Using the Roster to Assign, Confirm and Check In Crew
How to assign people and units to an event's resource needs from the Roster, then confirm, check in, complete, mark a no-show, release, or swap them.
The Roster is where you put people and units on an event's resource needs and record what happens to them, from the first tentative name through the end of the show. Each assignment is a reservation: one person or unit filling a slot on a need. Its status decides whether the slot counts as tentative, awaiting or secured on the Coverage page, so confirming someone here is what moves a need toward Covered.
Open the event sidebar, go to Resourcing, then Coverage, and select the Roster tab.
What the Roster Shows
The Roster has one row per person or unit, not one row per slot. A stagehand working both the load-in and the show is one row with two assignments under it, because what you need on site is the person.
| Column | What it shows |
|---|---|
| Resource | The person or unit, with how many assignments they have and their identifier if they have one. |
| Type | The resource type they fill. |
| Status | Every status their assignments are in, with a count when several share one. A person can be checked in on one call and still tentative on another. |
| Planned schedule | The span of their planned schedule across all their assignments, and the hours in it. Not scheduled when no plan exists. |
| Actual schedule | The span and hours actually worked. Not on site yet until they check in. |
| Rule states | States such as overtime that their whole schedule triggers, worked out across every assignment. A state marked forecast comes from the plan, not from actual hours. |
Expand a row to see each assignment: the resource type, its status, the procurement and group it fills, the order and receipt it came from, and its planned and actual times. An assignment that replaced someone says who and why, for example "replaced Sam Ortiz (no-show)". Select an assignment to open its actual schedule, where you can correct times on the day.
Assign Someone to a Need
Open the assign dialog
Pick the need
The list shows needs that still have open slots, with how many are open. Only crew needs and serialized asset needs take assignments; pooled and expendable gear is counted by quantity instead.
Pick who fills it
Choose from On this event, the resources already on the event, or From the org pool, your organization's inventory. Each event resource shows how many slots it is already on. Picking someone from the org pool brings them onto the event in the same step.
The new assignment starts as Tentative: a soft hold that shows everyone the slot is being worked, without promising anything. From the org pool appears only for members of the event's organization.
Change an Assignment's Status
Open the menu at the end of an assignment line to stamp one assignment, or select people with the row checkboxes and use the bulk action bar to stamp all of their eligible assignments at once. The Roster offers only the moves an assignment can make from where it is.
| Action | Moves an assignment | Offered from |
|---|---|---|
| Confirm | to Confirmed, which secures the slot | Tentative |
| Check in | to Checked in | Tentative, Confirmed |
| Complete | to Completed | Checked in |
| No-show | to No-show | Tentative, Confirmed |
| Release | to Released | Tentative, Confirmed, Checked in |
Checking someone in copies the need's planned schedule onto the assignment as its actual schedule, so you only correct what changed on the day rather than entering it from scratch. Completed, No-show and Released are final. A released or no-show assignment no longer fills the slot, so its unit counts as open again until someone else takes it.
Assignments that come from a vendor order belong to that order. Their status follows the order, and any change to them is made by changing the order. The full list of statuses and moves is in reservation statuses.
Swap In a Replacement
When someone does not arrive or comes off a slot, swap a replacement in so the record keeps both: why the first person left, and who took over.
Open the assignment menu
Say why they are off the slot
Choose who is taking the slot
Swap is available on a named assignment against something that has been received, which is the on-site case. For an assignment made in planning, release it and assign someone new.
Receive Fulfillment
Receive fulfillment in the toolbar records stock that arrived, including gear nobody ordered. Receipts are covered in the Fulfillment section.