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The Crew workspace (Crew & contacts → Crew) overlays every member’s availability so schedulers can spot coverage gaps and staff quickly. It has tabs for Needs (gigs that still need crew; see Staffing and shifts), Members, Schedule, and Teams. This page covers the workflows that come up most on the Schedule tab’s availability views; see Staffing and shifts for its shift views.
The Crew workspace is available to owners, admins, and Finance members when crew availability is enabled for the organization. Gig coordinators staff from each gig’s crew panel instead.

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Workflow 1: Read the calendar at a glance

Open Crew & contacts → Crew → Schedule and choose the By crew or Month view.
  • Available blocks are members who marked themselves free.
  • Unavailable blocks are members who marked themselves off.
  • Hold and Paid hold blocks are time an admin is holding for a member. A hold is a soft block, and a paid hold counts as busy. See Set a member’s availability.
  • Working blocks are members already booked on a show at that time. These come from accepted offers and invitations, so they reflect real commitments, not tentative rosters.
Use the position filter to show only the roles you’re staffing, and move through the dates to a tour leg or a single weekend. Turn on Show drafts to see who is lined up in unsent draft offers.

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Workflow 2: Send an availability request

You have dates on the books and don’t know who’s free. Send a request instead of texting everyone.
1

Open the Crew workspace

Crew & contacts → Crew → Schedule tab.
2

Request availability

Select Request Availability, add a title, choose the mode (Whole day or Specific time), and select the days.
3

Choose recipients

Narrow by position (for example Drums) or pick individual members.
4

Send

Recipients get a push notification and an Availability check in their Mailbox. Each responds Available or Unavailable, optionally with a note.
Answers appear on the crew calendar as members respond. Review unanswered requests before you make a staffing decision; a missing answer does not mean someone is available.

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Workflow 3: Staff from the responses

Once you have enough people marked available:
  • Switch the Schedule tab to the By gig or List view to see shifts across your gigs, or open the specific gig’s Crew tab to work that event’s positions directly. Each recipient shows a status (accepted, pending, declined, standby).
  • Send an offer or invitation to an available member for the position you need. When they accept, that commitment appears on the crew calendar as Working. Review overlapping bookings and marked-unavailable time before sending; a conflict indicator is not a universal booking block.

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Workflow 4: Bring in new members

Use the Members tab, or invite from Settings → People → Staff, to bring new members into the organization so they can appear in availability and staffing. See Gig team building and Staffing and shifts for how staffing ties back to a specific show.

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Patterns we see schedulers use

Make a weekly scheduling routine: create and send a request for the upcoming dates, then review unanswered requests. You do this by hand each week; the request form doesn’t schedule recurring sends.
Before a run of shows, select each working day under Days and filter recipients to the positions you need. Skip dark days and adjust Per-day times where needed. Use each day’s responses to staff that show.
When your first-call crew is booked and a gig drops in, filter the calendar to a specific position, see who’s open, and send a targeted request to that group.

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Permissions

Finance members can open the Crew workspace, send availability requests, and edit members’ availability, but they don’t staff gigs. See Roles and permissions.

Personal availability

What members see and edit.

Availability requests

The recipient side of the request flow.

Call lists

Build the rosters you filter the calendar by.

Gig team building

Turn availability into staffed positions.