> ## 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 records and crew sharing

> Keep licenses, tax forms and other details on file for each person, and share your people and chosen record fields with another organization.

**Crew records** are the details your organization keeps on file for each person: a W-9, a background check date, a driver's license, a shirt size. **Crew sharing** lets you share your people with another organization, along with the record fields you choose.

![Crew records settings with the fields kept on file for each person](https://mintcdn.com/soundchecklive/EpuwxNqbqHAHt986/images/organization/crew-records-light.png?fit=max\&auto=format\&n=EpuwxNqbqHAHt986\&q=85\&s=d9436c602b385488f628ebcdd6218d67)

Both live in the **Crew** group of organization settings. Only owners and admins can change crew fields, onboarding and sharing.

## Crew fields

Go to **Settings → Crew → Records**. The **Fields** section lists every field your organization tracks, with a count of how many are required and how many are shared.

With no fields yet, the page suggests common ones to add in one click, such as **W-9 on file**, **Background check**, **Driver's license**, **OSHA 10 card**, **Forklift certified**, **Shirt size** and **Union card number**. Choose **Add your own field** (or **Add field** once you have some) to create one from scratch.

Each field has:

| Setting | What it does |
| - | - |
| **Name** | The label shown on each person's record. |
| **Type** | **Short text**, **Long text**, **Number**, **Date**, **Yes / no**, or **Choice**. A Choice field needs at least one option, one per line. You can't change the type after you save the field. |
| **Hint** | Optional text shown under the field. |
| **Required** | Counts toward each person's record being complete. |
| **Expires** | Asks for an expiry date and flags the value once it passes. |
| **Share with connected orgs** | Lets organizations you share crew with see this field and its files, read-only. It's off by default. Leave it off for tax forms and anything private. |

Fields tagged **Required**, **Expires** and **Shared** show those badges in the list. Removing a field takes it off every record; saved values stay in history.

## A person's crew record

Open a person's profile from the **Staff** page and choose the **Personal** tab to see their **Crew record** card. It lists each field with its value, and shows how many required fields are on file. A **missing** badge counts required fields with no value, and an **expired** badge counts values past their expiry date. Values close to their expiry date show **Expires soon**.

Owners and admins can edit values and attach files, either to a specific field or as other files on the record.

## Share your people with another organization

Go to **Settings → Crew → Sharing**. Any organization can share its people with another one: an agency with the companies it staffs, a union with a venue, or a production company with a partner.

**1. Send the share**

Under **Share your people**, enter the other organization's **Public page address** and choose **Share**. The share shows as **Waiting to accept**.

**2. The other organization accepts**

An owner or admin of the other organization opens **Settings → Crew → Sharing** and chooses **Accept**. The share becomes **Active**.

**3. Shared people join their crew**

Your people are added to the other organization's crew with your organization's name on them, and each takes a seat there. When the other organization has no free seat, the share shows how many people are waiting for one. Shared people only see the gigs they accept.

The **Shares** list shows shares you send and shares other organizations send you, with the number of people on each active share. To stop sharing, end the share from its row in the list. Shared people leave the other organization, except those already booked on a gig.

### What the other organization sees

In the receiving organization, a shared person's row on the roster carries a badge with the sharing organization's name. Their crew record shows a **Shared by** section with only the fields the sharing organization marked **Share with connected orgs**, and the files attached to those fields. This section is read-only. Files that aren't attached to a shared field never leave the sharing organization.

The receiving organization can also keep its own values and files on a shared person's record. Those stay in the receiving organization and the sharing organization never sees them.

Shared values stop showing when the share ends or the person leaves the sharing organization.

## Onboarding

> [!NOTE]
>
> **Early access:** Custom onboarding flows is rolling out gradually. Contact [info@soundchecklive.io](mailto:info@soundchecklive.io) if you'd like it turned on for your organization.

When custom onboarding is on for your organization, **Settings → Crew → Records** also has an **Onboarding** section: the forms and documents new people complete when they join. If your plan doesn't include custom onboarding, the section shows an upgrade prompt instead. See [Custom onboarding flows](https://docs.soundchecklive.io/organization/onboarding-flows.md) for how to build the steps.

## Related guides

> [card] [Managing organization staff](https://docs.soundchecklive.io/organization/members.md)
>
> The roster where each person's crew record lives

> [card] [Custom onboarding flows](https://docs.soundchecklive.io/organization/onboarding-flows.md)
>
> The steps new people complete when they join

> [card] [Import format reference](https://docs.soundchecklive.io/features/imports/import-format-reference.md)
>
> How crew fields and record values move through workspace export and import

> [card] [Roles and permissions](https://docs.soundchecklive.io/organization/roles-permissions.md)
>
> Who can change organization settings


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