> ## Documentation Index
> Fetch the complete documentation index at: https://docs.soundchecklive.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Crew calendar workflows

> Practical patterns for reading the crew calendar, sending availability requests, acting on responses, and staffing crew from the People workspace.

The **People** 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.

<Info>
  The People workspace is available to owners, admins, and gig coordinators when crew availability is enabled for the organization.
</Info>

## Workflow 1: Read the calendar at a glance

Open **Availability → People → 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 — derived 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.

## Workflow 2: Send an availability request

You have dates on the books and don't know who's free. Don't text everyone — send a request.

<Steps>
  <Step title="Open the People workspace">
    Availability → People → Availability tab.
  </Step>

  <Step title="Request availability">
    Open **Request availability**, set the date and mode (whole day or a time window), and add a title.
  </Step>

  <Step title="Choose recipients">
    Narrow by position (for example *Drums*) or pick individual members.
  </Step>

  <Step title="Send">
    Recipients get a push notification and an **Availability check** in their [Mailbox](/features/engagements/overview). Each responds **Available** or **Unavailable**, optionally with a note.
  </Step>
</Steps>

Answers reconcile into the crew calendar as members respond, so the availability blocks fill in without you chasing anyone.

## 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 time is automatically blocked on the crew calendar as a conflict, so they can't be double-booked.

## 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](/features/gigs/team-building) for how staffing ties back to a specific show.

## Patterns we see schedulers use

<AccordionGroup>
  <Accordion title="Weekly availability rolls">
    Send a recurring availability request every week for the upcoming dates. Members get used to the cadence and respond proactively.
  </Accordion>

  <Accordion title="Tour or run requests">
    Before a run of shows, send a single availability request covering the whole date range, filtered to the positions you need. Use the responses to staff each show.
  </Accordion>

  <Accordion title="Sub coverage">
    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.
  </Accordion>
</AccordionGroup>

## Permissions

| Action                           | Owner | Admin | Gig Coordinator | Member                  |
| -------------------------------- | ----- | ----- | --------------- | ----------------------- |
| Read the crew calendar           | Yes   | Yes   | Yes             | No (sees personal only) |
| Send availability requests       | Yes   | Yes   | Yes             | No                      |
| Send offers and invitations      | Yes   | Yes   | Yes             | No                      |
| Edit other members' availability | Yes   | Yes   | No              | No                      |

See [Roles and permissions](/organization/roles-permissions).

## Related guides

<CardGroup cols={2}>
  <Card title="Personal availability" icon="user-clock" href="/features/availability/personal-availability">
    What members see and edit.
  </Card>

  <Card title="Availability requests" icon="paper-plane" href="/features/availability/availability-requests">
    The recipient side of the request flow.
  </Card>

  <Card title="Call lists" icon="list" href="/organization/teams/call-lists">
    Build the rosters you filter the calendar by.
  </Card>

  <Card title="Gig team building" icon="users" href="/features/gigs/team-building">
    Turn availability into staffed positions.
  </Card>
</CardGroup>