Organization Records and Event Copies: Pull, Push, and Refresh

Your organization keeps one master record for each crew member, collaborator, and resource. An event never edits that master directly. When you bring someone or something into an event, the event gets its own copy, linked back to the organization record it came from. This page explains how that link works, because it is the same for all three.

Why Events Work on Copies

An event is a snapshot of one job. The audio vendor's contact for this show, the rate you agreed for this event, a crew member's details as they were on the day: these belong to the event, and they should not change because someone tidied up the organization record months later. Equally, a correction your team makes during one event should not silently rewrite the master record every other event depends on.

So the two sides are kept apart, and the link between them is what lets you move changes deliberately in either direction. The link also lets BackOps answer cross-event questions, such as which active events a crew member is on.

Pulling a Record into an Event

Pulling copies an organization record into the event and links the copy to its origin.

• Crew members are pulled onto a collaborator on the event, with the attribute values that map to the event's crew attributes. By default the person's account is connected and they get default crew access; they can also come in as a contact only. A crew member can be pulled onto an event once.
• Collaborators are pulled from the organization's collaborator library with their attribute values and, unless you leave them out, their crew as contacts. You can copy the collaborator's organization types down or choose event types instead. A collaborator can be added to an event once.
• Resources are pulled from your organization's inventory as linked copies, and the resource's type is pulled first if the event does not have it yet.

Types and attributes travel the same way. An event keeps its own crew types and attributes, collaborator types and attributes, and resource types, each either a linked copy of an organization one or created on the event only.

Events can also hold event-only records that were never pulled: a crew member added straight to a collaborator, or a collaborator created on the event. They have no link until someone saves them to the organization.

Keeping the Two Sides in Step

Edits on either side stay on that side. Two actions move changes across the link, and each replaces what is on the other side rather than merging field by field.

Pull from org refreshes an event copy from its organization record. The organization wins: contact details and linked attribute values are overwritten, and any linked types the copy is missing are added. Attributes and types that exist only on the event are left alone. It is available for crew members and collaborators, and for resource types, where it overwrites the linked variants and rate cards.

Push to org saves an event copy back to the organization. For a linked crew member or collaborator, it overwrites the organization record's details, linked types, and linked values. For an event-only record, the button reads Save to org library: it creates a new organization record and links the event copy to it. For crew members and collaborators, event-only types and attributes never leave the event. Pushing an event-only resource type is different: it creates the type in the organization, with its attributes. Pushing a collaborator also saves its crew. It is available for crew members, collaborators, and resource types (not individual resources), and needs edit access to the matching organization database.

flowchart LR
    ORG["Organization record<br/>(the master)"] -- "Pull into event" --> COPY["Event copy<br/>(linked)"]
    COPY -- "Push to org" --> ORG
    ORG -- "Pull from org (organization wins)" --> COPY
    ONLY["Event-only record"] -- "Save to org library" --> ORG

When the Organization Record Is Deleted

Deleting a crew member or collaborator from the organization does not touch the events they were pulled into. The event copies keep their details and their place on each event, but their link now points at a record that no longer exists, so pull from org and push to org stop working for them. Organization resources are archived rather than deleted, so their event copies stay linked.