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
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.