Crew Scheduling
Manage your crew roster, assign staff and freelancers to events, and share public prep sheets so your team arrives fully briefed.
What you'll learn
- ✓Building your crew roster with roles, skills, and day rates
- ✓Assigning crew members to won proposals
- ✓Reading the mini crew calendar for staffing conflicts
- ✓Sharing public prep sheets (equipment list, no prices)
- ✓Crew stats and active/inactive management
- ✓What the crew see: call time, the venue in maps, and add to calendar
- ✓Equipment grouped and coloured, with descriptions and shared pack ticks
- ✓The crew sheet PDF, and why ticks and scans stay two separate numbers
- ✓Editing, swapping and unassigning a booking, and what a crew record holds
Add crew members
Go to Crew from the sidebar and click "Add Crew Member". Enter their name, type (Staff or Freelancer), primary role (e.g., Sound Engineer, Lighting Tech, AV Technician), and skills. For freelancers, add their day rate — this feeds into your internal cost tracking without appearing on client-facing documents. Staff members have a fixed salary and no per-day rate.
Pro tip: Add skills as comma-separated tags (e.g., "FOH mixing, RF coordination, Dante networking"). This helps when filtering crew by capability for specialist events.
Filter and manage your roster
The Crew page shows all members in a searchable list. Use the type filter to see only Staff or only Freelancers, or filter by skill to find the right person for a job. Toggle the "Active only" switch to hide inactive members — useful for seasonal freelancers you work with intermittently. Inactive crew can be reactivated anytime.
Assign crew to an event
Click "Assign to Event" on any crew member's card. Select a won proposal from the dropdown — the event dates auto-populate from the proposal. You can override the role for this specific event (e.g., assign your Sound Engineer as "Lead Tech" for a particular show). One crew member can be assigned to multiple non-overlapping events.
Pro tip: The assignment dialog shows any date conflicts before you confirm, so you can't accidentally double-book a person.
Share a crew prep sheet
Open any event from the Crew calendar and click "Share Prep Sheet". A unique public link is generated that you can send to your crew. The prep sheet shows the event name, date, venue, schedule, and the full equipment list from the proposal — but no prices are visible. It's designed to brief your team without exposing your commercial terms.
View the crew calendar
The mini crew calendar in the sidebar shows weekly staffing status by event. Green indicates events that are fully staffed, amber means events that need more crew assigned. Click the "Events needing crew" widget at the top of the page to jump directly to upcoming events with open staffing gaps. Crew stats (total staff, total freelancers, events this month) appear in the summary header.
What your crew see on their link
Every assigned person gets their own link. It opens with their call time, the venue with a button that opens it in maps, and "Add to calendar": straight into Google Calendar, or a file for Apple Calendar and Outlook. The schedule reads as real dates, such as "Load in, Mon 12 Oct", rather than day counts. Equipment is grouped into "Gear to load", "Print and consumables" and "People and services", coloured by category the same way the proposal editor is, and each item opens to show its full description. No client pricing appears anywhere on it.
Shared pack ticks
The crew tick items off as they load them, and those ticks are shared: everyone holding a link to that job sees the same progress, and so does the office on the job page in Inventory. Staff are no longer asked to accept a job their employer scheduled them for, so their link simply tells them they are on it. Freelancers still confirm or decline, and their answer is recorded with its date.
Download the crew sheet PDF
The crew sheet is one printable document, downloadable from the job page in Inventory, from the crew prep card, and from the crew link itself. It carries the call sheet details, every item with its full description, who confirmed and when, and blank signature lines for handover. The crew's ticks and the scanner's totals sit side by side and are never merged into one number: the tick is what the crew marked, the scan is what physically left the warehouse.
Pro tip: Print it and have it signed at handover. Each copy is stamped with the moment it was created, so two printouts of the same job can be told apart.
Change a booking
Editing an assignment (role, dates, call time, notes, who is crew chief) keeps the person's link and their confirmation, and their link shows what changed and on what date so they can check it with you. Swapping the person issues a new link and clears the old one, so the previous holder's link stops working. Unassigning takes one button. A crew member's own record now also holds skills and certifications with expiry dates, home city, whether they drive, shirt size, emergency contact and notes.