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GigOps.AI

Operations

Crew

The Crew module is your crew roster: the people who work your shows on site (production, stagehands, security, runners, drivers and so on). Here you add crew members, sort them into departments, assign them to shows, book their time off and read their time cards. In the left menu, under Operations, choose Crew (in PromoterOps it is called Local crew).

Company Admins and Company Users with the Manager, Ops or Coordinator role can use it. Finance, Legal and View only seats do not see it unless a Company Admin turns it on for them. Crew members themselves use the GigOps Crew app, not this screen.

How do I add a crew member?

  1. In the left menu, choose Crew.
  2. Click Add Crew (top right). On an empty roster you can also click + Add crew.
  3. Fill in First name, Last name and Email (all three are required).
  4. Choose a Department and, if you like, a Job title (for example Stage Manager).
  5. Optional: Phone, Reads messages in (their language), a Photo (headshot) and Notes.
  6. Leave Password blank in most cases. GigOps emails them a secure link to set their own password.
  7. Click Add crew member.

The new person appears in the Team table. If email is not set up for your workspace, you see a warning instead of the "set-password email was sent" message; use the resend link (see below) once email works.

How does a crew member sign in to GigOps Crew?

When you add someone, GigOps emails them a link to set their password. They then sign in to GigOps Crew (in a browser or the GigOps Crew iPhone app) with their email and that password.

If the email never arrived or the link expired (links last 7 days):

  1. In Crew, find the person and click Edit.
  2. Under New password, click Resend the set-password link.

You can also type a New password for them yourself (8 characters minimum) and click Save changes. Leave the field blank to keep their current password.

How do I edit or deactivate a crew member?

  1. In Crew, on the Team tab, click Edit on their row.
  2. Change any field: name, email, Department, Job title, Phone, Reads messages in, Photo or Notes.
  3. To stop someone working with you without deleting their history, set Status to Inactive.
  4. Click Save changes.

If someone else edited the same person while you had the form open, GigOps reloads the latest version and asks you to re-apply your edit.

How do I remove a crew member?

  1. In Crew, click Remove on their row.
  2. Confirm.

Removing a crew member also deletes their clock events (time card punches) and their equipment assignments. If you only want them to stop working for you, set their Status to Inactive under Edit instead.

How do I set up or change departments?

Departments are the teams crew belong to (for example Sound, Lighting, Security). Each tour or event keeps its own list.

  1. In Crew, at the end of the department filter buttons, click Manage departments.
  2. Type a name and click Add (or press Enter). Click the × on a department to remove it.
  3. Click Save departments.

The list is used by the Department field when you add or edit crew on the current tour or event. You need at least one department. Only Company Admins see Manage departments.

How do I find crew by department or name?

On the Team tab, click a department button (or All) to filter the table, or type in Search crew… to search by name, email, department or job title. The stat cards at the top show Total crew, Active, Clocked in today and Departments.

In ActionOps, athletes and judges are kept out of the crew roster and head counts. Click the Judge (or Athlete) department button to see them. Judges are added here with the department set to Judge.

What does "Reads messages in" do?

Reads messages in is the language a crew member reads. Leave it on English (the company's language), or pick one of the listed languages (Spanish, French, German, Japanese and others).

When it is set, GigOps translates what it sends to that person at the moment it sends it:

Names, times and numbers stay as written. If a translation fails, or AI features are not enabled for your workspace, the person gets the original English. Set it under Add Crew or Edit.

How do I assign a crew member to a show?

  1. In Crew, click Assign on their row.
  2. On the Shows tab, pick a show in the drop-down and optionally type a Role note.
  3. Click Add.

Their current assignments are listed above, each with a Remove button. You can also assign crew from the show itself: open the show and use its Crew section (see below).

How do I assign a crew member to a whole tour?

  1. In Crew, click Assign on their row and open the second tab (named after your tours or events).
  2. Pick the tour, add an optional Role note, and click Add.

This books them onto every show in the tour, including shows you add later, and skips any dates they have time off. The message tells you how many shows were assigned and how many were skipped. Click Remove to take them off the tour; that also clears their show assignments on it.

How do I see who is available for a show?

  1. Open the show and scroll to its Crew section.
  2. Use the filters All, Assigned, Available and Time off.

Crew are grouped by department. The summary line counts how many are assigned, available and on time off. Click Assign next to an available person, or Remove next to an assigned one. A note shows when someone is already working another show that day, or is assigned during their requested time off.

How do I book time off (blackout dates) for a crew member?

  1. In Crew, click Assign on their row and open the Time Off tab.
  2. Optionally type a Reason (for example Vacation).
  3. On the calendar, click the start date, then the end date. Click the same day twice for a single day.

The days turn red and the range appears under Scheduled time off. A dot on a day means they are assigned to a show then; GigOps warns you if the new time off overlaps shows they are already booked on. To remove time off, click a red day or click Remove in the list.

How do I approve time off crew ask for?

Crew ask for time off in GigOps Crew (VenueOps). Each request sends you a notification and waits, marked Asked for in GigOps Crew, until someone decides it:

The crew member is told either way, with your note. Approving does not move their shifts: GigOps tells you how many shifts they still hold on those days, so you can reassign them or turn them into open shifts. Until it is approved, a request does not block anything; scheduling them on one of those days asks you first. Declined requests drop off the list.

How do I see when crew can work? (VenueOps)

Crew set the days they can work in GigOps Crew: any time, only between two times, or not at all, for each weekday. The Schedule grid shows it in each person's cells: Not available (shaded), the hours they gave (for example 17:00–23:00 only), Time off (red) and Asked off for a request still waiting.

If you give someone a shift on a day they said they can't work, outside the hours they gave, or on a day they asked off, GigOps tells you why and asks before scheduling them anyway. Booked time off blocks the shift the same way.

Time off is entered by the office. Crew cannot set their own availability in GigOps Crew.

How do I clock crew in and out with a QR code?

  1. In Crew, click Scan QR (top right).
  2. Optionally choose the Show the shift belongs to.
  3. Allow camera access and point it at the crew member's code: the live badge on the My Badge tab of GigOps Crew, or their printed crew QR code.
  4. When their name appears, click Clock In, Clock Out or Catering (a meal check).

The punch appears straight away on the Time Cards tab, with you recorded under Clocked by. The live badge code changes every few seconds, so a screenshot of it will not scan.

Where do I get a crew member's QR code?

In Crew, click QR on their row. The Crew QR Code window shows their code, department and credential. You can print it or click Copy link. Scanning it with Scan QR clocks them in or out the same way as their live badge.

Badge codes are only shown to the people who manage crew. Access passes and laminates are issued separately, in the Credentials module (use Issue credential in the crew member's Edit form).

How do I read and export time cards?

  1. In Crew, open the Time Cards tab.
  2. Filter by show (All shows) and by person (All crew).

Each punch shows the crew member, department, show, type (Clock In, Clock Out, Catering), time in the show's time zone, who clocked them, and hours. Hours are worked out when a Clock Out follows a Clock In for the same person and show; an open shift reads In progress.

Click Export CSV to download every punch. Time cards are visible to people with access to Crew or Payroll. Crew see their own punches on the Timecard tab of GigOps Crew.

Breaks punched on the time clock show as Meal Break, Rest Break and Break End. A clock-out that ends a day also shows the day as payroll reads it: hours paid after unpaid meal breaks (or the meal deduction), the break minutes, and Missed meal when there was no meal break past the meal time.

How do I build my venue's crew schedule? (VenueOps)

In VenueOps, Crew has two more tabs: Schedule and Time clock. Schedule is a week grid: one row per crew member, grouped by department, one column per day, with each person's hours for the week on the right.

  1. In Crew, open the Schedule tab. Use the arrows or This week to move between weeks. With several venues, pick the venue at the top left.
  2. Click + in a crew member's day to add a shift, or Add shift (top right).
  3. Set Date, Starts, Ends (an end earlier than the start runs past midnight), Position and, if it belongs to one, the Event. Add Notes for the crew member if you like (where to report, what to wear).
  4. Click Add shift. Click any shift to change or delete it.

Each day's column header lists that day's events and how many positions are still open. Shifts not on an event (box office hours, a bar stock-take) are fine too. Copy last week copies last week's shifts that are not on an event into this week, as drafts, and skips anyone on time off or already working then.

How do I set up recurring shifts? (VenueOps)

For shifts that repeat every week (box office Tuesday to Saturday, a weekly bar stock-take), use a recurring shift instead of copying weeks.

  1. On the Schedule tab, click Recurring, then Add recurring shift.
  2. Pick the Crew member (or Open shift: crew pick it up, with Who can pick it up), the Position, the Days, Starts and Ends, and From and Until (leave Until empty to keep it going).
  3. Click Add recurring shift.

GigOps makes the shifts as drafts four weeks ahead, and keeps making them as the weeks go by; you publish them as usual. A day the crew member has time off or is already working is skipped, and the window says which. Generate now makes anything due straight away; nothing is ever made twice. A recurring shift shows a small circle arrow on the grid.

How do I share crew across a group of venues? (VenueOps)

With several venues, crew normally work at any of them. To keep each venue's crew to it, and share some across a group (two rooms in one city, say):

  1. On the Schedule tab, click Crew pool.
  2. Type the group's name under is in the venue group (for example Downtown) and click Save. Do the same, with the same name, at each venue of the group.
  3. In the table, give each crew member a Home venue, and tick Shared for those who work across the group. Any venue keeps a crew member free to work everywhere.

Each venue's Schedule then lists its own crew, the shared crew of its group and anyone with no home venue. Tick Show other venues to see their shifts at the group's other venues (and elsewhere) in the grid; the hours column always counts every venue, so the overtime flag matches payroll. Open shifts reach, and can be picked up by, only crew who work at that venue, and a swap can only go to a coworker who works there. Scheduling someone from outside the pool asks before going ahead. Clash checks always cover every venue.

How do I fill an event's crew call?

When you confirm an event (or add a private event), it gets its crew call from your call templates: the template for its Show type in its room, else for its show type, else for its room, else your default template (see Venue profile, Crew calls). So booking a Club night in the Main Hall can call for 3 box office, 6 security and 4 bartenders by itself.

  1. On the Schedule tab, the strip above the grid lists the week's events with how many positions are filled (for example 4/15). Red means positions are still open. Click one.
  2. Each position shows its times and who is on it. Pick someone under Add someone… and click Add.
  3. The shift takes the position's call and end times. People already working that night are listed last, with the position they are on.

You can open the same window from the calendar: open the event, choose Crew call, then Schedule crew. If someone has time off that day or another shift that overlaps, GigOps tells you and asks before scheduling them anyway. Putting someone on an event's position also assigns them to its event sheet, so the day sheet and show messages reach them.

How do I see what the week's crew costs? (VenueOps)

If you can see Payroll or the Budget, the Schedule tab shows a Labor line above the grid: the week's scheduled hours and cost, overtime hours, and how many shifts have no pay rate. Click it to open:

Costs use the same rates and rules as payroll, including the overtime rules of each venue and union premiums: hourly crew on each shift's length (a shift with no end time counts the default shift length from Payroll settings), a day, show or flat rate once a day however many shifts, weekly and monthly rates spread over the days worked. When Payroll pays overtime, hours past the weekly or daily thresholds are costed at the overtime rate, counting each person's whole week at every venue. The Schedule's weeks start on the day set as the payroll week start, so the hours column and its overtime flag match payroll. Picking a department narrows the labor line to it.

How do I print or export the week's schedule?

On the Schedule tab, pick a department in All departments to see only that department's crew (open shifts for it or for anyone stay in the top row). Then:

Both follow the department you picked. Crew also see their published shifts in the calendar they subscribe to from GigOps Crew.

How do I publish shifts to the crew?

New shifts are drafts, drawn with a dashed border. Crew do not see drafts. When the week is ready, click Publish (top right of Schedule). Each crew member gets one notification (and a push to their phone) listing their new shifts, and the shifts appear on the Shifts tab of GigOps Crew. To publish one shift on its own, open it and click Publish, or tick Publish now when you add it.

After a shift is published, changing its date, times or position tells the crew member, and deleting it tells them it is cancelled.

How do open shifts work? (VenueOps)

An open shift is a shift with nobody on it yet, for your crew to pick up in GigOps Crew.

  1. On the Schedule tab, click + in the Open shifts row at the top (or Add shift and choose Open shift: crew pick it up as the crew member). From an event's crew call, click Post open shift on a position.
  2. Under Who can pick it up, choose Any crew member or one department.
  3. Publish it. Every crew member who could take it, and is free then, gets one notification.

The first to tap Pick up this shift gets it, and you get a notification saying who. To have a manager approve every pickup instead, open Requests and tick Picking up an open shift needs a manager's approval. A pickup that would take someone over the weekly overtime threshold always waits for approval when Payroll pays overtime.

How do crew swap or give up shifts?

In GigOps Crew, on a published shift that has not started, crew tap Swap or give up:

Until a manager approves, the shift stays with the person who has it. Crew can cancel a request that is still waiting.

How do I approve shift requests?

  1. On the Schedule tab, click Requests (the red number is how many wait for you). You also get a notification for each.
  2. Each request shows who, the shift, anything offered in return, their note, and whether it takes someone into overtime.
  3. Add a note if you like and click Approve or Decline. Everyone involved is told.

If the shift changed hands in the meantime, someone has clocked in on it, or a clash has appeared, GigOps says so; for a clash you can approve anyway. The last two weeks of decided requests are listed underneath.

What happens to requests nobody answers?

In the Requests window, Close requests nobody answers after sets how long a request may wait at one step (48 hours unless you change it; 0 keeps them open). A swap the coworker never answers, a give-up nobody takes, or anything left waiting for a manager closes as Expired after that time, and any request still open when its shift starts closes too. The crew member gets a notification saying it expired and that the shift is still theirs (and a coworker who had accepted hears as well). The setting covers every venue.

How does the time clock work? (VenueOps)

  1. In Crew, open the Time clock tab. It opens on today; use the arrows to look at another day.
  2. The cards at the top count who is On the clock, Late, Not in, Done and Still to come.
  3. Each shift shows its scheduled times, its punches, hours worked so far and a status. Late counts from the shift's start plus your grace minutes.

Crew on a break show Meal break or Rest break instead of a status, with their break minutes under the hours; the cards add On a break and Missed meals when there are any. On someone's row, Meal break or Rest break starts a break and End break ends it. A shift past the meal time with no meal break punched shows Missed meal (with (premium) under California's rules, see Payroll).

Crew clock in four ways: you scan their badge (Scan a badge, or Scan QR at the top of Crew), you click Clock in or Clock out on their row, they clock themselves in from GigOps Crew if you allow it, or they scan their badge at the stage-door tablet (Kiosk link: a shared tablet that clocks crew in and out with nobody signed in; see the share links guide). A scanned badge lands on that person's shift automatically. Anyone scanned in at one of the day's events without a shift is listed under Scanned in without a shift. The board refreshes itself every minute.

Someone scanned in without a shift. How do I add one?

Under Scanned in without a shift on the Time clock tab, each person's punches are listed with Add a shift.

  1. Click Add a shift. The window shows when they clocked in and out.
  2. Check the Position (their job title is filled in). If they never clocked in, give Started; if they are still on the clock, you can give Ends.
  3. Click Add shift.

The shift is made on that night's event, from the clock-in to the clock-out, already published, with the punches on it. It then shows on the board and the Schedule like any other shift, and payroll estimates use its length. If it overlaps another shift of theirs, GigOps asks before adding it anyway. Adding it is recorded in the company audit trail.

How do I fix a missed punch?

  1. On the Time clock tab, click Missed punch on the crew member's row.
  2. Choose Clock in, Clock out, Meal break start, Rest break start or Break end, set When (venue time) and give a Reason (required).
  3. Click Add punch.

The punch is marked (added) and kept, with your reason, in the company audit trail. To remove a wrong punch, click the × next to it; that is recorded in the audit trail too. A shift with punches cannot be deleted until its punches are removed, so hours are never lost by accident.

Can crew clock in from their phone?

Yes, if you allow it. At the bottom of the Time clock tab, under Clocking in:

Click Save. Crew can only clock in on a published shift of their own. Shifts and the time clock run on the venue's time zone; if the venue has none saved, GigOps fills it in from the venue's location and warns you until it is set.

Who hears when someone is late, and do crew get reminders? (VenueOps)

Under Alerts, at the bottom of the Time clock tab:

Click Save. Changing a shift's date, start time or crew member sends its reminder and late notice again for the new shift.

Can the act see who is on the house crew? (VenueOps)

On a confirmed booking, the act sees the night's house crew call: each position with its call and end times and how many are on it. Under Sharing, at the bottom of the Time clock tab, House crew names on a booking and the day sheet decides whether they also see who: Not shared (positions and counts only), First name and initial, or Full names. Only published shifts are named. Click Save.

Your own day sheet's House table has a House crew names switch: on, it lists who is on each position instead of the filled count, and it starts on when you share names, so a day sheet you send the act matches the booking.

Where do I set a crew member's pay rate?

If you can edit Payroll, the Add Crew and Edit forms show a Payroll block: Pay class (W-2 employee or 1099 contractor), Payroll ID, Default rate and Rate type. People with View access to Payroll see these fields in Edit, marked view only, but cannot change them. Everyone else does not see the block at all. Rates used for payroll estimates are managed in the Payroll module.

Why can't I see the Crew module, or why can't I edit crew?