The Organization Crew Database

The crew database is your organization's list of the people it works with: staff, regular freelancers, trusted contacts at partner companies. Each person is set up once and reused across events, instead of being retyped onto every show.

Open it from Crew in the organization sidebar. Managing the list is for organization admins.

What a Crew Record Holds

Each record has the person's contact information, a Point of contact switch, their crew types and attribute values (using the organization's crew types), their account status, and the organization license they hold. Opening a record shows its details on the left and these tabs:

• Schedule: what the person is booked on.
• Roles: the labor roles the person can be booked as (see Resourcing).
• Events: the events the person is on and the access they hold on each. Organization admins only.
• Permissions: their organization permissions.

A crew record can also be linked to a company in the Collaborator Database.

Add People and Invite Them to the Organization

Select Add crew, or Invite crew from the organization name menu. Fill in Contact information. To give the person access to the organization, enter Account email to invite..., choose a license, and set their organization permissions on the Permissions tab. Leave the email empty to add a contact only. Switch on Bulk add to add several people at once.

Inviting works like it does on an event: an email that already has a BackOps account gets access straight away, and a new email gets an invitation email and a reserved license seat. Addresses on the blacklist cannot be invited.

To take access away but keep the record, hover the Account row on the record and select the trash icon. The person loses their organization permissions, license seat, and department and location access. To remove the record entirely, use Delete in the record's actions menu; this also removes the person's assignments to tasks, files, activities and locations and archives their labor roles. If the record is the person's last one connected to their account, they also lose their organization access.

Use Crew on Events

An event copy of a person stays linked to their organization record, so you can move changes in either direction. These actions are available to event admins who are organization members with Crew Database Read (to add or pull) or Crew Database Edit (to push).

Pull onto an event. In the event's Add crew member dialog, Bulk add is on by default; select Add from organization in the side panel, then choose the people and the collaborator they work under. If a person already has a BackOps account, Connect user account gives them access right away; otherwise they arrive as a contact, and you invite them when you are ready. A person can be pulled onto an event once.

Refresh from the organization. On the event crew record, Pull from org overwrites the event copy's contact details (including email and point of contact) and linked attribute values with the organization's, and adds any linked types the event copy lacks. It is available once the record is linked.

Push to the organization. On the event crew record, Push to org overwrites the organization record's contact details and linked attribute values with what was learned on the event, and adds linked types it lacks; no types are removed. For someone who only exists on the event, the button reads Save to org library and creates a new organization record, or updates the one already connected to their account.

Before either direction runs, a confirmation lists every field that will be overwritten, with the old and new values, and which event-only fields will not sync. Event-only crew types and attributes never leave the event.

flowchart LR
    O["Organization crew record"] -->|"Add from organization"| E["Event crew member"]
    O -->|"Pull from org (refresh)"| E
    E -->|"Push to org / Save to org library"| O