Crew: who is working your show

Crew are contacts, not accounts

People on the crew list are contacts in your workspace, not logins. Adding someone records a name, and optionally an email and a phone number, in your workspace’s people. It does not create an account, does not send an invite, and does not notify anyone. If your stage manager also needs to open the event, that is a seat, and seats work the way they always have — see “Seats and access.”

A first name is enough to add someone. The phone number is worth having when you do, because it prints next to the person’s call on the crew PDF, which is where a phone number earns its keep.

People belong to the workspace, so someone added once is pickable on every event you can edit. Removing them from one event’s crew keeps them in your people.

Days, calls, and wraps

An assignment is a role in your own words (“Front of house”, “Stage B”, “Camera 2”), a day, and a call time, with an optional wrap. Times are entered and shown in the event’s timezone. Pick one of the event’s days, or leave the assignment as “Whole event” for someone who is simply on for the duration.

Type a call time and the day picker preselects the day that call falls on. Your pick wins: choose a different day and the form says what it inferred and keeps what you chose, because an 11pm load-in that belongs to the next day’s show belongs where you say it does.

On a multi-day event, days are read the way the rest of the product reads them, and when that reading rests on any assumption, the form shows the assumption before anything saves.

Statuses record what you know

Every assignment is Planned, Confirmed, or Declined, and all three mean what you know, not what the system did. Planned is on the list with nothing recorded yet. Recording a yes means you heard it yourself — on the phone, in the hallway, in a text. Nothing here sends reminders, confirmation links, or notifications of any kind, so a Confirmed on this list is your own record and nobody else’s claim.

Declined stays on the list rather than vanishing, because “they said no” is information the next planning pass needs. Removing someone from the crew is a separate, deliberate act, and it asks first.

Conflict warnings: warn, never block

When one person is written down in two places at once, the row says so. The check looks across every event in your workspace, so a camera operator promised to two ballrooms on one night surfaces while there is still time to fix it.

The warnings are careful about what they claim. A call with no recorded wrap is treated as on duty to the end of that day, and the warning says that assumption in words rather than presenting the overlap as fact. Two assignments that merely share a day across two events, with nothing to bound their hours, get a softer “also on that day” note instead of a conflict claim the data cannot back. And when the other event is one you have not been given access to, it is named only as “another event in this workspace” — no title, no link.

Two things the warnings never do. They never block a save, because you know the building and we do not. And “no conflicts found” is not “available”: this list knows who you have written down, not who is free. Availability is not built.

When the event’s dates move

Change an event’s dates after crew have been pinned to a day, and any assignment left pointing at a day the event no longer has is kept and flagged — “outside the event’s current dates” — on screen and on the PDF. Nothing is silently re-filed onto a different day. Picking the new day is your move, one edit per person, and the flag stays up until you make it.

CALL TIMES on the crew PDF

When an event has crew, the crew PDF grows a CALL TIMES section: each person’s call and wrap, role, phone number, status, and notes, grouped by day, in the event’s local time. An event with no crew prints exactly as it did before.

The crew PDF is the internal document, and this block is part of it: anyone who can open the event can download it, view-only seats included, and it now carries crew names and phone numbers. The guest agenda carries none of this — crew detail never appears on anything a guest holds.

What this is not, yet

There is no availability, so the product never claims to know who is free. There are no reminders and no notifications — nothing is sent to anyone from this tab, ever. There is no link for crew to confirm themselves, and no spreadsheet import. What exists is the list, the times, the warnings, and the PDF. What is coming next stays planetevents.io/roadmap’s question.