Help · Step by stepCrewdUp guides
Step-by-step help for every part of CrewdUp: events, crew and talent, invites and confirmations, rundowns, tech books, gear, budgets and reports.
6 guides
Getting started
Set up your team and run your first event.
All plans · 4 min readSet up CrewdUp in 15 minutesSet up your positions, add your crew, create an event and assign people to it, so your first invites go out and confirmations start coming back.Read the guide →All plans · 3 min readCreate your account and your teamSign up with your email or Google, name your team and choose Free, Starter or Pro, and you'll land on your manager dashboard ready to work.Read the guide →All plans · 3 min readA tour of the manager dashboardFind your way around the manager dashboard: the event counts, crew and talent requests, upcoming events, quick actions and the sidebar.Read the guide →All plans · 3 min readTeam admins, managers, crew and talentSee what team admins, managers, crew and talent can each do in CrewdUp, what shows in their sidebar, and which roles count as paid seats.Read the guide →All plans · 4 min readCreate your first eventFill in the handful of fields CrewdUp needs on day one, save the event, and it's ready for positions, crew and a tech book.Read the guide →All plans · 3 min readFree, Starter and Pro: what's included and what happens at a limitCompare the Free, Starter and Pro limits on managers, crew, workspaces and events, see what counts toward each one, and know what happens when you reach it.Read the guide →
9 guides
Events
Create, edit, find and organize your productions.
All plans · 4 min readEvery event field explainedA field-by-field reference for the Create New Event form and the Event Details page, including the fields you can only set after the event exists.Read the guide →All plans · 3 min readRecord the internet source, production software, RTMP server and stream keyNote how the venue gets online, what you're producing with, and the RTMP server and broadcast key, and know exactly where the key shows up.Read the guide →All plans · 3 min readEdit, change status, and delete one or many eventsChange an event's details or status on its page, and delete one or many events from the Events list, knowing exactly what a delete removes.Read the guide →All plans · 3 min readHide or show an event to crewUse Visible to Crew and Fully Staffed to control which events crew see in their Events list and can raise a hand for, and know what hiding doesn't cover.Read the guide →All plans · 3 min readAdd attachments to an eventUpload PDFs and spreadsheets to an event, such as schedules, credentials or camera plots, and they go out attached to the tech book email.Read the guide →All plans · 3 min readFind and filter eventsSearch, filter by state, sport, season and date, and switch between all events, your own and the ones you collaborate on.Read the guide →Starter and Pro · 4 min readBulk upload events from a CSVDownload the CrewdUp events template, fill in a row per event, and upload it to create a whole season's events at once.Read the guide →All plans · 3 min readUse the calendarSee your events by month or week, color-coded by state, and click any event to open it.Read the guide →Starter and Pro · 4 min readEdit events like a spreadsheet in Table view, and export to CSVSee all your events in rows, edit titles, dates, visibility and more across many events at once, and export the list to CSV.Read the guide →
4 guides
Multi-day events and games
Tournaments, weekends and events with several games.
All plans · 3 min readSet up a multi-day eventSet the Event Type to Multi-Day Event and add an End Date, so the event spans every day on the calendar and gets its own list of games.Read the guide →All plans · 3 min readAdd games to a multi-day eventAdd each game of a tournament or weekend to its multi-day event, with a title, date and start time, ready for talent assignments.Read the guide →All plans · 3 min readBulk add games from a CSVUpload a tournament schedule as a CSV with a title, date and time per game, and CrewdUp adds every game to the multi-day event at once.Read the guide →All plans · 3 min readRun a tournament weekend in CrewdUp, start to finishSet up a multi-day event, load the game schedule, staff crew and talent, send the tech book and close it out, in the order that works.Read the guide →
8 guides
Crew and talent
Build and organize your crew and talent rosters.
All plans · 3 min readAdd a crew memberAdd one person to your crew roster with their contact details, state, region and skills, so you can assign them to event positions.Read the guide →Starter and Pro · 4 min readBulk upload crew from a CSVDownload the CSV template, fill in one row per person, and upload it to add your whole crew roster in one go, skills included.Read the guide →All plans · 3 min readCrew profiles: skills, contact details, internal info and assignment historyOpen any crew member's profile to see their contact details, skills, private internal notes and every event they've been assigned to, then edit what's out of date.Read the guide →Starter and Pro · 3 min readAdd talent and send a talent inviteInvite on-air talent to your team by email. CrewdUp adds them to your talent roster and sends them a link to create their account.Read the guide →All plans · 3 min readTag crew and talent by skillCreate your team's crew skill tags in Team Admin, tick them on each crew member, and search the roster by skill when you're staffing an event.Read the guide →All plans · 3 min readGroup crew by regionCreate regions such as "Greater Los Angeles" or "South Bay" for your team, tag crew with one when you add them, and filter the roster by region.Read the guide →All plans · 3 min readAssign managers to crew and talentChoose which managers each crew member and talent works for. Assigned managers decide which events those people can see in CrewdUp.Read the guide →All plans · 4 min readRemove a crew member or delete their accountRemoving someone in CrewdUp permanently deletes their profile, their assignments and their account. Here's what goes, and what to do before you remove a manager.Read the guide →
5 guides
Team setup
Positions, templates, join links and team settings.
All plans · 2 min readSet up your team's position listBuild the list of crew position titles your team uses, so managers can add those positions to events and set a typical position for each crew member.Read the guide →All plans · 3 min readSave crew position templates and apply themSave the crew positions a type of show needs as a template, then load them onto a new or existing event in one step. Applying replaces what's there.Read the guide →Starter and Pro · 4 min readCreate join linksGenerate a link that lets crew, talent or managers sign up and join your team on their own, with an optional expiry, use limit and manager.Read the guide →Starter and Pro · 3 min readInvite team members by email and change rolesEmail an invite to a new manager, crew member or talent from Team Admin, and change anyone's role on your team from the Members tab.Read the guide →Starter and Pro · 2 min readTeam name, URL and deleting a teamChange your team's name and slug from the Team Admin Settings tab, and find out how to have a team deleted if you no longer need it.Read the guide →
8 guides
Staffing and confirmations
Assign crew, send invites and track who's confirmed.
All plans · 4 min readAssign crew to positions on an eventAdd the positions an event needs, fill each one from your roster, and CrewdUp emails each person an invite to accept or decline.Read the guide →Starter and Pro · 3 min readWhat happens when you assign someoneSee the invite email your crew get when you assign them, what happens when they accept or decline, and what goes into the calendar file.Read the guide →Starter and Pro · 3 min readSend or resend an inviteSend a fresh invite to a crew member who hasn't answered, or whose first email never went out, from their row on the Crew Assignments card.Read the guide →All plans · 2 min readRecord a confirmation by text or phoneWhen a crew member says yes by text, phone or email instead of clicking the invite, mark them Confirmed yourself so your counts stay accurate.Read the guide →All plans · 3 min readTrack who's assigned, confirmed and declinedRead the status badges on Crew Assignments, check the crewed count on your Events list, and mark an event Fully Staffed when you're done hiring.Read the guide →All plans · 3 min readMove someone to another position or remove themChange a crew member's position on an event, which asks them to confirm again, or remove them to reopen the slot for someone else.Read the guide →All plans · 3 min readLet crew raise their hand, then approve or declineMake an event visible so your crew can raise their hand for open positions, then approve them into a slot or decline from your dashboard or the event.Read the guide →All plans · 3 min readAssign talent by event or by gamePut on-air talent on a single-day event or on each game of a multi-day event, and approve talent who raise their hand for a game.Read the guide →
4 guides
Messages and reminders
Email your crew and understand automatic reminders.
Starter and Pro · 3 min readSend a message to your crewEmail a message to the crew members you pick, fill in event details with variables, and send it now or schedule it for later.Read the guide →Starter and Pro · 3 min readThe automatic 5-day reminder and the tech book reminderLearn when CrewdUp's automatic 5-day reminder goes out, who gets it, and how the optional tech book reminder two days before the event works.Read the guide →All plans · 3 min readSee what was sent and export it to CSVCheck the messages and invite activity CrewdUp has sent, manage scheduled emails before they go, and download your history as a CSV file.Read the guide →Starter and Pro · 3 min readManager alerts when crew accept, decline or raise a handSee how CrewdUp tells you when crew accept or decline an invite or raise a hand, through alert emails, the notification bell and your dashboard cards.Read the guide →
3 guides
Rundowns
Build show rundowns and share them with your crew.
Starter and Pro · 4 min readBuild a rundownCreate a rundown, add a row for each segment, and fill in length, game clock, video, audio, graphics and notes in a grid that saves as you type.Read the guide →Starter and Pro · 3 min readCustomize rundown columnsRename and resize your rundown's columns, color and bold key rows, and drag rows into show order so the grid reads the way your crew works.Read the guide →Starter and Pro · 3 min readLink a rundown to an eventAssign a rundown to an event so a PDF of it is attached to the tech book email your crew receives, and to the reminder that follows.Read the guide →
2 guides
Tech books
Send every event detail to your crew in one email.
Starter and Pro · 4 min readSend a tech book to your crewEmail every event detail, the crew list, attachments and the rundown to your crew in one go, with an optional reminder two days before.Read the guide →Starter and Pro · 4 min readWhat's in a tech bookSee every section of the tech book email and PDF, what each one pulls from the event, and how to keep the stream key away from the wrong people.Read the guide →
6 guides
Gear
Track assets, packing cases and shipments.
Pro · 3 min readAdd gear to your asset inventoryCreate an asset record for each piece of gear, with its tag, serial, location and purchase details, so your whole team works from one inventory.Read the guide →Pro · 3 min readAsset categories and custom fieldsGroup your gear into categories and give each category its own custom fields, so cameras, lenses and comms kits each track the details that matter.Read the guide →Pro · 3 min readImport assets from a CSV with column mappingUpload a spreadsheet of your gear, match its columns to CrewdUp fields, check the preview, and create every asset in one go.Read the guide →Pro · 3 min readCheck gear out to crew and back in, with historyRecord who has a piece of gear and when it's due back, then check it in when it returns. Every checkout is kept in the asset's history.Read the guide →Pro · 3 min readMissing gear alertsFlag a packing case as missing gear so it shows on the Cases overview, and use the Assets overview to spot overdue checkouts and expiring cover.Read the guide →Pro · 3 min readLog shipments: live tracking for assets, manual log for casesLog every shipment against the asset or case that's travelling. Asset shipments get live carrier tracking; case shipments are a record you keep by hand.Read the guide →
3 guides
Budgets and payments
Budget positions, record actuals and mark crew paid.
All plans · 3 min readSet an event budgetEnter a budgeted rate and expenses for each crew and talent position on an event, and see the total budget for every row in one table.Read the guide →All plans · 3 min readTrack actuals and expensesRecord what each position really cost, add vendor expenses, and read the summary cards to see whether the event came in over or under budget.Read the guide →All plans · 3 min readMark crew paidRecord who has been paid on each event, one row at a time on the budget tab or many at once from a report, so the Unpaid count stays accurate.Read the guide →
4 guides
Reports
Build tables, charts and crosstabs from your data.
Pro · 4 min readBuild a table report: columns, filters, grouping, row colorsPick the event, budget and crew columns you need, filter and sort them, group the rows and color-code them, then save the report to run again.Read the guide →Pro · 3 min readBuild a chart reportTurn your events into a bar, line, pie or area chart that counts events or totals a budget field for each sport, month, region or other group.Read the guide →Pro · 3 min readBuild a crosstab reportBuild a pivot table of your events, with one field down the side and another across the top, and a count, sum or average in each cell.Read the guide →Pro · 3 min readAsset reportsBuild a saved, filtered view of your asset inventory with the columns you choose, including custom fields, then sort, group and export it.Read the guide →
2 guides
Workspaces
Keep seasons, clients and projects separate.
All plans · 3 min readCreate workspaces and switch between themSplit your events into workspaces for each season, client or project, and switch between them so your events, calendar and reports show one at a time.Read the guide →All plans · 3 min readEdit, archive or delete a workspaceRename or recolor a workspace, archive one you're done with to free up a slot, or delete it. Your events are kept either way.Read the guide →
3 guides
Account and billing
Your profile, sign-in and plan.
All plans · 2 min readUpdate your profile and photoAdd a profile photo and keep your name, email, phone number and bio up to date, and check your role and assigned managers.Read the guide →All plans · 3 min readStart a trial, upgrade or change your planSubscribe to Starter or Pro, move from Starter to Pro, or downgrade and cancel through the billing portal, and know when a card is needed for a trial.Read the guide →All plans · 2 min readSign-in help and resetting your passwordReset a forgotten CrewdUp password from the sign-in page, set a new one from the email link, and fix the most common sign-in problems.Read the guide →
5 guides
For crew and talent
Respond to invites, join a team and find open events.
All plans · 3 min readAccept or decline a CrewdUp inviteGot an event invitation from CrewdUp? Click one button in the email to accept or decline. You don't need an account or a password.Read the guide →All plans · 3 min readJoin a team with a join linkUse the join link your manager sent to create your CrewdUp account and join their team, so you can see their events and raise your hand for work.Read the guide →All plans · 3 min readYour crew or talent dashboardSee which events your managers have opened up, raise your hand for work, check your interests and update your profile from your CrewdUp dashboard.Read the guide →All plans · 2 min readRaise your hand for an open event, position or gameTell a manager you want to work an event, a specific open position or a single game, straight from your dashboard, and see what happens when they answer.Read the guide →All plans · 4 min readEvery email CrewdUp sends crew and talent, and whenA list of every email CrewdUp can send you as crew or talent, what triggers each one, and what you need to do when it arrives.Read the guide →
2 guides
Help
Troubleshooting and common questions.
All plans · 3 min readCrew didn't get the emailWork out why a CrewdUp invite or other email didn't arrive, check the address and spam folder, and send a fresh invite when you need to.Read the guide →All plans · 2 min readFrequently asked questionsStraight answers to the questions people ask most about CrewdUp: pricing, trials, crew accounts, email, calendars and what CrewdUp doesn't do.Read the guide →
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