Crew availability and offers are enabled per organization. If you don’t see the Crew workspace or availability requests, the feature isn’t turned on for your team yet.
Answers arrive in each recipient’s My Mailbox as Availability checks, right alongside invitations and crew offers. Admins track outstanding responses on the org-wide Mailbox view.
Who can send requests
Owners, admins, and Finance members send requests from the Crew workspace (Crew & contacts → Crew on the web app). Anyone who staffs a gig, including gig coordinators, can also request availability from the gig’s Edit Crew sheet. Members can only respond to requests sent to them.Does an availability answer book someone?
No. Available means the person says they can work the requested date or window. You still send a gig invitation or crew offer with the role, times, and fee. The position is confirmed when they accept that work.Before you send
Have the working dates, timezone, likely call times, and recipient list ready. Use the correct organization and check that its availability feature is enabled. For a show with load-in and strike, ask about the whole working window rather than only the performance.Create and send a request
From the Crew workspace’s Schedule tab, select Request Availability:- Enter a Title. It starts as “Availability request”.
- Choose a Mode: Whole day or Specific time.
- Under Days, select each working day on the calendar. Skip dark days. The calendar marks days when crew are already booked on a gig (Gig booked) or have marked themselves Unavailable. All selected days must fall within 92 days of each other.
- For Specific time, enter the Start and End time. With more than one day, adjust Per-day times if calls differ. A day without its own times uses the shared window.
- Filter by position if needed (All positions shows everyone), search, and select the Recipients.
- Send. You need at least one recipient.
Availability time windows must end after they start on the same date. For an overnight call, ask about the relevant time on each calendar date or use whole-day availability, then confirm the exact overnight hours in the gig invitation or shift.
Example: a three-day production call
Fictional example: Northline Production needs audio crew on Friday for preparation and on Sunday for the show. Create a request, select Friday and Sunday under Days, set the shared window to 2–6 PM, and override Sunday to 10 AM–10 PM in Per-day times. Ask the audio crew to answer for each working day. Use those answers to send the actual shifts; do not count an availability response as a confirmed crew member.Candidate selection
Choose recipients from your active organization members. The position filter narrows candidates when you need specific roles, so the request only reaches people who could actually fill the slot.Member responses
Members respond Available or Unavailable, and can add a note. Multi-day requests support different answers for different days. There’s no separate approval step: each answer is added to their availability calendar and the sender sees the update. Pending days remain unanswered; they do not mean available.Only a recipient of a request can respond to it. Responses can also be given in one tap from the email notification, which deep-links to the right item in Mailbox.
Best practices
- Send a request when you need an explicit yes/no rather than relying on standing availability.
- Use time window mode when call time matters; use whole day for general date holds.
- Link a gig when the request is tied to a specific event.
- Keep recipient lists focused with the position filter so members only get relevant asks.
Related pages
Personal availability
How members manage their own availability calendar.
Crew calendar
The organization-wide view of everyone’s availability.
Crew calendar workflows
Practical patterns for sending requests and acting on responses.
Mailbox
Where availability checks, invitations, and offers land.