CrewdUp sends two kinds of automatic reminder. The 5-day reminder goes to the crew on every event without you setting anything up. The tech book reminder is optional: you switch it on when you send a tech book, and it repeats that email two days before the event.
Short version
Five days before the event date, at 00:00 UTC, everyone assigned who hasn't declined gets an "Upcoming Event Reminder" email. In US time zones that lands the evening before. It can't be turned off. The tech book reminder is a checkbox in Send Tech Book and goes at 9:00 UTC two days before.
When the 5-day reminder goes out
Event dates in CrewdUp are stored at midnight UTC, and the reminder is timed from that. It's due at 00:00 UTC five days before the event date, and goes out on the first hourly run after that.
In US time zones that's the evening before, six days ahead in local time. For an event on Saturday, crew on Eastern time get it on Sunday evening, around 7 to 8 PM.
| Event date | Reminder due (UTC) | US Eastern |
|---|---|---|
| Saturday | Monday 00:00 | Sunday evening |
| Friday | Sunday 00:00 | Saturday evening |
The reminder is set up when the event comes within 5 to 6 days and has at least one recipient. If you assign crew later, but while the event is still more than 5 days away, they're picked up. Events created or staffed less than 5 days before the date don't get a 5-day reminder.
Who gets it
CrewdUp works out the list when the reminder sends:
- Every crew member assigned to the event, unless they declined. People who haven't answered yet, on Invited or Pending, get it too.
- Talent assigned to the event itself. Talent assigned to individual games on a multi-day event don't.
Each person gets one copy, at their account email or, if they don't have an account, their crew or talent record email.
Unanswered crew get it too
The reminder reads as if the person is booked, even if they never accepted. Follow up with anyone still on Invited before the 5-day mark, or remove them. See track confirmations.
What the email says
- Subject: "🎬 Upcoming Event Reminder: {event title}".
- Heading "Event Reminder", then "This is a friendly reminder that you have an upcoming event in 5 days:".
- Event title, Date, Location and Crew Call, plus the address and sport details if set.
- Footer: "This is an automated reminder from CrewdUp Productions."
It comes from CrewdUp's no-reply address. Replies don't reach you.
The tech book reminder
When you send a tech book, you can tick Add Reminder Email in the Send Tech Book dialog. CrewdUp then sends the same tech book again two days before the event, with "Coming Up" in the subject: "Coming Up: Tech Book: {event} - {date}".
- It's due at 9:00 UTC two days before the event date, about 5 AM Eastern in summer, and goes on the first hourly run after that.
- It goes only to the addresses you entered in that tech book send. Crew you add later don't get it.
- The checkbox is disabled when the event is less than 2 days away.
Can you turn reminders off?
The 5-day reminder can't be turned off. There's no plan, team or event setting for it. A pending reminder appears on Notifications → Scheduled with a Cancel button, but cancelling it doesn't stop it: CrewdUp creates a new one on the next hourly run while the event is still 5 to 6 days out.
A tech book reminder can be cancelled on Notifications → Scheduled, and it stays cancelled.
Things to know
- Changing an event's status to Cancelled doesn't stop the 5-day reminder yet. Remove the crew from a cancelled event, or tell them directly.
- Times in the email are shown as UTC wall-clock values, the same as you entered them, with no time zone label.
- Reminders aren't in History. Neither reminder shows on the History tab. See message history.
- Email only. There's no text or push reminder, and the reminder time can't be changed.
Checklist
- Crew assigned more than 5 days before the event
- Unanswered crew followed up before the reminder goes
- Declines removed or replaced
- Add Reminder Email ticked when you send the tech book