Crew

View and manage the crew list

The Crew List tab holds your crew, grouped by department, each with their position, contact details, and Head of Department status. Use it to add crew members, assign them positions, and open a profile panel for full details. Open it from Crew in the sidebar, then select Crew List.

Prerequisites

A project is selected.
Viewing the crew list works for any project role. Adding, editing, deleting, and importing need the admin role or higher.

Layout

Crew are grouped into department sections. Each section header shows the department name and a count badge, with a chevron to expand or collapse it. A table header above the sections labels the columns:

Column	What it shows
HOD	An orange HOD badge if the person is a Head of Department.
Position	The crew member’s position, such as “Director of Photography”.
Name	The crew member’s name.
Email	Their contact email.
Availability	Their work range (start – end), or a dash.

On narrower screens the Email and Availability columns are hidden. Each row also has a calendar icon (to set availability) and a three-dot overflow menu with Edit and Delete.

Use the search field — “Search by name, department, or role…” — to filter the directory; results update as you type.

[SCREENSHOT: Crew List grouped into collapsible department sections, each row showing position, name, email, and an HOD badge where applicable]

From left to right:

A refresh icon — re-fetches the directory.
Export — opens a menu to download the directory as Export PDF or Export Excel (see Export the crew list).
Import — opens the spreadsheet import wizard (see Import cast or crew from a spreadsheet).
Add Crew Member — the primary button at the end of the row.

Add a crew member

To add a crew member:

Select Add Crew Member.
Fill in the form. Name, Email, and Phone are required (marked with an asterisk):
- Name — the crew member’s name.
- Crew ID — an optional short identifier (letters, numbers, and hyphens), for example 101 or A-12.
- Department — choose from the dropdown.
- Position — select one or more positions from the chips, or select + Add Position to create a new project-wide position. A crew member can hold more than one position.
- Email and Phone — required contact details.
- Company — their company or agency.
- Work Start and Work End — the dates they are engaged.
- HOD — tick this if they are a Head of Department.
- Notes — any additional notes.
- Dietary Preference — Carnivore, Pescatarian, Vegetarian, Vegan, or Other.
- Dietary Restrictions or Allergies — only the catering information needed to keep the person safe.
Select Create.

The crew profile panel

On a wide screen, select a crew member’s row to open the profile panel on the right. It has a header — avatar, name, edit, delete, and close icons — above three collapsible cards:

Contact — email, phone, and company.
Department — department, position, and Head of Department status.
Notes — free-text notes.
Dietary information — the preference and restriction text, when present and your role has contact access.

Edit a crew member

To edit, select the edit icon in the profile panel, or choose Edit from the row’s overflow menu. The edit dialog carries the same fields as the add dialog, including dietary preference and restrictions. Select Save when done.

The Add and Edit dialogs use the same field order, required markers, single-column layout, paired work-date row, position chips, form labels, and input typography. Every Crew field can be entered at creation time rather than requiring a second edit.

Named dietary information is hidden from view-only users and is excluded from normal crew exports. Call sheets receive anonymous totals only.

Delete a crew member

To delete, select the delete icon in the profile panel, or choose Delete from the row’s overflow menu. A confirmation dialog appears first.

Tips

Mark department leads with the HOD checkbox so they show the orange badge in the directory and in the mailing list.
Collapse departments you are not working with to reduce clutter.
The search field filters across name, department, and position at once — useful when you are unsure which department someone belongs to.