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The Crew workspace overlays every member’s availability so schedulers can spot coverage gaps and staff quickly. It has tabs for Availability, Staffing, Offers, and Invite. This page covers the workflows that come up most.
The Crew workspace is available to owners, admins, and gig coordinators when crew availability is enabled for the organization.

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Workflow 1: Read the calendar at a glance

Open Crew & contacts → Crew → Availability.
  • Available blocks are members who marked themselves free.
  • Unavailable blocks are members who marked themselves off.
  • Conflict 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 the date range to scope to a tour leg or a single weekend.

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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 → Availability tab.
2

Request availability

Open Request availability, set the date and mode (whole day or a time window), and add a title.
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 reconcile into 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:
  • Move to the Staffing tab, where positions for each event are laid out. It folds together both direct invitations and crew offers, showing each recipient’s 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. Review overlapping bookings and marked-unavailable time before sending; a conflict indicator is not a universal booking block.

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Workflow 4: Send offers and invites

  • Use the Offers tab to manage open shifts and job offers for a gig’s positions.
  • Use the Invite tab to bring new members into the organization so they can appear in availability and staffing.
See Gig team building 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. This is a manual cadence; the request form does not schedule recurring sends.
Before a run of shows, use + Add end date (multi-day), select the working days, and filter recipients to the positions you need. Exclude 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

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.