Crew & Calendar

Purpose {#purpose}

Crew management, crew assignments to orders, and schedule overview for dispatch.

Navigation: Sidebar Crew → /app/crew, Schedule calendar → /app/calendar

Permissions: crew.read, crew.manage, crew.plan, crew.assignments.read, calendar.read

Maintain the crew roster {#maintain-the-crew-roster}

Add crew members {#add-crew-members}

1. Crew → /app/crew
2. New member → /app/crew/new
3. Required: name, contact details
4. Optional: qualifications, positions, notes

Edit crew member {#edit-crew-member}

Crew → click member → Edit (/app/crew/:id/edit)

Qualifications and positions {#qualifications-and-positions}

Qualifications help with planning even when not strictly enforced.

Assign crew to orders {#assign-crew-to-orders}

1. Open order → Crew planning tab (/app/orders/:id?tab=crew)
2. Add person
3. Choose crew member, role on the order, and notes
4. Save

Project manager is set when creating/editing the order (Project manager field), not in the crew tab.

Permissions: orders.crew_assign, crew.plan

Crew request by email (token) {#crew-request-by-email-token}

EVISYS can ask crew members to confirm by email. The recipient opens a link:

/crew/assignments/:token

Without signing in they can choose Accept, Decline, or Tentative. The response appears on the order.

Order briefing {#order-briefing}

1. Order → Documents tab or Overview
2. Generate order briefing PDF
3. Optional: email briefing to assigned crew

The briefing includes event data, venue, schedule, and crew list.

My assignments {#my-assignments}

Crew members with crew.assignments.read see their own assignments under My assignments (/app/my-assignments) — including status and order details.

Team templates {#team-templates}

For recurring crew setups you can use team templates (on the order in crew planning). A template adds multiple positions at once.

Schedule calendar {#schedule-calendar}

Navigation: Sidebar Schedule calendar → /app/calendar

What is shown? {#what-is-shown}

Orders by schedule segment:

Views {#views}

• Month — overview
• Week — dispatch
• Day — detailed planning

Click an entry to open the related order.

What the calendar does not show {#what-the-calendar-does-not-show}

There is no separate crew shift plan in the calendar. Crew assignments are on the order under Crew planning.

Permissions: calendar.read (view), calendar.manage (calendar settings if applicable)

Subscribe to calendar (iCal feed) {#subscribe-to-calendar-ical-feed}

You can subscribe to EVISYS events in Google Calendar, Outlook, or Apple Calendar without opening the app.

Navigation: Schedule calendar → Subscribe → /app/calendar/feeds

Create a feed {#create-a-feed}

1. New feed — optional name (e.g. “Outlook personal”)
2. Choose content:
   • My crew assignments — requires crew.assignments.read
   • Order schedule segments (all orders) — requires orders.read (only if you may view all orders in the tenant)
3. Optional: segment types (rental, setup, event, teardown), assignment statuses, hide cancelled orders
4. After creating, copy the feed URL — for security it is shown only once

Add URL in external calendar {#add-url-in-external-calendar}

• Google: Settings → Add calendar → From URL
• Outlook: Add calendar → Subscribe from web
• Apple: File → New calendar subscription

Treat the URL like a password — do not share it. If leaked: New URL and remove the old subscription.

Inspection calendar (workshop) {#inspection-calendar-workshop}

Due equipment inspections appear under Workshop → Calendar (/app/workshop/calendar). See inspection-calendar.

Common issues {#common-issues}

Last updated: July 2026