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The crew availability calendar gives schedulers a shared view of member availability before they build teams or send offers. It is part of the Crew workspace when that feature is enabled for your organization.
The org crew calendar may be missing or unavailable in your shop. Do not treat Crew & contacts → Crew as the primary path when the page or nav item is absent. Use personal availability at /availability for your own calendar, and org Mailbox → Availability counters for aggregate response stats.
The Crew page is available to owners, admins, and Finance members when crew availability is turned on for the organization.

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Open the crew calendar

When the feature is available:
  1. Go to Crew & contacts → Crew.
  2. On the Schedule tab, choose the By crew or Month view.
  3. Narrow the view with the position filter or Search crew.
  4. Review member availability and booking conflicts.
Turn on Show drafts to include unsent draft offers. In the By crew view, Hide empty hides crew with no availability or shifts that week. Owners and admins can download the roster with Export CSV. If you do not see Crew & contacts → Crew, use the alternatives in the warning above.

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What the calendar shows

A Working block reflects a member who is genuinely committed. Soundcheck bases it on accepted offers and invitations, not on being listed on the team. When someone accepts staffing for a show, the calendar shows the commitment. These indicators help you review overlaps; they are not a universal block on sending or accepting another invitation or offer. Being listed on a gig’s roster without accepting does not mark them busy.

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Set a member’s availability

In the By crew view, click a member’s day to set it to Available, Unavailable, Hold or Paid hold, or choose Clear to remove what’s there. Only people who manage the crew calendar can set holds; members can’t change or remove them.
  • A hold covers specific days. It can’t repeat.
  • A hold replaces Available time on that day. If the member marked themselves Unavailable, the hold is added beside it, so the conflict stays visible.
  • A Paid hold has no amount and doesn’t add anything to a gig’s finances.

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Views

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By crew

Use the By crew timeline for detailed scheduling. Each row is a member, and the blocks show availability or a booking conflict across the visible date range.

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Month

Use the month view to spot broader patterns: busy dates and possible coverage gaps across the organization. Each day shows crew counts (working, available, and out), and people who manage gigs also see each gig day’s shifts with their open seats. The position filter narrows both. The Week view uses the same calendar for one week at a time.

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Range limits

The organization calendar is tuned for scheduling windows and caps very large date ranges. For a longer view, move through the calendar in smaller increments.

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Request availability from the calendar

When you need a direct yes/no for a date or window, select Request Availability on the Schedule tab.

Availability requests

Send targeted requests and collect responses from crew members.

Personal availability

What individual members manage at /availability.

Availability requests

The request flow end to end.

Mailbox

Org Availability tab counters when the crew calendar is unavailable.

Gig team building

Turn availability into staffed positions.