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GigOps.AI

Apps

GigOps Crew

GigOps Crew is the app your on-site crew use on their phones: their badge, schedule, travel, to-dos, timecard and more. Crew open it in a browser at the GigOps Crew address (the link in their welcome email), or in the GigOps Crew iPhone app. Crew seats are separate from Company User seats: a crew member signs in with their own crew login and only sees their own shows and records. This guide is inside the app too: the Help tab on the web, or More then Help on the iPhone. The office adds and manages crew in the web app: in the left menu, choose Crew.

How does a crew member sign in?

  1. Open GigOps Crew (the link from the welcome email, or the GigOps Crew iPhone app).
  2. Type Email and Password.
  3. Tap Sign In.

The app opens on the Schedule tab. A venue's house crew open on Shifts, and on the iPhone a judge opens on Judging. A session lasts about 12 hours; when it runs out, the sign-in screen says "Your session expired" and they sign in again. On the web, Sign Out is at the top right; on the iPhone it is under More, in Account. The iPhone app can also sign in with Face ID or Touch ID, turned on under More, in Account. An athlete account is not shown GigOps Crew: it is sent to GigOps Athlete instead. Judges do use GigOps Crew, with the Judging tab.

Why does the iPhone app ask me to agree to the Terms?

The first time someone signs in to the GigOps Crew iPhone app, and again whenever the Terms of Service or Privacy Policy change, the app shows Before you carry on with both documents. Tap a document to read it in full, then tap Agree and continue. The agreement is recorded once per person, so signing in on another phone, at another company or in GigOps Athlete does not ask again until the documents change. Sign out on that screen leaves without agreeing.

On the GigOps Crew sign-in screen they type their email and tap Forgot password, or never got your link? on the web, or Forgot your password? in the iPhone app. If the address is on a crew list, a set-password link is emailed. The link opens GigOps Crew on the web, where they set the password; then they sign in on the web or in the iPhone app. Set-password links expire after 7 days, so an old one may no longer work.

What are the tabs in GigOps Crew?

On the web, every crew member sees My Badge, Incidents, Transport, Runner, Timecard, Equipment, Schedule, To-Do, Travel, Tickets and Help. Some tabs only appear for certain people:

A tab also disappears when a Company Admin switches its module off for the company (for example Travel, Transport, Runners, Incidents, Logistics, Merch or Credentials). On a phone the tab row scrolls sideways. The iPhone app has five tabs at the bottom: Badge, Schedule, To-Do, Travel and More. For a judge, Judging takes the place of To-Do, and for a venue's house crew Shifts does; To-Do then moves to More. More holds the rest: Report an incident, Timecard, Equipment, Tickets, Transport, Runner, Work orders, Logistics, Merch, Scan credentials, Notifications and Help, each for the same people as on the web, then Account.

What is on the My Badge tab?

My Badge shows the crew member's name, job title, department, status and company, a live clock and a QR code. The QR code changes every 20 seconds, so a screenshot will not scan: crew show the live screen at the gate or to whoever clocks them in. Below the badge:

Shuttle drivers, runners and judges also see a shortcut to their own tab.

How do crew clock in and out?

At a venue with a time clock tablet at the stage door, crew open My Badge and hold it up to the tablet: once to clock in on their shift, again to clock out. For a break, they tap Meal break or Rest break on the tablet and scan, then End break and scan again when they are back.

Before each published shift, GigOps Crew sends a reminder (two hours out unless the venue changed it), with the shift's time, position and notes; tapping it opens Shifts.

At a VenueOps venue that allows it, crew clock themselves in: on the Shifts tab, a shift starting within the hour shows Clock in, and Clock out once they are on the clock. The venue can require them to be on site, in which case the phone shares its location once when they tap the button. Otherwise someone in the office scans their badge:

  1. In the web app, in the left menu, choose Crew, then Scan QR.
  2. Pick the Show (optional).
  3. Point the camera at the crew member's live My Badge QR code.
  4. Choose Clock In, Clock Out or Catering.

The crew member sees each shift on their Timecard tab: Show, Date, Clock In, Clock Out and Hours (the hours paid, after unpaid meal breaks, with the break minutes and Missed meal when a day had none). A shift that has a clock-in but no clock-out shows In Progress. Times show in the show's own time zone.

On the clock, the Shifts tab also shows Start meal break and Start rest break, and End meal break (or End rest break) while one runs; Clock out comes back once the break is over. A meal break is unpaid and a rest break is paid. If the meal time passes with no meal break, the shift says so: take one, or tell your manager.

How do crew pick up, swap or give up shifts?

On the Shifts tab (VenueOps):

A notification about a shift opens the Shifts tab.

How do judges score in GigOps Crew?

A crew member whose department is Judge gets a Judging tab (ActionOps). It lists Your panels and shows each run as the desk opens it, usually within a few seconds. The judge types the score (and each criterion, if the comp has criteria; the score fills in from them) and taps Send score. While the run is open they can Replace score. On the web, a score sent with no signal is kept on the phone and sent when signal comes back; if it is then not accepted, the tab says so, so the judge can tell the head judge or the desk. If the tab says "No comps to judge", the organiser has not seated them on a panel yet.

How do crew ask for time off and say when they can work?

On the Shifts tab (VenueOps), under Time off, tap Ask for time off, pick the first and last day, add a reason if they like and tap Send to my manager. The request shows Waiting for a manager until it is approved or declined; they get a notification either way. A request still waiting can be cancelled with Cancel; once decided, only a manager can change it. Until it is approved their shifts stay as they are.

Under Days I can work, each weekday is Any time, Only between two times, or Can't work. Tap Save my week. Managers see it on the schedule and are warned before giving them a shift outside it.

How do I log an expense and use "Read the receipt"?

Expenses are logged on the Runner tab.

  1. Open the Runner tab and find Log an expense.
  2. Next to Receipt (optional), choose the receipt photo or PDF (up to 6MB).
  3. Tap Read the receipt. GigOps reads the total, a category and a description into the form and shows what it read, for example the merchant, date and amount.
  4. Check the Amount, Category and What was it for? fields, and pick a task if the expense belongs to one.
  5. Tap Submit expense.

Nothing is submitted when you tap Read the receipt, so always check the amount first. If nothing can be read, type the amount yourself. The expense appears under Your expenses as Pending until the office approves, denies or reimburses it; you can Cancel a pending one. If receipt reading is not enabled for your company, the button says so and you type the amount in. In the iPhone app you attach a receipt photo and type the amount; Read the receipt is on the web.

How does a crew member report an incident?

  1. Open the Incidents tab (on the iPhone, More then Report an incident).
  2. Under Report an incident, type what happened in a few words.
  3. Pick the category (for example Medical, Security, Weather, Lost & found, Technical, Fire) and the severity (Low, Medium, High or Critical).
  4. Pick the show, or leave Not show-specific.
  5. Add the location, check the Occurred time and describe who was involved and what has been done.
  6. Tap Submit report (on the iPhone, Submit).

The report goes straight to the office's Incidents board and Company Admins are notified. A High or Critical report says "The office has been alerted". Each report then shows under Your reports with its status (Open, In progress, Resolved, Closed) and any resolution the office adds. If anyone needs urgent medical help, call emergency services first.

Where do crew see their schedule and day sheet?

On the Schedule tab, each show is a card with its on-site days (Load-in, Show day, Load-out, Travel, Off) and the run-of-show items for each day, with catering services mixed in by time. Tap an item with a chevron to see its notes. A Venue forecast appears for shows within 5 days. Day sheet opens a printable sheet with the run of show, the crew member's open to-dos and their travel for that show. When the crew member's phone is in a different time zone from the show, the card says which time zone the times are in.

How do crew add their schedule to their phone's calendar?

At the top of the Schedule tab, under Sync your schedule to your calendar app, crew can tap Copy link, Google Calendar or Apple Calendar. The calendar then keeps itself up to date with their shows. At a VenueOps venue it carries their published shifts too (a month back to four months ahead), at the venue's time, named by position and venue; drafts stay out until the venue publishes them.

Where do crew find their flights, hotel and per diem?

On the Travel tab. Each show (or event travel with no show) lists Travel (flights, drives and trains with departure, arrival and confirmation), Hotel, Rental car, Shuttle and Per diem. Per diem shows the number of days and the net amount after catering, with the gross amount underneath. Travel shows up once the office books it in the Travel module.

How do crew use the To-Do tab?

To-Do lists the tasks your crew manager tagged for the crew member's department, grouped by show. Tap the box to mark a task done or not done. Crew can also add their own:

  1. On the web, under Add a to-do at the top, type what needs doing. On the iPhone, tap the plus button.
  2. Pick the show, and add a due date and notes if you like.
  3. Tap Add to-do (on the iPhone, Save).

Their own to-dos go on the department's list, where the crew manager sees them too. Only the person who added a to-do can edit or delete it: tap it, then save the changes or delete it.

How do crew comment on a task or open its documents?

On the To-Do tab, a task's documents show under it: a web link opens in a new tab, and a file kept in the office's Documents shows by name (ask the office for it). Tap Comment (or Comments with a number) to read the thread the office sees. Type a comment and tap Post; type @ and a name to mention someone, who hears it on their bell.

How do crew answer a debrief?

After a show the office can send a short debrief. It arrives on the bell and waits at the top of the To-Do tab under Debriefs.

  1. Tap Answer.
  2. Rate, pick yes or no, choose an option or write a few words. Questions marked * need an answer.
  3. Tap Send answers.

Tap Change answers on one you already sent to change it. A crew member with no GigOps Crew app signed in and no browser notifications also gets the debrief by email, with a link to the To-Do tab. In the GigOps Crew iPhone app, debriefs are at the top of the To-Do screen; tap a to-do to see its documents and comments.

How do crew request guest-list tickets?

  1. Open the Tickets tab.
  2. Pick the show, type the Guest name and the party size, and add notes if you like.
  3. Tap Request tickets.

The request shows as Pending until the office approves or denies it on the show's guest list. A pending request can be withdrawn with Cancel request.

How do shuttle drivers and riders use the Transport tab?

Everyone sees Live shuttles (a map), the Shuttle schedule and Request a ride. To ask for a ride, fill in the pickup, drop-off, time, number of people, show and notes, tick Private, hide from other crew if needed, and tap Request a ride. Shuttle drivers also get a shift card: Go on shift & share location shares their live position with the transport team until they tap End shift & stop sharing. On each run they move it along with buttons such as Accept run, En route to, Arrived at, Depart for and Complete. Signing out also ends the shift.

How do runners use the Runner tab?

A runner goes on shift with Go on shift & share location, which shares their position with runner managers. Tasks assigned to them appear under Your tasks and move through Accept, En route and Mark complete. Open tasks anyone can take appear under Available to claim with Claim this task. Expenses are logged on the same tab (see "How do I log an expense").

How do crew work through a work order?

On the web open Work orders; on the iPhone it is under More. Each card shows the job, the rental and function, when it is due and the checklist.

  1. Tick each item as it is done. Your name goes next to it.
  2. Add photos of the job (the set room, the stage, anything wrong) with Add a photo (on the iPhone, Take a photo or Add from photos). The office sees them on the rental. You can remove your own photos until the job is finished: the cross on the web, a long press on the iPhone.
  3. Choose Finish and sign off. Write a note for the office (needed if anything is not ticked), type the name of the person signing it off (yours by default, or the client's contact who walked the room), and have them sign on the pad with a finger. Clear starts the signature again. Choose Mark done. Finishing without a signature asks first.

A finished work order shows who finished it, the note and the signature. To change it, ask a manager to reopen it.

What do the Logistics, Merch and Scan tabs do?

On the iPhone these are under More, as Logistics, Merch and Scan credentials.

Why is GigOps Crew showing an old schedule or saying "You're offline"?

GigOps Crew on the web keeps the last copy of the schedule, travel, to-dos, help and other tabs on the phone. With no signal it still opens and shows a bar: "You're offline. Showing what was last loaded", with the time. Changes (a new to-do, an incident report, a ride request) need a connection; try again once signal is back. The tab on screen reloads by itself when the connection returns.

How do crew get notifications?

The bell at the top right shows unread notifications, such as a task assigned to their team. Tap one to open it, or Mark all read. On the web, on a phone or browser that supports it, Enable push notifications in the bell panel turns on push; if it says push is not configured, your company has not set it up yet. The iPhone app asks to send notifications and then gets them even when it is closed; the count also shows on More and on the app icon.

A crew member works for more than one company. How do they switch?

When the same email is on several companies' crew lists, the Company field on My Badge becomes a menu on the web: tap it, then pick the company under Your crews. On the iPhone, the Company row under More, in Account, is the menu. GigOps Crew reloads with that company's schedule, badge, department and access.

Where do crew find help in GigOps Crew?

On the web, open the Help tab at the end of the tab row. On the iPhone, open More, then Help. Both show this guide, one question at a time: tap a question to read the answer, or type in Search help to find one. For anything about their own shows, pay or access, crew ask their crew manager.

How do I give a crew member access to GigOps Crew?

  1. In the left menu, choose Crew.
  2. Choose Add Crew.
  3. Fill in First name, Last name, Email and Department (all required), plus Job title, Phone and Reads messages in if you want.
  4. Leave Password blank. GigOps emails them a secure link to set their own password.
  5. Choose Add crew member.

The crew member opens the link, sees Set your password, types a password of at least 8 characters twice and chooses Set password & sign in. If email is not set up for your company, you see a warning instead of the "set-password email was sent" message. The department and job title decide which tabs they see (see "What are the tabs in GigOps Crew?").

A crew member never got their welcome email. What do I do?

  1. In the left menu, choose Crew.
  2. On the crew member's row, choose Edit.
  3. Under the email field, choose Resend the set-password link.

The crew member can also help themselves from the sign-in screen (see "A crew member forgot their password or lost their welcome link").

In which language does GigOps Crew send messages to a crew member?

Each crew member has a Reads messages in setting on the Add crew member and Edit crew member forms. Leave it on English (the company's language) or pick another language, such as Spanish, French, German, Portuguese, Japanese or Chinese. Show alerts (email and text message), crew team notices and the day sheet email are then translated into that language when they are sent. Names, times and numbers stay as written. Crew cannot change this setting themselves; a Company User with access to Crew sets it. If AI is not available for your company, crew get your original words. If one language fails to translate, those crew get the original too.