A tournament weekend in CrewdUp is one multi-day event. Crew are staffed for the whole event, and each game carries its own talent. This guide puts the steps in order, with a link to the full guide for each one. Everything here is on every plan except sending the tech book, which is on Starter and Pro.
Short version
Create one event with Event Type "Multi-Day Event" and an End Date. Upload the game schedule with Bulk Add Games (CSV), add crew positions and assign crew, assign talent per game, then tick Visible to Crew and send the tech book.
Set up the event
- Go to Events and click Create Event.
- Enter the title, venue and address.
- Set Start Date, End Date (Multi-day events) and the venue's Timezone.
- Set Crew Call Time and Start Time for the first day. There's one pair for the whole event.
- Under Game Details, set Event Type to "Multi-Day Event".
- Fill in the contacts: venue, association, producer and coordinating producer.
- If your team has one, pick a Crew Position Template under Crew Setup.
- Click Create Event.
The event is created hidden from crew. Leave it hidden while you build it.
Add technical details and files
- Open the event, click Edit Event, and fill in the Technical Configuration card: internet source, production software, and the RTMP server and broadcast key if you use them. Only team admins and managers see the key. Crew and talent don't.
- Add the tournament schedule, credential list or venue map in the Attachments card. PDF, CSV and Excel files up to 10 MB.
- Put day-by-day call times in Production Notes if they change across the weekend.
Load the games
On the Games & Talent tab, click Bulk Add Games (CSV) and upload the schedule with Title, Date (YYYY-MM-DD) and Time (2:00 PM) columns. If any row is wrong, no games are created. See bulk add games.
For a few games, use Add Game instead.
Watch the game timezones
CSV game times are read in the event's Timezone. Games added one at a time use your computer's timezone. Either way, each viewer sees game times in their own timezone, unlike event times, which show as typed.
Staff crew and talent
- Crew: on the Event Details tab, add positions in Crew Assignments and fill each one. Each assignment emails an invite straight away. See assign crew to positions.
- Talent: on Games & Talent, click Assign Talent on each game. See assign talent by game.
Crew are assigned to the whole event, not to individual games. If someone works only Saturday, note it in Production Notes.
Share with other producers
Other managers on your team can already open your event, view only. Giving another producer edit access through the Collaborators tab doesn't work yet in a normal team. Until it's fixed, make changes yourself or have the producer who will run the event create it.
Open it to crew and close hiring
- Click Edit Event and tick Visible to Crew. It saves straight away. Crew assigned to you can now see the event and raise a hand.
- When every position is filled, tick Fully Staffed. That also hides the event from the crew Events list.
Hiding doesn't remove the event from crew calendars or block a direct link.
Send the tech book and wrap up
- Click Send Tech Book to email crew every detail, with your attachments. Sending is on Starter and Pro. See send a tech book.
- After the weekend, click Mark as Complete.
Things to know
- One crew call time covers the whole tournament.
- No per-day crew schedules or per-game crew. Games carry talent only.
- No bracket tools. Games are a flat list by start time, and they can't be edited. Delete and re-add to change one.
Checklist
- Multi-day event with Start and End Dates and the venue's Timezone
- Technical details and attachments added
- Games loaded and checked
- Crew positions filled and confirmed
- Talent assigned per game
- Visible to Crew on, then Fully Staffed when done
- Tech book sent
- Event marked complete