Under Settings - Crew you configure all settings for planning your crew using three submenus:
Teams: Team functions in groups such as Hospitality, Technical, Cashier.
Roles: Which functions are performed.
Skills: Custom fields which highlight certificates or certain abilities of your crew members.
Preferences: Fields where you can record your crew member's information like
dietary preferences, t-shirt sizes and more.
Teams
This is where you create teams. Try to structure your teams in the same way it is structured in your organization for clarity. You can give your team a name and assign someone to be the planner for this team. All shift notification emails are then sent from this user's email address, and employees can also send a reply to this chosen person.
And don't forget to choose a colour so that your team is recognizable in the daily and weekly overviews!
Roles
Here you create all the different positions your crew members can hold. Indicate which team each role belongs to, the default start and end times a role has, and whether this role should be shown by default when creating a new event.
Under Crew - Crew members you can check which role a crew member can fulfil. A bar graph under Roles indicates how many crew members can fulfil a role, and by clicking on each role's bar, you can view a list of exactly who this applies to. When scheduling a shift for a specific role, only the employees that can fulfil the role are visible.
Preferences
To add a custom preference, navigate to Settings - Crew - Preferences. There you can specify a unique label, and the field type to collect the information you want.
A free text field type allows you to add custom text to a field. For example, if you want to add specific crew details like any specific allergies, or their preferred name.
A Multiple choice - select one field type means you can add a drop down list, where only one option can be picked. For example, their t-shirt size is recorded with this field type.
A Multiple choice - select multiple field type allows you to record multiple options for a single preference with checkboxes. For example, the crew member's dietary preferences are recorded with this field type.
Skills
Skills are custom fields that you can assign to crew members. They are represented by icons, and highlight certificates or certain abilities. For example, you can set skills such as First Aid certified, Emergency response officer, or Rigging. This gives you deeper information for who may be suitable for a certain shift.
Each skill is represented by an icon, and these icons will appear in the Crew schedule next to a crew members' name. This makes it easier to identify the right person for the shift.