Every event has a Budget & Actuals tab where you plan what each position will cost. The Crew & Talent Budget table has one row per position, with a budgeted rate and budgeted expenses. Crew and talent never see this tab.
The rows in this table are the event's crew call positions. When you add positions or assign people on Event Details, the rows show up here too, ready for numbers.
Short version
Open the event, go to Budget & Actuals, and click a Budgeted Rate or Budgeted Exp. cell to type an amount. Use Add Row for a position that isn't on the crew call yet. Each cell saves when you press Enter.
Where the rows come from
You don't have to build the budget from scratch. A row appears here when:
- you add a crew position on Event Details (see assign crew to positions);
- you assign crew or talent, which fills the matching open row or adds a new one;
- you approve a crew member who raised their hand for an open position;
- you click Add Row on this tab.
A new event with none of these shows "No budget rows yet".
Enter budget amounts
- Open the event from Events in the sidebar.
- Click the Budget & Actuals tab.
- In Crew & Talent Budget, click the Budgeted Rate cell on a row and type the amount.
- Press Enter or click away to save. Press Escape to cancel.
- Do the same for Budgeted Exp. for per diems, travel or other costs for that position.
Total Budget for the row is Budgeted Rate plus Budgeted Exp. Blank cells count as $0.00.
Add a row
- Click Add Row.
- Choose the type: Crew or Talent.
- Choose a Position from your team's list ("Select position…"). If you see "No positions defined yet", set up your team's positions first.
- Choose a Rate Type: Event, Day or Hour.
- Click Add. You'll see "Row added".
The type and position can't be changed later. To fix one, delete the row and add it again.
Rate type is a label
Rate Type tells you how a rate was quoted. It doesn't do any math. If someone is on $400 a day for three days, enter the total you expect to pay as the Budgeted Rate, or note the day rate and work out the total yourself. CrewdUp doesn't multiply by days or hours.
Picking a member records a name only
The Member column on a row you added shows "Unassigned". You can pick someone with Assign crew… or Assign talent… from your workspace roster.
This only writes their name on the budget row. It doesn't assign them to the event and doesn't send an invite. To book someone, assign them from Crew Assignments on Event Details, which also fills the budget row.
Once a name is on a row, you can't change or clear it from this tab.
Templates wipe crew budget rows
Applying a crew position template on Event Details deletes every crew row, with its budget numbers and assignments, and replaces them with blank rows. Apply templates before you enter budget figures. See crew position templates.
Things to know
- Deleting a row is permanent. Click the trash icon, then Yes. It doesn't remove the person's assignment on the event.
- Reload after changing the crew call. If you add positions or assign people on Event Details while the budget tab is open, it can show old rows until you reload the page. The same goes the other way.
- A failed save still shows your number. If you see "Failed to save", the table keeps showing the new amount but it wasn't saved. Reload to check. View-only collaborators can see the budget but not change it.
- The workspace banner is misleading. The budget always belongs to the event. The selected workspace only changes which roster names the member picker lists.
- Amounts are in dollars. There's no other currency.
- Budgets are on every plan.
Checklist
- Crew positions added on Event Details (and any template applied first)
- Budgeted rate entered for every row
- Budgeted expenses added where needed
- Day and hour rates worked out into totals
- People booked from Crew Assignments, not the budget tab