If you've been asked to work an event, you'll get an email from CrewdUp <info@crewdup.com> titled "Event Invitation", followed by the event name and date. It means a manager has put you in a position on that event and wants to know if you can work it.
You answer with the buttons in the email. You don't need a CrewdUp account, and you don't need to sign in. Can't find the email? See emails not arriving.
Short version
Open the "Event Invitation" email and click Yes, I can work or I can't work. A page opens to confirm your answer, and the manager is told. If you accept, you also get a confirmation email with a calendar file.
What's in the invite
The email starts with "You're Invited!" and shows:
- your Position
- the Date and Event Time
- your Crew Call time
- the Location and address
Under "Can you work this event?" are two buttons: Yes, I can work and I can't work. The email asks you to respond as soon as possible. The links work for 7 days.
Accept the invite
- Click Yes, I can work.
- A page opens that says "Confirmed!" with the event's position, date and location. You can close it.
What happens next:
- The manager gets an email saying you've accepted.
- You get a confirmation email titled "Confirmed:", followed by the event name, your position and the date.
- That email has a calendar file (.ics) attached. Open it to add the event to Google Calendar, Apple Calendar or Outlook.
The calendar entry starts at your crew call time and is set for 6 hours, with a pop-up alert 30 minutes before. It's a one-off file: if the event changes later, the entry in your calendar doesn't update.
Decline the invite
- Click I can't work.
- A page opens that says "Declined!" and "Thanks for letting us know."
The manager gets an email saying you've declined. You don't get another email.
If you click the other button later, your answer changes.
Other versions of the invite
- "Click to Respond" invites. If a manager resends your invite, the email has a ✓ Click to Respond button instead. It opens an "Event Assignment Invitation" page with ✓ Yes, I can work and ✗ I can't work. This version's link works for 30 days.
- "Assignment Updated" emails. If the manager moves you to a different position, you get "Assignment Updated" with new buttons. Your earlier answer is reset, so respond again.
When a new invite or update arrives, the links in older emails for that event stop working. Always use the newest email.
If you're talent
On-air talent get a different email, titled "Talent Assignment", with Yes, I can work and Not available.
- Clicking either button records your answer and tells the event organizer.
- You don't get a confirmation email or a calendar file. Add the event to your calendar yourself.
- Each link works once. To change your answer afterwards, contact your event organizer directly.
Things to know
- The links don't need a login. Anyone with the email can use them, so don't forward it.
- "Invitation Not Found" means the link has expired, or a newer email replaced it. Look for a newer invite, or reply to the email to reach the manager.
- You can't answer from the dashboard. The invite says you can respond from your CrewdUp dashboard, but the dashboard has no accept or decline buttons. Use the email.
- Clicking Yes twice sends a second confirmation with a second calendar file. Your calendar may add the event twice. Delete the copy.
- Invites for the same event can thread together in Gmail, because they share a subject. Open the newest one.
For every other email CrewdUp might send you, see emails you'll get.