Managing crew

One list of everyone working the festival, across every supplier.

Crew Logistics › Crew lists every crew member across every supplier. Cards at the top show total crew, approved, pending and suppliers, plus Logistics Outstanding: click it to see everyone with a booking still to make.

Adding crew

Click Add Crew Member to add someone to a supplier. You can also add crew from a supplier's Crew tab, or Import a CSV from either place. Suppliers with portal access add their own.

Each person needs a first name, last name, email and role. New crew start as Requested and appear in Accreditation › Cred Approvals, ready to approve.

Reading the list

Each row shows the person's name, supplier, role and accreditation status, then a column each for flights, accommodation and ground transport: Outstanding, In Progress, Booked or Cancelled, or a dash if it isn't required.

Information Outstanding next to a name means something's missing: arrival or departure date, emergency contact name or phone, or dietary requirements. Hover over it to see what.

Filter by accreditation status, supplier or logistics. The logistics filter covers anything outstanding, each type outstanding, all booked, festival responsible, requires flights, accommodation or transport, and missing arrival or departure dates. Export downloads whatever you've filtered as a CSV.

The crew profile

Click a name to open the profile. It brings together:

• Contact details and their Person Code.

• Approval status, with the rejection reason if they were rejected.

• Their passes, and whether each has been collected.

• Accessibility and medical notes.

• Travel responsibility, and their accommodation, flight and transport bookings.

• Assets issued to them, and their courses.

• Documentation, including documents held at supplier level.

• Meal preferences and allergies.

• Arrival and departure dates, and their emergency contact.

Editing crew

Click Edit Crew on the profile, or Edit Crew in the row menu. You can change:

• Personal details: name, email, phone and role.

• Accreditation: pass type and status. The pass type list shows how many are left in the supplier's allocation. Switch on Show all to choose a pass type they haven't been allocated; it's marked Override.

• Logistics requirements: see below.

• Additional information: meal preferences and allergies, accessibility and medical notes, arrival and departure dates, and emergency contact.

Crew who are already approved, or have collected their pass, can still be edited. The change is logged.

Logistics requirements

For flights, accommodation and transport, switch on whether the person needs it, then set:

• Responsibility: Festival, Supplier, Self or TBC. In other words, who's booking it.

• Status: Outstanding, In Progress, Booked or Cancelled.

These settings drive the dashboard counts, the outstanding filters and the placeholder rows in the booking tabs. Setting responsibility to Festival for everyone you're booking for means you can filter straight to your own list.

Bulk edit

Tick crew in the list and click Bulk Edit to set required, responsibility and status for flights, accommodation and transport in one go. Anything left on No change stays as it is.

Deleting crew

Delete Forever in the row menu removes a crew member permanently, along with their accreditation passes and approvals. It can't be undone.