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Crew itineraries and tasks

Templated travel documents for crew, and a to-do list for the logistics team.

Crew itineraries

An itinerary is a PDF for one crew member: your arrival and on-site information, with their accommodation, flights and transport filled in.

Building a template

  1. Go to Itineraries › Templates and click New Template.

  2. Give it a name, and a description if it helps.

  3. Edit the sections. New templates start with Arrival Information, On-Site Information, Key Contacts and Additional Information, which is switched off. Rename, reorder, switch off or delete them, or Add Section for your own.

  4. Add a header image, and an image to any section if you like.

  5. Use placeholders in your text and they'll be swapped for each person's details.

  6. Click Preview and choose a crew member to see the template with their real bookings.

  7. Set the status and click Save.

The placeholders are {{crew_name}}, {{crew_role}}, {{supplier_name}}, {{hotel_name}}, {{check_in_date}}, {{check_out_date}}, {{flight_number}}, {{departure_airport}}, {{arrival_airport}}, {{pickup_location}} and {{pickup_time}}.

Templates move through Draft, In Progress, In Review and Confirmed. Only templates In Review or Confirmed can be used to generate itineraries.

Generating an itinerary

  1. Go to Itineraries › Generated and click Generate Itinerary.

  2. Choose the crew member and the template.

  3. Click Generate.

The PDF includes their accommodation, flights and transport automatically. Download it from the list, and search by name or template to find it again.

An itinerary is a snapshot. If someone's bookings change, generate a fresh one.

Tasks

Tasks is the logistics team's to-do list. Click New Task and add:

  • A title and description.

  • Status: Pending, In Progress, Completed or Cancelled.

  • Priority: Low, Medium or High.

  • Who it's assigned to, and a due date.

  • What it relates to: Supplier, Crew, Accommodation, Flight or Transport.

The list shows active tasks by default. Filter by status or priority, or search. Overdue tasks are highlighted, and the overdue count also shows on the Crew Logistics dashboard.

From a task's menu, choose Start Task, Mark Complete, Edit or Delete.