery"). See below for detail. |
| Coverage Units | Production blocks that bundle a deliverable type, required crew roles, and equipment into one reusable unit. Generate assignments directly from units. |
| Assignments | All assignments linked to this event — whether auto-generated from coverage units or manually attached. Track status, due dates, and who's working on what. |
| Crew & Equipment | Assign students to field roles for this event and reserve equipment from the inventory system. |
| Media Assets | Upload or link photos, videos, and audio from the event. Connects to Google Drive and S3. |
| Interview Sheet | A tablet-friendly public page (no login needed) that lists interview details for a coverage unit — great for showing on an iPad during field interviews. |
| Notes & Contacts | Internal production notes and the list of contacts (coaches, administrators, subjects) for this event. |
Open the Coverage Plans tab and click "+ New Plan"
A coverage plan defines one specific deliverable for this event. For a football game, you might have: "Game Highlights PKG", "Coach Interview", "Student Reactions VOSOT".
Configure the plan
Plan Name — the deliverable title.
Type — Video Package, Photo Story, Live Report, Social Media Post, etc.
Format Code — how it will appear in the rundown.
Assigned Reporter — who's covering this angle.
Deadline — when the final product is due.
Add Coverage Units
Within each plan, add one or more Coverage Units. A unit defines the production requirements: deliverable type, required roles (e.g. Reporter + Photographer + Camera Op), and equipment needed. Units are the most granular level of planning.
From the Coverage Units tab, click "Generate Assignment"
RundownHQ creates a full assignment linked to this event and coverage unit, pre-populated with the event details, format code, and any notes from the coverage plan.
Assign to students
Open the generated assignment, set the reporter(s), due date, and priority. Students find it immediately in their Assignments list and can begin working in the Assignment Workspace.
Track field coverage live
As students submit video, photos, and notes from the field, everything links back to the event. The Event Coverage Workspace becomes the single source of truth for everything related to that event.
Pull approved stories into the rundown
Once approved, event-based assignments appear in the Rundown Workspace just like any other story. They carry the event tag so viewers (and your teacher) can see where the story originated.
The Production Can is your team's library of reusable assignments and footage. Learn to save useful material, choose accurate labels, and work with a producer to reuse it without losing the original.
Save from Assignments
With the appropriate permissions, open Assignments → Add New Assignment or Edit → Add to Can. Select applicable labels and save. Do not create a duplicate source just to put it on the shelf.
Choose useful labels
Evergreen stays relevant beyond today's news. Banked assignments / segments are held for a future episode. Buffer / Contingency provides backup options. Library / Stock footage is reference material or footage for reuse. You may choose multiple labels; none means “approved.”
Search and preview
Open Production Can, search by title or description, and filter by label. Preview the material. Check its actual status, facts, dates, rights, script, media, and runtime with your producer before use.
Choose the right reuse path
For a show, use Rundowns → Build Show → Production Can, then add and reorder the source in the rundown. To plan work for another episode, a producer uses Producer Review → Add from Can and selects the destination episode. That creates a linked draft needing normal review; it does not move or overwrite the original.
Choose a teacher-approved practice assignment, such as a campus tour. Explain which labels fit, save it to the Can with an authorized account, and find it using search and a label filter. Preview it and identify anything that must be updated before another broadcast. Have your producer add it to a practice episode and confirm that the new assignment is a draft while the original remains in the library. Use a practice episode, not a live show.
Does “Evergreen” mean approved to air? What happens to the original when you reuse it for another episode? Does removing a Can item delete its assignment?
Check your answers
No: labels classify material, not approval. Episode reuse creates a linked draft and keeps the original reusable. Removing an item clears Can membership, not the source assignment.
The Editorial Calendar is the school newsroom's space for developing story pitches, planning publication targets, and coordinating editorial tasks. Students can pitch stories and follow work assigned to them; teachers and lead producers guide newsroom planning.
Open the Editorial Calendar
From the main Command Center, choose Editorial Calendar. Use the newsroom sidebar to open the Dashboard, Idea Inbox, Editorial Calendar, or My Tasks. The Command Center link takes you back to the workspace gateway.
Write a focused story pitch
Choose New pitch. Add a working headline, a reporting question, why the story matters now, and useful source details. Interview, visual, location, format, and timeline ideas help your teacher understand how the story could be reported.
Save a draft or submit it for review
Use Save draft while you are still developing the idea, or choose Submit pitch when it is ready. In the Idea Inbox, check whether it is a draft, submitted, in review, approved, or not selected. Follow your teacher's feedback if revisions are requested.
Follow the teacher's planning decision
A teacher or authorized lead producer decides whether an approved pitch should be planned in the Editorial Calendar or moved into the existing Assignment-to-Air workflow. Approval in the Idea Inbox does not mean the story is approved to publish or air.
Check story dates and your assigned tasks
For a planned story, review its target publication date, notes, and next steps. Open My Tasks to find work assigned to you, check the story context and deadline, update your progress, and share a note with your producer when you need help or plans change.
Check appointments with your team
Use Appointments to review scheduled interviews, shoots, and newsroom check-ins. Ask your teacher or lead producer before changing a scheduled time.
Choose a teacher-approved campus topic. Draft a pitch with a clear reporting question, one possible source, and an appropriate story format. Review it with your teacher, then submit it if they approve. If a planned story or task is available, find its target date and post a short progress update.
Where do you go to return to the main workspace gateway? Does an approved pitch automatically go on air? What should you do if a task deadline or interview plan needs attention?
Check your answers
Use the Command Center link to return to the gateway. No: approval is a planning decision, not permission to publish or air. Update your task and tell your teacher or lead producer about the change or support you need.