When you assign someone to a position on the Crew Assignments card, CrewdUp emails them an invite straight away. There's no send button and no draft step. This guide covers what that email says, what your crew see when they click, and what you get back.
Short version
Picking a person sends an "Event Invitation" email with Yes, I can work and I can't work buttons. The links work without an account for 7 days. A yes sends them a confirmation with a calendar file and emails you an alert. A no emails you an alert.
The invite email
The email goes to the address on the crew member's CrewdUp account, or to the email on their crew record if they don't have an account.
| Part | What it shows |
|---|---|
| Subject | "Event Invitation: {event title} - {Weekday, Month D, YYYY}" |
| From | CrewdUp's no-reply address |
| Reply-To | The event's owner |
| Heading | "You're Invited!" |
| Details | Event title, Position, Date, Event Time, Crew Call, Location, and the address if set |
| Buttons | Yes, I can work and I can't work, under "Can you work this event?" |
| Notice | "This invitation expires in 7 days." |
Replies go to the event's owner, even if a collaborator made the assignment. The email footer says "Questions? Reply to this email to contact {manager} directly."
The email goes out the moment you assign
There's no "assign quietly, invite later" option. If you're still deciding who gets a slot, leave it open.
When they click Yes, I can work
- The assignment changes to Confirmed on your Crew Assignments card.
- Their browser shows a "Confirmed!" page with the event details and a note that a confirmation email is on its way.
- They get a confirmation email, subject "Confirmed: {title} - {position} - {date}", with a calendar file (.ics) attached.
- The event's owner gets an alert email. See manager alerts.
What's in the calendar file
- Start: the crew call time, or the event start time if there's no crew call, in the event's time zone.
- Length: always 6 hours, whatever the event's end time.
- Title: "{event} ({position})".
- Alert: 30 minutes before, "Crew call for {event}".
- Organizer: the event's owner.
When they click I can't work
The assignment changes to Declined. Their browser shows a "Declined!" page. The event's owner gets an alert email. The crew member doesn't get another email.
The declined person stays in the slot. It doesn't reopen on its own. To fill it, remove the person and assign someone else.
If someone clicks the other button later, their answer changes.
Links, accounts and expiry
- No account needed. The buttons work without signing in.
- 7 days. After that the link shows "Invitation Not Found" and "This invitation has expired or is invalid."
- New invites replace old links. Resending the invite or changing the person's position sends a new email, and links in older emails stop working.
Things to know
- "Invited" doesn't prove the email arrived. The badge reads Invited as soon as you assign, even if sending failed. If it failed, a Send invite mail icon appears when you hover the row.
- No address, no email. If the crew member has no email on their account or crew record, the invite can't go out. Check addresses on your roster first.
- Ignore the dashboard line. The email footer says crew can respond by logging into their CrewdUp dashboard. They can't respond there yet. Tell them to use the email buttons.
- The content isn't customizable. Every invite uses the same layout and wording.
- Expired invite? On Starter and Pro you can resend the invite.
Checklist
- Crew emails are correct on your roster before you assign
- Positions are final before you assign (changes send a new email)
- Declines removed and the slot reassigned
- Anyone still on Invited after a few days followed up